Use the Manage tab in the Automations modal to view, edit, or delete all of the Automations in each of your Spaces, Folders, and Lists.

What you'll need

• The Workspace admin or owner must enable the Automation ClickApp

• Guests can't set up Automations

• There is no limit to the number of Automations you can create on any ClickUp plan.

• The number of automated Actions that can be completed per month depends on your Plan.

  • Learn more about Automations usage.

• Free Forever and Unlimited Plans can set up Triggers and Actions

• Business Plans and above can also set up Conditions and add multiple Actions

View existing Automations

Find the Automations set up in a Space, Folder, or List in the Manage tab of the Automations modal.

To view existing Automations:

1. Navigate to a Space, Folder, or List where the Automations have been created.

2. Click the Automate button in the top right corner.
3. Click Manage Automations.

Browse Automations in other Locations

You can view Automations in other locations in your Workspace.

From the manage tab of the Automations modal:

1. Click the current location from the dropdown on the top-left.

2. Search or browse for other Lists, Folders, and Spaces.

   Archived Lists, Folders, and Spaces are not displayed.

3. View the Automations for the selected location.

Filter Automations

From the manage tab of the Automations modal, you can use filters to find specific Automations.

Available filters

From the manage tab of the Automations modal, you can filter by:

• Automation Status, including:
  
  • Active: Displays Automations that are turned on.
  • Inactive: Displays Automations that are turned off.
• Trigger: Select one or more Automation Triggers.
• Condition: Select one or more Automation Conditions.
• Action: Select one or more Automation Actions.
• Updated by: Select one more users.

The Trigger, Condition, Action, and Updated by filters will display options based on the Automations setup for the location you're working on.

For example, if the Automations for a List only use the Status changes Trigger, then the only option displayed under the Trigger filter will be Status changes.

Each active filter will be highlighted. You'll see options to select all, unselect all, and clear all appear as you add and remove filters and set criteria.

Combine multiple Automation filters

You can combine the filters available on the manage tab of the Automation modal. The filters use the OR operator within each filter and the AND operator between filters.

For example, select two Trigger filters: Status changes and Custom Field changes. This will show Automations that use either Status changes or Custom Field changes as the Trigger.

Then, let's add an Action filter to see Automations that add a comment.

This will display Automations that are triggered by Status changes or Custom Fields changes and that use the add comment Action.

You'll see the number of criteria shown next to each active filter.

Manage each Automation

From the manage tab of the Automations modal, you can edit each Automation.

• Add Description: Add a description in the lower-left corner to let people know what the Automation does.
• Duplicate: Create a new Automation based on an existing one.
  • Duplicate in the current Location: Create a duplicate Automation in the same Space, Folder, or List.

  • Duplicate to another Location: Create a new Automation in another Space, Folder, or List in your Workspace, based on an existing one.

• Edit: Use the pencil icon in the top-right corner to edit each Automation.
• Delete: Use the trash can icon to delete an Automation.
• Enable/Disable: Use the toggle to turn the Automation off and on.
• Updated by: See who last edited the Automation. Hover over their name to see the date and time they last updated the Automation.

Duplicate to another location

To duplicate an Automation to another location, from the Automation Manager:

1. Browse for the Automation you want to duplicate.
2. Click the duplicate icon, then select Duplicate to a different location.
3. Pick the Space, Folder, or List where the new Automation will be created.
4. Click Duplicate Automation.
5. The Automation manager will automatically switch to the new location, and create a new Automation based on the one you selected at step 2.

6. Review the new Automation.

   If the options used in the original Automation aren't available in the new location, the new Automation will use the default Triggers, Conditions, and Actions.

   For example, an Automation on a List called Projects is triggered by changes to the Budget Custom Field which has only been added to the Projects List.

   When duplicating the Automation to the Reviews List, the trigger of the new Automation will default to Status changes.

7. Click Duplicate.
8. The new Automation has been created in the new location!

Updated May 19, 2023 20:59