Synchronize WhatsApp messages as activities
With these two TimelinesAI templates, you can automate the process of finding an item on your Monday.com board by phone and adding sent/received WhatsApp messages as "WhatsApp Message" activities to that item. One template allows to synchronize all messages as activities and another template allows to synchronize only messages that contain a certain text.
Activities are part of the "Emails and Activities" Monday app, which is available exclusively in the Monday CRM product. Activities cannot be used in other Monday products.
✅ Prerequisites
✅ Navigation to Template
✅ Configuring the Trigger
✅ Checking the Output
✅ Extended Use Cases
Let’s get started 🚀
Before you can set up this automation template, it is important to have TimelinesAI and Monday CRM Integration enabled.
"Email and Activities" is a native Monday app available only on "Monday CRM" product. It comes pre installed and available on Contacts, Leads, Accounts, and Deals boards. If you would like to synchronize messages as activities to a custom board, make sure to install and have the app available on the selected board. For more information on how to install "Email and Activities" app please refer to official Monday documentation at https://support.monday.com/hc/en-us/articles/360019213180-Emails-Activities-on-monday-com
Open the desired Monday board and click Automate. Then open "Templates" tab.
Search for "create activity of Whatsapp Message type"
Select the desired template. You can synchronize any message as an activity OR only messages that contain certain text:
Click the "whatsapp_account" field and select the desired WhatsApp number(s). Once selected, any incoming or outgoing messages from this number will be added as an activity for the Monday item
Click the "phone" field and select the column of the "Phone" type where you store contacts' WhatsApp numbers on your Monday board.
Click the "text" field (if it exists in the template) to filter and sync only specific WhatsApp messages.
Click "Create Automation" and then make sure it is turned ON
Select an item on your Monday board where the "Phone" column contains the WhatsApp contact number to which you will send a test message or from which you will receive one.
Trigger an incoming or outgoing message that meets the conditions of your configured automation. For example, send an automated WhatsApp message to the number linked to the selected Monday board item.
Allow up to 30 seconds for message synchronization to complete.
Open the selected item’s details page in Monday, then navigate to the "Emails and Activities" view. Your test message will appear as a "WhatsApp Message" activity, displaying:
Activity type: WhatsApp Message
Link to the message in TimelinesAI
Sender’s name
Message preview (plain text)
"Read More" button
On "Read More" click full WhatsApp message text will be displayed ( plain text with new lines, paragraphs and emojis if any)
The "Emails and Activities" app currently does not allow automatic attachment uploads. This is a limitation imposed by Monday. As a result, WhatsApp messages containing attachments will be synced without the actual attachment. Instead, you will see a placeholder message indicating that an attachment exists but could not be synced.
The "Email and Activities" app currently does not support the automatic addition of formatted text into activities. As a result, only the following WhatsApp messages formatting will be preserved: emojis, new lines, and paragraphs. Any other formatting will be synced as plain text. For example, bold text will l be displayed as * bold text here * instead of being bold
Synchronizing WhatsApp messages as activities offers several key benefits. In this section, we will explore the potential advantages and use cases.
Unlike Updates, Activities appear in the "Overview" section of the item view page. This makes timelines more complete, providing a clearer picture of all interactions with your contact.
Monday offers an "AI Summary" feature for Activities, allowing you to quickly review a summary of your WhatsApp conversation without having to read every message or open WhatsApp.
If you are facing issues with the templates, please follow basic troubleshooting steps listed below.
Ensure that the WhatsApp number used in a template is connected to your TimelinesAI account. As a workspace owner, you can view all connected numbers at https://app.timelines.ai/whatsapp/all
Ensure that the automation is turned ON
Check automation Run History at Monday
Check message sync. log at TimelinesAI
Activities are part of the "Emails and Activities" Monday app, which is available exclusively in the Monday CRM product. Activities cannot be used in other Monday products.
✅ Prerequisites
✅ Navigation to Template
✅ Configuring the Trigger
✅ Checking the Output
✅ Extended Use Cases
Let’s get started 🚀
Prerequisites
Before you can set up this automation template, it is important to have TimelinesAI and Monday CRM Integration enabled.
"Email and Activities" is a native Monday app available only on "Monday CRM" product. It comes pre installed and available on Contacts, Leads, Accounts, and Deals boards. If you would like to synchronize messages as activities to a custom board, make sure to install and have the app available on the selected board. For more information on how to install "Email and Activities" app please refer to official Monday documentation at https://support.monday.com/hc/en-us/articles/360019213180-Emails-Activities-on-monday-com
I. Navigation to Template
Open the desired Monday board and click Automate. Then open "Templates" tab.
Search for "create activity of Whatsapp Message type"
Select the desired template. You can synchronize any message as an activity OR only messages that contain certain text:
II. Configuring the Trigger
Click the "whatsapp_account" field and select the desired WhatsApp number(s). Once selected, any incoming or outgoing messages from this number will be added as an activity for the Monday item
Click the "phone" field and select the column of the "Phone" type where you store contacts' WhatsApp numbers on your Monday board.
Click the "text" field (if it exists in the template) to filter and sync only specific WhatsApp messages.
Click "Create Automation" and then make sure it is turned ON
III. Checking the output
Select an item on your Monday board where the "Phone" column contains the WhatsApp contact number to which you will send a test message or from which you will receive one.
Trigger an incoming or outgoing message that meets the conditions of your configured automation. For example, send an automated WhatsApp message to the number linked to the selected Monday board item.
Allow up to 30 seconds for message synchronization to complete.
Open the selected item’s details page in Monday, then navigate to the "Emails and Activities" view. Your test message will appear as a "WhatsApp Message" activity, displaying:
Activity type: WhatsApp Message
Link to the message in TimelinesAI
Sender’s name
Message preview (plain text)
"Read More" button
On "Read More" click full WhatsApp message text will be displayed ( plain text with new lines, paragraphs and emojis if any)
IV. Limitations
The "Emails and Activities" app currently does not allow automatic attachment uploads. This is a limitation imposed by Monday. As a result, WhatsApp messages containing attachments will be synced without the actual attachment. Instead, you will see a placeholder message indicating that an attachment exists but could not be synced.
The "Email and Activities" app currently does not support the automatic addition of formatted text into activities. As a result, only the following WhatsApp messages formatting will be preserved: emojis, new lines, and paragraphs. Any other formatting will be synced as plain text. For example, bold text will l be displayed as * bold text here * instead of being bold
V. Extended Use Cases
Synchronizing WhatsApp messages as activities offers several key benefits. In this section, we will explore the potential advantages and use cases.
Unlike Updates, Activities appear in the "Overview" section of the item view page. This makes timelines more complete, providing a clearer picture of all interactions with your contact.
Monday offers an "AI Summary" feature for Activities, allowing you to quickly review a summary of your WhatsApp conversation without having to read every message or open WhatsApp.
VI. Troubleshooting
If you are facing issues with the templates, please follow basic troubleshooting steps listed below.
Ensure that the WhatsApp number used in a template is connected to your TimelinesAI account. As a workspace owner, you can view all connected numbers at https://app.timelines.ai/whatsapp/all
Ensure that the automation is turned ON
Check automation Run History at Monday
Check message sync. log at TimelinesAI
Updated on: 06/03/2025
Thank you!