Roadmap Consulting

ClickUp Best practices Views There’s a “my tasks” button. More importantly, when creating a view, there’s an option “default to me” - this is super useful as it shows only assigned tasks to whoever is looking at that view. This can be done with any view - board, table, etc. Templates: 1. Task templates: You can create task templates in case you work with repeatable tasks that contain similar data. For example, if you have multiple tasks you do for a single client, you could create a template and apply it every time you create a new task for that specific client. The tasks will be pre-filled out with the data you want (e.g. client name, time estimate, links to folders/docs, etc.) a. Description, subtasks, tags, attachments and checklists will be merged into the task template. b. The Assignees, watchers, priority, and dates that were set on the task will be replaced in this task once a template is applied to the task. If there are fields you do not want to be populated in the template, make sure to leave them blank before saving the template. (e.g. if you filled out the Client’s name or set a date and saved the task as a template, the next time you apply that template to a task, the date, and Client’s name will be set according to the template, or replaced). Make templates for everything that repeats more than two times (e.g. list/folder statuses) Custom Fields/Task view: On the Space level, create only the fields common for ALL folders and lists. In case you create a custom field on a space level (and the field is actually used only in two lists out of four, e.g.), that field will be then shown in all lists. Task view Task view refers to the data (description, comments, assignees and custom fields) you see within a single task card. The reason why you should pay attention to the way you make the custom fields is that the task view pulls and shows all fields you added to the list, folder or space your task is located in. Field hierarchy (order of appearance): 1. space level fields, 2. folder level fields, 3. list level fields Changing the field to a higher level: If you have a custom field (e.g. dropdown type) on a Folder level, but you need to change it to be on a Space level - simply click on the Space, and add a new field there, but make sure it has absolutely the same Name and dropdown Values (and in the same order) as the field on the Folder level. After you create this field, the one that was on a Folder level will automatically be converted to “Space level field”. You do not need to delete the current one and then add the new, space level field. It will all be done automatically. Basically, when you create two fields with absolutely the same names and values on two different levels of hierarchy, ClickUp automatically sets that field to be of a higher of the two levels. Changing the field to a lower level: Unfortunately, this “hack” does not work in reverse. You would need to create a new, lower-level field, or move the list/folder to another space. Deleting the custom fields: Deleting custom fields that were created on a list level is simple and does not cause any issues. However, you need to be extremely careful when deleting the custom fields created on a Folder, Space, and Workspace level. Namely, when you delete a custom field created on a folder/space/workspace level, ClickUp deletes that field from all tasks and lists that had that field, including the data in the field. Removing a field located in multiple lists from one list only: CSV Import: You cannot import CSV files directly to a certain list and populate the fields. Rather, you should NOT create lists before you (download and) import the CSV file, because when the CSV import is complete, a new list called “CSV Import” will be created separately in Clickup, along with the (custom) fields. When importing, Clickup will ask you to select one of the Clickup fields to match with each of the fields in the CSV file. In case there is a field in the CSV file that does not have a match in ClickUp (for example, if there is a dropdown field with some options in the CSV file), simply select “Include as a custom field”. This way, a new field will be created in the Clickup Import list, and will contain the values listed in the same order they were in the CSV file. Now you simply rename the “CSV Import” list to the required list name. Field formats: Clickup provides limited field formats when you import a .csv file, and some field values you will need to enter manually. However, do not dismiss any of the fields from your imported .csv file simply select the appropriate field format to see the data, and then recreate the required custom fields and copy-paste the data manually. For example, .csv import does not support checkbox field type. In this case, you should select “import as Text type”. The fields that were checked would contain the text “true”, and the ones that were not will remain empty. Create a checkbox custom field after that, filter the view to show only the tasks for which the imported text type field contains “true”, select them all and check the checkbox. Here is the list of the fields you need to match when importing a .csv file in order to keep your data: ● Checkbox field - choose Text type ● Attachment field - URL (Website) type ● Date fields - Text type ● Assignee - Text type NOTE: Formula fields cannot be imported. Forms: In case a form is too long and has many fields, Clickup breaks it into two columns. In case you do not want the form like this, make sure you enable the “Keep fields full width” option. Timezones: In case you have multiple people in your Workspace working in different timezones, make sure they all set the same timezone in Clickup. Recurring tasks Recurring tasks have a number of options. It’s important to note that there’s a little option called “legacy mode” that unlocks a lot of additional options. Notifications: ClickUp notifications settings are all enabled by default, leading to spam. Each individual user has to manually adjust the notifications settings. There are 3 ways you can get notifications from Clickup - to your Email, Mobile, in the web browser or Clickup app (while using Clickup) You can adjust the notifications for: 1. Comments 2. Tasks 3. Start & Due Dates 4. ClickApps 5. Integrations 6. List Info 7. Chat views 8. Inbox 9. Sharing 10. and Docs We will provide some suggestions on setting your notifications. However, the best notification settings might come down to personal preference. Suggested notification settings: Managers: Email notifications: - All email notifications should be disabled in case you do not check your work email often COMMENTS Assigned comments Disable. Won't be relevant at the learning stage Comments assigned to me Enable. You should be able to see when the workers or other managers need you to resolve a certain issue, provide information, or else. Comments I'm @mentioned in Enable. It provides information that requires attention. Once Clickup and Slack integration is set up, this should be set as Slack notification. New comments Disable. You do not need to track all conversations, only the comments referring to you. Reactions Disable. They won’t be relevant to you. TASKS Notify me when new tasks are created Disable. You do not need to be notified about every single new task, but only the ones assigned to you. Assignee changes Enable. It would allow you to prevent mistakes and track the WIP better. Recurring notifications Disable. Status changes Enable. It would allow you to track the WIP better. Tasks assigned to me Enable. You need to know when there is a new request for you. Dependency: Waiting on Disable. It wont be relevant at the moment. Dependency: Blocking Disable. It wont be relevant at the moment. Dependency: Unblocked Disable. It wont be relevant at the moment. Dependency: Linked Disable. It wont be relevant at the moment. Location changes Disable. It wont be relevant at the moment. Description updated Disable. This can be done through comments and tags. Descriptions I am mentioned in Disable. Not as important. Task name changes Enable. You would need to prevent errors and make sure the correct task is being worked on and being tracked. Merged Disable. Checklist items created Disable. Checklist items assigned to me Enable. You need to know when a certain step in the process requires your input. Checklist item resolved Disable Custom field changes Enable. It should prevent mistakes when assigning tasks. For example, in case someone made a mistake when setting Project type. CLICK APPS - Disable all INTEGRATIONS - Disable all START & DUE DATES Due Date changes/overdue Enable. Select “All tasks” from the drop down menu. You need to be able to see exactly when a project or a task is intended to begin, or what is the deadline for submitting the work. Before start date: Disable Before Due date: Disable After Overdue Disable Daily due date summary Disable Start date changes Enable. This might reflect potential delays or urgency. Priority changes Enable. Tags added Disable Tag removed Disable Time estimate added/changed Disable. LIST INFO - same settings as above Comments I'm @mentioned in Enable Descriptions I'm @mentioned in Disable New comments Disable Reactions Disable Assignee changes Enable Lists assigned to me Enable Attachment changes Enable Priority changed Enable INBOX Reminders Enable, in case you want to use reminders. SHARING Task shared Enable List shared Enable Folder shared Enable Workers: Email notifications: - Should be disabled in case you do not check your work email often COMMENTS Assigned comments Disable. Won't be relevant at the learning stage. Comments assigned to me Enable. You need to know when it is required from you to provide information or updates. Comments I'm @mentioned in Enable. It provides information that a task or a project needs your attention. New comments Disable. You do not need to track all new comments, but only the ones referring to you. Reactions Disable. TASKS Notify me when new tasks are created Disable. You do not need to track all new tasks, only the ones assigned to you. Assignee changes Enable. You need to know when you become assigned to a specific task, or when the assignment has been delegated to someone else. Recurring notifications Disable. Status changes Disable. This information will not be relevant to you. Tasks assigned to me Enable. You need to know what tasks to work on. Dependency: Waiting on Disable. Dependency: Blocking Disable. Dependency: Unblocked Disable. Dependency: Linked Disable. Location changes Disable. Description updated Disable. This can be done through comments and tags. Descriptions I am mentioned in Disable. Task name changes Enable. In case you get this notification, check with your supervisor why the task name has been changed and make sure it was not done by mistake. Merged Disable. Checklist items created Disable. Checklist items assigned to me Enable. You need to know when a certain step in the process requires your input. Checklist item resolved Disable. Custom field changes Enable. You need to know if the supervisor changes any information that might have an impact on your deliverable. CLICKAPPS - Disable all INTEGRATIONS - Disable all START & DUE DATES Due Date changes/overdue Enable. Select “MY tasks” from the drop down menu. Before start date: Disable. Before Due date: Disable. After Overdue Disable. Daily due date summary Disable. Start date changes Enable. This might reflect potential delays or urgency. Priority changes Enable. Tags added Disable. Tag removed Disable. Time estimate added/changed Disable. LIST INFO - same settings as above Comments I'm @mentioned in Disable Descriptions I'm @mentioned in Disable New comments Disable Reactions Disable Assignee changes Enable. You need to know when you are no longer assigned to a specific task. Lists assigned to me Enable. Attachment changes Enable. Priority changed Enable. CHAT VIEWS - Enable if you wish to use chat view as a way of communication INBOX Reminders Enable, in case you want to use reminders. SHARING Task shared Enable List shared Enable Folder shared Enable DOCS - Enable if you want to use Docs feature to collaborate with your team on document creation. Assignee vs. People field: The assignee field can be used to assign tasks to the people from your entire Workspace (guests too). The Assignees will be able to receive notifications whenever the task is changed. “People” is a type of custom field which does not act as the assignee field, it is inactive. The people added will not receive any notifications. Upon creating the People custom field you will be asked to choose whether to show only the people from your workspace or to show guests as well: