ClickUp Automation Makes Task Management Easier

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I’m elated to share that the task management application, ClickUp, now includes a robust set of workflow automations that can make task management more efficient and reduce manual steps and triggers.

I’ve always wanted automation features in the task managers I’ve used. In the past I’ve even mapped a few Keyboard Maestro or BetterTouchTool triggers to help perform particular redundant tasks that required redundant clicking or pressing keyboard shortcuts.

When I first started using ClickUp, I posted a few requests for automation features. I’m not saying I was the only one to do that, but the ClickUp developers publicly acknowledge suggestions for feature updates, so much that they regularly send out an email letting users know what they’re working on. They don’t drop simple bug fixes emails and notifications. They push out real feature updates to enhance the platform.

It’s like every Friday ClickUp post new updates that makes their application the king of all task managers.

When This Happens Do This

For now, automation workflows in ClickUp work at the List level only, which means that automations trigger tasks in a list based on the rules set up for a list of tasks. At this time, automations can’t be assigned to individual tasks.

So may be asking, what’s the need for automations in a task manager? Well, when you work in any application there are buttons and items you regularly click in order to perform certain tasks. A few automation triggers can reduce the need for redundant clicking and pressing keys.

With ClickUp automations, you don’t need to code anything, you just need to know what actions you want triggered.

Sample ClickUp Automations

When I started exploring ClickUp workflows, it took a while to figure how what I needed to automate at the list level. I kept wanting to automate individual tasks, not entire lists of tasks. But as I became acquainted with the conditions for setting up workflows, I started realizing how I could use them.

For example, in my Blog Ideas list, I set up a workflow that includes seven statuses: Idea, Do Next, Started, Review, Post, and Complete. (Read here to find out more about statuses.

As in most task managers, I can set a priority level for each task. But with the automation I created, it now automatically changes the status after I change the priority to a red flag. That means one less click.

Example of conditional actions in ClickUp.

In the Blog Ideas list, I also have a checkbox custom field to indicate that a blog idea is completed. With a ClickUp automation, the workflow automatically adds my custom “YT Video” label, which reminds me to repurpose the article in video format.

How to Create a ClickUp Automation

  1. Click on the Automation icon on a ClickUp list.

    The icon is next to the title of each list.

  2. Select a prefigured workflow or custom build one

    Browse the the prefigured workflows and choose one based on what actions you want performed. You might find it easier to create a custom workflow based on what you want done.

  3. End Result

    After you set up your up your workflow, the ClickUp automation will state exactly the action(s) will take place under what conditions.

I find it easier to set up my own custom conditions based on the actions I want to occur.

Status conditions for a ClickUp workflow.
Do This Actions for ClickUp workflows.

ClickUp also makes it easy to manage and edit your automations from within each of your tasks lists.

Sample Prefigured Conditions

Here are just a few examples of prefigured conditions available for ClickUp workflows. Check out the slideshow.

Automation Restrictions

Those using the free version of ClickUp are allowed 10 automation triggers per month. Unlimited users can have 1000 automations, and Business plans can get up to 10,000 automations.

If you’re Enterprise level, you get a whopping 100,000 automations per month. Usage limits reset on the first of each month.

Another restriction in the automation feature is that only Business and Enterprise users can create multiple conditions in a workflow.

The upgrade cost for multiple actions in ClickUp.

Most general single users are probably not going to need more than 1000 automations per month.

But for ClickUp large business and team users, regularly engaged in Agile workflows and sprints, might definitely need thousands of automations per month.

ClickUp reports on the number of actions used.
ClickUp provides a counter for how many automation actions have been used.

Conclusion

The inclusion of automation workflows in ClickUp are another reason I’m so glad I switched from Todoist. ClickUp has become my external brain for most of my tasks, reminders, projects, and notes.

The automations in ClickUp will help simplify many of the redundant clicking and movements it takes to get things done in a task management system.

When automations can be applied to individual tasks, it’s going to make the workflow feature even more useful.

Let me know what you think of ClickUp and how you’re using it in your daily workflow.

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