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.
Love this! This articulated my exact frustration, outlined a simple solution, and also had some pro-tips sprinkled in. Well done, Layla! 👏 Thank you! 🙏
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
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?
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!!
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.
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.
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 RU-vid comments. Every now and then the perfectionist part of me makes me respond to comments which are REALLY old.)
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 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 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
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.
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!
Hi Layla, thanks so much for your useful video! I want to ask that if Clickup can help to set up and function that allow anyone who create a task and they only see their task only?
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 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.
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.
@@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!
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.
@@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 😲
Although the idea is excellent, as i understood exploring clickup i can see a huge problem with that, because in Dashboards i will not be able to do metrics by the custom fields like i do with Status, which means tht this can be a great report problem. Am i wrong?
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.
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
@@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.
