Watchers and related notifications for small team environments (6people). Also how do you recommend keeping clients up-to-date with task progress? Should they be a watcher under a guest account or should they get a dashboard with insightful widgets?
@@daviddecamilla980 Roger that! Watchers are so important to get a handle on. As for your question, I have an old long-form video on working with Clients in ClickUp here (ruclips.net/video/lspJAHkWFko/видео.html) but here are the highlights: - If they're comfortable logging in to ClickUp at least a few times a week and won't be doing much of the actual work, Guest access with visibility to only a Dashboard can make a nice Client Portal. (More on this here: ruclips.net/video/sQV6ZAT5NeQ/видео.html) - If they're actually involved in doing the work and will be in ClickUp at least a few times a week, Guest access to the main work area is probably best. - If they're NOT needing to be in the weeds and just need to be kept in the loop, I'd probably skip giving them access to ClickUp altogether. Unless they already use ClickUp, the overwhelm/friction of logging in may not be worth it. Instead, I'd make 1 Public View (to a main list or perhaps a Gantt Chart filtered to only show milestones) and share that link with them via email and call it a day! 😅
I'd love to hear if you have any thoughts on how to ensure certain information is included in a task before it is allowed to progress to the next status. I don't think there is anything built in and the best I've come up with is an automation that sets it back to the previous status if it doesn't have the custom field set. However, that isn't very user friendly as they don't know why it has happened
Sam Jenkins I can expand on this in a video, but in addition to an automation that rejects a status change if a Custom Field isn’t set, I also add an additional automation action (Add a Comment) that explains why the automation happened. 🙂 It’s not perfect, but it resolves the uncertainty.
Thanks a lot! I finally understood how to get Clickup to reschedule due dates according to dependencies. I was about to give up on the software because I couldn't do this. Awesome.
Awesome info! So funny that your video’s are right on track with what I am ‘figuring’ out also. I just set up some dependencies and they are working great! I also set up an automation to go with them. I vote for Custom Fields!
😄 It's funny how that works isn't it? Glad to hear the Dependencies are working out for you! What automation did you pair it with? (Just curious!) Also, thanks for the vote on Custom Fields!
Layla at ProcessDriven I am testing out the ‘change status and change due date’ automation on my end of month routine and clean up tasks. So once the task is ‘unblocked’ the status changes to in progress and due date changes to 5 days out. It takes a bit to get it all figured out but so far it’s working good. I’m hoping to get it working well and make a template.
Custom Fields and their best uses would be a great video. I loved the suggestions about dependencies being used best with templates and setting them up in gant view. This will save a ton of time.
You got it! Especially with the bonus functionality that was just released about extra powers for Formula Custom Fields...I think I'm going to need to create something on this! Glad to know these tips helped! 😀
@LaylaPomper. First, congrats for your channel, great work!! and thank you for sharing! One big question I've got after watching this video was: How can one set up FF and SS dependency types in ClickUp? Is there any hack for that - it does not seem to be very straight forward?
There isn’t a great path for advanced dependencies right now! ClickUp default isn’t customizable. Custom Relationships can work, but they don’t bring the same power. 😪
Dependencies seem like more of a pain to manage vs subtasks, which are, essentially, the same thing. "I cannot finish the parent task until I finish this child task," means that the child is blocking and the parent is waiting. What use-case is there for using both dependencies and subtasks? (I just found out you can make tasks into subtasks just by dragging them to the indented spot under another task! I like that ease-of-use!)
Hey C.K. Lester! Just getting caught up with comments🙈 Great question! Dependencies are more time-consuming to create than subtasks; however, they allow you to "block" subtasks or tasks from being completed. Dependencies can be helpful in a scenario where someone doesn't rely on Due Dates. In this case, Dependencies can be used to show you what has to be done next. Another use case for dependencies would be, having a Parent task, with three subtasks due on the same day. Dependencies can ensure that the subtasks are completed in the correct order. There are other uses for Dependencies in views. You can create views and filter by the types of Dependencies. In Gantt view, you can use Reschedule Dependencies to move the dependent task by dragging the other task. This allows you to change the Due Dates easily.
@@LaylaPomper I suspect unlimited subtasks would be better, at least for most cases where some task must be completed before another task. Anyway, thank you for the explanation! Hope you have a blessed 2023!
I'm new to ClickUp and found your channel is super helpful! Thanks for doing this! If you can talk about "formula" e.g. automating due date, that would be great 👍
Hey Noel! Glad you're here! Can you tell me a bit more about what you're looking for -- I think I'm confused! Are you referring to Formula Custom Fields (that make calculations based on Due Dates) or using Automations in ClickUp? 😄
@@LaylaPomper I'm not sure which one is more suitable in my case. I know both Automation and formula should be able to serve my need, but just not sure which one is easier to use.
Noel, if you have a bunch of tasks where you know the due date of based on one date you know, it sounds like templates (specifically the remapping due dates feature) is the fastest approach! (I have a video from a few weeks ago on this feature if it helps!)
Hey Ma Li! Just getting caught up on comments 🙈 Not really! My favorite method is adding the Dependency Column in List View...but nothing else really comes close to the visual nature of Gantt. 😢
Would be interested to know more about dependencies across different projects/teams and whether click up (a) copes with that and (b) can it report against cross-project dependencies?
Yup! Dependencies will connect any tasks within any location in your ClickUp account. Rollups can summarize the dependencies for reporting no matter the location. :)
Hey Layla. Super interesting material here and thanks for building this channel to help us with CU. I have one question. I see that tasks are dependent on other tasks here. I am trying to figure out something similar but yet different. I want my crew to fill in certain forms (probably Google Forms or maybe a form inside of CU) for them to be able to move to the next status. Do you have any idea how would that be possible?
Great question! As of now, I don't believe this is possible. You can try adding checklists that need to be completed before the task status changes. You can also look into automating this process and have an automation comment alert your team member when the status has been changed. We dive deeper into questions very similar to this inside ProcessDriven Foundations™️.
These videos are great! I've currently been binging your videos to set up a system on Click Up for our team. We are a luxury experience business and I need something to help me with getting as organized and automated as possible with coordinating. Question.. I've tried about 5 times now to add dependencies to a template but they don't show up when I use the template. Does anyone know if this is a common glitch or if there's a fix? Thank you!!
Question: Is there a way to set up a list of unblocked subtasks? A part from getting a notification, that is. Can someone see the list of all the unblocked (sub)tasks that are waiting for him? Just unblocked tasks, so tasks that were blocked but not blocked anymore, at one place
Great question! You could create a separate List called "Unblocked Subtasks." Then, create an Automation inside of the original List. The Automation should be: When the task is unblocked, then move the task to the "Unblocked Subtasks" List. The assignee will still receive a notification of the unblocked tasks, but he will have a designated area where all of the subtasks will be directed to. I hope this helps!
I tried dependencies as a template. I had a training date as my anchor date and then things due before and after it. Seems I had trouble with it. Maybe you could make an example?
Hey I use dependencies on my templates to, but they don't work anymore. The depencies are only inside on task with its subtask. But when I use a template, all the depencies conects with all the already created tasks i used this template. Template creates Task 1 with subtask 1.1 and 1.2. - Subtask 1.2 needs to wait for subtask 1.1 If i now create Task 2 with this temple, subtask 2.2 now waits for subtask 2.1 and 1.1. For Task 3: subtask 3.2. now waits for 1.1 and 2.1 Did I do something wrong here or is it a bug?
Hey Björn! This is an interesting question. I tried replicating this by applying the template manually and with automation. I could not replicate the behavior, but I will encourage you first to verify that an automation in the Workspace is not applying a second template with dependencies. After you've ensured that's not the case, use Clip to record what's happening and send it to ClickUp support. This sounds buggy if it's not automation.
Hey Layla -- is it possible to have a task decencies link to another (so, a client task linking to an actual client) and then having a view that'll show the client with all related tasks? My setup is that I have a SPACE for clients and then another SPACE for Production (all tasks in lists by type). I want to be able to link a task to a client and then have a view of each client with the breakdown of tasks (to easily find all things completed for a specific client). I realize that you can have a folder as a client with their tasks under but that's not the setup I have. Any thoughts?
Hey Chris! Yes, this is possible. I'd use the multitask toolbar so you can link "Many to One" to link all of your tasks to the one Client Task. You could also use Tags, Custom Fields, or (like you alluded to) have a List per Client and have the Tasks for the Client be added to multiple lists ("Make Video for John" would be in your "Video" list AND your "John" list. They're all going to give you a similar result, but which is easier will depend on the quantity of task/your preference.
I just wanted to see if there's a gantt chart / MS visio visual style way since Notion doesn't do it, unfortunately. The rest of the video was dizzying.
You might try looking up Gantt View or Timeline View -- this video is purposefully about the purpose of Dependencies, how they work, and why they'd be used in ClickUp. ruclips.net/user/results?search_query=gantt+chart+clickup
@@LaylaPomper I think I did something wrong then. The dependent (child) task still has the red or yellow icons even though the parent task was completed. Or am I not understanding the concept of dependencies?
Strange as it sounds, be a Parent or Child task is actually separate of dependencies! If you want to have the subtasks block the main task being complete, you'll need to set up that dependency for each subtask. 😅
@@LaylaPomper Thank you, I will have to play a little more to understand how dependencies work. I thought it was easier. If a have a task that limits other tasks to start which should I apply, Waiting on Task or Blocking? I think I got it... the relationship is backward, odd how thinking has to be shaped to understand concepts.
Hi, I'm coming from MSProject where setting dependencies automatically defines start and end date given a predecessor and a duration of the current task, the link is automatic, can ClickUp do the same thing? I ask as if it can I cannot find it, I have to manually link dependencies. As ClickUp is a task list of events, the Gantt represents a concurrent list of tasks, visually there i sno way to know what comes first and after etc etc is there a way that by setting dependencies in ClickUp it can also schedule the tasks to their respective start and end dates in ClickUp, as it does in MSProject?
Hey! Just getting caught up on comments 🙈 Not in the same way you can define a template in ClickUp -- with dependencies -- and then Reschedule Dependencies forward and backward...but there's not a firm "rule" that will prevent Dependencies from getting out of order.
One problem I found was when you Duplicate a task which has dependencies it creates dependencies tied to the new copy and the original. This is buggy and really can mess up your new task. I guess you need to use templates for this.
@@LaylaPomper Funny how this problem still exists: has anyone found a solution? I also get dependencies to both the original template task and the newly generated one
Could you follow-up on Subtask dependencies how they impact the hierarchy of the project tasks and the adjusting of dates. This is similar to @LinkSocially question and replies.
![[SFM] Risky Recital](http://i.ytimg.com/vi/RzNkY1_Nk3o/mqdefault.jpg)
Thanks for watching! What do you think I should cover next? Custom Fields, Watchers, or something else...? 😀
Watchers and related notifications for small team environments (6people). Also how do you recommend keeping clients up-to-date with task progress? Should they be a watcher under a guest account or should they get a dashboard with insightful widgets?
@@daviddecamilla980 Roger that! Watchers are so important to get a handle on.
As for your question, I have an old long-form video on working with Clients in ClickUp here (ruclips.net/video/lspJAHkWFko/видео.html) but here are the highlights:
- If they're comfortable logging in to ClickUp at least a few times a week and won't be doing much of the actual work, Guest access with visibility to only a Dashboard can make a nice Client Portal. (More on this here: ruclips.net/video/sQV6ZAT5NeQ/видео.html)
- If they're actually involved in doing the work and will be in ClickUp at least a few times a week, Guest access to the main work area is probably best.
- If they're NOT needing to be in the weeds and just need to be kept in the loop, I'd probably skip giving them access to ClickUp altogether. Unless they already use ClickUp, the overwhelm/friction of logging in may not be worth it. Instead, I'd make 1 Public View (to a main list or perhaps a Gantt Chart filtered to only show milestones) and share that link with them via email and call it a day! 😅
I'd love to hear if you have any thoughts on how to ensure certain information is included in a task before it is allowed to progress to the next status. I don't think there is anything built in and the best I've come up with is an automation that sets it back to the previous status if it doesn't have the custom field set. However, that isn't very user friendly as they don't know why it has happened
Layla at ProcessDriven Thank you for your insight! It is much appreciated
Sam Jenkins I can expand on this in a video, but in addition to an automation that rejects a status change if a Custom Field isn’t set, I also add an additional automation action (Add a Comment) that explains why the automation happened. 🙂 It’s not perfect, but it resolves the uncertainty.
layla, you are my favourite consultant thank your for fruitful session
Hey! Just getting caught up on comments🙈
Thank you so much for the kind words!
Thanks a lot! I finally understood how to get Clickup to reschedule due dates according to dependencies. I was about to give up on the software because I couldn't do this. Awesome.
Hey! I'm so glad this was helpful!
Awesome info! So funny that your video’s are right on track with what I am ‘figuring’ out also. I just set up some dependencies and they are working great! I also set up an automation to go with them.
I vote for Custom Fields!
😄 It's funny how that works isn't it? Glad to hear the Dependencies are working out for you! What automation did you pair it with? (Just curious!)
Also, thanks for the vote on Custom Fields!
Layla at ProcessDriven I am testing out the ‘change status and change due date’ automation on my end of month routine and clean up tasks. So once the task is ‘unblocked’ the status changes to in progress and due date changes to 5 days out. It takes a bit to get it all figured out but so far it’s working good. I’m hoping to get it working well and make a template.
Your content is great Layla!! Hope to see your channel and business grow. Thanks for putting it out there! Keep at it Layla!
Thank you, Angela! 😅 It's so kind of you say that! Hope you're having a wonderful day!!
Custom Fields and their best uses would be a great video. I loved the suggestions about dependencies being used best with templates and setting them up in gant view. This will save a ton of time.
You got it! Especially with the bonus functionality that was just released about extra powers for Formula Custom Fields...I think I'm going to need to create something on this! Glad to know these tips helped! 😀
@LaylaPomper. First, congrats for your channel, great work!! and thank you for sharing! One big question I've got after watching this video was: How can one set up FF and SS dependency types in ClickUp? Is there any hack for that - it does not seem to be very straight forward?
There isn’t a great path for advanced dependencies right now! ClickUp default isn’t customizable. Custom Relationships can work, but they don’t bring the same power. 😪
Dependencies seem like more of a pain to manage vs subtasks, which are, essentially, the same thing. "I cannot finish the parent task until I finish this child task," means that the child is blocking and the parent is waiting. What use-case is there for using both dependencies and subtasks? (I just found out you can make tasks into subtasks just by dragging them to the indented spot under another task! I like that ease-of-use!)
Hey C.K. Lester! Just getting caught up with comments🙈
Great question!
Dependencies are more time-consuming to create than subtasks; however, they allow you to "block" subtasks or tasks from being completed.
Dependencies can be helpful in a scenario where someone doesn't rely on Due Dates. In this case, Dependencies can be used to show you what has to be done next.
Another use case for dependencies would be, having a Parent task, with three subtasks due on the same day. Dependencies can ensure that the subtasks are completed in the correct order.
There are other uses for Dependencies in views. You can create views and filter by the types of Dependencies. In Gantt view, you can use Reschedule Dependencies to move the dependent task by dragging the other task. This allows you to change the Due Dates easily.
@@LaylaPomper I suspect unlimited subtasks would be better, at least for most cases where some task must be completed before another task. Anyway, thank you for the explanation! Hope you have a blessed 2023!
I'm new to ClickUp and found your channel is super helpful! Thanks for doing this! If you can talk about "formula" e.g. automating due date, that would be great 👍
Hey Noel! Glad you're here! Can you tell me a bit more about what you're looking for -- I think I'm confused!
Are you referring to Formula Custom Fields (that make calculations based on Due Dates) or using Automations in ClickUp? 😄
@@LaylaPomper I'm not sure which one is more suitable in my case. I know both Automation and formula should be able to serve my need, but just not sure which one is easier to use.
@@LaylaPomper in brief I have a whole bunch of tasks that has a preset date and some prerequisite tasks that we can foresee the due date are required.
Noel, if you have a bunch of tasks where you know the due date of based on one date you know, it sounds like templates (specifically the remapping due dates feature) is the fastest approach!
(I have a video from a few weeks ago on this feature if it helps!)
@@LaylaPomper thanks for your suggestion, I think that's the way go 👍
Hi Layla! Great video! I'm wondering if there is any clear way to visualize dependencies. Gantt view is to messy and buggy for my team.
Hey Ma Li! Just getting caught up on comments 🙈
Not really! My favorite method is adding the Dependency Column in List View...but nothing else really comes close to the visual nature of Gantt. 😢
Would be interested to know more about dependencies across different projects/teams and whether click up (a) copes with that and (b) can it report against cross-project dependencies?
Yup! Dependencies will connect any tasks within any location in your ClickUp account. Rollups can summarize the dependencies for reporting no matter the location. :)
Hey Layla. Super interesting material here and thanks for building this channel to help us with CU. I have one question. I see that tasks are dependent on other tasks here. I am trying to figure out something similar but yet different. I want my crew to fill in certain forms (probably Google Forms or maybe a form inside of CU) for them to be able to move to the next status. Do you have any idea how would that be possible?
Great question! As of now, I don't believe this is possible. You can try adding checklists that need to be completed before the task status changes. You can also look into automating this process and have an automation comment alert your team member when the status has been changed.
We dive deeper into questions very similar to this inside ProcessDriven Foundations™️.
Thank you for the great info! I'm going to corporate this into my transaction list. Are you able to set a dependency task due so many days after?
Due Dates are separate than Dependencies...but you can use automations to say "WHEN task is unblocked THEN change due date")
These videos are great! I've currently been binging your videos to set up a system on Click Up for our team. We are a luxury experience business and I need something to help me with getting as organized and automated as possible with coordinating. Question.. I've tried about 5 times now to add dependencies to a template but they don't show up when I use the template. Does anyone know if this is a common glitch or if there's a fix? Thank you!!
Hey! I found an article that may be helpful. Please let me know if it is: help.clickup.com/hc/en-us/articles/6304575203991-Copying-Dependencies-FAQ
A bit off-topic: what tool did you use for the waitlist page your referenced at the end of the video?
Hey Tom! Our waiting lists were just opt-in forms that added people to a section inside our email marketing tool, Mailerlite. No fancy tech used. ☺️
Question: Is there a way to set up a list of unblocked subtasks? A part from getting a notification, that is. Can someone see the list of all the unblocked (sub)tasks that are waiting for him? Just unblocked tasks, so tasks that were blocked but not blocked anymore, at one place
Great question!
You could create a separate List called "Unblocked Subtasks."
Then, create an Automation inside of the original List. The Automation should be: When the task is unblocked, then move the task to the "Unblocked Subtasks" List.
The assignee will still receive a notification of the unblocked tasks, but he will have a designated area where all of the subtasks will be directed to.
I hope this helps!
@@LaylaPomper Sounds like a good solution! Thank you very much! :)
Could I link the status of a task to ups tracking information? That would help me a lot in
This may work through a "glue" third party tool. Like Make.com or Zapier.
I tried dependencies as a template. I had a training date as my anchor date and then things due before and after it. Seems I had trouble with it. Maybe you could make an example?
Hey there! Do you have the related ClickApp turned on? Link below: (docs.clickup.com/en/articles/2284789-reschedule-dependencies-clickapp)
Hey
I use dependencies on my templates to, but they don't work anymore.
The depencies are only inside on task with its subtask.
But when I use a template, all the depencies conects with all the already created tasks i used this template.
Template creates Task 1 with subtask 1.1 and 1.2. - Subtask 1.2 needs to wait for subtask 1.1
If i now create Task 2 with this temple, subtask 2.2 now waits for subtask 2.1 and 1.1.
For Task 3: subtask 3.2. now waits for 1.1 and 2.1
Did I do something wrong here or is it a bug?
Hey Björn!
This is an interesting question.
I tried replicating this by applying the template manually and with automation.
I could not replicate the behavior, but I will encourage you first to verify that an automation in the Workspace is not applying a second template with dependencies.
After you've ensured that's not the case, use Clip to record what's happening and send it to ClickUp support. This sounds buggy if it's not automation.
Hey Layla -- is it possible to have a task decencies link to another (so, a client task linking to an actual client) and then having a view that'll show the client with all related tasks?
My setup is that I have a SPACE for clients and then another SPACE for Production (all tasks in lists by type). I want to be able to link a task to a client and then have a view of each client with the breakdown of tasks (to easily find all things completed for a specific client).
I realize that you can have a folder as a client with their tasks under but that's not the setup I have.
Any thoughts?
Hey Chris! Yes, this is possible. I'd use the multitask toolbar so you can link "Many to One" to link all of your tasks to the one Client Task.
You could also use Tags, Custom Fields, or (like you alluded to) have a List per Client and have the Tasks for the Client be added to multiple lists ("Make Video for John" would be in your "Video" list AND your "John" list.
They're all going to give you a similar result, but which is easier will depend on the quantity of task/your preference.
I just wanted to see if there's a gantt chart / MS visio visual style way since Notion doesn't do it, unfortunately. The rest of the video was dizzying.
You might try looking up Gantt View or Timeline View -- this video is purposefully about the purpose of Dependencies, how they work, and why they'd be used in ClickUp.
ruclips.net/user/results?search_query=gantt+chart+clickup
I have a question. When a dependency is completed, the icon representing the task dependency changes color or disappears?
It changes to Green but does not disappear. :)
@@LaylaPomper I think I did something wrong then. The dependent (child) task still has the red or yellow icons even though the parent task was completed. Or am I not understanding the concept of dependencies?
And thank you for your reply, it is greatly appreciated!
Strange as it sounds, be a Parent or Child task is actually separate of dependencies! If you want to have the subtasks block the main task being complete, you'll need to set up that dependency for each subtask. 😅
@@LaylaPomper Thank you, I will have to play a little more to understand how dependencies work. I thought it was easier. If a have a task that limits other tasks to start which should I apply, Waiting on Task or Blocking? I think I got it... the relationship is backward, odd how thinking has to be shaped to understand concepts.
Hi, I'm coming from MSProject where setting dependencies automatically defines start and end date given a predecessor and a duration of the current task, the link is automatic, can ClickUp do the same thing? I ask as if it can I cannot find it, I have to manually link dependencies. As ClickUp is a task list of events, the Gantt represents a concurrent list of tasks, visually there i sno way to know what comes first and after etc etc is there a way that by setting dependencies in ClickUp it can also schedule the tasks to their respective start and end dates in ClickUp, as it does in MSProject?
Hi! I have the same problem right now. Have you found the solution? Best, Anna :)
Hey! Just getting caught up on comments 🙈
Not in the same way you can define a template in ClickUp -- with dependencies -- and then Reschedule Dependencies forward and backward...but there's not a firm "rule" that will prevent Dependencies from getting out of order.
One problem I found was when you Duplicate a task which has dependencies it creates dependencies tied to the new copy and the original. This is buggy and really can mess up your new task. I guess you need to use templates for this.
Thanks for sharing this tip! Templates can certainly help, but I’ll be the first to point out that ClickUp can still be strangely buggy at times.
@@LaylaPomper Funny how this problem still exists: has anyone found a solution? I also get dependencies to both the original template task and the newly generated one
Custom fields!
You got it, Ellen! 😄
Custom fields
You got it!
Could you follow-up on Subtask dependencies how they impact the hierarchy of the project tasks and the adjusting of dates. This is similar to @LinkSocially question and replies.
Hey Jim! Just getting caught up on comments 🙈
Absolutely! This is a great idea and I've added it to our list. Thank you!
Custom fields
It's your lucky day! ruclips.net/video/S6t2LQAGs50/видео.html