monday.com Button Click Send Form Link Email

Automation Pain Point #10

You need a button that sends an email containing a personalized form link — unique to that specific monday.com item. Click the button on Event #147, and the client receives a form URL that updates Event #147’s data. Click it on Event #148, and the URL updates Event #148.

Monday.com’s button column can trigger email automations. But here’s the problem: monday.com’s WorkForms don’t support per-item unique URLs. Every form has one static link that creates a new item on submission. You cannot generate a unique form URL that updates an existing item.

The result? Teams resort to copying form links manually, pasting them into emails one by one, or building complex workarounds involving Google Forms + Zapier + monday.com API calls.

This article explains why monday.com’s button + email + form architecture doesn’t support this workflow — and how BoardBridge makes it work.

Table of Contents

• The Problem: WorkForms Don’t Support Per-Item URLs
• What Users Need vs. What Monday.com Offers
• Real-World Example: Event Data Collection
• How BoardBridge Handles Button → Form Link Emails
• Multiple Forms in One Email
• Pre-Filled Form Data
• Tracking Who Submitted and When
• FAQ

The Problem: WorkForms Don’t Support Per-Item URLs

Monday.com WorkForms are designed to create new items, not update existing ones.

How WorkForms Work

1. You build a form in the monday.com interface
2. Monday.com generates one static form URL (e.g., https://forms.monday.com/forms/abc123xyz)
3. Anyone who opens that URL sees the same blank form
4. On submission, monday.com creates a new item on your board

This works great for intake workflows — contact forms, job applications, support tickets — where every submission SHOULD be a new item.

The Per-Item Problem

But what if you need to update existing items?

Common scenarios:

• Event confirmations: You already created Event #147 in your CRM. Now you need the client to fill in logistics details (venue address, equipment needs, special requests) that update the existing event item.
• Vendor data collection: You manually added 50 vendors to a board. Now you need each vendor to fill out a form with their contact info, insurance details, and availability — updating their existing row, not creating 50 duplicate items.
• Client onboarding: A deal closed and an onboarding project was created. You need the client to submit documents and preferences that populate specific columns on that project item.

With WorkForms, you cannot do this. Every form submission creates a new item. If a client submits three times (fixing typos or updating info), you get three duplicate items that you have to manually merge.

Community Evidence

From a forum thread with 162+ replies spanning 6.5 years titled “Edit form responses” feature request [Source: https://community.monday.com/t/edit-form-responses]:

“We need forms that update existing items, not create new ones.” — Hundreds of users, 2019-2025

Monday.com’s response was to add response editing (available on Enterprise plans only), but that feature only works on items originally created by a WorkForm. You cannot point a form at an item created manually or via API and have the form update it.

Recent Button Automation Limitations (2023-2024)

November 2023 — Forum: “When button is clicked, send email from the user who clicked the button” [Source: https://community.monday.com/t/when-button-is-click-on-a-board-send-an-email-from-the-user-who-clicked-the-button/69715]

“I have a board with a button that when clicked sends an email. Since I was the one creating the automation the emails are sent from my mailbox but what I need is that the email is sent From the mailbox associated to the user who pressed the button.” — When button is click on a board, send an email from the user who clicked the button

October 2023 — Forum: “Automate button click” [Source: https://community.monday.com/t/automate-button-click/69558]

“I have the Click me button added to the main table and everything works, however our field inspectors just use the app to fill out the form. I want this to be completely automated so when the item is created I can trigger the button click to send the PDF email to them from DocuGen.” — Automate button click

January 2023 — Feature Request: “Embed button click links in emails” [Source: https://community.monday.com/t/embed-button-click-links-in-emails-from-monday/48216]

“We have complex workflow with many manual stages that we can’t eradicate. We are trying to simplify by providing volunteers with only the information they need to take the next step – rather than a long email that they then mis-read. To do this we would like them to be able to click on a button in an email notification which will simulate clicking the button in the monday app.” — Embed button click links in emails from Monday

From the official WorkForms documentation [Source: https://support.monday.com/hc/en-us/articles/360015755340]:

“Each form submission creates a new item on your board.”

There is no “update existing item” mode.

What Users Need vs. What Monday.com Offers

What Users Need

Feature	Why It Matters
Unique form URL per item	So the form knows which item to update
Button-triggered email with that URL	One-click send without manual copy-paste
Multiple forms per item	Different forms for different data (logistics, financials, travel, production)
Pre-filled form fields	If data already exists on the item, show it in the form so users can edit rather than re-enter
CC recipients on the email	Loop in team members automatically

What Monday.com Offers

Feature	Monday.com Support
Unique form URL per item	❌ Not supported. One static URL per form.
Button-triggered email	✅ Supported, but email body has limited customization and no CC.
Multiple forms per item	❌ You can send multiple static form links, but they all create new items.
Pre-filled form fields	⚠️ Partial. Enterprise plan only, via URL parameters. Exposes data in browser history.
CC recipients on email	❌ Not supported.

From a forum thread titled “Introducing the Button Column”:

“I wish you could view and edit the automation for the button instead of having to delete and create it again.” — Talita Feuerstein, October 2, 2020

“Has anyone come up with a solution that when a button is clicked you know when it has been clicked? Like once it is clicked it turns to a different color” — Brett Johnson, December 15, 2022

Even basic button feedback (color change, confirmation indicator) is missing. The button column is powerful for simple workflows but limited for complex ones.

Real-World Example: Event Data Collection

One of my clients manages live event logistics for 200+ shows per year. Here’s their workflow:

The Scenario

When a deal closes on the CRM board, an automation creates a full event workspace:

• Event Overview board (client name, date, venue, event type)
• Band Confirmations board (roster of band members)
• Travel board (lodging, transportation details)
• Production board (A/V equipment, staging requirements)

Each board has dozens of columns that need data — but the client and vendors provide that data over time, not all at once. The team needs to send targeted forms requesting specific information at specific workflow stages.

Example: When the event reaches the “Advanced” stage, the coordinator clicks a button to send the Show Form — a 48-question form covering event logistics. The client receives an email with a link to the form. The form is pre-filled with data already on the Event Overview board (client name, date, venue). The client updates or adds details, submits, and the Event Overview item updates in place.

Why Monday.com Can’t Handle This

1. WorkForms can’t update existing items — each submission would create a duplicate event
2. No per-item form URLs — you can’t generate https://forms.monday.com/show-form/event-147
3. No CC on button-triggered emails — the logistics team needs to be looped in
4. No multi-form emails — if you need to send Show Form, Teebox Form, and Production Form in one email, you’d have to compose it manually

The Workaround (Without BoardBridge)

Here’s what teams do:

Option 1: Google Forms + Zapier

1. Create a Google Form
2. Manually copy the form link
3. Paste it into a monday.com email automation
4. Set up a Zap that watches for Google Form submissions and updates monday.com items via API
5. Match submissions to items by email address or event name (fragile)

Cost: $20-$99/month for Zapier + time spent building and maintaining the integration

Option 2: Manual Emails

1. Export item data to Excel
2. Compose custom emails with form links for each client
3. Send emails manually via Gmail or Outlook
4. Copy form responses back into monday.com manually

Cost: 3-5 hours per week of manual work

Neither is scalable.

How BoardBridge Handles Button → Form Link Emails

Here’s how the same workflow works with BoardBridge:

Step 1: Create the Form

Build the form once in the BoardBridge interface:

• 48 fields (text, dropdown, date, file upload, etc.)
• Map each field to a monday.com column on the Event Overview board
• Enable conditional logic (show/hide fields based on answers)
• Add your logo and brand colors

Step 2: Configure the Button

On the Event Overview board, add a BoardBridge button column:

• Button label: “Send Show Form”
• Trigger action: Send email
• Email template: “Show Form Request”

Step 3: Define the Email Template

In the email template, write:

Subject: [Event Name] — Event Details Form

Body:

Hi [Client Name],

>

Thanks for booking with us! We’re getting ready for your event on [Event Date].

>

Please fill out this quick form so we have all the details we need: [Show Form Link]

>

This should take about 10 minutes. If you have questions, just reply to this email.

>

Thanks! [Coordinator Name]

Recipient: Pulled from the “Client Email” column on the item CC: “Event Coordinators” (a predefined CC group with 4 email addresses)

Step 4: Click the Button

When the coordinator clicks “Send Show Form” on Event #147:

1. BoardBridge generates a unique form URL: https://forms.boardbridge.app/f/show-form/147
2. Replaces merge variables in the email template:

• [Event Name] → “Smith Wedding”
• [Client Name] → “Sarah Smith”
• [Event Date] → “June 15, 2026”
• [Show Form Link] → https://forms.boardbridge.app/f/show-form/147

1. Sends the email to sarah@example.com (from the “Client Email” column)
2. CCs the Event Coordinators group (4 recipients)
3. Updates the “Show Form Status” column to “Sent”
4. Updates the “Last Contact Date” column to today’s date
5. Logs the email in the system (to, cc, subject, timestamp, status)

Sarah receives one clean email with her personalized form link. When she opens it, the form is pre-filled with data already on the board. She edits what needs updating, submits, and Event #147 updates in place — no duplicates.

Multiple Forms in One Email

Often you need to send several forms at once — especially in complex workflows.

Example: Golf Tournament Event

An event involves:

• Show logistics (48 questions)
• Golf teebox details (37 questions)
• Production/A/V requirements (31 questions)

Instead of sending three separate emails (which annoys the client and creates three CC threads for your team), BoardBridge lets you combine all three form links in one email.

How It Works

Button: “Send All Forms”

Email template:

Hi [Client Name],

>

We need a few details to finalize your event. Please fill out these forms at your convenience:

>

1. [Show Form Link] — Event logistics (10 min) 2. [Teebox Form Link] — Golf tournament details (8 min) 3. [Production Form Link] — A/V and staging (5 min)

>

You can complete them in any order. Thanks!

When clicked:

• BoardBridge generates three unique URLs (one per form, all pointing to the same item)
• Inserts all three into the email
• Sends one email
• CCs the logistics team once (not three times)

The client gets one email, one CC thread, and your team sees all three submissions update the same Event #147 item.

Pre-Filled Form Data

When the form URL includes the item ID, BoardBridge automatically:

1. Fetches the item’s current column values from monday.com
2. Pre-fills the form fields with existing data

Why This Matters

Scenario: The client submitted the Show Form last week and entered the event date as “June 15, 2026”. Now you’re sending the Teebox Form. You don’t want them to re-enter the date — it should already be there.

With pre-fill:

• The client opens the Teebox Form
• The “Event Date” field shows “June 15, 2026” (pulled from the board)
• They confirm it’s correct and move on to golf-specific questions

Without pre-fill:

• The client opens a blank form
• They re-enter “June 15, 2026” (and might fat-finger it as “June 16”)
• Now you have conflicting data on the same board

Pre-Fill Security

BoardBridge pre-fills data server-side. The existing values are returned with the form HTML, not embedded in the URL as query parameters (the way monday.com Enterprise pre-fill works).

Monday.com approach: https://forms.monday.com/abc?client_name=Sarah+Smith&event_date=2026-06-15

→ Problem: Sensitive data appears in the URL, which is visible in browser history, email link previews, and web analytics.

BoardBridge approach: https://forms.boardbridge.app/f/show-form/147

→ The item ID is in the URL (required to know which item to update), but column values are fetched server-side and never exposed in the URL.

Tracking Who Submitted and When

Every form submission is logged with full metadata:

• Item ID: Which item was updated
• Form name: Which form was filled out
• Timestamp: Exact submission time
• IP address: (optional) For security/audit purposes
• Submitter email: If collected via a form field
• Sync status: Success or error details

You can view this data in the BoardBridge admin panel, filtered by board, date range, or sync status.

Column Updates on Submission

After a successful submission, BoardBridge can automatically update:

• “Form Submitted Date” column → today’s date
• “Form Status” column → “Submitted”
• Any custom confirmation columns you configure

This gives you instant visibility into which items have complete data.

What This Means for Your Workflows

Button-triggered form emails turn data collection into a one-click process. Instead of manually composing emails, copying form links, and chasing people for updates, you click a button and the system sends a personalized email with a pre-filled form link. The client fills it out, the item updates, your team is CC’d, and you see the status change instantly.

For teams managing event logistics, client onboarding, vendor workflows, or any process where existing items need periodic data updates, this is the difference between automation that works and manual email hell.

BoardBridge — Form & Workflow Automation for monday.com handles button-triggered form emails out of the box. If you’re tired of copy-pasting form links or paying for Zapier + Google Forms workarounds, it might be worth a look.

Meta Description

Send button-triggered emails with unique form links that update existing monday.com items, not create duplicates. Pre-fill form fields from board data.

Related Articles

For more on forms and automation:

• How to Update Existing Items with a Form (Not Create Duplicates)
• Button Click: Conditional Email Templates Based on Column Values
• Pre-Condition Checks: Block Automations When Required Data Is Missing

Book a free consultation to see personalized form links in action: https://calendly.com/rp-spaceo/call-with-rakesh-est-timezone