How to Use Table Filters and Sorting in monday.com to Generate Smarter PDFs Automatically?
Learn how to apply table filters and sorting in monday.com templates to generate clean, accurate PDFs automatically using document generation.
PDF Maker
Last Update a month ago
Introduction
Most PDFs generated from project data fail for one simple reason: too much unstructured information.
When you pull data from Monday.com items, especially subitems like invoices, tasks, or line items, the raw table is rarely what you want to share with a client or stakeholder. You usually want filtered rows, a clean order, and consistent formatting every single time.
That’s exactly where table filters and sorting come in.
This feature lets you control what data appears in your PDF and how it appears, directly at the template level. Once set, it works automatically every time the document is generated. No manual cleanup. No reordering rows. No fixing PDFs after export.
Let’s break down how it works and why it matters.
Table filters and sorting allow you to:
- Select specific subitem data from monday.com
- Apply conditions to include or exclude rows
- Sort rows in ascending or descending order
- Automatically apply these rules whenever a document is generated
Once configured, the PDF output always follows the same logic, whether the document is created manually or through automation.
Step 1: Create a Table in the Template
Start by creating a document template where you want to display tabular data.
Add a table element to the template. This table will later be mapped to Monday.com subitems or item data.
Step 2: Apply Table Filters
Once the table is added, you can start filtering the data.
- Select the column you want to filter
- Choose a condition (equals, contains, greater than, etc.)
- Apply the filter.
- Only show subitems with a specific status
- Include rows where the amount is greater than zero
- Exclude draft or inactive records
Click Apply after setting each filter.
These filters define which rows are allowed into the PDF.
Step 3: Apply Sorting Rules
Next comes sorting.
- Select the column you want to sort by
- Choose ascending or descending order
This ensures the data appears in a logical sequence, such as:
- Oldest to newest
- Highest value first
- Alphabetical order
Sorting is especially useful for invoices, task lists, or reports where order matters.
Step 4: Create and Map the Table
Once filters and sorting are configured:
At this point, the table appears inside your document template with live data mapping.
The filters and sorting rules are now locked into the template.
Step 5: Save the Template
Click Save and Exit to finalize the template.
From now on, any document generated using this template will automatically apply the same filtering and sorting rules.
No need to reconfigure anything again.
Generating the PDF
You can generate the document in two ways:
Manual Generation
- Select the template
- Choose the output column
- Click Generate
- The PDF is created and stored in the selected column, such as an invoices column
Automated Generation
- Use monday.com automations
- Trigger document creation based on status changes, dates, or actions
- The generated PDF is automatically added to the board
Either way, the output remains consistent.
Why These Features Matter
Let’s talk about why this is more than just a convenience feature.
1. Consistent PDFs Every Time
Once filters and sorting are set, every PDF follows the same structure. No surprises.
2. Cleaner Client-Facing Documents
Only relevant data appears. No internal rows, drafts, or irrelevant entries.
3. Less Manual Work
You stop editing PDFs after generation. The system does the cleanup for you.
4. Better Automation Workflows
When combined with automations, document generation becomes truly hands-off.
5. Scales With Your Data
As your boards grow, the PDFs stay clean and readable without extra effort.
Table filters and sorting turn document generation from a basic export into a reliable system.
You decide what data belongs in the PDF, how it’s ordered, and when it’s generated. Once set up, everything runs automatically, whether you generate one document or a hundred.
If you’re using monday.com to manage structured data and still fixing PDFs manually, this feature alone can save hours every week.