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Use Automation Actions

Automations consist of Triggers and Actions. Triggers start the Automation and result in an Action. 

Conditions are an optional part of Automations that add more precision and control.

Screenshot of an Automation.png

 

Feature availability and limits vary by plan and user role. Learn more

 

Available Actions

Actions are performed in the order they're added, from top to bottom. To reorder Actions, you can drag and drop them. 

The following table shows the available Automations Actions:

To see the corresponding Triggers for these Actions, take a look at our Use Automation Triggers article. 

Action Description Additional information
Add a comment Add a comment that will populate in the comment section of the task.

Add variables, like Task ID, @mentioning a person, or Custom Field into the comment. 
Send a channel message

Send a message to a Chat Channel.

Add variables to the message!
Send a direct message

Send a direct message to someone.

Add variables to the message!
Add to current Sprint Add the task to the current Sprint and keep it in the last-completed Sprint. 

 
Apply a template Apply a selected task or checklist template to the task.

If the applied template creates new subtasks and you're using the create task trigger, an Automation loop may start. To end the loop, disable the trigger. 

This action will not fire for tasks or subtasks that were created via a template.
Archive task or subtask  Archive the task or subtask.

 

 
Change assignees Change the assignee(s) on a task.

When the Multiple Assignees ClickApp is enabled, this Action will add the assignee. When the ClickApp isn't enabled, this Action will replace the existing assignee.

 

You can choose the new assignee(s) to be the task Watcher, task creator, Automation triggered by, or a Person Custom Field. 

You can also expand the Advanced options to manually:

  • Add assignee(s)

  • Remove assignee(s)

  • Reassign

  • Remove all assignees

 

Combine this with another Change Assignee Action to tidy up your tasks in one Automation.

 
Change due date

Change the due date of a task. You can set your due date as static, for example, Monday, Dec 7.

Or you can set it as dynamic, for example, 7 days after Automation is triggered.

Due date options include:

  • Days after trigger date: A certain number of days after the Automation is triggered.

  • On trigger date: The date that the Automation is triggered.

  • Choose a date: Select a specific date.

  • Remove date: Remove the due date from the task that triggered the Automation.

You can't set a specific due time using this Automation Action.
Change Priority Change the Priority of a task  
Change start date Change the start date of a task.

Start date options include:

  • Days after trigger date: A certain number of days after the Automation is triggered.

  • On trigger date: The date that the Automation is triggered. If the Automation is triggered after the due date, the start date will be the due date. 

  • Choose a date: Select a specific date.

  • Remove date: Remove the start date from the task that triggered the Automation.

You can't set a specific start time using this Automation Action.
Change status Change the status of a task.

This Action changes the status of the task that triggers the Automation.

For tasks and subtasks in multiple lists, this Action uses statuses from the trigger task's home List.

For an Automation Action to update a status, that status must exist in the Workspace location where the Automation is being created.
Change tags Change tags on a task.

  • Add tag(s)

  • Remove tag(s)
Change watchers Change the watchers on a task.

  • Add watcher(s)

  • Remove watcher(s)

  • Remove all watchers
Create a subtask

Create a new subtask.

  • Parent task

  • Task name

  • Template (optional)

If the Automation is triggered by a nested subtask at the lowest level, this Action will be skipped.
Create a task Create a new task.

  • Task name

  • List name

  • Template (optional)

If the task name is left blank, it will default to Task (created from Automation).  
Delete task or subtask

Delete a task or subtask.

  
Estimate time Estimate a specified amount of time on a task.  
Create a List Create a List in a Folder or Space.  
Move to List Move the task to a chosen List.
  • Check the Move and keep in current List option to move tasks and add it back to the current List using Tasks in Multiple Lists.
  • If the Automation is triggered by a subtask or nested subtask, it will move the top-level parent task and all subtasks and nested subtasks will convert to a parent task, and no longer be linked to the parent task.
Add to List Add the task to a chosen List using Tasks in Multiple Lists.

Subtasks in Multiple Lists must be enabled if you want to use this Action on a subtask.
Set Custom Field

Set Custom Fields on a task. Choose the field and the value you want added.

You can use AI Fields and private Custom Fields in Actions.

Date Custom Field options include:

  • Days after trigger date: A certain number of days after the Automation is triggered.

  • On trigger date: The date that the Automation is triggered.

  • Fields from Trigger: You must have a Date Custom Field available in the location where you're creating this Automation for this option to display. Dynamically set the Date Custom Field from the task that triggered the Automation, including:
    • Start date
    • Due date
    • Date created
    • Date updated
    • Date done
    • Date closed
    • Any Date Custom Field.

  • Choose a date: Select a specific date.

  • Remove date: Remove the date from the task that triggered the Automation.

To trigger actions based on more than one selected Custom Field value, you will need to create a separate Automation for every Custom Field selection.
Change task type Change the task type.   
Track time Track time on a task. Specify the amount of time and who it should be tracked for.  

Task webhook   

Allows you to connect ClickUp with any application.

  

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