Tasks in Multiple Lists in ClickUp

Рет қаралды 17,569

Күн бұрын

Want to have one Task appear in multiple Lists in ClickUp? There's a (Click)App for that!
In this ClickUp tutorial, we'll show you how to use the Tasks in Multiple Lists feature in ClickUp. We'll also walk through some use case examples and discuss how Custom Fields, Statuses, Subtasks, and Permissions carry over from List to List.
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We'll cover:
00:00 - Introduction
00:18 - How to Turn on the Multiple Lists ClickApp
01:41 - "Lists" Column is a great pairing
02:22 - Home List vs other Lists - ClickUp Example using Unique Statuses
03:09 - ClickUp Example using Same Statuses
05:30 - How Permissions Work
06:21 - Use Case #1 - Agile in ClickUp
06:34 - Use Case #2 - Client Directory
08:56 - Bonus Tip: Subtasks in Multiple Lists?
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Пікірлер: 86

@HansGTR 5 ай бұрын

This is the BEST channel about Clickup tutorials. Luv it:)

@dannygutierreztv4664 2 жыл бұрын

Thank you for all your help, you have helped me a lot with click up for the past year or so. Any questions I have I always go to your videos first and always leave a like on every single one of them. :D

@LaylaPomper 2 жыл бұрын

Thank you so much, Danny! I appreciate your support! 😁

@dalejones9150 3 жыл бұрын

You guys do the coolest editing. Thanks for another great feature video.

@LaylaPomper 3 жыл бұрын

Aw, so glad you enjoyed it! 🥰

@brandond2868 2 жыл бұрын

Wow, just so helpful. Whenever I search clickup... you keep popping up. Good Job!

@LaylaPomper 2 жыл бұрын

Thank you! 😊 I'm so glad our content has been helping you out!!

@claytoncoutinho831 Жыл бұрын

Helps too much! Thanks for that incredible tips!

@LaylaPomper Жыл бұрын

No problem! Happy to help :)

@SaskisNerdtalk Жыл бұрын

This gave me a good idea for a workaround for a small issue I had with my ClickUp setup. Thanks!

@LaylaPomper Жыл бұрын

Glad it helped!

@dcmargentina 3 жыл бұрын

Thanks for the video Layla!

@LaylaPomper 3 жыл бұрын

You are so welcome!

@samijune5824 Жыл бұрын

This is my primary reason for switching to click up from trello, thanks for explaining the process, this will make a big difference in my workflow

@LaylaPomper Жыл бұрын

Hey Sami! I'm so glad this was helpful!

@ashleyshuler 3 жыл бұрын

LOVE IT :) I actually have a Daily Operational Target List where I work on different projects throughout the week. I have added the one task from a project to my "list for the week"

@LaylaPomper Жыл бұрын

Hey Ashley! Just getting caught up on comments🙈 Love this!

@EmanuelRotter Жыл бұрын

Nearly same use-case here. Responsible for different services/applications, PM in different projects/teams and want all my tasks in my overall task list.

@martinlattanzi8112 2 жыл бұрын

great content!

@LaylaPomper 2 жыл бұрын

Thank you! That means a lot! 🥰

@clavdivs6103 3 жыл бұрын

Awesome Video! I'm using this feature with automation to organize my meetings, but I didn't know the app will show the task in a different way if the columns didn't match.

@LaylaPomper Жыл бұрын

Hey Clavdivs! Just getting caught up on comments🙈 I'm so glad this helped!

@janamichelova5668 2 ай бұрын

Great video, Layla, thank you! What I found really bad about this feature, is that if you set a time-tracking dashboard for the location the tasks were added in, the dashboard won't show the time tracked, as they are originally from another list! Does anybody know how to fix this?

@user-bb9qk2jm2n 5 ай бұрын

Love all your videos. I'm devouring them. So in this video, you mention a linked video for agile - we're trying to implement sprints in ClickUp, and I'm having a hard time finding good "help" videos or articles on this. Do you still have those videos living somewhere accessible?

@HealzOnWheelz 4 ай бұрын

Yes, can't find the link even though it was mentioned.

@andresibanezvasquez6152 2 жыл бұрын

5:00 is the time stamp when my head exploded 🤯 . So many multiple lists, and custom fields, and fields carrying over from the Home list, and Suzy Task looking strange on multiple ocassions xD Oh Well, better go over the video over and over again ; ()

@LaylaPomper Жыл бұрын

Hey! Just getting caught up on comments🙈 I'm so happy this was helpful!

@cNamikz 3 жыл бұрын

Layla you are no doubt the cutest clickup expert in the world

@LaylaPomper 3 жыл бұрын

🙏🏼 Glad to hear it's helpful!

@MeasuringMarvels 6 ай бұрын

Hi Layla, Great video. Do you have a video where you show how best to have these tasks that are duplicated to different lists and how they get marked as done? Let's say the two lists belong to two team members. What is the best workflow to have when one completes the task? Do we add notifications so the other person knows the task is completed? How about if both people are supposed to complete the task independently? Should that be two separate tasks and not copies on two lists? Thanks for all you do. Scott

@LaylaPomper 6 ай бұрын

Great idea! I don't currently have a video. However, when a task is marked as complete, it will show in both lists. I really appreciate this question! Please keep an eye on our shorts videos so we can touch on this in the near future!

@rabiashahenshah9306 3 жыл бұрын

THIS IS such a great addition. THANK YOU

@LaylaPomper 3 жыл бұрын

Happy to help!

@EmanuelRotter Жыл бұрын

Many thanks for that. 👍 Very well explaned. Question? Is SmarSuit also capable of this?

@LaylaPomper Жыл бұрын

Great question! That is a current feature request on SmartSuite's Canny page. Feel free to add your vote or comment on how you'd like to see this function in SmartSuite. Currently, SmartSuite only has the ability of a Linked Record Field that allows you to link records to records in different Apps: smartsuite.canny.io/feature-requests/p/link-records-to-multiple-apps

@JamesSteelPlus 3 жыл бұрын

Layla, thank you - your videos have been a big part of my journey to get on board properly with ClickUp. You're an awesome presenter! Just a question for you - I have a parent task in my 'Business Development' space where one sub task might be some work that I'd like to have appear in the 'System development' space. I think i know the answer but do you know of any way to have a sub task to appear somewhere else too!? Seems like such an obvious requirement - not sure if I'm missing something!

@LaylaPomper 3 жыл бұрын

Unfortunately right now Subtasks cannot be put in locations separately than the Parent Task! 🤷‍♀️ I'd suggest make your Subtask into a true Task and using either a Custom Field or a Relationship to connect it back to your current Parent Task.

@JamesSteelPlus 3 жыл бұрын

@@LaylaPomper Thanks so much for the response, I was going down the relationship connection but it's a bit clunky! Not to worry - hopefully it'll come in the future!

@omakanaturkosmetik 8 ай бұрын

Great video. Thanks for sharing. Is this feature still available in the free plan?

@LaylaPomper 8 ай бұрын

It should be! You can verify through the following ClickUp doc: help.clickup.com/hc/en-us/articles/7255446505751-Limits-on-Spaces-Folders-and-Lists#:~:text=Lists%20per%20Folder,Lists%20count%20toward%20these%20limits.&text=This%20is%20due%20to%20the,on%20the%20Free%20Forever%20Plan.

@OliviaVazquez-wy8uj Жыл бұрын

Hi!! AMAZING YOUR VIDEOS!! Quick question...it's possible to make that all the tasks of the list automatically copy in the second list i want? THANK YOU

@LaylaPomper Жыл бұрын

Hey Olivia! Just getting caught up on comments🙈 Great question! You can automatically add tasks created in one list to the second list using an Automation. Create an automation that when "task created," then "add to list" and select the list you want the task to be added to. Alternatively, you can choose a different trigger for the automation action, but overall automating adding the task to a second list is possible. I hope this helps!

@kimsopman 9 ай бұрын

How do you "turn off" multiple lists for a task you don't want shared anymore? Or connected to another list by accident? This would be in 3.0 - love the videos! Thank you.

@LaylaPomper 9 ай бұрын

Great idea! Keep your eyes out for some content coming out that would go over this!

@MrTOSOS 9 ай бұрын

Great video ! What about dependencies for tasks in multiple lists? Would you be able to import differents parent tasks from multiple lists into an other list to make a master timeline?

@LaylaPomper 9 ай бұрын

Great question! If I'm understanding your context properly, I'd say that right now ClickUp would need to make a few adjustments in order to get this accomplished.

@erryanggari5478 2 жыл бұрын

Hello Layla thank you for your videos, is it possible to add multiple task in multiple list to different space ?

@LaylaPomper 2 жыл бұрын

Yes! As long as the tasks are in the same overall Workspace…you’re good!

@zoubidatizi4048 2 жыл бұрын

Thank you for this vidéo. Please I Have a question : How to post just the subtasks in one liste ? it is possible ?

@LaylaPomper 2 жыл бұрын

Right now putting only the Subtasks in Multiple Lists is a feature only on the Business Plus or Enterprise plan! ☺️

@watergateHQ Жыл бұрын

is there an option that when I create a task that little table you have there of when, where and who will automatically populate already? thanks

@LaylaPomper Жыл бұрын

Hi there! Sure! You'll first need to create a task template that includes a table in the task description. After the template is saved, you can create an automation to apply the template when a new task is created or when a task meets a certain condition.

@johnnyred8994 2 жыл бұрын

Hi Layla, great video. But I am stuck here. If a task is shared in multiple lists, how do you run an automation so it takes the task completely out of all the lists, and places them in new lists? For example: We have 2 folders, each with 2 lists (one folder is used for senior managers, one is used for juniors). The task will be appearing in 'one' list in each folder, with the task home being the senior manager's folder/list. If a junior completes a requirement and wants to move that task from the fist list into their second list, this action also needs to be replicated in the senior's list, (or vice versa). I am trialing automatations, and find that an automation will trigger a task move automatically, but it will only move the task from one list (not both lists). Is there a possibility to have the task move from inside both the senior and juniors folders from list 1 to list 2 if either trigger a move? Sound confusing... Yeah, mix this comment with 4 espressos back to back and you can feel my pain.

@LaylaPomper Жыл бұрын

Hey Johnny! Just getting caught up on comments🙈 This is a great question! I tested your use case on my end and could not create automation to move the tasks from List 1 to List 2. The tasks were moved from the original home folder to the other folder, not both at once. However, depending on your team's use case for these tasks, you have a few options here. You could have 2 Lists with separate views in each list-one for the senior team and one for the juniors. The views can be filtered for each team. Then create an automation that, when a custom field changes in List 1, moves the task to List 2. Having filtered views in both Lists will allow each team to see the information related to them. I hope this helps!

@XxStupendousManxX 3 жыл бұрын

Hello Layla, I’m seeing my tasks take on all custom fields from the total of all lists it is a member of. Is this correct?

@LaylaPomper Жыл бұрын

Hi Paul! Just getting caught up on comments🙈 If your tasks in different Lists are inheriting all Custom Fields, what could be happening is that you've created the Custom Fields at the Space Level. When Custom Fields are created at the Space Level, the tasks inside the Lists will inherit all of the Custom Fields. To ensure Custom Fields only apply to the tasks in a single List, create the Custom Field at the List Level instead. I hope this helps!

@darlingtonjonesimagery9247 2 жыл бұрын

Okay have a question - when having one task in multiple list for different purposes, how do you suggest creating subtasks or checklists so they are relevant to the respective list? For example, a KZfaq task will have different subtasks than a Blog task. Do you suggest putting all the subtasks related to both KZfaq and Blog posting into the one task? So lets say this current video "Tasks im Multiple Lists" was in a KZfaq list and a Blog list, would you put all subtasks into the one task?

@LaylaPomper Жыл бұрын

Hey! Just getting caught up on comments🙈 Interesting question! I see this subtask in the Multiple list feature as a way to enable collaboration and manage different parts of a project. Using your example, Let's say I have a Parent task called " Post Task in Multiple Lists video on social." My subtasks can be: Subtask A: Post the video on KZfaq Subtask B: Share the video on our Blog Any action steps related to the parent tasks will live as subtasks. You can use assignees to indicate who's responsible for each subtasks. If a task has different action steps in a separate list I would recommend create a separate task instead of using this feature.

@darlingtonjonesimagery9247 Жыл бұрын

@@LaylaPomper okay cool

@karenbertrand5861 3 жыл бұрын

Great video! Once created in multiple locations, are they then standalone? Meaning, I assume edits you make in one don't carryover to the others (I hope)?

@ryankeys5769 3 жыл бұрын

I may be wrong, so anyone feel free to correct me, but I believe it edits the tasks at all locations if you do it this way, because the task ID is the same for all of those instances (you'll notice when Layla opens the task after adding it to other lists, it shows all the lists that it is in up at the top). If you wanted the same task to act independently in a separate list, you would probably either have to create a new task in that list with a template, or duplicate the task and then move the copy to the other list (either way would create two separate, independent tasks, even if the information in them are the same).

@karenbertrand5861 3 жыл бұрын

@@ryankeys5769 Thanks, that's what I started thinking after I posted. Of course, I should just test it out :-). This may work well actually as I have client-specific instructions that I also want in my overall SOPs directory.

@ryankeys5769 3 жыл бұрын

@@karenbertrand5861 Definitely would be great for SOP's that would be good to view in multiple locations.

@MartinGamm57 3 жыл бұрын

No, they are not then standalone tasks - it is the SAME task just displayed in multiple locations. And when you edit the task, this will be reflected in the task in all the locations it exists. Use duplicate task to create a standalone COPY of the task in another location.

@LaylaPomper Жыл бұрын

Hey Karen! Just getting caught up on comments🙈 I'm so glad Ryan was able to help!

@boluwatifeoni3478 Жыл бұрын

Hello, please how can i collect checklists from different subtacks on clickup?

@LaylaPomper Жыл бұрын

There's no easy way to summarize all Subtasks if they're on different Tasks, unfortunately. 😢 You could try to the Auto Progress Custom Field, but it's imperfect.

@jessicapark9115 6 ай бұрын

Is it possible to create different subtasks for multiple tasks in different lists? so basically I want to have different subtasks in the multiple tasks in different lists so that each person who has permission per list sees different subtasks

@LaylaPomper 6 ай бұрын

Great question! I'd like to dive into this more during a short. Keep your eyes on our short content!

@rnoureldin 3 жыл бұрын

what if i want task to have a new status of its new location ? ex. if i want to multiple task1 in two location with two different status is it work ? even by automation ?

@LaylaPomper 3 жыл бұрын

No it is not. Statuses are governed by the Home list.

@rnoureldin 3 жыл бұрын

@@LaylaPomper what about custom field , i want to remove from home list but keep it in the other list

@antalleib7752 2 жыл бұрын

I am viewing my tasks in a Board view but I want to present in a task/card the name of the other list that I have added the task to such as I see the Priority or tags, how can I do it?

@LaylaPomper Жыл бұрын

Hey! Just getting caught up on comments🙈 Great question! To view the List name of the task inside of Board view, click on "Show" and enable "Task Location." This will show you the original List name of the task in the card.

@dorimolozanov1471 Жыл бұрын

My plan limits how many times I can use Subtasks in Multiple Lists. If I add a Parent Task to another list, and the Parent Task has subtasks, does this count towards my Subtasks in Multiple Lists maximum? Or does it only count if I add the Subtask-only to another list?

@LaylaPomper Жыл бұрын

Hey Dori! This is a good question! A "use" is counted each time you add or remove a subtask into an additional list. If you move a Parent task that has subtasks into another list that is using Tasks in Multiple Lists instead of Subtasks in Multiple Lists. Tasks in Multiple Lists (help.clickup.com/hc/en-us/articles/6309521498263-Subtasks-in-Multiple-Lists-FAQ) is available on every ClickUp plan with unlimited uses. I hope this helps!

@SinoxoloBaduza Жыл бұрын

Hi, Is there a way to move multiple lists simultaneously to another folder in CU?

@LaylaPomper Жыл бұрын

Hey Sinoxolo! Unfortunately I've been unable to do so. However, the quickest way to would be to click and drag each list to the folder using the tool bar on the left. I hope this helps!

@SinoxoloBaduza Жыл бұрын

@@LaylaPomper Thank you!

@albioneld10 2 жыл бұрын

You can set up automations to add a task to a second list, but can you create an automation to then remove it from that list? I only want my employees to see tasks when they’re in a certain stage - once they’re past that stage, I’d like these tasks to be removed from their list.

@LaylaPomper 2 жыл бұрын

You can use the “Move to List” automation to change the home list! 🙂

@laconsultant 5 ай бұрын

If they didn't have this capability I would not recommend Clickup. I like to organize tasks within their department (design, development, SEO, PPC, etc.) homes and then in active sprint lists showing a client what is being worked on from each department in one place. Very important capability. Next, I need Clickup to finish developing subfolder capabilities.