Introduction
A popular feature request in ClickUp is automatically updating subtask fields when parent task fields change.
Imagine you have a client list in ClickUp, such as a campaign for Nike. You have a main task for the campaign and several subtasks for different activities like research, media planning, and content creation. When you update the start date, due date, priority, or platform fields in the main task, you want these changes to reflect in all the subtasks.
Although ClickUp has not yet provided a built-in solution, you can achieve this functionality using Make.com. This guide will walk you through the process of setting up a ClickUp subtask automation that updates subtask fields based on changes in the parent task.
Why Automate Task Field Updates?
Automating task field updates saves time, reduces errors, and keeps project tasks consistent. This is particularly useful for large projects with multiple subtasks that need to inherit specific attributes from their parent tasks. A clear use case for this automation is dynamically updating subtasks in complex projects when main task priorities or timelines change.
How can I automatically update subtask fields when updating the parent task in ClickUp?
Answer:
By setting up a ClickUp Automation that triggers a webhook in Make.com, you can automate updating subtask fields like start date, due date, priority, and custom fields whenever the parent task is updated.
Tools Required
- ClickUp: A project management tool.
- Make.com: An automation platform for coding-free workflow creation.
Video Tutorial
You're using ClickUp wrong - Apply Task fields to Subtasks
1. Setting Up ClickUp Automations as ClickUp Webhook Triggers
Start by creating automation rules in ClickUp. These rules will act as triggers and actions to notify Make.com about task field changes.
The beauty of this approach is that Make.com will only be triggered when required, leading to more cost-efficient operations compared to monitoring all task updates.
As an example, we'll set up separate ClickUp automation rules to watch for changes to the following key task fields:
1. Priority Field Changes
This rule will fire whenever the priority level (e.g. low, normal, high, urgent) of a parent task is modified.
Example Rule: Trigger a webhook call when the priority field changes from any value to any value on a task.
2. Start Date Field Changes
This automation will activate when the start date of a parent task is altered.
Example Rule: Trigger a webhook call when the start date field changes from any value to any value on a task.
3. Due Date Field Changes
Similar to start dates, you'll want automation for when due dates are shifted on parent tasks.
Example Rule: Trigger a webhook call when the due date field changes from any value to any value on a task.
4. Custom Field Changes (e.g. Platforms)
For custom fields like the "Platforms" field demonstrated, create a separate trigger.
Example Rule: Trigger a webhook call when the "Platforms" custom field changes from any value to any value on a task.
Pro Tip: When configuring these rules, ensure they only run when changes occur on parent tasks, not subtasks. This prevents unwanted loop triggers.
Copying Webhook URLs for Use in Make.com
As you set up automations, ClickUp will generate a unique webhook URL to represent that specific trigger event.
<https://hook.make.com/abc123xyz>
Be sure to copy these webhook URLs. We'll need them when creating the corresponding automation workflow in Make.com to receive the triggers.
With ClickUp primed to call out to Make.com when relevant fields change on parent tasks, we're ready to build the automation that updates all subtask values accordingly.
Setting Up Make.com
1. Signing Up to Make.com
First, you need to sign up for an account on Make.com:
- Visit Make.com: Go to the Make.com website and click on the "Sign Up" button.
- Create an Account: Enter your details to create an account with a free plan that includes up to 1,000 monthly operations.
- Dashboard Access: Once signed up, you will be directed to the Make.com dashboard.
2. Create a New Scenario
A scenario in Make.com is a workflow that automates tasks. Here’s how to create one:
- New Scenario: Click on the "Create a new scenario" button on your dashboard.
- Select ClickUp: In the scenario builder, search for and select ClickUp as the app you want to integrate.
- Choose a Trigger: Select the "Watch Tasks" module. This module will monitor updates to tasks in ClickUp.
3. Connect Make.com to Your ClickUp Workspace
With the webhook receiver ready, the next step is to add a "ClickUp" module that will allow Make.com to interact with your ClickUp tasks and execute updates.
When adding this ClickUp module, you'll be prompted to authorize Make.com to access your ClickUp data. This is a one-time secure connection that ensures Make can read and update your workspaces, spaces, and tasks.
4. Setting Up the Webhook
Webhooks are essential for real-time updates. Here’s how to set up a webhook in Make.com:
- Add Webhook Module: In your scenario, add the "Custom Webhook" module.
- Create Webhook: Click on "Add" to create a new webhook. Name it "Task Field Updated".
- Copy URL: Make.com will generate a unique URL for your webhook. Copy this URL as you will need it in ClickUp to trigger actions when a task is created or updated.
With the ClickUp automation triggers configured, it's time to build the corresponding workflow in Make.com. This no-code automation platform will receive the webhook calls from ClickUp and execute the steps to propagate field values from parent tasks to all subtasks.
Building the Automation in Make.com
The main part of this Make.com automation involves two key parts:
- List Subtasks of Parent Task: This will fetch all the subtasks and nested subtasks under the parent task whose field value changed (triggering the workflow).
- Edit Subtask Fields: For each subtask retrieved, this module will apply (sync) the new values from the parent task, such as updating the priority, task status, start/due dates, and custom field values like platforms.
When configuring this "Edit Subtask" module, you'll map the values from the original webhook data (parent task fields) to each of the subtask fields you want to update.
With just a few clicks, you can choose to sync the priority, start date, due date, and any custom fields across all subtasks hierarchies.
Here are a few examples below:
Mapping Task Field Values Across Parent and Subtasks
One of the trickiest parts of this automation is properly configuring how task field values should map and propagate from the parent task down to each subtask. Fortunately, Make.com provides flexible options to ensure this mapping works seamlessly.
Mapping Parent Task Priority to Subtask Priorities
For the task priority field, the mapping is straightforward. You simply need to specify that whatever the priority value is on the parent task (e.g. low, normal, high, urgent), it should directly overwrite the existing priority on each subtask.
In the Make.com workflow, you'll find the "Edit Subtask" module has a field mapping section. Locate the "Priority" field and use the dynamic value mapping to populate it with the payload.priority the value passed from the ClickUp webhook data (the parent task).
Aligning Parent and Subtask Start/Due Dates
Similar to priorities, you'll want the start and due date fields from the parent task to update all subtask instances. Access the "Edit Subtask" date fields and map them to the corresponding payload.start_date and payload.due_date values from the webhook.
This direct one-to-one mapping ensures that whenever you shift a parent task's timeline, all subtasks automatically inherit those new dates to stay synchronized.
Mapping Custom Field Values Like
For custom fields that accept multiple values (e.g. Instagram, Facebook, Twitter), the mapping requires an extra mapping step due to the data structure.
In the "Edit Subtask" module, you'll need to add a new custom field mapper using the specific custom field ID of your "Platforms" field in ClickUp. Then, configure this mapper to populate from the payload.custom_fields object in the webhook data.
Make.com will automatically parse this custom field data structure and allow all selected platforms to map over to the subtask custom fields.
"custom_fields": [ { "id": "abc123", "name": "Platforms", "type": "multi_label", "type_config": { "default_labels": [], "new_drop_behavior": "choice" }, "date_last_updated": "2023-05-21T15:30:00Z", "value": "Instagram,Facebook,Twitter" }]
With these straightforward mappings in place, you've now enabled the automation to flawlessly sync parent priority, dates, and custom fields over to any number of subtasks with a single click!
Testing and Using the Subtask Field Value Sync Automation
With the Make.com workflow configured to receive ClickUp webhook triggers and map field values across parent tasks and subtasks, it's time to put it to the test! Watching this automation in action will give you confidence in its functionality while showcasing its immense time-saving potential.
Running Test Scenarios in Make.com
Test the automation with sample scenarios in Make.com before going live in ClickUp. Within the Make.com workflow builder, you can manually trigger the workflow to simulate field changes on a sample parent task.
Initiate a test run, providing sample data that emulates changes to the parent task priority, dates, custom fields, etc. As the workflow executes, Make.com will surface any data handling issues and allow you to iteratively refine the field mappings if needed.
Make.com Test Data
{ "id": "ab12cd34", "priority": 3, "start_date": "2023-06-01", "due_date": "2023-06-15", "custom_fields": [ { "id": "cba4321", "value": "Facebook,Instagram,TikTok" } ]}
Thoroughly test different data scenarios, ensuring the subtask updates match your expectations before going live.
Checking Updates in ClickUp
You can now trigger the automation in ClickUp from within your ClickUp workspace. Update a sample parent task's priority, dates, or custom fields to initiate the field sync process.
Give the workflow a few moments to execute, then have a look at the subtasks under that parent task. You should see the new values properly propagated down according to your configurations!
Time-Saving Benefits in Real Workflows
The profound time-saving impact of this automation becomes abundantly clear when incorporated into your regular task management flows. No longer do you need to manually update 5, 10, or 20+ subtasks every time timeline shifts or requirements change on a parent entity.
With a single click on the parent task, all subtask details obediently follow suit through the Make.com automation. This frees you up to focus on strategic priorities and deep work, eliminating the administrative toil of updating task fields across a hierarchy.
Project managers and team leaders can drive consistency simply by updating the centralized parent task data. No more fields falling out of sync, increasing team productivity and transparency.
As you adopt this automation more broadly, the cumulative time savings will be staggering. What previously required tedious work across dozens or hundreds of tasks, now happens automatically with zero effort on your part. A game-changer for structured workflows!
Conclusion
Using Make.com to automate task updates in ClickUp boosts project management efficiency. By following this guide, you can set up a robust automation that ensures your subtasks always have the correct information, saving you time and reducing the risk of errors.
While already incredibly powerful, this automation doesn't have to be the end of your ClickUp + Make.com journey. There are countless additional workflows and integrations to be built:
- Automating creating a task from emails, forms, or other sources
- Triggering approval processes based on custom rules
- Posting ClickUp updates to team communication channels
- Visualizing and reporting on ClickUp workspace data
- Connecting to virtually any other app for advanced cross-tool automation
The possibilities are limitless when you integrate a visual workflow builder with your core project management platform. When you use automation like this, you're not just improving the efficiency of task management, but also letting your team focus on higher-value activities that require human insight. As processes become increasingly automated, fast, and frictionless - that's when teams can truly unlock their full productive potential.
If you need further technical support, consider contacting a professional automation service like ours or refer to the ClickUp Help Center. From extensive ClickUp training programs to consulting sessions for complex workflows - UpSys can speed up your team's automation journey every step of the way.
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