W-02 · Zapier · Dropbox · monday.com
Project Intake & Revision Tracking
Three connected Zaps automate project intake and keep a 72-hour revision countdown visible on the team’s monday.com board.
Problem
The team had two manual jobs: setting up new projects on the board and keeping track of revision deadlines. Project details needed to be copied from Dropbox folders, and revision windows needed ongoing attention.
Approach
I built three connected Zaps. The first parses and validates Dropbox folder names, checks monday.com for an existing project, then creates a new item with its Dropbox link and Needs Review status. The second starts a revision timer when a project moves to Needs Revision, checking for an active timer before storing its start time in Zapier Tables. The third recalculates remaining time hourly for projects still in revision.
Outcome
Valid new project folders become board items without manual data entry, with an existing-project check before creation. Projects sent back for revision show their remaining time on the board. After the 72-hour window has elapsed, the next hourly update displays OVERDUE.
Zapier / Dropbox / monday.com / Zapier Tables / JavaScript / Filter by Zapier / Schedule by Zapier / Looping by Zapier
Carlos Chiu, AI Automation & Enablement Specialist: all work