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SML - ClickUp & Zapier Automations ClickUp setup & automation The main structure in ClickUp has 2 folders - Active projects and Archived projects. The Active projects folder contains lists for each active client. Those lists will contain active tasks that need to be worked on. On the other hand, the Archived projects folder should be used as a database of completed projects and past clients. When a project or client is no longer active, simply drag and drop the client list from the Active projects, to the Archived projects. ClickUp automation - assigning tasks to ME when STAGE changes In the ACTIVE projects folder, we set up an automation that will do the following: When Custom field called STAGE changes (this is the trigger) Automatically assign the task back to ME. After you review the work, and if no changes are needed, you can set the corresponding Stage and Assignee for that stage. If there are New projects/clients: When there is a new client, here is what you would need to do: 1. Create a new client list in ClickUp (from template) 2. Duplicate one of the existing automations in Zapier 3. Rename the duplicated automation to match the new client name 4. Edit actions in the Zap 4.1. Change the sheet that triggers the automation 4.2. Change the folder where you want to place the new campaign folders 4.3. Edit the file name of the template document 4.4. Change the list in ClickUp where the new tasks will be added 4.4.1. Set the BRAND value to be applied to the newly created tasks (Optionally) Adding a new Client list in ClickUp In case there is a new project or client you would like to add to ClickUp, click on the + sign next to the ACTIVE projects folder. Then, select “From Template”, and select the NEW CLIENT LIST template. Click on “Quick Use”. Click on the ellipses (List settings) Click on RENAME And Rename the template list to the actual name or abbreviation of the new client/project. Zaper automation for the new client/project Now that you have created a list in ClickUp for the new project/client, you can proceed to set up the automation in Zapier. When you log into your Zapier account, navigate to the Drive & ClickUp automations folder. Click on the ellipses to duplicate any of the existing client automations. The duplicated automation will contain “Copy: “ at the beginning of the name. Click on the ellipses on the duplicated (Copy:) automation to Rename it. Then, enter the name of the new client instead of “Copy: OLD CLIENT” Once you have renamed the automation, click on it to edit the details. You will need to edit each step: Edit the trigger Click on the Trigger (first box). Click on Set up Trigger. You need to select another spreadsheet to be the trigger. Make sure to select the spreadsheet for Email campaigns for the new client. You can narrow down the results by typing in the client name: Select the appropriate sheet (51.ALP-Email Campaigns). Then, select appropriate Worksheet (tab in the spreadsheet). Click on Continue and Test the trigger before proceeding to the next item. Edit Action 1: Create New Client folder Click on Setup Action. Click on “Parent folder” and select the appropriate client folder (51.ALP) to create the Campaign folders in. Click on “Go to Top folder”, and then navigate through folders until you find the correct one. Alternatively, you can paste the link of the main client folder. Edit Action 2: Copy file in Google Drive Click on Setup action. Scroll down to the FILE NAME field and simply change the beginning of the name to match the client name. For example, instead of 50.LAW, type in the name of the new client 51.ALP. Edit Action 3: ClickUp task Click on Set up action. Scroll down to change the client list in ClickUp where the new tasks will be added. Click on the LIST field and select the list you previously created in ClickUp for the new client (51.ALP). Then, scroll down a little bit more and set the BRAND field. Select the brand with the same name of the new client (51.ALP).