ClickUp Automation
Comprehensive skill for automating ClickUp workspace and task management.
Core Concepts
Workspace Hierarchy
CLICKUP HIERARCHY:
┌─────────────────────────────────────────────────────────┐
│ 🏢 WORKSPACE │
├─────────────────────────────────────────────────────────┤
│ ├── 📁 SPACE: Engineering │
│ │ ├── 📂 FOLDER: Q1 Projects │
│ │ │ ├── 📋 LIST: Feature Development │
│ │ │ │ ├── ✅ Task: Implement Auth │
│ │ │ │ │ └── ☑️ Subtask: OAuth setup │
│ │ │ │ └── ✅ Task: Build API │
│ │ │ └── 📋 LIST: Bug Fixes │
│ │ └── 📂 FOLDER: Infrastructure │
│ │ │
│ ├── 📁 SPACE: Marketing │
│ │ └── 📋 LIST: Content Calendar │
│ │ │
│ └── 📁 SPACE: Operations │
└─────────────────────────────────────────────────────────┘
Task Structure
task_structure:
required:
name: "{{task_name}}"
list_id: "{{list_id}}"
optional:
description: "{{description}}"
assignees: ["user_id_1", "user_id_2"]
tags: ["feature", "priority"]
status: "Open"
priority: 2 # 1=Urgent, 2=High, 3=Normal, 4=Low
due_date: "2024-01-20"
start_date: "2024-01-15"
time_estimate: 28800000 # milliseconds (8 hours)
custom_fields:
- id: "field_id"
value: "custom_value"
checklists:
- name: "Acceptance Criteria"
items:
- name: "Requirement 1"
resolved: false
Automation Rules
Built-in Automations
automations:
- name: auto_assign_on_create
trigger:
type: task_created
list_id: "list_123"
conditions:
- tag_contains: "design"
actions:
- add_assignee: "design_lead_id"
- set_priority: high
- name: due_date_reminder
trigger:
type: due_date
before: 1_day
actions:
- send_notification:
to: assignees
message: "Task due tomorrow: {{task.name}}"
- add_tag: "due-soon"
- name: status_change_workflow
trigger:
type: status_changed
to: "In Review"
actions:
- remove_assignee: "{{previous_assignee}}"
- add_assignee: "reviewer_id"
- add_comment: "Ready for review @reviewer"
- name: complete_parent_task
trigger:
type: all_subtasks_done
actions:
- set_status: "Complete"
- add_comment: "All subtasks completed ✓"
Advanced Automations
advanced_rules:
- name: sprint_rollover
trigger:
type: schedule
cron: "0 0 * * 1" # Monday midnight
conditions:
- status_not: "Complete"
- due_date_passed: true
actions:
- move_to_list: "{{next_sprint_list}}"
- update_due_date: "+7 days"
- add_comment: "Rolled over from previous sprint"
- name: escalation_workflow
trigger:
type: task_blocked
duration: 48_hours
actions:
- set_priority: urgent
- notify: manager
- add_watcher: "manager_id"
- add_tag: "escalated"
Views & Layouts
View Types
views:
list_view:
type: list
group_by: status
sort_by: priority
columns:
- name
- assignees
- due_date
- priority
- time_estimate
board_view:
type: board
group_by: status
card_fields:
- assignees
- due_date
- tags
- subtasks_count
calendar_view:
type: calendar
date_field: due_date
color_by: priority
timeline_view:
type: timeline
start_field: start_date
end_field: due_date
dependencies: true
workload_view:
type: workload
capacity_field: time_estimate
group_by: assignee
Dashboard Widgets
dashboard:
widgets:
- type: sprint_burndown
list_id: "current_sprint"
- type: workload
space_id: "engineering"
period: this_week
- type: task_status
filter:
assignee: me
- type: time_tracked
group_by: project
period: this_month
- type: goals_progress
folder_id: "q1_goals"
Time Tracking
Time Entry Configuration
time_tracking:
settings:
billable_default: true
rounding: 15_minutes
require_description: false
entry:
task_id: "task_123"
start: "2024-01-15T09:00:00Z"
end: "2024-01-15T11:30:00Z"
duration: 9000000 # 2.5 hours in ms
billable: true
description: "Development work"
reports:
- type: user_summary
period: this_week
group_by: task
- type: project_summary
period: this_month
group_by: user
Time Reports Dashboard
TIME TRACKING - THIS WEEK
═══════════════════════════════════════
TOTAL: 32h 45m
BY PROJECT:
Feature Dev ████████████████ 18h 30m
Bug Fixes ████████░░░░░░░░ 8h 15m
Meetings ████░░░░░░░░░░░░ 4h 00m
Admin ██░░░░░░░░░░░░░░ 2h 00m
BY DAY:
Mon █████████████████ 7h 30m
Tue ███████████████░░ 6h 45m
Wed ██████████████░░░ 6h 15m
Thu ████████████████░ 7h 00m
Fri ███████████░░░░░░ 5h 15m
BILLABLE: 28h 00m (85%)
Goals & OKRs
Goal Structure
goals:
- name: "Q1 Product Goals"
type: folder
targets:
- name: "Ship v2.0"
type: true_false
due_date: "2024-03-31"
- name: "Reduce bug count"
type: number
start: 45
target: 10
unit: "open bugs"
- name: "Increase test coverage"
type: percentage
start: 65
target: 85
key_results:
- task_list: "v2.0_features"
measure: tasks_completed
Goal Dashboard
Q1 GOALS PROGRESS
═══════════════════════════════════════
Ship v2.0
████████████████████ 100% ✓
Completed on March 28
Reduce Bug Count
████████████████░░░░ 78%
Current: 15 | Target: 10
Increase Test Coverage
██████████████░░░░░░ 72%
Current: 79% | Target: 85%
OVERALL Q1: 83% Complete
Templates
Task Templates
task_templates:
- name: "Bug Report"
status: "Open"
priority: high
tags: ["bug"]
description: |
## Bug Description
{{description}}
## Steps to Reproduce
1.
2.
3.
## Expected Behavior
## Actual Behavior
## Environment
- Browser:
- OS:
- Version:
checklists:
- name: "Bug Fix Workflow"
items:
- "Reproduce bug"
- "Identify root cause"
- "Implement fix"
- "Write tests"
- "Code review"
- "Deploy"
- name: "Feature Request"
status: "Backlog"
custom_fields:
story_points: null
checklists:
- name: "Feature Workflow"
items:
- "Requirements defined"
- "Design approved"
- "Implementation"
- "Testing"
- "Documentation"
Integrations
Slack Integration
slack_integration:
notifications:
- trigger: task_created
channel: "#project-updates"
include: [name, assignees, due_date]
- trigger: status_changed
to: "Complete"
channel: "#wins"
message: "✅ {{task.name}} completed by {{user.name}}"
commands:
/clickup:
- create_task
- my_tasks
- log_time
GitHub Integration
github_integration:
branch_naming:
pattern: "{{task.id}}-{{task.slug}}"
automations:
- trigger: branch_created
actions:
- set_status: "In Progress"
- add_comment: "Branch created: {{branch.name}}"
- trigger: pr_opened
actions:
- set_status: "In Review"
- link_pr: "{{pr.url}}"
- trigger: pr_merged
actions:
- set_status: "Complete"
API Examples
Task Operations
// Create Task
const task = await clickup.tasks.create(listId, {
name: "Implement user authentication",
description: "Add OAuth2 support",
assignees: [userId],
priority: 2,
due_date: Date.now() + 7 * 24 * 60 * 60 * 1000,
time_estimate: 28800000,
custom_fields: [
{ id: "field_id", value: "5" }
]
});
// Update Task
await clickup.tasks.update(taskId, {
status: "In Progress",
assignees: { add: [newUserId] }
});
// Add Time Entry
await clickup.timeEntries.create(taskId, {
start: Date.now() - 3600000,
duration: 3600000,
billable: true
});
// Create Checklist
await clickup.checklists.create(taskId, {
name: "Acceptance Criteria"
});
Best Practices
- Hierarchy Design: Spaces → Folders → Lists
- Consistent Statuses: Standardize across lists
- Custom Fields: Track key metrics
- Automations: Reduce manual work
- Time Tracking: Enable for capacity planning
- Templates: Standardize task creation
- Goals: Align tasks with objectives
- Views: Configure for different needs