As simple as possible. After watching this, just learned they can be even simpler and globally reduce clutter across my various lists/projects as you explained. I'm going to try it! Currently, my everything calendar is color coded by status so this will require quite the overhaul. Thanks for the project lol -- love it!
(2:45) Why would I have my workflow both as subtasks and a custom field? Isn't that twice the work? (check complete + update custom field) people are bound to forget to do both every time....
everytime I watch a new video I keep thinking whyyyy didn't I watch this video first it makes my life so easyyyy. Thank you again. You're so generous in teaching an army for free.
This...this is exactly what I needed! Jumped into ClickUp head first and tried to piece it all together from various YT videos. Then I landed on this GLORIOUS page. Made it through the first 6 videos on the New to ClickUp playlist and ~BOOM~ I found exactly what I needed. THANK YOU!!!!! I haven't even set it up yet but I just went from frustrated to super excited to build it all out! lol
I use CFs this same way. Using custom fields also lets you collect extra info from those steps in the workflow. For example, after you upload, you can collect the URL of the upload for future reference. That way, you collect info and have it on display while acknowledging the video was uploaded. What I would like to see from clickup is the ability to link those customfields to the progress of the task. Like an option to say if the field is not blank, then it accounts for x % of the work needed to complete that task. That way, it would contribute to the whole progress of the project, and not wait until you finish the task to count as progress.
This would be brilliant, however, having got part way through moving across to custom fields, the 100 use limit clicked in which means I either have to move to a paid plan or revert to using statuses anyway. Something to be aware of if you're using the free plan.
@@LaylaPomper I ended up converting to the most basic paid plan - even though it's only me using it because I appreciate the clarity of custom fields & colour-coding. It helps my cluttered brain see things more clearly. (PS I'm in a similar boat with TH-cam comments. Every now and then the perfectionist part of me makes me respond to comments which are REALLY old.)
Love this! This articulated my exact frustration, outlined a simple solution, and also had some pro-tips sprinkled in. Well done, Layla! 👏 Thank you! 🙏
I'm just starting with clickup (again, after giving it up because it was confusing) and this is really helpful. I like to set things up as best as possible to start with, rather than dive in and continually rework. Thankyou.
Thank you so much! This videos just resolved a problem I was having with statuses cluttering my Everything workspace! I love the idea of having the SOP as a custom field! That's super handy! May this message find you well!
@@LaylaPomper quick question. In this video you demonstrated how to create "Pull down" Menu's so that we can keep track of what status our Task (Project) is at. However, unless I missed it, *how do we associate the required SOP's to that pull down menu? For example- associate a separate SOP for Draft, Record, Edit, Upload, Publish?
Hi! Thanks for the video, how do you manage different assignee's for each of the statuses? For example person A draft, person B reviews, person C final edits & publish each with their own deadlines? I am struggling to decide to use Statuses/ Custom Field Statuses/ Subtasks for each step?
The way I do it is: 1. Create a custom field with the type of service 2. Create a custom field with the stage of each service (you can create one for all, or one for each) 2.a. You don't *have* to do this. It adds extra steps, but it can help 3. Create a mockup task with your stages as subtasks 4. Set up your due date structure (doesn't matter what dates you put in, just the time between them) 5. Use Gannt view to define dependencies between stages (subtasks) 6. Don't forget to assign each subtask stage custom field with the ones you created at the second step 7. Create a task template using the mockup task you just made 8. Create an automation that applies the task template every time you add the service custom field 9. Now you can create a list view and use filters to filter by stage (with the custom field) or just the name of the step so you can bulk assign people 10. To set up your due dates, create a calendar view and drag the tasks around (they'll be neatly displayed at the right panel of overdue (because the mockup task will have dates set up that'll eventually become overdue))
That said, my biggest piece of advice is: you'll be tempted to create personal lists that only show a specific user's work. Don't. This will split up your team and make people stop caring about the teamwork involved in a task. Then they'll start ignoring their due dates and overdue tasks will start building up. Other than that, the system works wonders.
So what is the solution to organizing tasks within a list? Sometimes you want to visually see the tasks separated into categories without having a separate list. Just using custom fields doesn't really organize your tasks, you end up with one long list. I'm thinking of Asana having "Section's".
@@LaylaPomper and by "adjustment" does this include Renaming, Hiding, Un-hiding, Reorganzing, Deleting? Or is it actually Filling Out, or Adding to Multiple Tables? I ask becuase, while experimenting with my Tasks, and Views etc. I hit my limit, even though I'm not "using" these fields at the moment. Also does it renew each month? Thanks!
Genius, thank you. I am a one person team 😂 I run two sister blogs and a third website where I sell my handcrafted greetings cards. I manage these as well as all my social channels, not to mention other interest like genealogy on top of self development all through my ClickUp. Did I mention I do all these while living with a chronic illness! My statuses are 100% going to be simplified!!
Hi Layla! Just to tell you, your videos have been of a great help to me for getting to know ClickUp! Just here to say thank you and hope to connect with you in the future! Best from The Netherlands
Thanks SO much RJ! I love to see comments like this. Really appreciate you taking the time. Also, if you haven’t already joined the free Facebook community and happen to be on Facebook - be sure to come hang out! It’s at ProcessDriven.co/group
I'm working in video production & sometimes there are parts of the video to be shot while others are being edited. I'm trying to figure out the best way to go about this.
Hi Layla, Thanks for your great videos. I've seen that you have noted many times that using custom fields is preferred to complex statuses, but what if we need to find bottlenecks? A report like "Time in status" would help us understand what exact steps in the process slows us. Is there any workaround for this with custom fields?
Hey Hossein! Just getting caught up on comments🙈 Interesting question! Yes, in this case, I recommend adding a status such as "waiting" or "blocked." Using Custom Fields over complex statuses works when you have categories or phases that wouldn't make sense when applied to other tasks or subtasks. In your case, seeing all tasks slowing your team down is essential, so adding one status that indicates this would make sense for all tasks and would be perfectly fine. I hope this helps!
@@LaylaPomper Thanks Layla. It makes sense. Using CFs instead of statuses replaces this issue with another one: subtasks are forced to have an irrelevant field. :( ClickUp needs to support different properties (e.g. Statuses and custom fields) for subtasks to fix both of these.
Thanks for this. I guess the answer is "NO" but can we set custom fields for Main Tasks only, and that these statuses are not present in their subtasks? I'm trying to build a "Projects as tasks" thing but I find it quite challenging regarding Project lifecycles and individual subtask statuses.
Great video Layla (as per usual!) Quite helpful as I have a pile of statuses (20) and $h1t is getting messy to say the least, hence why I came to look for a better way! One thing I wish ClickUp would do is allow a Kanban board flexibility like Kanbanize You can merge fields and portions of swim lanes as well as have higher level initiatives (Epics) flow with the the process. Pretty cool Pehaps this will be less of a dream feature after I switch to using the custom fields as you suggest here, we shall see. Also would love to see ClickUp get some better estimating tools (like a Monte Carlo simulation) That's my 2 big wishes in this tool.
@@LaylaPomper Oh! I think it's a good idea! Bite-sized information is easier to process. Also, I'm really considering to change my ClickUp statuses to just To Do and Completed. 😊
I guess I'm confused in why even to use statuses at all. For "ready to publish" I would just name the task "publish the xyz thing". If you see the task, it's in the "to do" area and needs to be done otherwise clickup hides it, which means those are done.
Hey! Just catching up on comments🙈 If you still need ClickUp support, consider joining us inside of the ProcessDriven Collective, our free Facebook group! Here you'll be able to connect with business owners and team leaders from all over the world and get help with your questions! processdriven.co/group
Thank you Layla for sharing your knowledge. I learned a lot from you. English is my second language and the videos are a little too fast for me so I rewind most of the time. But I figured a way to slow down the videos by changing the speed to 0.75. The slowed down videos are just perfect for me 😉🙏. More power to your channel and please keep those videos coming.
@@LaylaPomper Sure did!! I was also mindblown at the checkmark thing when the status are "to do" and "complete", I had completely missed that feature 😲
So glad to hear this helped! Is that Custom Field triggering the recurrence, or is that just a way you're sorting things? :) Agree with you on the Asana! It was so hard for me to even be IN Asana after I'd gotten used to ClickUp! Ha!
The day you master to speak calmly will be the day your channel will explode with subscribers because your are a great teacher but much to difficult to follow due to speed. My respects to you ✨🤗✨🤗✨
I totally agree with her being a good teacher and the speed of how she speaks. English is my second language. I realized I can adjust the speed of the video to 0.75. The slowed down video is just right for me.
@@LaylaPomper sorry, just needed to vent a little. Have to use it for work so.. maybe it will grow on me over time. Your video helped me though to solve my problem. The Problem was with subtasks who couldnt be checked off. It was because we had 3+ statusses defined.
What status options are your go-to choice in ClickUp? Simple or complex?
As simple as possible. After watching this, just learned they can be even simpler and globally reduce clutter across my various lists/projects as you explained. I'm going to try it! Currently, my everything calendar is color coded by status so this will require quite the overhaul. Thanks for the project lol -- love it!
As they say, simplicity is beauty.
(2:45) Why would I have my workflow both as subtasks and a custom field? Isn't that twice the work? (check complete + update custom field) people are bound to forget to do both every time....
I go back and forth but right now I'm wanting to map my status to my workflow so it can be monitored in dashboards easily.
I consumed your videos now for a full day and you really cleared my path a lot - thanks
Hey Ultralon! I'm honored and glad that the content was helpful!
everytime I watch a new video I keep thinking whyyyy didn't I watch this video first it makes my life so easyyyy. Thank you again. You're so generous in teaching an army for free.
Hey! Thank you so much! I'm glad the content is helpful!
That's the only place that truly explained: "Why we shouldn't use statutes as our workflow stages". Thanks, Layla.
I'm glad to hear it! I know I got a lot of questions about this so I hope it was clear. :)
This...this is exactly what I needed! Jumped into ClickUp head first and tried to piece it all together from various YT videos. Then I landed on this GLORIOUS page. Made it through the first 6 videos on the New to ClickUp playlist and ~BOOM~ I found exactly what I needed. THANK YOU!!!!! I haven't even set it up yet but I just went from frustrated to super excited to build it all out! lol
Hey! I'm so glad this was helpful :)
I use CFs this same way. Using custom fields also lets you collect extra info from those steps in the workflow. For example, after you upload, you can collect the URL of the upload for future reference. That way, you collect info and have it on display while acknowledging the video was uploaded. What I would like to see from clickup is the ability to link those customfields to the progress of the task. Like an option to say if the field is not blank, then it accounts for x % of the work needed to complete that task. That way, it would contribute to the whole progress of the project, and not wait until you finish the task to count as progress.
Oh, I agree! That would be great! Right now you can (sort of) make that happen via automations, but it requires some work. :)
This would be brilliant, however, having got part way through moving across to custom fields, the 100 use limit clicked in which means I either have to move to a paid plan or revert to using statuses anyway. Something to be aware of if you're using the free plan.
Hey! Just getting caught up on comments🙈
This is a very good point! The 100 use limitation can catch up quickly!
@@LaylaPomper I ended up converting to the most basic paid plan - even though it's only me using it because I appreciate the clarity of custom fields & colour-coding. It helps my cluttered brain see things more clearly.
(PS I'm in a similar boat with TH-cam comments. Every now and then the perfectionist part of me makes me respond to comments which are REALLY old.)
Love this! This articulated my exact frustration, outlined a simple solution, and also had some pro-tips sprinkled in. Well done, Layla! 👏 Thank you! 🙏
Hey Mitch! You're very welcome -- I'm glad this video helped. 😀
This is very useful, thanks Layla!
So happy this was helpful to you. 😊
You really know your stuff, thanks Layla for the pro tips!
Thank you! Happy to help! 😊
I'm just starting with clickup (again, after giving it up because it was confusing) and this is really helpful. I like to set things up as best as possible to start with, rather than dive in and continually rework. Thankyou.
I’m glad this helped you Gavin! What was it about ClickUp that overwhelmed you the first time around? 🤔
@@LaylaPomper So many options! I just didn't know where to start to get going. Was worried about setting it up "wrong".
Thank you so much! This videos just resolved a problem I was having with statuses cluttering my Everything workspace! I love the idea of having the SOP as a custom field! That's super handy! May this message find you well!
I know, it can be SO cluttered if we're not careful about Statuses. Very glad to hear this video helped you, too! Have a wonderful day! :D
@@LaylaPomper quick question. In this video you demonstrated how to create "Pull down" Menu's so that we can keep track of what status our Task (Project) is at. However, unless I missed it, *how do we associate the required SOP's to that pull down menu? For example- associate a separate SOP for Draft, Record, Edit, Upload, Publish?
Hi! Thanks for the video, how do you manage different assignee's for each of the statuses? For example person A draft, person B reviews, person C final edits & publish each with their own deadlines? I am struggling to decide to use Statuses/ Custom Field Statuses/ Subtasks for each step?
Hi! Have you figured this out?
The way I do it is:
1. Create a custom field with the type of service
2. Create a custom field with the stage of each service (you can create one for all, or one for each)
2.a. You don't *have* to do this. It adds extra steps, but it can help
3. Create a mockup task with your stages as subtasks
4. Set up your due date structure (doesn't matter what dates you put in, just the time between them)
5. Use Gannt view to define dependencies between stages (subtasks)
6. Don't forget to assign each subtask stage custom field with the ones you created at the second step
7. Create a task template using the mockup task you just made
8. Create an automation that applies the task template every time you add the service custom field
9. Now you can create a list view and use filters to filter by stage (with the custom field) or just the name of the step so you can bulk assign people
10. To set up your due dates, create a calendar view and drag the tasks around (they'll be neatly displayed at the right panel of overdue (because the mockup task will have dates set up that'll eventually become overdue))
That said, my biggest piece of advice is: you'll be tempted to create personal lists that only show a specific user's work. Don't. This will split up your team and make people stop caring about the teamwork involved in a task. Then they'll start ignoring their due dates and overdue tasks will start building up. Other than that, the system works wonders.
Hey L. V.! Just catching up on comments - thank you so much for stepping in and helping out!
So what is the solution to organizing tasks within a list? Sometimes you want to visually see the tasks separated into categories without having a separate list. Just using custom fields doesn't really organize your tasks, you end up with one long list. I'm thinking of Asana having "Section's".
You would be able to use the filter feature to help narrow it down to the categories you are looking for.
@@cassandrafoster6283 🤣 i can’t believe I’m just now seeing this, I figured this out a long time ago.
This is great advice thanks Layla
Glad it was helpful!
@@LaylaPomper layla just ione question. When i add a task I get two and its not until I refresh my browser that the duplicate disappears?
honestly makes my life so much easier many thanks
So glad to hear that Fabienne!
Makes a lot of sense. Thank you so much for your brillant content!
So glad it helps!! ☺️
Your videos = golden nuggets
D’aw, thank you! 🙏
Great video! Going to start changing over my statuses today 👍🏻
Oh, glad to hear that! Happy to help! 😊
How do you have Complete Task Option on List View 2:22 for reference?
Hey! Just getting caught up on comments🙈
Are you referring to the checkmark? ClickUp has updated quite a bit since then so it looks different.
Does assigning a task to an existing custom field count against the 100 uses in the free edition, or does only creating a new field count against it?
Any adjustment to a Custom Field counts as a use. ☹️
@@LaylaPomper and by "adjustment" does this include Renaming, Hiding, Un-hiding, Reorganzing, Deleting? Or is it actually Filling Out, or Adding to Multiple Tables? I ask becuase, while experimenting with my Tasks, and Views etc. I hit my limit, even though I'm not "using" these fields at the moment. Also does it renew each month?
Thanks!
Genius, thank you. I am a one person team 😂 I run two sister blogs and a third website where I sell my handcrafted greetings cards. I manage these as well as all my social channels, not to mention other interest like genealogy on top of self development all through my ClickUp. Did I mention I do all these while living with a chronic illness! My statuses are 100% going to be simplified!!
Oh, definitely! Simple it is!!! 😀 We all need a little more simplicity in life! Ha!
Hi Layla! Just to tell you, your videos have been of a great help to me for getting to know ClickUp! Just here to say thank you and hope to connect with you in the future! Best from The Netherlands
Thanks SO much RJ! I love to see comments like this. Really appreciate you taking the time.
Also, if you haven’t already joined the free Facebook community and happen to be on Facebook - be sure to come hang out! It’s at ProcessDriven.co/group
Thanks Layla. You rock !
Happy to help!
I'm working in video production & sometimes there are parts of the video to be shot while others are being edited. I'm trying to figure out the best way to go about this.
Hi Layla,
Thanks for your great videos. I've seen that you have noted many times that using custom fields is preferred to complex statuses, but what if we need to find bottlenecks? A report like "Time in status" would help us understand what exact steps in the process slows us. Is there any workaround for this with custom fields?
My idea would be keep the status yet very simple and also have the custom field to specify the "stage" within the status.
Hey Hossein! Just getting caught up on comments🙈
Interesting question!
Yes, in this case, I recommend adding a status such as "waiting" or "blocked." Using Custom Fields over complex statuses works when you have categories or phases that wouldn't make sense when applied to other tasks or subtasks.
In your case, seeing all tasks slowing your team down is essential, so adding one status that indicates this would make sense for all tasks and would be perfectly fine.
I hope this helps!
@@LaylaPomper Thanks Layla. It makes sense.
Using CFs instead of statuses replaces this issue with another one: subtasks are forced to have an irrelevant field. :(
ClickUp needs to support different properties (e.g. Statuses and custom fields) for subtasks to fix both of these.
Thanks for this. I guess the answer is "NO" but can we set custom fields for Main Tasks only, and that these statuses are not present in their subtasks? I'm trying to build a "Projects as tasks" thing but I find it quite challenging regarding Project lifecycles and individual subtask statuses.
Hm. Have you looked into creating a custom template for your projects and then incorporating custom fields with for the phases?
Great video Layla (as per usual!)
Quite helpful as I have a pile of statuses (20) and $h1t is getting messy to say the least, hence why I came to look for a better way!
One thing I wish ClickUp would do is allow a Kanban board flexibility like Kanbanize
You can merge fields and portions of swim lanes as well as have higher level initiatives (Epics) flow with the the process. Pretty cool
Pehaps this will be less of a dream feature after I switch to using the custom fields as you suggest here, we shall see.
Also would love to see ClickUp get some better estimating tools (like a Monte Carlo simulation)
That's my 2 big wishes in this tool.
thank you, great info- simplifying my statuses!
Great to hear! It's amazing how much -- well -- SIMPLER it makes your ClickUp! :)
Great video Layla!
Thank you! So happy this was helpful to you!
well explained problem & solution. thank you!
You’re very welcome! Glad this was helpful to you! 🙂
Thank you again, you make everything so simple and useful 🏆
Happy to help!
Thank you so much for this!
You're so welcome!
Thank you. Great content!
Aw, thanks!! 🙏
Very useful, thank you!
Glad it was helpful, Marcel! :)
Useful short video! :)
So glad you liked this, Jing Xuan Ang! 🙂 I’m considering experimenting some more short-form.
@@LaylaPomper Oh! I think it's a good idea! Bite-sized information is easier to process. Also, I'm really considering to change my ClickUp statuses to just To Do and Completed. 😊
I guess I'm confused in why even to use statuses at all. For "ready to publish" I would just name the task "publish the xyz thing". If you see the task, it's in the "to do" area and needs to be done otherwise clickup hides it, which means those are done.
game changer! thank you
So happy this helped!
Hi, Layla. Do you still stick to this rule and keep statuses as simple as possible, while having sub-statuses housed in custom fields?
Hey! Just catching up on comments🙈
If you still need ClickUp support, consider joining us inside of the ProcessDriven Collective, our free Facebook group! Here you'll be able to connect with business owners and team leaders from all over the world and get help with your questions! processdriven.co/group
Thank you Layla for sharing your knowledge. I learned a lot from you. English is my second language and the videos are a little too fast for me so I rewind most of the time. But I figured a way to slow down the videos by changing the speed to 0.75. The slowed down videos are just perfect for me 😉🙏. More power to your channel and please keep those videos coming.
Hi Eli! I’m so happy these helped you and appreciate the tip to slow the video down! ☺️🙏
Yayyy the one I’ve been waiting for
*cue imaginary drumroll* 😅 Hope it lived up to expectations!
@@LaylaPomper Sure did!! I was also mindblown at the checkmark thing when the status are "to do" and "complete", I had completely missed that feature 😲
You are really good and smart. Thanks for for the content. Subscribed and liked guaranteed.
Thanks so much Ola! I’m glad this helped you!!
Thanks for your kind help. For me when it comes to clickup, you're my place to go to :)
You're welcome 😊
how to make custom fiels as variables
What do you mean by variables?
Great stuff, thank you. I've been using custom fields for my recurring tasks and really enjoying it. SO MUCH better than Asana
So glad to hear this helped! Is that Custom Field triggering the recurrence, or is that just a way you're sorting things? :)
Agree with you on the Asana! It was so hard for me to even be IN Asana after I'd gotten used to ClickUp! Ha!
Layla the best wallah
Hey! Just getting caught up on comments🙈
Thank you so much!
👍
The day you master to speak calmly will be the day your channel will explode with subscribers because your are a great teacher but much to difficult to follow due to speed. My respects to you ✨🤗✨🤗✨
I appreciate your support!
I totally agree with her being a good teacher and the speed of how she speaks. English is my second language. I realized I can adjust the speed of the video to 0.75. The slowed down video is just right for me.
i have never seen a more unintuitive and confusing tool like clikcup
I understand! Everyone has different preferences. There are many other tools for you to choose from!
@@LaylaPomper sorry, just needed to vent a little. Have to use it for work so.. maybe it will grow on me over time. Your video helped me though to solve my problem. The Problem was with subtasks who couldnt be checked off. It was because we had 3+ statusses defined.