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How to Add Advanced Automations to ClickUp Forms

ClickUp forms are the most efficient way to communicate with clients. We have already discussed how you can use forms for hiring. This article will show you how to create a form with advanced ClickUp automations. As a vetted ClickUp Consultant, I frequently help my clients created advanced automated forms.

This is great for when you have a large inflow of form submissions and you don’t want to manually process each one of them. In such cases, you can use some of ClickUp‘s features to automate the process. 

Let’s get started. 

Create And Customize The Form

The first step is to create the form. Say I’m creating a form for internal asset requests. This is the form that my team uses when they request an asset. You can make your form as complex as needed to suit your requirements. 

At the top, add your logo, form title and brief instructions for completing the form. In the body of the form, you can customize the fields. To customize the task name – which is what you will see in your list for each 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”. Now, when the form is submitted, the task name will be “logo”. This is helpful because you will know what the submission is related to at a quick glance without having to open the task up.

Let’s move on to adding another custom field – department. I want the person filling out the form to be able to select which department this task/submission belongs to. Here you can see two options, administrative and financial, already set up. You can also add another department like “Creative” and give that a color. 

Make Use of Your Existing Custom Fields

You can add the “Due Date” field if you wish for people to indicate when they need something by or when the submission should be processed by and the “Priority” field to know the urgency of their requests. Make sure you click on and select ‘allow time input’. To add more fields, you can check your existing fields and pick whatever you need to build out the form. You should also check your existing fields first to avoid having 5 email fields all called email.

For example, if you would like to know the name of the person who submitted it, you can check the existing custom fields to add your “first name” field from the text category. This custom field will now show on your TASK FIELDS. You can drag and drop it into the form where you like.

As all of these questions are essential, you can mark them as ‘required’. 

Now, I am going to name the list the “Internal Assets Requests” list. I’m not going initially assign this task to anyone because that is going to be something that I’m automating using ClickUp automations. And I don’t have a task template for it as it is going to be sent to different departments. We could add the task template on the form later during the automation section. 

View the form by selecting “view”.

How To Add ClickUp Automations

I’ve set up some automations at the list level to make it fast and easy to process form submissions. As a ClickUp Consultant, this is a frequent request I get from my clients. They want to use a form for internal requests or for hiring, but it’s time consuming to process all the submission.

So, I want to create an automation so that any submissions to this form are automatically assigned to the person who is responsible for that department. For example, I am the person responsible for the admin department, so I am going to set up an automation so that when the person submitting the form selects “admin” as the department, ClickUp will automatically put me as the assignee.

In addition, when the person submitting the form selects “financial” as the department, ClickUp will automatically assign that submission to my team member.

I have one more automation here that anytime a task is created, it’s also going to send an email to my email address. You can customize the subject. Let’s make the subject “The ‘Task Name’ is due on ‘Due Date’”. This is kind of like a notification email, but it has a lot more information in it. 

You can add in more information. 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’. I just pulled this information in here by clicking on these fields at the bottom and then hitting save. 

Advanced Automations

You can add in even more advanced automations. When the task is created and the custom field is admin, then you could have it moved to a certain list. You could have it move to your administrative tasks list, for example. There’s a lot of different things that you could do. If your list has different statuses, you may have to remap the statuses in the setup process. 

Let’s check our statuses on this list because we want to make sure that they’re suitable for this situation. If it does not seem to be suitable, you can go ahead and create a new status set for ‘Internal Asset Requests’. They can be ‘Submissions Received’, ‘Processing’, ‘Rejected’, and ‘Complete’. 

Test Your Form

To test your form, first click on the sharing link and then open a new window and paste in the form link. 

Fill in the form to test it and you’ll see the text you input for the task name field (like “headshots”) show up in the list view.

Also Read: Using a ClickUp Form to Hire a VA

Show Custom Fields For A Customized View Of Submissions

Let’s go back to the list where the results come into. Here now you’ll see that ‘Headshots’ became the title of the task. Let’s customize what we can see here. You can 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’.

Now you can see everything that was submitted in the form. When we open up the task, we can see some information on the left and also see the email that was sent to my email ID on the right side of the screen. And then if we need to reply to the email, we can do that here. 

This is an example of how you can use the forms plus automations to uplevel your forms in ClickUp.  

Need more help leveling up your ClickUp? Contact me to get your ClickUp in order today!

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