Item Level from A-Z

Create a document that includes the information of a specific item of your board.

This guide walks you through the full journey of an item-level document - from creating your template or using a predefined one to downloading, sending and automating your PDF.

An Item Level document contains the information of a single item from your monday.com board. Possible use cases: contract, proposal, agreement, certificate, invoice, letter, …

Unsure if you need a item or board level document? See here: Item vs. Board Level

1. Create or choose your template

You have two ways to start:

Option A: Use a ready-made template (fastest)

Open the DocExport view and pick a template from the dropdown:

• Item Print — instantly prints the current item's columns, no setup. Pick the item print from the dropdown and jump straight to step 3.

• A designed template (invoice, certificate, event ticket…) from the built-in set or the Template Gallery - pick one and match it to your board in a few clicks. See Use a predefined template.

Option B: Build your own template (.docx)

A template is just a regular Microsoft Word (.docx) file with placeholders where your monday.com data should appear. You can start from scratch or simply reuse an existing business document, such as a letter or contract.

1. Open Microsoft Word (or Google Docs) and create or open your document.

2. Write the document as usual. Everywhere you want to pull in data from a monday.com item, insert a placeholder.

3. Save the file as .docx.

Insert placeholders

To pull the value from one specific item in your board, use the prefix Item. followed by the column title, wrapped in double curly braces:

{{Item.ColumnTitle}}

The column title inside the placeholder must match the column name on your board exactly.

Examples:

{{Item.Status}} – data from an item’s status column

{{Item.Due Date}} – an item’s due date

Here is what a simple letter / contract template could look like:

Dear {{Item.Contact Person}},

thank you for your interest. Please find the details for {{Item.Name}} below:

Project:   {{Item.Name}}
Status:    {{Item.Status}}
Due date:  {{Item.Due Date}}
Amount:    {{Item.Amount}}

Kind regards,
{{User.name}}

You can also add general placeholders for board- or user-level data:

{{User.name}} – Name of the monday user {{Board.name}} – Name of the monday board

Browse our Placeholder Directory for a full list of available placeholders and formatting options.

Want to learn how to add your own logo, footer or fonts? See Branding & Design

2. Upload your template to DocExport

1. Open the DocExport view in your board.

2. Click Upload template and select your .docx file.

3. Generate & download your PDF

1. DocExport creates a real-time preview of your document.

2. Choose which item the document should be created for in the dropdown next to the preview.

3. When you are happy with the result, click Download in the top right corner to save your PDF.

If you want to make further adjustments (colors, fonts, layout), click Customize template to download or re-upload the Word file.

Quick path after setting everything up: If you only occasionally need a one-click PDF for a single item, you can generate it directly from the item card - without opening the DocExport view at all after the set up. See PDF Download in Item Card.

4. Set up Actions: what happens with the PDF

By default, every document is saved in your list of reports. With Actions you can decide what else should happen with the generated PDF. Click Actions/Automations in the top right corner of the preview to define them.

• Save to a file column – store the PDF directly in a file column on the item.

• Send via email – send the PDF to the user who generated it, to addresses from a People/Email column, or to fixed addresses.

Learn more in Actions.

5. Automate the generation

So far you generate the PDF manually. To create it automatically, there are two levels — it helps to keep them apart:

Option A: DocExport automation (what + when, inside DocExport)

Save your template and its actions as a recipe, then schedule it (e.g. every Wednesday). Give the recipe a clear name so you can find it later. See Automations.

Option B: monday automation (DocExport Action Block)

Here the trigger lives in monday's automation center, using the DocExport action block. Typical examples:

• When a button is clicked → generate document

• When a status changes → generate document

• When a date is reached → generate document

Good to know — bulk limits: When generating documents for many items at once, there's a maximum per run:

• Saving to a file column (via Actions): up to 200 documents at once. To generate more, split them into batches of 200.

• Downloading from the board view (without the file column): up to 500 documents in one go.

Next steps

• Working with subitems (e.g. product labels or spec sheets)? See Subitem Level template.

• Need a table-based report across your whole board instead? See Board Level from A–Z.