10 BEST ClickUp Automation Examples for Small Businesses [ with Examples ]

In this LIVE, we went through 10 of the MOST HELPFUL ClickUp Automation examples for small businesses.

The ClickUp automation feature can help any business be more productive, efficient, and streamlined in ClickUp by removing manual data entry and organization — completely!

In this video we covered:

00:00 – Introduction

03:11 – The Purpose of ClickUp Automations

05:23 – Two Categories of Automation: Workflow and Management

09:42 – First: Turn on the Automation ClickApp

10:06 – Workflow Automation Examples

15:00 – Quick Note to ClickUp Automation Beginners

18:53 – ClickUp Automations for Status Changes and Templates

22:52 – Using Automations for Task Creation

26:49 – ClickUp Automations for Dependencies to Supplement Due Dates

32:19 – Custom Fields and Automations

34:05 – Management Automation Examples

35:16 – Automations when Reporting Data

41:27 – ClickUp Automations to Enforce Steps in your Process

46:31 – Q&A: Can I set Automations to send push notifications on a mobile?

50:03 – Triggering Automations using Voice Commands

51:50 – Free ClickUp Accounts and Automations

56:32 – BONUS: Email Automations

Related Resources

What are Custom Fields? | ClickUp Tutorial for Beginners

Using ClickUp FORMS + “Stacking Templates” to Create Projects

Email FROM ClickUp Tutorial | Field Service Use Case

Video Blog Post

What follows is an AI-generated transcript from this video. Please be mindful that this transcript may not be 100% accurate.

[00:00:00.180]
Hello, hello, hello, and welcome back to the Channel, welcome back to the Live Stream. We are back today to do another live stream, this time talking all about the ten most helpful ClickUp Automations. If you guys are here in the comments whether you’re watching live or on the replay, please do say hello. We already have some early folks here. Welcome. Welcome. Look forward to seeing you guys all throughout this this live stream here today. Today, what we are talking about for those of you who are just joining in are the 10 most helpful ClickUp Automations.

[00:00:28.080]
And the name is a little click baity I suppose. We are going to be going through 10 ClickUp Automations I find super helpful. But does that mean they’re going to be the most helpful for you? Maybe not, but I do, these are the 10 automations that I find myself setting up all the time for various workspaces, whether it’s my own Workspace or client’s workspaces or so on and so forth. So I hope today we’re going to give you some good inspiration as to how you can use ClickUp Automations to either move your process forward or to keep things organized.

[00:00:57.570]
So if you guys are just joining us, feel free to say hello in the live chat on YouTube. If you’re on Facebook, you can also chime in, but probably you’ll be anonymous unless you click a certain link. Doesn’t matter. Feel free to say hello and let me know that you are here. This is our itinerary for the day today. Like, I like to have my live streams pretty well organized. So we’ve got four chunks we’re going to go through.

[00:01:17.070]
First is going to be a quick just overview of what the heck automations are and what strategy I use to decide what’s going to be a useful one.

[00:01:24.450]
Then we are going to go through the example automations. And like I said at the onset and in the description of this video, I have ten cued up and they are in ClickUp. I’m very excited to show them to you. I have them kind of locked up in there, but I have a few extra ones. And if this video on YouTube gets at least I think we had 40 different likes, 40 likes on the YouTube video.

[00:01:47.550]
I have some bonus ones. So there’s some incentive. If you’re on Facebook, you can pop over to YouTube. If you’re on YouTube, just give the thumbs up button a hit. If we hit forty likes in the next, say, half hour or so, we should have enough time to expand and go into a few other automations examples. So very excited. Hey, Barb, good to see you here. And if you guys are here, feel free to chime in in the comments as well.

[00:02:10.380]
After we go through the automations examples, I am going to open it up for some Q&A whether or not we get those bonus automations there. So if you have questions about automations, feel free to drop them in the chat. I’ll pull them for the end. And yeah, we should be good to go.

[00:02:24.000]
I’m so excited to see you guys here. Hey, Audrey good to see you. Your fairy blog mother.

[00:02:29.730]
Oh, my gosh. Hello. Hello and welcome. Good to see you on Live Stream. I feel like I only see some of these folks in comments, so it’s like, oh my gosh, you’re real people too. It’s amazing. So thank you guys so much for joining me here.

[00:02:41.010]
I am like super caffeinated today, so I apologize in advance. I’m going to try my best to talk slow. But as you guys know, if you’ve been watching my channel for a while, that is very challenging for me. So use the chat and help me keep me in line here. I’m going to try to make this a slower paced tutorial so I breathe more consistently, but also so this is easier to follow. If you’re joining us live and English is not your native language or you’re just not an east coaster, although I guess I’m not anymore either.

[00:03:11.730]
And you would like to have just an easier time following. So say hello if you haven’t already. I’m going to just kick us off with a quick overview of the purpose of automations and some categories before I start showing you some of the the demo automations I have set up. So first things first purpose of ClickUp Automations. For me, the purpose of ClickUp Automations is to have a robot perform a task that’s so well defined, so repetitive and so consistent that a human can’t, shouldn’t or doesn’t need to do it.

[00:03:39.140]
OK, so we all got that that is in my book, the purpose of ClickUp Automations, well-defined, repetitive, consistent, and the human can’t, shouldn’t or doesn’t need to do it anymore.

[00:03:52.650]
I hope this at least is opening up some some different thoughts about how we can use automations, because I think oftentimes people think of automations as the thing that I put my process into. And the problem is, if your process is not these things or at least some of these things, probably all of them, it’s not going to work very well in ClickUp automation. So you’ll see as I go through the examples later on in this video that we are only able to execute automations well when we have a well-defined, repetitive and consistent process, consistent meaning, consistent logic, consistent in what happens next.

[00:04:26.700]
We can make a decision tree and say, oh, here’s what happens if this happens. We have clear logic.

[00:04:33.630]
Automations can be used either for an entire process to keep your whole process organized, or they can be used just to organize a piece of the process. And we often see this if you have something like, let’s say, a very custom, very manual designed process, but your approval process, maybe we can automate that step.

[00:04:51.240]
So when we’re talking about automations today, the examples I’m going to give you are all going to be, I think, almost all.

[00:04:57.480]
I think there’s one example that is a full process. But for the most part, the automations I’m going to show you are each a piece of a larger process. That’s cool for you because you can then kind of supplement your own process with these little nuggets. But I also just want to equip you with that thought in case you’re trying to think about automations and you think of it as this big, overwhelming thing. Fact is, it’s not it doesn’t have to be because you don’t need to automate every little thing in order to get value out of this.

[00:05:23.700]
So that’s kind of the purpose of ClickUp Automations. Like, I promise. This is just a quick primer and I’m going to go over two quick categories before we dive in.

[00:05:31.200]
So people who are in our how to ClickUp mini course and if you guys don’t know, I have a little mini course, it’s just a quick, like, ClickUp basics in one day. And of course, talking about ClickUp. And inside there I introduce this idea of categories of things. And one category that I’m I’m debating whether or not it’s too complex for the mini course. It’s definitely already in our ClickingUp group. But there are two main categories of ClickingUp automations in my book.

[00:05:55.410]
One, workflow automations and two, management automation. You could see people using a bunch of different terms for these same things. But these are the terms that I’m going to be using throughout today and just ones that stick in my head a little bit better. Workflow automations is, I would say, the default.

[00:06:11.370]
What people really think of when they think of automation, it moves the process forward by guiding items through a series of steps and instructions. OK, so I put over here, I think have a little symbol down here somewhere.

[00:06:22.110]
This is the conveyor belt stuff. This is all right. We’re moving things along.

[00:06:26.670]
That is a workflow automations and typically what people are thinking of when they think of ClickUp Automations. Today, I’m going to show you seven different conveyor belt automations, things that will move your process along. They will save you tons of time. They will help people know what to do next.

[00:06:43.050]
That’s the conveyor belt side of things. OK, just checking comments here, love your hair, thank you, I appreciate that. Hello from Iraq. Love your way of explanation very much. Oh, thank you so much. I’m glad this has been helpful to you so far.

[00:06:58.010]
And yeah, you guys could steal the hairstyle any time. People think it takes a really long time, but I do it just because it doesn’t take a long time. All right. So the other type of automations here is a management automation. Management automation also can be thought of as quality control. A management automation monitors the process. So where as the workflow automation move things forward, the management automations here actually just helps you focus in on, are we completing the steps properly?

[00:07:28.100]
Are there problems we can anticipate?

[00:07:30.290]
Are there things that we as humans we might have sidestepped that maybe we shouldn’t have sidestepped? That is what the management automations do. This can also be thought of as quality control. So is this making sense to you guys? Let me know in the chat. I know the the hair is making sense in the chat, but these two types of automations feel free to leave in a chat, like give me a yes. Thumbs up or something like that to let me know if these two types of automations are making sense to you.

[00:07:57.320]
Later on, I’m going to show seven examples of the conveyor belt moving things through the process, because that’s the most common.

[00:08:03.200]
And I’m going to go through three examples of the kind of management or quality control stuff. If you’re a manager, that quality control stuff is going to be most of your life. If you are a team, a team member, someone who’s more of a doer, the conveyor belt is going to be more of where your life exists. And if you are ClickUp service provider, if you are ClickUp setup person, if you are the ClickUp admin and cleanup person, you’re obviously going to be spanning both of these worlds.

[00:08:27.620]
So we’ve got some people saying this making sense. Let me know in the comments if this is landing for you today.

[00:08:33.140]
And just as a reminder, before we go into the actual automations, which is coming next, if we get forty likes on the YouTube video, the YouTube version of this of this live stream, today, I will be adding some additional bonus areas which span both the conveyor belt and the quality control area.

[00:08:49.130]
And just as a bit of a teaser, the bonus one is going to include some email automation. So we get forty likes on the youtube version. We might just get to see those other ones because I’m pretty excited about them.

[00:09:00.560]
All right, so let’s go back into ClickUp and I’m going to pop into an actual Workspace and we’re going to go into hmm, I’m thinking workflow automations first.

[00:09:10.910]
I think that will be the most useful use of time. Garfield glad this is making sense. All right. Great, great, great. Let’s go into ClickUp and let’s check out some stuff here. So this doesn’t look like much.

[00:09:21.620]
And I’m going to zoom in. It probably still won’t look like much because this is just a blank area. I’m going to take you inside some workflow automations. As I go through this, please interrupt him with questions. I love questions.

[00:09:32.210]
And this is not a webinar, and I don’t want it to feel like one. So the very first automation I have in here, let me I’ll talk through what it is and then I’ll also talk through why you would use it.

[00:09:42.140]
But I before I do this, I forgot to tell you something. If you haven’t already in order to use these automations, you need to have this ClickApp turned on. So if you’re trying to follow along today or in the future and you’re like, I don’t see the robot head for automations, make sure this ClickApp, this module modular feature is turned on for you. So I made a note to myself to do that and then I get so excited to see you all here.

[00:10:06.470]
I forgot. So. All right, so we have our first automation. This one is saying when on the left side, the trigger of the occurence, when the status changes from anything to complete, basically we’re done with it and the assignee is not set. Sorry for this one. This is just a lingering one and the assignee is not set, then add a comment. Now, this kind of is a monitoring one that also moves the workflow forward. But it’s basically just saying, hey, we marked task complete, but we don’t know who finished it. Can we clarify that? And we’re just having an assigned comment there. Just kind of I probably could’ve put this in the other category as well, but it’s a bit of a two for one. All right. Let’s go. Actually get to start the bottom here.

[00:10:46.490]
Here’s one when a custom field changes from approval to approved, then add a comment, I’m going to show you kind of the meat behind this one.

[00:10:55.370]
This is using a status custom field to have things be approved and when it the custom field here changes to approved, we have an automated comment come out. Now, watchers on the task are already going to know when a custom field changes. But the reason we’re having a status or sorry, a comment be created by the automation is so that we can be super clear as to what’s happening and provide instructions of what to do next. So let me go back in there and I’ll show you this one.

[00:11:21.810]
So custom field changes from anything because I don’t care if it skips the earlier steps to approved. Then a comment is added that says this task has been approved for publication. Please publish the deliverable, then mark this task complete. So this is moving the task forward and we’re using a comment to supplement the notification that goes out so people really know, OK, something’s changed. What do I have to do. If this is an area that had consistent assignees, meaning we always have John in charge of the approval process, we could even go a step further and assign this to, say, designers or Layla or whoever, and have this become an assigned comment to just really distill what happens when a custom field changes.

[00:12:01.920]
This is a very simple workflow automation right there.

[00:12:05.850]
If we take it back a step in the process, let’s imagine we weren’t worried about things getting approved, but we actually had things that needed revisions. I’m going to say this out. And once again, I’m going to go into ClickUp and show you what it looks like here before we go back into the automations.

[00:12:20.010]
And I realize I’m talking too fast. OK, let me slow down. Slow down for a second. So we have the approval process here. This is what I’m about to show you, is a simple two custom field approval process. And I have a whole separate video on approval processes ing ClickUp the different ways to do it. For this purpose. I’m going to be showing you one that relies on just custom fields and assigned comments. So we have our main task that goes through three stages.

[00:12:48.390]
It is draft, pending, approval and publish. Then we have an approval column that goes through four stages, not ready, meaning we can’t even review, it needs review, needs revisions or approved. So the automations we’re going to have here to move our workflow forward is to connect the the needs approval, the person working on the task to the person who’s approving the task. So what that looks like here, this is the second piece of that puzzle we’re going to say when custom field changes the field called approval.

[00:13:19.590]
This is that dropdown one when it changes to needs revisions, meaning I reviewed it and it needs help.

[00:13:25.860]
It doesn’t matter where it came from before because I don’t care where it started. If it’s in the needs revision space, I want people to know. When that happens, we have an initial comment created saying please add a checklist with an outline of each revision needed. We could assign this to a person if it’s a consistent person, for example, assign it to me, or we could leave it blank and tag somebody in it. This is letting the person who’s doing the approval process that they need to specify what revisions need to be made.

[00:13:53.670]
OK, so this is a workflow automations in the sense that it is telling the person what is the next step that needs to be done? OK, I hope you’re still with me on this one and then we have a second automation for the person who’s actually doing the work, so we had the approval person at the top. Now we’re talking about the doer. The doer receives this comment. Your reviewer believes this task requires revisions prior to approval.

[00:14:17.380]
Please look at, for a checklist in the details of this task. So we’re telling them where to look. We’re telling them what to do, and then we’re telling them what to do next. Our assigned comment then becomes additional instructions, rather than having to add a subtask, adding more, more tasks themselves. This is all happening in the task comments. This one, again, if we had a consistent person, we could assign it to them.

[00:14:40.260]
If not, we could maybe do something dynamic, like hey assignee. You’ll see that around this, but we are doing kind of a two-fold automation here, where we have one trigger, one situation that leads to two different actions. I’m going to do a quick aside on just these different elements here. Let me know if this is landing for you. Hello. Hello, Cathy.

[00:15:00.890]
Audrey, I’ll see you back here when you when when you are able to. So just to clarify a little bit of this for people who are a little bit of a beginner to automations, first of all, we are having a whole month of automations content here on YouTube. So we’ve got you covered by the end of this month, no one should be a beginner at ClickUp Automations. But until those videos come out, I just want to say that on the left side, this is our trigger.

[00:15:24.230]
This is telling ClickUp when do we want the automations to happen? And we can narrow this down by adding additional conditions. Meaning I don’t I don’t just want this to be true. I want other variables to be true as well. Like, I want to make sure that the status is to do before this gets triggered. We’re just narrowing down when this happens. On the right side, we’re saying what happens. So when and what and the what side we can have up to three different actions happen at the same time.

[00:15:51.200]
So there’s a little bit of a crash course there. So we have this one saved.

[00:15:54.830]
That is our second, maybe third, depending on how you’re counting automations that we can look at here, when the custom field changes of needs, revisions to instructions go out, one to the reviser and one to the person doing the tasks.

[00:16:08.270]
OK, talk slow Layla talk slow. OK, I’m trying the next one. This is also for the revision process here. When custom field changes of stage, this is the custom field that we’re selecting from anything because once again, I don’t care where it was before, to pending approval. And remember, we have a few options here, but basically when the person doing the task needs someone to review, we kick off the approval process. This changes the approval custom field to needs review and it sends a comment out saying this task requires approval.

[00:16:43.250]
Please follow SOP, we have our link here. We could have a mentioned doc here for this review. When you’re done. Once again, we’re telling them what to do now and what to do in the future. When you’re done, adjust the approval custom field to equal approved or needs revisions which remember kicks off our two other automations. If you need revisions, please specify what revisions are needed in a checklist.

[00:17:03.950]
So we’re warning them again of what’s to come. What’s going to happen next. This is kind of the third leg of the approval process that you’ve already seen two pieces of, like I said at the onset, we are talking about workflow automations in this case. And this is one of the rare occurrences where we have a bunch of automations all feeding into the same process. Many of the ones I’m going to show you after this can be used in isolation. But this would be a very good one to have at the highest level of the hierarchy where you have an approval process.

[00:17:32.630]
So, for example, if you had a folder that was all of your clients or space, that was all of your clients, and you have this approval field in every single kind of client area to check all of your deliverables, then it might make sense to have the automation. If I can click over here. Hello. The automations have the automations set at the space or the folder level. So it’s higher in the hierarchy. As a little fun fact, for those who don’t know, automations can be set in many layers, just like custom fields. So we can have this automations set at one list. Or I could set some animations for the whole folder. Unlike custom fields, automations are best to be set higher in the hierarchy. So that way they affect everything without you having to remake them every time. Let me there’s any questions about that or if that makes sense. A whole month, yay! Looking forward to it all.

[00:18:20.000]
Yeah, lots of automations tutorials coming to you guys. So in the comments, do not hesitate to ask questions about automations. If I can’t answer them right away here, we will have a lot of time to answer those questions.

[00:18:31.680]
All right, and just a reminder, if you like the YouTube video that will help us get towards our goal of having a bonus section today of some additional automation examples, but until we hit that goal, I’m going to go through a few other ones here.

[00:18:45.960]
All right, next up next up, I’m going to lose count of these I’m just going to say next, rather than trying to number them because, you know, I’m going to number them wrong.

[00:18:53.520]
So the next one here, which I will take full screen so you can actually see it is talking about status changes. This is a very simple one. And this is the one that we’re going to be featuring later on in the month when we talk about a simple service automation. So when we talk about workflow automation, which I talked about the on set. Right, that’s what we’re talking about today, is the conveyor belt of moving something from to do, in progress, done from stage one, stage two, stage three.

[00:19:17.970]
When we’re talking about workflow automation, the most common thing we have is a template application, assignee change and maybe a due date change.

[00:19:30.390]
So that’s what this automations is doing in so many variations of this could be used throughout your Workspace for each unique process, for people who are ClickingUp members watching this, this should really this should connect very well to the Process Org Chart we teach inside the first or second module where we talk about organizing your business in terms of processes. These workflow automations should be built at the process level for yourself. Don’t hesitate to post if you have some questions about that. OK, so this automations example here is basically saying when the status goes from anything to to do, which is our first status, then apply a template.

[00:20:07.650]
I have example template in here. But what we probably want to do is have to do template or phase one template or phase two template, then change the assignee so we remove whoever was on there before. In this case it was myself because I have one person in here and then add the new assignee. So we moved it from one step to another step. We applied a new template and we changed the assignee. Then we have a comment go in and you know by now how much I love using comments to give human instructions as we go along, it says this task has moved to phase three of the workflow.

[00:20:39.930]
Please complete the subtask/checklist added by the automation, which is what was added up here. I’ll talk more about that in a second, when you’re done, adjust the stage custom field so the value is stage four. OK, so we’re basically telling someone to move it to the next stage when they’re done, then we have a little friendly reminder here.

[00:20:57.200]
Do not change the task status. Oops. If I don’t delete it, you’ll see I’ll often use emojis or formatting in here just to help this area kind of stand out. If I can get the automation, right, if I can get the emoji to be created here, this will just help them jump out in the comments. And the more formatting and information we can include in these automated things, the less we’re going to manually have to do as a manager, as a as a human conveyor belt.

[00:21:22.730]
Right. So we have this here. The reason I am applying a template here, I just want to give some explanation on this point, because this is going to come up in a few other automations is because in ClickUp many parts of templates layer on top of each other. We actually have a tutorial on the channel talking about stacking templates, which if I was prepared, I would have had up on the screen here.

[00:21:44.450]
But it basically talks about how you can stack one task template on top of each other. And the way you stack is by just applying templates, multiple templates to the same task. The reason that works is because when ClickUp applies a template to an existing task, there are certain fields that it just amends or adds to. Because of that amending feature, we can have one template with subtask one. One template with subtask two, three and four, one template with subtasks five and six.

[00:22:17.080]
And we can apply each of these templates at different moments to build all six steps. But unlike having a task with all six steps from day one, by adding the templates little by little, we can ensure our due dates and our timelines and whatever else is forecast as we get closer. It’s not like we’re planning the whole project out months in advance. As we hit certain steps, things change. All right. I’m glad this is making sense. Awesome, awesome.

[00:22:41.710]
Awesome. All right, if you guys are in here and if you have any questions, please do type them them in chat, let me know if this makes sense. We’re going to keep moving on through today. So that is the whatever number automation.

[00:22:52.680]
Next one here is a similar workflow automations here. When task is created and custom field is equal to category yellow applied the template, add a comment and change the start date. OK, task creation, so this is a task creation automation. We could have this triggered by a form submission or we could have this triggered by a manual creation of a task and we added a condition to narrow down.

[00:23:15.970]
So this doesn’t happen for all tasks, only tasks created where the custom field category is yellow. One way we can make sure that this process is actually doable is by making sure that our category, which has our yellow or blue in it, is required. So I’m going to make this custom field required. So that way when I’m creating a new task, it won’t let me create it unless I also fill out that custom field.

[00:23:39.210]
And I just realized I’m not sharing my screen. There we go. That’s probably gonna be easier.

[00:23:44.610]
Let me let me back up one second. We add one more automation, which I’ll show you in a moment to make sure that our category custom field, which helps us determine whether or not the automations goes off, occurs. We want to make this a required field we can choose to require it for subtasks in this case, just the main field.

[00:24:02.730]
That way, when I go to create a task like I was trying to illustrate without my screen shared, we will have to fill this out and give it an answer one way or another before we can actually create the task. OK, I’m going to show you what that automation looks like, because apparently I didn’t share my screen, so we’ll pop in there and we have this one. When task created custom field is yellow, then apply a template. Here we could choose to apply a template that’s only applicable for yellow services.

[00:24:31.380]
So this might be something like offer A maybe offer A means.

[00:24:35.550]
It’s I don’t really have an example. Or maybe this dropdown is equivalent to an offer. Maybe our yellow offers one thing and or blue offers another so we could apply our yellow template here. Or maybe I’ve seen some teams do this where they have squads. And that’s what this example is speaking to, where when the task is created, a project manager will give it a category of blue team or red team or purple team or whatever. That team corresponds to a group of people who are assigned the tasks.

[00:25:02.070]
This is pretty common in agencies, is also common in like renovation home service, where you have a squad of people where you have different specialties, all kind of working together in one pod. If you have that yellow thing assigned the template that has already baked into it the proper assignees to equal the yellow team gets added. Then we have a comment go out, because again, I love my comments to clarify what just happened so people know if they look in this task later, hey, yellow squad, this task is ready to go.

[00:25:30.210]
We’ve already applied the offer A template which assigns each step to the relevant members of your team. OK, hope that makes sense. Can I make the font bigger, I can try. Let me know if that’s a little bit better for you, Sara.

[00:25:44.770]
Previously the screen wasn’t even shared. So we’re making progress already in this live stream. I will, can’t go too much because then ClickUp starts freaking out. But I will try there. OK, maybe not. Abort, abort. All right, so that is that automation. That would work really well if you had something like the step one was desig, step two was edit. And on the blue team, you had these people in charge and on the other team you had different people in charge.

[00:26:10.680]
Then you would save these as two versions of the same template and have them being applied automatically using an automation. Really great for project setup, especially project managers who spent a lot of time setting up projects and so on and so forth. And then this one also ends with the start date being set where once this is all triggered, the start date of the project is set to be that day on trigger date just means whenever this occurs, the date that this happens.

[00:26:37.830]
Sarah, let me know if this is a little bit better on the font size. I know it’s a little bit small. I could go full screen if that helps, but I know it doesn’t do much. All right.

[00:26:45.480]
So that is that automation. We’ve got a few more to go here. Next up, task unblocked. So this is a favorite one of mine because I use a lot of dependencies. Basically when a task is unblocked, meaning the thing that is in the way, the thing it is dependent on is finished, then trigger the scenario. So, again, this is another example of an automation that can be applied in so many different ways that, yeah, there’s there’s countless ways that you could apply this into your workflow.

[00:27:14.860]
The way I have this set up right now is when task is unblocked, add comment saying, hey, assignee task is unblocked and ready to be done. Odds are you already received notification about this.

[00:27:23.500]
But we’re putting this comment, if I could spell here to be sure that, you know, that this due date has been added to get this moving. So what this automations is doing is when the task is unblocked, the dependency is cleared, the automations is adding a due date. So the automations is saying three days after the dependency, before it, the thing before it is done, then it is due. For teams where you have a hard time forecasting your due dates.

[00:27:50.710]
Or maybe you’re guilty like I used to be. You see my personal productivity video on the channel. I used to be very guilty of putting aspirational due dates. If you are someone that does that with your projects or your services where you are a let’s just say you’re a contractor, right. And you always just you plan out the kitchen remodel, you have the different steps and you’re like, yeah, I’ll finish the designs by week four and so on and so forth, if that’s you and you have the ability to be more flexible.

[00:28:17.680]
Dependencies are a great way to do that. Let me just show you what that looks like here. If you were to use dependencies in your structure, you would do something like, let me take the URL of LDK, that one, and let’s make some dependencies between these where actually they’ll do it on the sub steps. We’ll do. This is step one, edit is step two. For people joining us live here, I’m just demonstrating how we can use dependencies to supplement due dates.

[00:28:41.440]
So I copied the URL of this one. Now I’m going to go into the second one. I’m going to create a dependency here where I can.

[00:28:47.800]
I did the small screen. Guys, what is happening? Here we go. So I’m going to say that the second task is waiting on the first task. And because of the automation that I have set up, whenever this task is done, whenever that is, regardless of the due date of it, this task will suddenly be set to be due three days afterwards. OK, and this is a really valuable way to have dynamic due dates, because if we use templates with due dates in them, that’s great.

[00:29:16.990]
That’s a great starting point.

[00:29:18.910]
But ultimately, things take the time they’re going to take. And sometimes setting really firm template due dates can become misleading because we set a lot of dates without knowing all the variables and certain things are blocked by certain other important things. And so we need to be flexible with that. And if you have a process that requires that flexibility dependencies, plus the automations I just showed you is a really awesome pairing.

[00:29:43.360]
And just because I can’t help myself, I am going to share one little pro tip as well here. People don’t seem to know about this. I just created a new list for view, for illustration sake, I’m going to show subtasks as separate task. So everything separate and spread out. Now I’m going to filter by I believe it’s blocking or is dependency on this one dependency has waiting on or blocking. People sometimes don’t realize that this is here, but if you’re someone that’s using dependencies, you can say something like doesn’t have blocking.

[00:30:14.740]
This is basically showing me all the tasks that aren’t blocked by something else or has or has blocking meaning. It’s blocking something else. This is something that is in the way of other parts of my process using dependency as a filter and then saving that view can be a really powerful way to find focus, especially if you’re in a Workspace that does not use due dates. Can do, important. I just digressed but couldn’t help myself there. Hopefully that’s a helpful little note for this one.

[00:30:42.730]
Back to automations here. So now here’s the real guessing game. Which one was I on a quick note on this, because I love my tangents. You’ll notice that there’s no documentation right now on automations.

[00:30:55.990]
There was a lot of hope when the template manager came out and I think there’s been talks of an automations manager that we’d be able to have some documentation here to say, what is this? Give it a name, give it a description like we can now do for templates. Unfortunately, that’s not yet the case. So I’m going to talk at the end of this in some different ways we can manage these automations and keep them straight, because right now it is a guessing game to know which automations is this? I don’t know, Partito. OK, so that one is not the one we want. We’re going to go to this one. Oh I lied, we already did this one too. So task unblocked. We added a comment and we changed the due date. That is the one I was just illustrating using dependencies. Perfect, if you don’t want to set your due dates all in advance.

[00:31:32.590]
Alrighty. Next one. This is another workflow automation. Before I dig into it, I just want to check the comments and also say if we get forty likes on the YouTube version of this video, probably within the next ten minutes or so I will share some bonus examples, but only if we get to forty likes. Otherwise ClickingUp members, I’m going to share it in Slack. But everyone else I’m sorry it will not be shared.

[00:31:53.500]
So go to YouTube and you can actually like this video and help us reach that challenge. That would be really awesome. Basically just helps this video perform in the algorithm helps other people see it and all that good stuff. And as always, if you have questions, we’re going be doing Q&A at the end of this, but also during. So post your questions as they come up. So that way I can make sure that you are getting all of your questions answered.

[00:32:13.150]
I’m going to continue with the most helpful automations. Here we go. All right. So back to this one. We have a custom field change. So when the stage goes from any to published, change status to complete. This is kind of it is a workflow automation, but it’s a really boring behind the scenes one, basically, thanks to Evie shout out to Ask Evie if she’s here, Evie she talks a lot about status versus stages. And I do think that this discussion is going to become less important over time as ClickUp get some of their stuff together.

[00:32:43.980]
When it comes to how off topic rant, I will keep it to the side. This will become less relevant in the future, but for now it’s really valuable to have a stage and a status for each task. And I have a whole other video on this you can find on the channel if this is a new concept to you, but when you have stages and statuses, it can be confusing for your team to know which one to use when.

[00:33:05.220]
And that’s where this automation can really help us out. Up here this automations that I had basically just says when it reaches the final status, please mark it complete, you could do something similar here where you say when it starts the first status mark it to do or in progress, these automations kind of just tie together the stages and the statuses. So it’s not a manual memory game. I see a lot of folks who have really complex stages and then someone will go into the task and they’ll be like, OK, where do I get what do I do when? Like this will be where they’ll be working, but then they’ll never mark the task complete or they’ll accidentally mark the task complete.

[00:33:40.620]
And this is supposed to be where they’re working. We need to be very clear as to what to use when if we’re using both statuses and stages. And again, just go on to the YouTube channel if you have more questions about this, Ask Evie also has some wonderful content about this, this topic. So there is that. Questions on this, feel free to chime in. I’m so glad that the information is helpful to you.

[00:34:02.790]
I know sometimes this is going to get a little technical. All right. So we’re going to look up at the next one.

[00:34:08.010]
And I think the last one, which is also the first one we covered here, which is just talking about if a task is complete and no assignee is set, have some enforcement happening. So this kind of brings us in to the other type of automations we might use. You guys are chiming in here in the comments, I’d love to hear what you find to be the most useful automations. These are some of the more generic examples, ones that I find myself setting up all the time.

[00:34:31.500]
But as you can tell, these are very modular. So if you have a specific automations that you use a whole lot for just a situation that you find the need to automate, please do leave it in the chat. Whether it’s a bragging of how awesome you are or a question something you’re stuck on, it’ll be helpful to myself and also everyone else here to hear your experience. So back into ClickUp, we’re going to transition over to the management automation.

[00:34:53.550]
So going back to the beginning, we described workflow automations as moving the process forward and management automations as monitoring the humans and ensuring important steps aren’t missed. So we’re going to go back in here and let’s tuck into the automations area and we will see the automations that we have in place here. The very first one is a bit of an obvious one, but I like to highlight this nonetheless. This this is the one that I was talking about before where the status changes and the assignee is not set.

[00:35:21.690]
This one I want to talk about in a few different lenses, because if they’re a person, if there are certain things in your business that you need to have, I was talking to someone excuse me earlier this week where it was really important to them to have time time estimates set because they wanted to know their budget of the task or if it was really important for them to have a dropdown custom field set, because that’s where they’re tracking their deliverable.

[00:35:44.640]
If you have any piece of data that is important to you to report on, if there’s any piece of data that you’re relying on to be there. This automations is something that you should have set up for the completion stage of your task. So time tracking, tags being applied, time estimates being set, custom fields being set, so on, so forth. Any of those pieces set up an automation like this that says when status is complete and this is not set, shoot off an alarm.

[00:36:11.610]
You can even tag yourself, tag the manager, tag the supervisor. This is something to have very high in your hierarchy. So it applies everywhere. I love my tangents. I’m just going to go on one because you guys don’t have many questions it doesn’t look like I’m just going to give you one more here. Just like creating automations that shoot off these warnings, if you have any pieces of data that you need to have in place, it probably makes sense to create a dashboard for them as well.

[00:36:38.070]
I have a whole series of videos on dashboards on the YouTube channel, but what I often see is folks are like, yeah, my Workspace really needs to use due dates or yeah, we always need to have assignees. But if you’re not having a report that you are viewing together as a team every week, every month, whenever you’re meeting together, you’re not going to be able to enforce that rule. So there’s no point in having rules you can’t enforce or won’t enforce.

[00:37:02.550]
So if you find yourself creating an automations like this, I’d recommend pairing it with a dashboard for yourself.

[00:37:08.880]
Let’s just say what do we want to have. Here’s an example time tracking on it. If Time tracking was really important to me, I probably want to create a widget there we go widget that shows me any tasks that are complete that don’t have time tracked.

[00:37:22.950]
Similarly, we could use automations wherever possible to also shoot off the alert more proactively. But having a dashboard like this that you then revisit during your meetings, you literally have it up on the board. That’s what we do during hours. We pull up widgets of key things we’re looking for. If you don’t have that, it’s really hard to say that you’re enforcing the rule or have your manager try to enforce that rule. So it looks like we have some quick questions here.

[00:37:45.390]
I’m just going to pull in. Do automations comments have an avatar? Good question, they actually do. They’re kind of ugly. And let’s just create one real quick so you can see when task is created. Let’s just do task created then changes. I need to me actually comment. We want to see the comment one.

[00:38:06.960]
We have this here creating it done. All right, so we have a task created opening up in theory, it should be there typically with ClickUp Automations. We need to refresh our page and I didn’t share what is happening today, guys.

[00:38:21.190]
All right. So, Garfield, I’m sorry. I made a really nice little animation. You didn’t even see it. So this is what it looks like.

[00:38:25.930]
You get the clickbot emoji, which is just the ClickUp logo to show you what I did, which I was so excited about that didn’t show up for you is I just created a little demo automations here so you could see that.

[00:38:38.080]
So that is what the avatar looks like for the ClickBot. But all right.

[00:38:42.340]
Next up, what else do we have here? I use a lot of a lot of animations that apply specific templates depending on the custom field. Yes, exactly. So what Joe is talking about here is very similar to what were talking about in the very first list. I was talking about having that dropdown for yellow or blue. I’ve also seen a lot of folks pair this with a form, which is what the stacking templates tutorial on YouTube talks about, where you have a form with a bunch of fields and you have I think the max I’ve done is twenty one twenty one automations triggered by one form.

[00:39:12.130]
So the form has a bunch of questions. And then for each possible answer and each variation of each answer, you have different automations being triggered and that can be a very powerful way to have unique templates be created. I think I’ve set them up for brokerage’s a lot of real estate folks because they have a lot of paperwork that they need to keep track. And it’s pretty consistent. Attorneys, accountants, anyone with predictable logic.

[00:39:35.260]
Again, predictable, consistent, boring in some ways, paperwork, having these kinds of things that Joe is talking about here can help you not have to spend human time thinking, oh, this has two borrowers. So I need these four documents. No, we’ll just have the automations decide that for us. All right, question here, can an automation be set up with automatically sends an email to my client, give some context and you send email every two weeks requesting wow, I can’t give that away yet because that might be one of the bonus ones, which actually brings me into this answer.

[00:40:07.860]
I will give you the answer to this. But first, I’ll say, if this video reaches 40 likes on YouTube, I have some bonus ones which include an actual mock up of how to do that email example there.

[00:40:18.210]
But I will say just as a bit of a teaser, so you’ll have to wait too long. You can definitely do that. That would be using the email from ClickUp feature, which just like with automations themselves, you need to actually have that enabled as a ClickApp, which is scroll down until you find email, you’ll find it there, but you can then send automated emails from ClickUp.

[00:40:36.390]
Just keep in mind that only certain fields can come in to the email, but if we get it in the bonus section, you’ll see exactly what I’m talking about.

[00:40:44.700]
Because I actually have a cool example mocked up for you there. So again, if you guys can help us get to 40 likes on the YouTube video, which would also just help my channel, and it’s like paying for this video that is otherwise free. That would be awesome. All right. So I’m going to dig in. Please keep the questions coming. I’ve got two more workflow kind of management management style automations here and then we will dig into the Q&A portion.

[00:41:07.110]
So drop those questions in the chat, sharing my screen again, because I’m not going to forget this time.

[00:41:12.360]
Maybe so. Status change when the status changes from any to complete and the custom field, I know she said this was Sarah I think you said was too small, but is really hard to see when it’s that tight in. I’m going to get rid of myself to try to make the screen better. All right. When status changes from any to complete and custom field is equal stage to draft, then change status to to do and add a comment. OK, so I need to unpack this one.

[00:41:38.220]
This goes back to enforcing things. So remember when we talked about stages versus statuses, which is the idea of having a dropdown for the detailed steps in your process and having a status for the very simple big picture. I am someone who’s biased. I always like to have the simple checkmark which you only get if you only have two statuses. If you have more than two statuses, then this will show up as a box with different colors. It will not show up as a pretty little checklist that makes it real easy for others to understand.

[00:42:06.660]
So if you’re using the stage, in addition to the checklist, we need to keep these guys in sync. And the automations that I just showed you ensures that we don’t accidentally mark something complete if it’s not in the final stage.

[00:42:18.900]
So going back into that. If I remember the right one, I think it’s this one. All right, so if anyone tries to mark this task complete. When the custom field is only in the draft stage, then we’re going to have this whole automation occur. So this is an enforcement automation. If this makes sense to you, the auto, the automated ClickBot is going to change the status back to to do. We’re moving it backwards in time.

[00:42:42.970]
And it’s sending kind of like a validation warning, a warning to the person saying you are doing something wrong.

[00:42:49.780]
Here’s what it looks like.

[00:42:51.220]
We can’t do that. Please make sure this status this. My gosh, Stass, please make sure this task is in the final stage before marking it closed. If you’d rather this automation auto finished the task, the stage tag admin. I’ll talk about this in a second, but just ignoring that second half, does does this make sense how this is working? This is basically rejecting the status change, moving it back to to do, because we only have two statuses.

[00:43:15.830]
So it’s very easy to know which one to send it to and sending a comment back saying, what are you doing? The second part of this comment is more of a note internally. But if we didn’t want to be so harsh, if we didn’t want to send it all the way back to do, we could air on the side of, oh, if someone marks a complete, they must have just forgotten to change this. There’s two different ways we can interpret this.

[00:43:38.360]
If that is the case, then we would remove this comment and instead we would do something like this where when the status is set to complete and the custom field is draft, then we want to change the custom field stage to be published.

[00:43:54.940]
So you see how one kind of shoots you backwards and rejects you and the other one corrects for you. It’s like auto correct? Obviously we all know the dangers of auto correct. This would be the alternative option. So this is kind of like the two for one here that I want to give you in terms of this workflow management, we can either push something forward or reject it back, that rejecting back one is one that I find it annoys people, but for really important processes, I would make sure you do that.

[00:44:22.630]
I’ll give you some examples of how that might be used in my own workflow. I currently have youtube process and I’m due for a video. Guys, if you’ve seen my YouTube process video on the channel, that is very outdated now, I have a really new way that’s like just so much better than before. So I’m happy to talk more about that if if you guys are interested on the channel. But for my own process, when it comes to YouTube videos, I have a task per video and when it moves to a certain status, I have a trigger come like go on.

[00:44:49.360]
That basically says if the URL field, which is a custom field we have, is not filled out when it gets to a certain stage, we have a full on rejection because we need that URL field to be filled out to ensure that we can get certain things approved so the video can move forward in the process. So that is one application. I probably should have given more application as we went through this today, but I tried my best. So if you’d like to see more applications for any of these happy to these of all these are all automations that I used in my own Workspace or with clients workspaces, so.

[00:45:21.510]
Just pop into some of these comments, guys, and we are at the point in the video where this is becoming kind of important. So if you are someone that would like to see this additional automations I have ready here, please, do you like this video on YouTube. At this point, it doesn’t look like we’re going to hit it, which means ClickingUp members, you are going to get this. But everyone else I’m sorry, you might not get to see this unless we hit 40 likes on the YouTube video in this live rendition.

[00:45:47.480]
But don’t worry, if we don’t make it, this is automations month. So we will be seeing a lot of content on this. All right.

[00:45:52.980]
So this is talking about email automation. I did try this with Zapier.

[00:45:56.340]
However, it would pick up all the custom fields together and wouldn’t work Zapier right now with ClickUp, which we actually will have videos talking about Zapier and Instagram out on the channel this month for automations Month automations April at ProcessDriven.

[00:46:10.710]
Zapier and ClickUp custom fields do not play well together. They are barely accessible and when they are it is a very poor connection. So if you wanted to do an outside tool to email to automate emails, then I would suggest using Intergromat instead, which you can also use the free account. It’s more generous than Zapier is, in my opinion, and so on.

[00:46:31.560]
Does automation, besides using email, can interact with text or some kind of mobile notifications? No. So. So let me show you. Let me show you what we got.

[00:46:41.460]
We can get close Garfield. So if I go inside here and I create and I browse automations. I can connect Twilio or email or like we talked about before, Zappia or Integromat and through various channels, shoot off a text or shoot off or whatever, but the push notifications that ClickUp sends to your phone are not accessible. That’s kind of a whole separate area. So. Yeah, I hope that makes sense, the status changes to answer the original question about the email, we could have the email being sent here.

[00:47:10.900]
So when we say status changes, then send email. Select. Here we go, we could send an email here where we can pull in various fields from our task itself into the email. So hello, first name, that kind of stuff. Hello, task name. Sure, why not? And this would then trigger an email, we can also use the Twilio integration to send things via the text message option. That is a separate tool that you would need to purchase and integrate with ClickUp.

[00:47:35.380]
That’s what all these guys are. I’m sure we’re going to see a lot more in this area over the year. And then using third party tools, you could also do automation, so Integromat, Zapier, you could have a whole variety of things interact. But the push notifications sent by ClickUp themselves are governed by your own personal settings. They are not something that we can access as an admin. So just to illustrate that, I’m going to pop this open in the background here.

[00:48:02.490]
All right, so you guys can see now my notifications here in this demo Workspace mobile notifications or something per person that is set per person. So if we wanted to have our team be notified on their phone when they were assigned to comment, we would need to ask them, not set for them, ask them to turn it on for mobile notifications. That would be the native way to do this. But like I talked about before, you can also do it with third party tools that are more text based.

[00:48:29.700]
But in terms of push notifications, not really hope that helps. Next one, can you say not complete to account for all other possible statuses? Not complete to account. Give me a little more explanation here or someone else have you can chime in and kind of interpret this. I think I’m. Not complete for OK, I think what you’re talking about here is I had the demonstration showing that if the status is or stages whatever, move it into the complete and now you’re asking if it’s a different stage, can you set it to be in progress?

[00:49:05.460]
So right now, in ClickUp’s logic, it does not allow for conditions or forks in the road. We have to set it up in two separate automations. So, for example. We have that one automations that says if it’s complete, change it to publish, we could indeed make another one and we can’t clone. How frustrating is that? You can’t even clone these ugh OK. But if we do something like when status changes to what was the first one, my goodness status changes and condition is true.

[00:49:33.280]
OK, so if we say does the changes end, custom field of stage is equal to I hate that you have to always retype that pending approval. Then we could change the status to in progress. We would have to set it up for each fork in the road, each possible variety we would want to have, but we could do it. So you see how this would change into a different one. I only have two statuses in here, which is why you’re not seeing a whole bunch.

[00:49:59.440]
But you could indeed do this. Could automations be triggered with Google Home Voice commands? Not that I know of. Through an outside through an outside tool, probably. I can’t say I know for sure. It’s not something I set up, but I don’t see I know ClickUp has some limited integrations with Alexa and Siri and so on.

[00:50:23.280]
I’m so sorry. I just said those words. People’s phones are probably blowing up.

[00:50:25.950]
Sorry. Those tools ClickUp has some limited integrations with them. I’ve seen it on their their ClickUp dotcom slash apps area, but I don’t know, off the top of my head about Google home through outside tools I’m sure you could somehow make it happen if it was really important to you.

[00:50:42.600]
Here we go. I’m going to share this back up with you. So we do have have some limited functionality here? I do not know enough what this would do. I think one of the easiest things let’s see if it gives us some documentation that apparently isn’t so great. I know for sure, using some kind of tool, you could then create a task. I know I have a Siri shortcut set up on my iPhone. That’s basically like I’m afraid to say it.

[00:51:06.480]
I’ll just say I use a word like Eureka. And when I say the word Eureka, Siri asks me, what’s your big idea? I tell it the idea and I take that idea and then it puts it into other tools. So you could set something like that up where functionally all the voice command is doing is creating a task and then the automation, all it’s dumb right. The automations only knows to look for a new task. And you can even say automation, look for a new task that has the tag Eureka.

[00:51:30.990]
Because maybe I have a template being applied in that way. You could create tasks using different voice command settings and then have automations pick up where the automations from the voice left off.

[00:51:42.340]
I hope that makes sense. OK, next question, Audrey. Oh, I’m glad you’re still here. The little little guy not keeping you up too much. So are automations available for the free version of ClickUp. If so, is there a limit? Good question. Good question. All right. So let me pull this up on the other screen.

[00:51:58.920]
I’m talking fast again. Slowing down. Slowing down. Sorry, guys. I’m really trying. All right.

[00:52:04.530]
So I have the ClickUp page up here. And, hey, this is a good time to introduce the fact that if you are signing up for ClickUp for the first time and you want to help a friend out, you can use my promo code. And when you do that, I do receive a small commission from ClickUp. It’s kind of laughably small compared to other software, but I’m not complaining it’s something. So if you’re signing up for ClickUp for the first time, you could support this channel by using that link.

[00:52:27.390]
You don’t have to. When you get to the website, you will see the full comparison button at the bottom, which is what you’ll need in order to access the information I’m about to show you going through.

[00:52:36.570]
If we scroll down here, you will see automations right here and it shows you the limits for the account now, actually. OK, we get it.

[00:52:43.530]
We get it. So actually, it just changed, I think a few months back. The free plan, I feel like it used to have 10 use limit.

[00:52:51.480]
It was something much lower and it increased to one hundred as far as I remember. But yes, there is indeed a limit to automations on the free plan. It is available, but it is limited and you can tell where you’re at on that limit by going inside.

[00:53:05.520]
Let’s go to here. And we’ll talk about this more in the how to use automations tutorial video coming out when I went up into this automations area, which I am showing my screen right. OK, good. When I went up into this automations area, this is where I can just add an automation, which is what I’ve been doing. But if I go into here and click on the other tabs, browse shows me some of the most common automations, which are just very generic, pretty much any permutation, any combination possible here, but on the other side I have usage.

[00:53:33.810]
And here you can see whatever usage limit you have on the account that you currently have. These are per month. And basically this is how many uses or triggers of the automations you can have in a given month. Now, this is a demo enterprise account, so obviously has a ridiculous amount of automations. Even in my main account, I will say we only do like sub a thousand, a few hundred, maybe high hundreds in terms of the number of automations a month.

[00:53:58.560]
So if you have questions in terms of whether you need to upgrade in order to get the job done, you can post in the chat here and I can kind of help you figure out if it’s worth upgrading, depending on the size of your team and how how how automated you want to be. But our small team, we are we would be plenty on the unlimited plan, even on the number of automations they give you. You can also buy additional automations packs.

[00:54:19.320]
They try to anchor the price by comparing it to Zapier. I will say Zapier can do a lot more than ClickUp Automations because ClickUp Automations, unlike Zapier ones are internal. Pretty much like you saw, there was a few unique little connection points where you could connect ClickUp outside of the tool itself, including email, which is awesome. But Zapier, you can connect pretty much any cloud based tool. So it’s not really an apples to apples comparison. OK, so that hope that helps you, Audrey. Garfield says, I saw it in the custom field dropdown, which I think address.

[00:54:52.950]
Uh. OK, OK, OK, gotcha, gotcha, gotcha. So he was talking about having a using the is not. So is not equal to yes, so you can do positive or negative pieces here and you could just say is not equal to approved, of, approved, whatever that might be and have that trigger. Yes, I have been using mostly positive statements in this. There is no reason for that. You can certainly do negative if that’s going to get more done for you in one automation.

[00:55:24.070]
I will say whenever possible, try to keep your automations as condensed as possible because you are charged per one of these, not per one of these.

[00:55:35.650]
Does that make sense, though, like automations here on the right. I could have three steps in here and it would still count as one automations to the best of my knowledge. And if I’m wrong on that, I will correct in comments. But that is just a little cost saving measure. I we have a few more cost saving measures when it comes to automations and outside automations later on this month. But that’s kind of where we’re at. So I’m just gonna do a final check.

[00:55:53.360]
Guys, I want us to get to that 40 so that way I can go into some of the other stuff I had prepared today. But if we don’t get there, we don’t get there. And it looks like we are close. We are really close guys, but we do not have the 40 likes. It doesn’t look like to go into those bonus sections for you, but we do have 20 some. So I think what we’re going to do just to honor those of you who have supported us here and talk a little bit about this guy, I’m going to give you one bonus automation here that was in the bonus section.

[00:56:21.790]
But I just want to make sure you have it so that what you can feel good moving forward into what we’re about to do. I’m going to go in here and just show you. I’m going to delete the other ones because they’re gone.

[00:56:30.610]
They’re gone. You don’t get them. Sorry.

[00:56:32.830]
All right. I’m going to share my screen. I’ll take you inside this one bonus one here just so that you have it. And it helps. All right, when status changes, then send email in email, I’m going to go inside this animation and show you how this works because this will resolve the issue that was asked below. So when status changes from to do to in progress, then send email. Now to do this, just like with the other one, we do need to enable the emails from ClickApp, ClickUp emails from ClickUp ClickApp.

[00:57:02.500]
If you have questions from that, I do have another video on the channel with the basics of this feature status changes to do to in progress. Send email. We’re going to send an email to the email custom field, which is very important. We need to have this set up in order for it to be accessible. So I created an email custom field here. I also have a first name custom field. Oftentimes I’ll get asked why would I have a description versus having custom fields?

[00:57:25.180]
One of the reasons to use structured data and custom fields is for integrations and for automations. Because our automations feed off of structured data, they do not do well with a big old mass of text. So that’s why we might want to have this. And our automations is going to rely on this for this to come to life. So in the to address, we’re going to say email address. So this will be dynamic. Whatever email addresses in that custom field, bam, that’s who this is getting sent to.

[00:57:48.550]
We could also have a hard typed email address. So I just please don’t email this. I don’t know what this is, but we just have an example, additional email address. Oftentimes I’ll see people also vcc their CRM because oftentimes CRMs will have that blind carbon copy email address.

[00:58:03.310]
The subject line here is project started and then task name, because our task name in this example would be the name of the project. Then we have a template email here.

[00:58:12.020]
Hello, first name. This is an automated update. Just going to clarify this here, I always, always think that emails that are automated should be clearly automated, should be up front about being automated. I know ClickUp does not share this belief in some of their work, but I do think it’s really important that we are honest with our clients at all moments in time.

[00:58:32.080]
So if you’re using this automations feature, especially because it is new, still a little bit of bugs, you know, still going a little bit of bugs in here. So I definitely want to own the fact that this is automated in case there is an error. So people know that this is not this is an automated e-mail. All right.

[00:58:49.720]
We got we got that out of our way. No, no fake. Hello, this is so-and-so from so-and-so. Put an actual automated email there. Your project has been started on start date, assignees. This is going to be replaced with the assignee’s name is hard at work. Getting everything ready for your launch on due date. We added these fields in here just to show you by going down to the very bottom, which I scroll down a bit more, and this shows me all the fields from the task at hand.

[00:59:13.890]
So whatever task had the status change, those are the values that are coming in here. And there’s a lot, including custom fields that are accessible here.

[00:59:21.300]
Below that, I put my my normal blurb that I usually put at the bottom of all of my automated emails where it says something like this was sent automatically, but if you have any questions about this project, just reply and human will get right back to you. We’ll get right back to you. Again, we’re being upfront. We’re being honest. We’re also giving them a fast track to reach a human because no one wants to be on the receiving end of botched automated emails with no recourse.

[00:59:40.890]
So there we go. And then I have it saying Layla’s robot helper. And sorry, I just clicked on that while we were sitting here, Layla’s robot helper. And then I have a little emoji.

[00:59:49.110]
So what did I have, the robot face?

[00:59:52.130]
You could put gift’s in here, you could put I mean you can get really creative and really in-depth with these emails you can have custom field to action item. I’ve seen some coaches do that where they have. Here’s your next steps.

[01:00:04.100]
And then you have the custom field like these kind of guys for action items to be tagged here, a lot of creative things you could do with this email automation, but just know that at this point in time, they are a little buggy, still they’re very new. So not not going to be I’m not going to hold that against them. It’s very new. So there are some bugs. So just be very mindful when you’re using these to always test and you’re going to hear that throughout this month of content.

[01:00:28.850]
If you’re using automations, test the darn automations. Make sure you have, as we talked about at the onset here, a consistent, repeatable and consistent in logic process before you even try to automate it. And, yes, honesty. Thank you. Thank you. It’s going to pull up the comment here that you just came through. Automation, acknowledged the automation, great customer service tactic.

[01:00:49.940]
Exactly why there is some ClickUp. It is kind of funny to me. They have an auto responder that goes out that always is from the same person who’s like, I forget the name of the person, but she’s always the response signature for all of their help or support things. And I remember looking at it first being like, dang this girl doesn’t sleep. And then I realized it was automated because you did receive them and back after your back.

[01:01:13.790]
And I’m like, come on, we can do we can do a little bit better than that. Let’s try to be honest. And one little pro tip here, one little fun thing is we’ll actually use in a lot of our automated emails when they’re internal or one on one sent through Dubsado, we’ll have a different email signature for our automated robot. His name is Otto Matik, which I’m I was very proud of. And he has his own profile picture and everything.

[01:01:36.710]
That’s his name, Otto, and it has a little blurb about it, but it’s just making it cute, making it thoughtful and understanding that automations is a benefit for you. So we need to do all we can to also make it feel like a benefit for the other person. I really appreciate the the extra love here. Hopefully the the one extra bonus one that we have in here. It was helpful to you for you guys in ClickingUp. You’re also going to receive a bunch more of these examples throughout the month here for everybody.

[01:02:02.330]
Actually, just want to wrap up. This is a discussion of what’s ahead on the month, some teasers as to what content is coming. I’ll keep those other automations examples in my pocket, see if we can sprinkle them out into some other videos throughout the month. So new templates coming out this month on the channel, but they’ll be released also on the ClickingUp community.

[01:02:19.610]
So you’ll see these either way in some form probably the first one is automations maintenance. So you heard me talk earlier on in the live stream about how I can get rid of Otto here.

[01:02:29.330]
You heard me talk earlier on in the live stream that when you have a lot of automations, it can be hard to keep track of them. And especially until ClickUp gets a little bit clearer documentation around the automations labeling and descriptions, it can be hard to keep an eye on what’s what automations need maintenance.

[01:02:44.660]
Where is this automation? Is it on Zaper or is it on Integromat? Is it in the space? Is it in the folder?

[01:02:49.490]
And so in this template that you’re going to see later on this month, I’ll I’ll highlight it, I think, in at least one YouTube video. But I’ll definitely have this released in ClickingUp very soon. We’re going to try to get it earlier in the month. Just a maintenance database, a way to keep track of all the automations. You have your notecard systems, so your Integromat, Zapier, your ClickUp, etc. Just keep them all straight and organized with clear statuses.

[01:03:09.860]
We’ll see that rolling out. After that, we’re also going to have a service delivery template. And if you’re watching this in the past, these are probably already released, but these will be released at the end of this month. If you’re watching live, this is going to talk about using a whole whole slew of automations. I think there’s about eight of them designed into the template to move a process through different flows and have automations come off or come off, go off at every step of the way.

[01:03:33.740]
So we’re going to see that service delivery template be released, also featured on the channel. So again, you have someone who has a simple automations structure. This is going to be very helpful to you. And, yeah, really good argument for keeping your projects at the task level if you need to monthly mastermind on the 28th. This is for members. I just want to highlight it here. We’re going to meeting at the end of the month, if you guys want to join me for that, where we’re going to be troubleshooting different stuff.

[01:03:57.320]
I was going to talk about this, but you know, I would just scrap that for now. I will also say I have one more quick link to send you. That’s actually a freebie for everybody. But before I do that, if you guys want to join ClickingUp get all the stuff that I’m talking about here, you can you probably know about it by now. I talk about it all the time. Description has the links for that info as well.

[01:04:14.900]
Now, I want to send you one more quick, quick quiz here.

[01:04:18.800]
I’ll do that. Then we’ll we’ll do a quick vote and then we’ll wrap up for today.

[01:04:24.200]
So thank you guys already for joining me. I want to just wrap up with the last question here that what do you prefer? So this is the first live we’ve done in a little bit because I was moving last month into this new set up. So we did take one month off of our monthly live stream. I want an opinion from those of you who are here, because usually when I pull, I get a lot of the prerecording people. But you guys live or you guys on the replay chime in.

[01:04:46.250]
Do you like live content?

[01:04:50.140]
Sounds like a weird question, I’ll poll I’ll poll the community as well, but leave a comment and let me know you can leave the word live or prerecorded. How about just live or pre pre-record is pretty long probably to write into the chat, but I’d love to hear your vote as to what kind of content you enjoy to see on the channel, especially for automations week. There’s a lot of content that will it’ll be slightly longer if it was live, but obviously it’s interactive.

[01:05:11.660]
And I want to defer to you guys to see what kind of content you prefer. The prerecorded stuff that’s super action packed tends to be a bit shorter, but of course, it’s prerecorded. Or do you prefer to see live stuff because you can ask questions as we go along. The same content is likely going to be answered either way. But I would love to hear here using one of these words in the voting panel. This has been really helpful tool in the past for helping me figure out what to do next.

[01:05:35.540]
And I just want to put it out here as well. So live or prerecorded, go ahead and put that in in the chat if you’re here live, if you’re watching the replay in the comments below.

[01:05:43.580]
So, yeah, I think that’s it. So if you guys are ready, aren’t already in the Facebook group. Be sure to join that. I’m going to have some other the other freebie I was going to mention here, but I think I’m going to wait on. We’ve got some more freebies coming this month. I’m going to be releasing in that Facebook group. It’s free to join there if you want to join our paid stuff, stuff in the description.

[01:06:00.050]
Thank you guys so much for joining me for another livestream to geek out about ClickUp. I hope this was a helpful demonstration to help you anchor your thoughts around automations, help you figure out the right way to organize your processes in the two different categories of automations that we talked about. And until next time, everybody, thank you so much for being here. And I hope you all enjoy the process. Have a great rest of your day.

Shandi at ProcessDriven

Shandi is the Marketing Lead at ProcessDriven. Shandi's focus is helping small businesses learn about our ClickUp training programs by skillfully repurposing our YouTube content to reach business leaders like you.

Layla at ProcessDriven

Layla is a Vetted ClickUp Consultant who helps growing teams define their business workflows and translate them into a business instruction manual inside ClickUp. She spends most of her days teaching ClickUp, creating content, and providing unlimited feedback within the ProcessDriven Membership. The rest of the time? She's focused on creating value over on her YouTube Channel and free Facebook Group.