Lists are at the heart of ClickUp's organizational Hierarchy. Basically, Lists are where tasks live. They're task Lists. Each task must belong to a List in ClickUp.
Folders can be divided into Lists, and in this way, Lists act as containers for tasks within your Folders. However, Lists are not required to live within a Folder and can exist on their own in a Space.
Why are Lists Important?
One of the biggest issues with most project management software is that they lack basic structure. When you're conquering a big project, it's not always sufficient to organize it with a jumble of tasks.
Lists solve this issue by breaking your Folders down into smaller pieces. They engender each task within the Folder with greater purpose and clarity for your entire team.
Do I have to use Lists?
Yep! We believe after you start using them, you'll love 'em! If you start with organization in the beginning, then as your tasks grow, you'll be a much happier camper and you'll thank us later!
If you really don’t want to use the “Folder > List” structure for some reason, just create a standalone List in your Space to house your tasks.
How many Lists can I create?
Users on the Free Forever Plan can create 100 total Lists per Space. Users on the Unlimited Plan and above can create 400 Lists per Folder and 400 Folders per Space.
How should I set up my Lists?
Here are some real-world examples of how you can set up Lists within your Hierarchy structure:
Lists for Digital Agencies
Create a Folder for each of your clients, and use Lists to detail the services that you will perform for each client. For example, your might have Lists entitled "Inbound Marketing," "SEO," and "Social Media Outreach."
Lists for Content Creation
Use your Folders to separate your big-picture action items. For example, you could create Folders for "Monthly Newsletter," "Seasonal Campaigns," or "Marketing Automation."
Create Lists to separate your brainstorming sessions from tasks that are actively contributing to your Folders. Under "Monthly Newsletter," you could add Lists entitled "Ideas," "Blog Posts," and "User-suggested topics."
At the end of the day, there are plenty of different ways to build Lists into your workflow. Their main purpose is to add definition and clarity to your Spaces and Folders.
Where can I see my Lists?
Lists will be displayed right underneath the names of their parent Folders.
Click on List Info on the right side of a List's title to view the List's Information. You can record any relevant information about the List you're working on here, including comments, attachments, priorities, owners, watchers, and general descriptions.
Your tasks' parent Lists and Folders will be displayed in the upper left corner of each task in Board View if you toggle on “Task locations” by clicking "Show" in the upper right toolbar:
Boxes contain workload details for each person in the group of tasks (Space, Folder, or List) that you're viewing.
Tasks are grouped by status to give you a better vision of the state of work for each Workspace member.
You can click "Show" in the upper right toolbar and toggle on "Task locations" to view the List a task is from.
A task's parent List will be shown in the floating bar when the task is opened.
Once you've selected a Space to view, you'll also be able to see the Space's Folders and Lists in your left-hand sidebar.
Need to add a List? Just hover over the Folder you'd like to add to and select the ellipses
... symbol that appears. Then, click + New List to add a List to that Folder.
You can also do this by hovering over an existing List in a Folder and clicking on the ellipses
You’ll be able to visualize your Lists in Gantt View. If you color code by type, the Lists will appear green. Color code by List to have each List appear with the color you have set for it.