> For the complete documentation index, see [llms.txt](https://help.docexport.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.docexport.com/features/triggers.md).

# Triggers

The ‘Triggers’ feature lets you create sharable QR codes or hyperlinks that automate actions on your monday.com boards, such as updating statuses or numbers columns.

{% hint style="success" %}
*This feature is included in the* [*Professional Plan*](https://www.docexport.com/professionalfeatures/) *and above.*
{% endhint %}

This allows even people outside your team to handle tasks like inventory updates, event check-ins, quote approvals, and more, all without needing access to the board.

### Some example use cases

**1. Inventory Management**

Place QR codes on product shelves. When scanned, users can input the current stock count, which updates the numbers column on your monday.com board. This keeps inventory levels accurate without needing to access the board or have a user account.

**2. Event Check-ins**

Use QR codes for attendee badges or tickets. Scanning the code automatically updates a status column on your board to mark attendees as “Checked In,” streamlining event management.

**3. Approval Workflows**

Include a hyperlink in an email to clients or stakeholders for quote approvals. Clicking the link updates a status column to “Approved” on your board, simplifying the process without requiring access to the board. Include a second hyperlink to change a status column to "Rejected", and you have a fully automated approval process.

**4. Task Completion in Construction**

Field workers can scan QR codes placed on job sites to mark tasks as “Completed” or update the number of items finished, keeping your project board up to date without needing to access it directly.

**5. Order Fulfillment**

Add a QR code to packing slips. Warehouse staff can scan it to mark an order as “Shipped” or update the quantity of items sent in a numbers column, keeping order statuses updated in real time.

{% hint style="info" %}
**Note:** In this video, you are seeing version 1 of the app. However, the functionality behind the triggers has not changed, so you will still get a good impression of how it works. 
{% endhint %}

{% embed url="<https://www.youtube.com/watch?v=GZgKfoe4xyI>" %}

## Setting up Triggers and Actions (Status Column)

If you want to change the value of a status column by clicking a link or scanning a QR code, follow these steps to set up the trigger:

1. Open the DocExport view in your monday.com board. Go to "More" and select "Triggers"
2. Click on "Create new Trigger"
3. In this example, we set up a trigger to change the status column "Quote Status" to "Approved"

<figure><img src="https://1159009676-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FMnVzL8c1pE5zXO95iUKm%2Fuploads%2FP0uYYekFWNKqgleC7bWc%2FDocExport_Triggers_ApproveQuote.png?alt=media&amp;token=84a6a491-d1d6-4ddf-b9ad-62407e472136" alt=""><figcaption></figcaption></figure>

By repeating the steps, you can create another trigger for rejecting a quote.

## Setting up Triggers and Actions (Numbers Column)

If you want to change the value of a numbers column by clicking a link or scanning a QR code, follow these steps to set up the trigger:

1. Open the DocExport view in your monday.com board, go to "More" and select "Triggers"
2. Click on "Create new Trigger"
3. In this example, we set up a trigger to update the quantity in a numbers column

<figure><img src="https://1159009676-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FMnVzL8c1pE5zXO95iUKm%2Fuploads%2FfCQYhcBqwhxrwukugmbS%2FDocExport_Triggers_UpdateQuantity.png?alt=media&amp;token=6ec5fb3a-db63-45e9-9a95-6702b35a16b5" alt=""><figcaption></figcaption></figure>

## Let the recipient add a comment

In addition to updating a status or numbers column, you can ask the person who uses your trigger to leave a short comment. The comment is written into a text column on the same item, so you get the reason behind the update and not just the value.

Typical use cases:

* **Quote approvals:** the client rejects a quote and explains why
* **Inventory counts:** a warehouse employee notes that an item was damaged
* **Field service:** a technician adds a short remark when marking a task as completed
* **Event check-ins:** the person on the door records a note about a guest

#### Set up the comment field

1. Open the DocExport view in your monday.com board, go to "More" and select "Triggers"
2. Click on "Create new Trigger" or open an existing trigger
3. Define the action as usual, for example set the status column "Quote Status" to "Rejected"
4. Open the "Advanced settings" section at the bottom
5. Next to "Let user write a comment", select the text column the comment should be saved to
6. Click on "Save"

<figure><img src="https://1159009676-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FMnVzL8c1pE5zXO95iUKm%2Fuploads%2Fukrg1faOeC8hiv6l6IZb%2Ftrigger%20comments.png?alt=media&amp;token=5d7b7ae1-e90a-476c-9634-e0e881be766e" alt=""><figcaption></figcaption></figure>

When the trigger is opened, the recipient now sees a comment field in addition to the confirmation. As soon as they submit it, DocExport updates the status or numbers column and writes the comment into the selected text column on the item.

**Note:** Only text columns can be selected. If your board does not have a suitable column yet, add a text column such as "Comment" or "Reason" to the board first, then create the trigger.&#x20;

If you leave "Let user write a comment" empty, the trigger works exactly as before and no comment field is shown to the recipient.

## Adding QR code triggers to templates

1. Open the DocExport view in your monday.com board, go to "More" and select "Triggers"
2. Copy the placeholder for the QR code and insert it into your docx template

Example: `{{Image(100;0):Trigger.Approve Quote}}`

The number "100" in the placeholder defines the width in pixels of your QR code on the final PDF. To make your QR code bigger, simply change this number.&#x20;

<figure><img src="https://1159009676-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FMnVzL8c1pE5zXO95iUKm%2Fuploads%2Fr3JDDvGCLHyb4AmzY6Eb%2FDocExport_Triggers_Placeholder.png?alt=media&amp;token=f331020a-526d-4299-9bf1-4e5f87291832" alt=""><figcaption></figcaption></figure>

## Include Trigger Links in Email Templates

1. Open the DocExport view in your monday.com board and select "Triggers"
2. Copy the placeholder for the Hyperlink and insert it into your "[Custom Email Template](/features/custom-email-templates.md)"

<figure><img src="https://1159009676-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FMnVzL8c1pE5zXO95iUKm%2Fuploads%2Fpkb2T6AYJo0z9Gqv8izl%2FDocExport_Triggers_EmailPlaceholder.png?alt=media&amp;token=b7f02457-d11f-43f2-ba72-72ea89146e62" alt=""><figcaption></figcaption></figure>

### Insert the Link placeholder in Email templates

1. Open the DocExport view in your monday.com board, go to "More" and select "Email Templates"
2. Click on "Add Email Template", create your text and insert the placeholder as a link:

<figure><img src="https://content.gitbook.com/content/MnVzL8c1pE5zXO95iUKm/blobs/pQgGKjy46yfPsaGPtSJI/Triggers%20-%20Quote%20Email%20Template.png" alt=""><figcaption></figcaption></figure>

### Adding a custom button link to your Email Template

If you want to include a clickable button (for example, a trigger link) inside your DocExport email template, you can insert an HTML snippet directly into the email body.\
The button automatically adjusts its width based on the text you provide.

**Example HTML Snippet:**

```
<a href="{{Trigger.Approve Quote}}" 
   style="background-color:#007BFF;
          color:#ffffff;
          padding:10px 20px;
          text-decoration:none;
          border-radius:4px;
          display:inline-block;
          font-family:Arial, sans-serif;
          font-size:14px;">
    Example Text
</a>
```

**How it works:**

* **`href`** controls the button’s destination URL. You can use a URL (e.g. <https://www.docexport.com>) or the Trigger placeholder, like in the example.&#x20;
* The button’s size adjusts automatically according to the label text
* You can replace **Example Text** (button text) with any static or dynamic value from your board
* All styling is inline to ensure compatibility with email clients

This snippet can be copied directly into any DocExport email template ([see here](/features/custom-email-templates.md))

* Select "Change mode":

<figure><img src="https://1159009676-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FMnVzL8c1pE5zXO95iUKm%2Fuploads%2FkWNgftRjh1ylwr72kU6m%2FDocExport%20Trigger%20Email%201.png?alt=media&amp;token=a218bba3-811d-452d-8cec-694eb21d7f4f" alt=""><figcaption></figcaption></figure>

* Insert the code snippet and click on "Change mode" again to switch between HTML and Editor view:

<figure><img src="https://1159009676-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FMnVzL8c1pE5zXO95iUKm%2Fuploads%2Fqfb36aax8u2FOzxG1U1j%2FDocExport%20Trigger%20Email%202.png?alt=media&amp;token=bb0a68ab-db1a-488d-a4f6-12a2dec195d5" alt=""><figcaption></figcaption></figure>

## FAQs

* **Which monday column types are supported?**\
  "Status" column and "Numbers" column.
* **How many actions are included in my plan?**\
  Currently, actions are unlimited and are included in the [**Professional Plan**](https://www.docexport.com/pricing) and higher tiers.