monday.com Board Naming and Organization Best Practices

meta_description: “monday.com workspaces become chaotic at 100+ boards without dynamic naming. Learn board organization best practices and how BoardBridge automates naming and folder creation.”

Your monday.com workspace has 127 boards. Half of them start with “Project -“. Twelve have the word “Template” somewhere in the name. Eight are named after clients who haven’t been clients for two years. You have three boards called “Marketing Campaign” in three different folders.

Finding the right board takes 45 seconds of scrolling and Ctrl+F.

This is the board naming chaos that compounds as teams scale. What starts as 10 neatly named boards becomes an unmanageable mess at 100+ boards.

Boards Pain Point #20: No Dynamic Naming or Auto-Folder Organization

Here’s what teams need as they scale:

• New boards named automatically from deal/project data (e.g., “Acme Corp – Event Overview” not “Copy of Template Board”)
• Folders created and named dynamically (e.g., “Acme Corp – Annual Event” folder containing all project boards)
• Consistent naming patterns across all projects
• Easy board discovery — predictable structure so you can find boards fast
• Archived project cleanup — old boards moved to archive folders automatically

What monday.com offers:

Manual naming. Manual folder creation. Manual organization.

Monday.com’s Workflow Builder (Pro/Enterprise only) can create boards from templates, but:

• You cannot dynamically name the board from column values
• You cannot create folders via automation
• You cannot dynamically move boards into folders

The result: Every new project requires manual renaming, manual folder creation, and manual board organization.

What Monday.com Users Are Saying

Thread: Folder and subfolder creation through automation — June 2025

“Why can’t we automate folder and sub-folder creation in monday? we have automations that ‘when status changes, create board from template'” — mike01, June 20, 2025 Source

Monday.com staff (OmerK) redirected the user to API documentation and suggested posting in Feature Requests. No native solution exists.

Thread: Create a Project board from Template Using Workflow Center? — April 2025 (still unresolved July 2025)

“I am working on a Portfolio Solution that creates a project from template into a specific folder.” — usama.sarwar, April 18, 2025

“Any chance there are updates coming to Workflows to allow creating boards from Templates?” — derekbosomworth, April 22, 2025

“Nothing yet. I am still waiting and there is no update.” — usama.sarwar, July 7, 2025

Over 3 months later, still no solution.

Thread: Board naming best practices — Various

Users resort to prefixes like “LIVE -“, “TEMPLATE -“, “ARCHIVE -” to manually organize boards. But at scale, manual prefixing breaks down.

The Five Board Naming Mistakes Teams Make

1. Template boards mixed with live boards

Problem: You have “Event Template” sitting next to “Acme Corp Event” in the same workspace view.

Fix: Templates go in a dedicated “Templates” folder. Live project boards go in project folders or a “Live Projects” folder. Archived projects go in “Archive – 2025” folders.

2. Inconsistent naming patterns

Problem: Half your project boards are named “Client Name – Board Type” and the other half are “Board Type – Client Name”.

Fix: Pick one pattern and stick to it. Recommended: {Client/Project Name} - {Board Type} so all boards for the same project sort together alphabetically.

3. No date or year in project names

Problem: You have “Smith Wedding” from 2023 and “Smith Wedding” from 2026. Which is which?

Fix: Include year or date in project folder names: “Smith Wedding – June 2026” or “Acme Corp Q1 2026 Campaign”.

4. Duplicate board names across workspaces

Problem: Monday.com allows duplicate board names with no warning. You have “Marketing Campaign” in three workspaces. Search results show all three.

Fix: Prefix board names with workspace context or client name: “Acme – Marketing Campaign”, “Beta Corp – Marketing Campaign”.

5. No archive or cleanup strategy

Problem: Your workspace has 200 boards. Half are from completed projects 2+ years ago. Everything is one big scrollable list.

Fix: Archive completed projects into year-based folders: “Archive – 2024”, “Archive – 2023”. Delete boards that will never be referenced again.

How BoardBridge Automates Board Organization

Dynamic Folder Creation

When a CRM deal moves to “Won,” BoardBridge creates a project folder named from the deal:

CRM Deal Name: “Acme Corporation – Annual Event” Folder Created: “Acme Corporation – Annual Event”

If the deal name is “Smith Wedding – June 2026,” the folder name is “Smith Wedding – June 2026.”

The folder name comes directly from the CRM deal name — no manual typing. Learn more about automated folder structure creation in monday.com.

Dynamic Board Naming

All template boards are duplicated and renamed automatically:

Template boards:

• Template – Event Overview
• Template – Band Confirmations
• Template – Travel
• Template – Production

New project boards:

• Acme Corporation – Event Overview
• Acme Corporation – Band Confirmations
• Acme Corporation – Travel
• Acme Corporation – Production

The naming pattern is configurable: {Deal Name} - {Board Type} is the default, but you can use:

• {Client Name} - {Board Type} - {Year}
• {Project Code} - {Board Type}
• Any pattern based on CRM column values that populate project boards

Auto-Folder Organization

All newly created boards are moved into the project folder automatically. The workspace stays organized:

“` 📁 Templates

• Template – Event Overview
• Template – Band Confirmations
• Template – Travel

📁 Acme Corporation – Annual Event

• Acme Corporation – Event Overview
• Acme Corporation – Band Confirmations
• Acme Corporation – Travel
• Acme Corporation – Production

📁 Smith Wedding – June 2026

• Smith Wedding – Event Overview
• Smith Wedding – Band Confirmations
• Smith Wedding – Travel

“`

Every project is self-contained in its own folder. No loose boards. No manual dragging.

Real-World Example: 60 Projects Per Year

Before BoardBridge:

• CRM deal closes → manually create folder
• Manually rename folder with client name
• Duplicate 9 boards one-by-one
• Manually rename each board (9 renames)
• Manually drag all 9 boards into the folder
• Total time: 8-10 minutes per project
• Annual time cost: 60 projects × 10 minutes = 600 minutes = 10 hours

After BoardBridge:

• CRM deal closes → folder created and named automatically
• 9 boards duplicated, renamed, and organized into folder automatically
• Total time: 0 minutes
• Annual savings: 10 hours returned to actual work

The Board Naming Pattern You Should Use

Recommended pattern:

“ {Client/Project Name} - {Board Type} “

Examples:

• Acme Corp – Event Overview
• Acme Corp – Band Confirmations
• Acme Corp – Travel
• Smith Wedding – Event Overview
• Smith Wedding – Vendor Management

Why this works:

• All boards for the same project sort together alphabetically
• Client/project name is first, making it easy to scan
• Board type is second, so you know what each board does
• Consistent across all projects

Alternative pattern (with year):

“ {Client Name} - {Project Name} - {Year} - {Board Type} “

Example: Acme Corp – Annual Event – 2026 – Event Overview

When to use: Long-running clients with multiple projects per year.

Folder Naming Best Practices

Active projects:

“ {Client/Project Name} - {Event Date or Year} “

Examples:

• Smith Wedding – June 2026
• Acme Corp Q1 Campaign – 2026
• Downtown Festival – Sept 2026

Templates:

“ 📁 Templates 📁 Templates - Archive (old versions) “

Archive:

“ 📁 Archive - 2026 📁 Archive - 2025 📁 Archive - 2024 “

Move completed projects into year-based archive folders. This keeps the active workspace clean.

How to Clean Up an Existing Messy Workspace

Step 1: Create a Templates folder

Move all template boards into it. Prefix template board names with “Template -” for clarity.

Step 2: Create Archive folders

Create “Archive – 2024”, “Archive – 2023”, etc. Move completed projects into the appropriate year.

Step 3: Batch rename live boards

For active project boards, rename them all to follow the same pattern:

• Before: “Event Board”, “Project Alpha”, “Client XYZ – Overview”
• After: “Acme Corp – Event Overview”, “Beta Inc – Event Overview”, “Gamma LLC – Event Overview”

Step 4: Create project folders for active projects

Group related boards into folders named after the client or project.

Step 5: Delete unused boards

If a board hasn’t been touched in 2+ years and has no historical value, delete it. Use monday.com’s Activity Log to check last edit date.

Advanced: Dynamic Group Naming

BoardBridge can also dynamically name groups within boards:

Example: On a Confirmations board, groups can be created based on member type:

• Group: “Band Members”
• Group: “Production Crew”
• Group: “VIP Guests”

Group names can be derived from column values or roster types, keeping board structure consistent across projects.

Workspace Permission Best Practices

Related to organization: Workspaces with clear folder structure make permissions easier to manage.

Recommended workspace setup:

• Main Workspace: Active projects only
• Permissions: All team members
• Templates Workspace: Template boards only
• Permissions: Admins only (prevents accidental edits)
• Archive Workspace: Completed projects
• Permissions: Read-only for most users

This prevents clutter and accidental modifications. For more on permission management challenges, see monday.com board permissions management limitations.

Limitations You Should Know

Folders cannot be nested. Monday.com supports one level of folders (boards inside folders), but not subfolders (folders inside folders). You cannot create “2026 → Q1 → Acme Corp” folder hierarchies.

Renaming existing boards is manual. BoardBridge automates naming for newly created boards. If you have 50 existing boards with inconsistent names, you’d rename them manually or use a script.

Cross-board automation recipes break on duplication. When you duplicate template boards, cross-board automation connections don’t transfer properly, requiring manual reconfiguration.

Workspace limits exist. Monday.com has board limits per workspace (varies by plan). At very high scale (300+ boards), you may need multiple workspaces.

Automate Your Workspace Organization

At scale (100+ boards), manual naming and folder organization becomes a bottleneck. Consistent naming is impossible, board discovery takes time, and team context suffers when boards are disorganized.

BoardBridge automates dynamic naming and folder creation as part of project setup. Deal names become folder names. Project names become board names. Everything organized from the moment a deal closes.

Ready to maintain a clean, organized workspace at scale? Book a free 30-minute demo: https://calendly.com/rp-spaceo/call-with-rakesh-est-timezone

Related Articles

• How to Auto-Duplicate Multiple Template Boards on Deal Close — The full project creation workflow including naming and organization
• How to Auto-Populate CRM Data to Project Boards — Where the naming data comes from (CRM deal details)