Workflows

Build multi-step flows that go beyond a single "when this, do that" rule.

Workflows live in monday's workflow builder and belong to a workspace instead of a single board. Sync for Mailchimp adds the same Mailchimp triggers and actions you know from automations, plus two lookup actions that only make sense here. Because every step can use the results of the steps before it, you can branch, look up data, and chain several actions together.

Use workflows when you need conditional branching, multiple steps, or data lookups. For straightforward one-step rules on a single board, use Automations. For continuous bidirectional alignment, use Syncs.

How to set up a workflow

In the left sidebar, find the Workspace section and click the blue + button next to your workspace name.
In the Add to workspace menu, select Workflow. The workflow builder opens.
Set up your Trigger ("When this happens..."). Search for Mailchimp to find our triggers, or use any other trigger that fits your needs.
Add your Actions ("...do this"). Search for Mailchimp again to view the list of actions provided by us, and add as many steps as your flow needs.
Configure each block: Click the highlighted fields inside your trigger and action blocks. This is where you select the target audience and configure your data mapping. (Need help? Check our Field Mapping Guide).
Once everything is configured, activate the workflow.

Connecting your Mailchimp Account

To allow the workflow to communicate with Mailchimp, you need to establish a connection directly in the builder.

Inside your trigger or action block, you will find a field labeled Mailchimp account. When you click this field, a menu will appear. Here, you can either select an existing Mailchimp account or add a new connection. If you choose to add a new connection, a pop-up window will guide you through the authentication process.

(Note: You must connect a Mailchimp account that has a Manager role or higher before setting up workflows).

Triggers

Mailchimp-based Triggers

Start a workflow based on events happening in Mailchimp. These triggers fire regardless of where the change originated (e.g., sign-up forms, the Mailchimp app, or third-party integrations).

Trigger	Fires when
Contact subscribed	Someone joins the audience. (Important: Batch actions like CSV imports do not fire this trigger).
Contact unsubscribed	A contact opts out of your audience.
Contact cleaned	An email address bounces and Mailchimp stops mailing it.
Contact archived	A contact is archived in Mailchimp. (Only the data the event itself carries is available, because the contact no longer exists afterwards).
Contact updated	A contact's profile details change. (VIP, tags and location are not reported by Mailchimp, so they do not fire this trigger).
Contact status changed	A contact moves between subscribed, unsubscribed, or cleaned. (Offers the email address and the status for mapping).
Contact email changed	A contact changes their email address. (The only trigger that also reports the previous address).
Campaign sent	A campaign finishes sending.

Board-based Triggers

You can also start a workflow from board activity. For example:

When a status changes, look up a campaign: Reads a campaign ID from a column on the item, then fetches that specific campaign and its report data for the following steps.

Actions

Once a trigger fires, you can execute the following actions:

Action	What it does
Create contact	Adds a new contact to an audience. (Note: All fields marked as required by your audience must be mapped).
Update contact	Changes an existing contact. All field mappings are optional.
Add or update contact	Creates a new contact, or updates the existing one if the email address is already present.
Unsubscribe contact	Changes the contact's status to unsubscribed.
Archive contact	Removes the contact from the audience but retains their history. They can be re-added later.
Delete contact	Permanently deletes the contact. The email address cannot be re-added. (Recommendation: Use Archive unless you are absolutely sure).
Get contact	Reads a contact's data from an audience and hands it to the following steps. It writes nothing back.
Get campaign	Reads a campaign and its performance report, and hands them to the following steps. Accepts the campaign ID, the number Mailchimp displays, or a link copied from Mailchimp.
Update item	Writes new values to a specific item on the board.
Update the matching item	Finds the board item whose email column matches a contact's address, and updates that item.
Rename item	Changes the name of an item.

Get contact and Get campaign are only available in workflows. They produce data for later steps, which is something a single automation rule cannot use.

Example workflows

Enrich before writing back: When a contact unsubscribes, get the contact, then update the matching item with their status and latest profile data.
Branch by status: When a contact's status changes, take a different path for unsubscribed than for cleaned, and update the item accordingly.
Report on a campaign: When a status changes to Sent, look up the campaign, then write its report data onto the item and rename the item after the campaign.
Automate onboarding: When a new item is created, add or update the contact in Mailchimp, then update the item with the result.
Keep an audience tidy: When an item's status changes to Lost, archive the contact instead of deleting it.

Best Practices & Limitations

One direction per workflow: A workflow moves data one way. For true two-way synchronization, either use the Syncs feature or build two workflows with identical mappings but opposite directions.
Campaign data is read-only: Campaign blocks only flow from Mailchimp to monday.com (e.g., fetching performance data). You cannot trigger a campaign send from monday.com.
Connections: You connect Mailchimp in two places: in the board view for syncs, and in the account picker on each automation or workflow block. Every connection shows up in the Connections Manager, where each person sees only the ones they added. Removing a connection there stops the syncs that use it, and disables any automation or workflow that relies on it the next time it triggers.
Matching items by email: The Update the matching item action uses the contact's email address to find the correct board item. If no item contains that address, nothing happens. If multiple items contain the same address, the action is skipped entirely to prevent incorrect updates.
Renaming is its own step: Update item does not change the item name. Add the Rename item action when the name should change too.
Campaign triggers fire on send: A cancelled campaign does not start a workflow, and campaigns sent to another audience are ignored.

Troubleshooting

App not visible in the workflow builder? If you can't find the app when searching for blocks, navigate to Marketplace > Installed apps > Sync for Mailchimp > View App > Use App. Create your first automation or workflow from there to make the app visible.
Connection / Authentication failures: Verify you have Manager-level permissions (or higher) in Mailchimp. Ensure pop-ups are enabled in your browser when connecting the account. If a connection breaks later on, monday.com will automatically disable the workflow. You will need to reconnect the account and switch it back on.
Mapping issues: Check that data types are compatible between platforms (e.g., date to date). Ensure all required Mailchimp fields (marked with an *) are mapped. If you are mapping to a dropdown, verify that the specific dropdown values already exist in the target platform.
No fields to map? The list of Mailchimp fields appears once the account connection and the audience are selected in the block.
Still need help? If you are stuck or encountering an issue not covered here, please reach out to our support team at support@felsia.co. We are happy to help!

Automations: Single-step rules on one board.
Syncs: Keep an entire board and audience in continuous two-way sync.