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How to Use ClickUp Form Automations

ClickUp forms can be used for a variety of different purposes: onboarding, hiring, asset requests, offboarding, testimonial requests, client requests, and more. This tutorial will show you how to create a form with advanced ClickUp form automations. ClickUp form automations help streamline the processing of the submitted forms and eliminate manual work.

Create And Customize The Form

The first step is to create the form. This is an example of an internal asset request form. You can make your form as complex as needed to suit your requirements. 

I recommend creating one Forms Folder and keeping all your forms there so you can find them easily.

Next, create and customize your form. Note that ClickUp’s Business Plan allows you to customize the appearance of the form. At the top, add your logo, form title, and brief instructions for completing the form.

Customize the fields in the body of the form based on your needs. Make sure that you customize the task name – which is what you will see in your view for each form submission.

Change the task name from “Task Name” or “First and last name” to “Name of the asset” and provide some guidance in the response section about what the person submitting the form should write like “logo”.

By changing the task name field to something else, when the form is submitted, whatever was entered into this field will be the name of the task. This is helpful because you will know what the submission is related to at a quick glance without having to open the task up.

You can add additional custom fields to your form as well. Here, I chose a dropdown custom field for department so that the person filling out the form can select which department this task/submission belongs to. Here you can see two options, administrative and financial, already set up. Add in whatever fields you need and customize the colors.

Make Use of Your Existing Custom Fields

Before adding in a new custom field, always be sure to check your existing custom fields first. By using an existing custom field instead of always creating a new one, you will be able to use custom fields to get interesting data about that custom field across your workspace. If you always create a new custom field, pretty soon you’ll find yourself with 7 custom fields all called “email”.

You may wish to add in the “due date” custom field or the “priority” custom field so that the person submitting the form can indicate the due date or urgency.

You can also choose whether the field is required or not.

Also Read: Using a ClickUp Form to Hire a VA

Set The Form Settings

Note that some of these settings are for the Business Plan or higher. Choose which list to save tasks in. It’s possible to create a form in one area of your ClickUp but send the responses to another area.

I’m not going initially assign this task to anyone because that is going to be something that I’m automating using ClickUp automations. You can either add a task template here in the form settings or add use ClickUp automations “when task is created, apply a template”. Choose the latter option if you’re on the Unlimited Plan.

You can also have a form redirect which can be useful if you want to redirect back to your website or if you want to invoice using ClickUp and redirect to a PayPal url.

How To Add ClickUp Automations

ClickUp automations can make processing form submissions fast and easy. As a ClickUp Consultant, my clients frequently ask how they can streamline their processes or eliminate manual work in ClickUp. Automations are key to this.

Using the ClickUp automation menu, I set up an automation so that any submissions to this form are automatically assigned to the person who is responsible for that department. Then, whenever the person submitting the form selects the Financial Department, the task will automatically be assigned to someone from that department.

ClickUp Email Automations

Create a ClickUp Email automation to send out an email when a form is submitted. Use the variable fields to pull in information from the task and form so that the email gives you a lot of information from the form submission.

For example, I can add to the email body: ‘Task Name’ was created on ‘Date Created’. This request is ‘Priority’ for ‘Department’ and assigned to ‘Assignee(s)’. The requested due date is ‘Due Date’. Pull in this information by clicking on these fields at the bottom and then hitting save. 

Advanced ClickUp Automations

You can add in even more advanced ClickUp automations using conditions or multiple actions if you are on the Business Plan or above.

You can have a task that’s for the admin department moved to a certain list when it’s created.

You may want an email to go out automatically when a form is submitted but only if it meets certain conditions. You can set this up using conditions in the email automation settings.

Or you may want multiple actions to happen when a form/task is submitted like changing the status, assigning a comment, and changing the priority to urgent.

Test Your Form

The last step is to test your form and automations. To test your form, first click on the sharing link and then open a new window and paste in the form link. 

Show Custom Fields For A Customized View Of Submissions

To view your form submissions in a strategic and organized manner, create custom views. Hide the columns that are unnecessary and keep the ones you’d like to see. I would like to see the ‘Submission Date’, ‘Due Date’, ‘Assignee’ ‘Department’ and ‘Priority’. Add in filters if you’d only like to see certain submissions.

Now you can see everything that was submitted in the form. Open up the task to see additional information on the left and also see the email that was sent automatically on the right. To reply to the email, simply click reply to email and reply from right inside the ClickUp task.

Need more help leveling up your ClickUp or settings up forms or advanced ClickUp automations? Contact me to get your ClickUp in order today!

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