Search

Create an email Automation

Email Automations can be used to automatically send emails from your ClickUp Workspace based on certain parameters! Automations eliminate the need for any manual input from you or any of your team members.

Feature availability and limits vary by plan and user role. Learn more
The Workspace admin or owner must enable the Email ClickApp for each Space.
Admins or owners in Business Plus and Enterprise Workspaces must activate the Send Email custom email permission for each user.

Create an email Automation

To create an email Automation using a template, from a List, Folder, or Space:

  1. Click the Automate button or the lightning bolt icon.
  2. Click Create Automation:
    1. Select an email trigger or Action.
    2. Or, from the left sidebar, select Email and choose an Automation template.
  3. Select an email account or sign in.
  4. Configure your Trigger, Conditions, and Actions.
  5. Click Create.

Variable field options

You can add dynamic content to the fields on your email Automation. 

Variable field options include:

  • Task ID: If the Task ID ClickApp is enabled in your Workspace, this field will be populated automatically. 
  • Task name
  • Task description
  • Assignees
  • Creator username
  • Creator email
  • Due date
  • Start date
  • Date created
  • Date updated
  • Date done
  • Date closed
  • Status name
  • Status color
  • Status type
  • Priority
  • Custom Fields other than Progress (auto), Formula fields, and Relationship columns.

Send an email when a Form creates a task

You can create an Automation to send an email every time a Form creates a task.

Forms are available on all paid plans.

To create an Automation that only applies to tasks created from Forms:

  1. Navigate to the Space, Folder, or List where you want the Automation.
  2. In the upper-right corner, click the lightning bolt icon. 
  3. In the Other Automations section, click Create Automation. 
  4. In the Trigger section, select Task or subtask created.
  5. Click the Created by dropdown and unselect every option except Forms.
  6. In the Action section, select When Task Created then Send email.
  7. Click Create.
  8. Select an account or sign in.
  9. In the Action section, enter your information.

Troubleshoot email Automations

Email Automations are deactivated if the email used to create the Automation is unauthenticated or deleted.

If you're having issues using Email Automations, your email account may need to be reauthorized. Try the following:

  1. In the Space, Folder, or List where your Automation is located, open a task.
  2. Click the comment area.
  3. Click the Send Email icon.
  4. In the From section, click the email address.
  5. Click Manage accounts.
  6. Hover over the inactive account and select Restore account.
  7. Complete the remaining prompts to authorize your email account.

Once you've reauthorized your email account, test your Automation. Removing someone from your Workspace when their email address is being used for an email Automation will disable the Automation.

Additional troubleshooting

  • If you see an error message when using an email Automation, try removing and re-adding the email account used in the Automation.
  • If the From field in your email is blank and you see the ACCESS_137 error message, you do not have access to the sender's email address. The owner of the email address will need to adjust the email permissions.
  • If you see a CMAIL_203 error, it's likely that the recipient's inbox is full or out of storage space.