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.
Conditions are an optional part of Automations that add more precision and control.
Learn how to use Triggers to create Automations that will save you clicks!
What you'll need
The Workspace admin or owner must enable the Automation ClickApp
Guests can't set up Automations
All ClickUp Plans include an unlimited number of Automations
The number of automated Actions that can be completed per month depends on your Plan:
Usage alert emails are sent to owners and admins of Workspaces when an Automations usage is at 90% and again when usage is over 100%
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
Usage limits reset on the first of every month (PST)
Free Forever and Unlimited Plans can set up Triggers and Actions
Business Plans and above can also set up Conditions and add multiple Actions
We'll cover
Understand Triggers
In the Automation schema, the Trigger part is When this happens:
If you want to be more selective when choosing Triggers, you can add Conditions to your Triggers in order to more granularly control Automations.
Note: Conditions have to be set before the Trigger for an Action to happen.
Available Triggers
Automation Trigger | Description | Options |
Assignee changed | When an assignee on a task is changed, an Action will take place | When an assignee is changed to: Choose anyone who has access to the List |
Assignee removed | When an assignee on a task is removed, an Action will take place | When an assignee is removed to: Choose anyone who has access to the List |
Custom field changes | When the related change happens on a custom field, an Action will take place. Optionally, limit to only trigger if it is coming from or changing to a certain value | When a custom field changes from: Select from the options for the custom field selected To: Select from the options for the custom field selected |
Checklists resolved | When all the checklists are resolved on a task, an Action will take place | |
Due date arrives | When a due date arrives on a task, an Action will take place | |
Due date changes | When a due date changes, an Action will take place | |
Priority changes | When a priority changes on a task, an Action will take place. Optionally, limit to only trigger if it is coming from or changing to a certain priority | When a priority changes from: Choose from any priority level, including no priority To: Choose from any priority level, including no priority |
When a task is moved to the List you are automating, an Action will take place | ||
Start date arrives | When a start date arrives on a task, an Action will take place | |
Start date changes | When a start date changes, an Action will take place | |
Status changes | When a status changes on a task, an Action will take place. Optionally limit to only trigger if it is coming from or changing to a certain status. | When a status changes from: Choose from any active, done, or closed status in your List To: Choose from any active, done, or closed status in your List |
Subtasks resolved | When all the subtasks are resolved on a task, an Action will take place | |
When a task is created in the List, an Action will take place | By default, any task created will trigger the Automation. | |
When a task is linked in the List, an Action will take place | ||
When time is tracked by a specific person in a task, an Action will take place. | User: Choose anyone who has access to the List | |
When a task is unblocked, an Action will take place |
Use the Advanced Editor for the Task Created Trigger
You can specify any Automation using the Task Created Trigger to have specific and unique conditions. These are separate to any Automation Conditions.
Task Created method | Description | Supported by Advanced Editor |
Templates | The Automation will only trigger for tasks created by applying a Space, Folder, or List template. | ✅ |
Automations | The Automation will only trigger for tasks created by the Create task or Create subtask Automation Actions. | ✅ |
Forms | The Automation will only trigger for tasks created by submitting a form. | ✅ |
Users | The Automation will only trigger for tasks created by all users, or by specific people. | ✅ |
Imported tasks | Tasks created by importing them from another app or data file. | ❌ Disable the Advanced Editor to apply an Automation to these tasks. |
Integrations | Tasks created from an Integration. | ❌ Disable the Advanced Editor to apply an Automation to these tasks. |
Public API | Tasks created via the ClickUp API. | ❌ Disable the Advanced Editor to apply an Automation to these tasks. |
Enable the Advanced Editor
To enable the Advanced Editor:
Select the Task Created trigger.
Click the toggle to enable the Advanced Editor.
Select the Advanced Editor options you want to apply.
To apply the Automation to tasks created by specific people, click the people picker on the right next to Users.
Tip: To apply the Automation for all users in your Workspace, leave the Users method checked, with no specific user selected.Continue to create your Automation as needed.
Want to learn more?
Learn all about Automations
Check out the Maximize Productivity With ClickUp course on ClickUp University
Check out our blog post on instilling an Automation mindset in your company
Find out how to Automate workflows