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.
What Are Table Filters and Sorting in Document Templates?
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-by-Step: How to Use Table Filters and Sorting
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.
Here’s how filtering works:
Select the column you want to filter
Choose a condition (equals, contains, greater than, etc.)
Apply the filter
You can add multiple filters if needed. For example:
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.
Click on the table sorting option and:
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:
Click Create Table
Map the table to the relevant Monday.com item or subitem data
At this point, the table appears inside your document template with live data mapping.
The important part:
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.
Conclusion
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.
Clean data in. Clean PDFs out. That’s the real win.