Use Automation Actions

Triggers and Actions are the two key parts of an Automation. Triggers start the Automation and result in an Action. Actions are the changes you want to automate.

Screenshot of several Automation Actions.png

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

Actions are performed in the order you add them to each Automation from top to bottom. You can drag and drop Actions to reorder them.

What you'll need

  • The Workspace admin or owner must enable the Automation ClickApp.
  • Guests can't set up Automations.
  • The number of total active Automations that you can have in your Workspace depends on your plan:
    • Free Forever: 50 total active Automations.
    • Unlimited: 500 total active Automations.
    • Business and above: Unlimited total active Automations.
  • The number of Actions that can be completed per month depends on your plan:
    • Free Forever: 100 Actions/month.
    • Unlimited: 1,000 Actions/month.
    • Business: 10,000 Actions/Month. 
    • Business Plus: 25,000 Actions/month. 
    • Enterprise: 250,000 Actions/month. 
  • Action limits reset on the first of every month (PST).
  • Usage alert emails are sent to owners and admins of Workspaces when an Automations usage is at 90% and when usage is over 100%.
  • Business Plus and Enterprise Plans can purchase more Automation Actions.
  • Webhook actions and Automation integrations are available for Business Plans and above.
  • There is a limit of 6 actions per Automation.

Understand Actions

In the Automation schema, Actions are what happens when an Automation is triggered. If you have multiple Actions in one Automation, their order is followed when the Automation runs.

Available Actions

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

 

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 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)

Please note that if you add a task link in the task description, anything added following the link will be added to the URL.

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.

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: 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.  
Webhook call

Allows you to connect ClickUp with any application:

  • Paste the URL you want called.

  • When a task Triggers an Automation, we'll send task details in the webhook payload. This lets you easily access data from ClickUp Automations in your own application!

The webhook endpoint provided must promptly resolve with a successful HTTP status code. If the timeout is exceeded on too many occurrences, the Automation will be disabled.

Example response with all available data:

{
  "id": "3384a099-81b5-43b2-8420-8f9edfd0ae71:main",
  "trigger_id": "1f24a37e-4b61-448c-a40e-58b7dc843248",
  "date": "2022-12-26T21:08:38.205Z",
  "payload": {
    "id": "1234abcd",
    "custom_id": null,
    "name": "1",
    "text_content": null,
    "description": null,
    "status": {
      "id": "p90100014936_DVHYH917",
      "status": "complete",
      "color": "#6bc950",
      "orderindex": 1,
      "type": "closed"
    },
    "orderindex": "8616472.00000000000000000000000000000000",
    "date_created": "1672088914395",
    "date_updated": "1672088915998",
    "date_closed": "1672088915998",
    "archived": false,
    "creator": {
      "id": 12345678,
      "username": "User name",
      "color": "#04a9f4",
      "email": "user@company.com",
      "profilePicture": "https://attachments.clickup.com/profilePictures/profilepic.jpg"
    },
    "assignees": [],
    "watchers": [
      {
        "id": 12345678,
        "username": "User name",
        "color": "#04a9f4",
        "initials": "SP",
        "email": "user@company.com",
        "profilePicture": "https://attachments.clickup.com/profilePictures/profilepic.jpg"
      }
    ],
    "checklists": [],
    "tags": [],
    "parent": null,
    "priority": null,
    "due_date": null,
    "start_date": null,
    "points": null,
    "time_estimate": null,
    "custom_fields": [
      {
        "id": "eb4b1adc-9812-46d9-87e7-5e02fce1efa4",
        "name": "Email Custom Field",
        "type": "email",
        "type_config": {},
        "date_created": "1643750549355",
        "hide_from_guests": false,
        "required": null
      },
      {
        "id": "d25baffa-c7e5-4b90-9012-777b02eba8d2",
        "name": "Number Custom Field",
        "type": "number",
        "type_config": {},
        "date_created": "1644356101853",
        "hide_from_guests": false,
        "required": false
      },
      {
        "id": "fa884ea1-ff19-41aa-a3b4-cabe31f9075b",
        "name": "Date Custom Field",
        "type": "date",
        "type_config": {},
        "date_created": "1671600506040",
        "hide_from_guests": false,
        "required": false
      },
      {
        "id": "50cba3f9-ba0b-474d-9a00-a92adc4e3746",
        "name": "Label Custom Field",
        "type": "labels",
        "type_config": {
          "options": [
            {
              "id": "79e5e9f8-b20d-412b-89a2-50f793a6be5b",
              "label": "1",
              "color": null
            },
            {
              "id": "9b9570c5-fef3-4702-9c31-c150dcf66853",
              "label": "2",
              "color": null
            },
            {
              "id": "c07263ab-5fb7-4fba-bc54-e0a4a7fce8a6",
              "label": "3",
              "color": null
            },
            {
              "id": "68373c62-894b-4273-b6aa-6e7a06491324",
              "label": "4",
              "color": null
            },
            {
              "id": "1d67aa21-a634-4818-95ba-de4b2119ebaf",
              "label": "5",
              "color": null
            }
          ]
        },
        "date_created": "1648079683549",
        "hide_from_guests": false,
        "required": false
      },
      {
        "id": "a821d5c1-3800-4035-9ed5-30f1ab932e84",
        "name": "network days",
        "type": "formula",
        "type_config": {},
        "date_created": "1648662130631",
        "hide_from_guests": false,
        "required": false
      }
    ],
    "dependencies": [],
    "linked_tasks": [],
    "team_id": "1234567",
    "url": "https://app.clickup.com/t/1234abcd",
    "list": {
      "id": "901000012345",
      "name": "List",
      "access": true
    },
    "project": {
      "id": "90100023456",
      "name": "hidden",
      "hidden": true,
      "access": true
    },
    "folder": {
      "id": "90100034567",
      "name": "hidden",
      "hidden": true,
      "access": true
    },
    "space": {
      "id": "90100045678"
    }
  }
}

 

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