Task lists are a fantastic way to organize your time and duties to make the most out of your days and complete what needs to be done. However, there is a way to take this one step further.
By integrating your ClickUp account with Process Street you can set up checklists to follow for every task that needs completing. That way you and your team won’t be relying on memory or waste time looking up how to complete a certain task.
Better yet, you can use business process automation to do all of this automatically!
To show you just how powerful (and easy) this is, today you’ll learn how to use Zapier to link ClickUp and Process Street together. This will let you automatically run a checklist for your tasks in ClickUp, standardizing your workflow and making everything run smoothly.
Let’s get started.
Set up your ClickUp account
In order to set up your new automation it pays to do a little set up first. Specifically, you need to log in to (or sign up for) ClickUp and make sure you have a task set up to serve as an example according to what you want to automate.
For example, let’s say that you want to automatically trigger a pre-publish checklist for blog posts that are moved into your “To Review” list in ClickUp. That way anyone reviewing the post will have a set checklist to follow and record their progress on.
Zapier needs to have a sample task to draw in sample data for this, so you’ll need to create a sample task or move an existing one into the appropriate List.
For anyone looking to take the process one step further and automatically assign team members to tasks, assign due dates, and more without having to lift a finger, you’ll need to do a little more setup. Zapier needs anything you want to automatically push through as sample data, so all of this needs to be filled out accordingly.
If you want to push through a link, the ClickUp task needs to have a sample link inserted in the same format as every link will be in future. If the description will be pushed through to a form field for safe keeping, the description will need to have sample information in it, and so on.
If you haven’t already, now is also the time to log into (or sign up for) Zapier and click on the “Make a Zap” button in the top of your dashboard.
Select ClickUp as your Trigger
Choose ClickUp, select new task or new task status (depending on what you want) and then connect account. Just make sure that logged into ClickUp and then select the team you want to connect with the popup window.
Probably better to choose “new task” since this includes tasks that have been moved to a new list (as long as the list is specified in the trigger options).
Set up the Trigger Options
Select the Team, Space, Project and List in ClickUp to specify where you want Zapier to detect the new task. This lets you set up specific checklists to run for different tasks rather than have the same trigger for everything.
Set up your Process Street account
Sign in (click here to sign up for a free account if you haven’t already) and make sure that you have a checklist ready to serve as your Action item.
Sticking with our blog pre-publish example, this means that you’d need to set up a template for how to complete the pre-publish process. This will let the person assigned to it follow precise instructions to make sure that all checks are performed correctly and efficiently.
You can also import our premade blog pre-publish process for free. This is a ready-to-use checklist full of helpful instructions and techniques to vet your content before it goes live. It’s ready-to-use as it is, but can be edited to your needs if you want to customize the process further.
Use Process Street as your Action
Now it’s time to set up Process Street as your Action app in Zapier. To do this, select Process Street in the same way you did ClickUp and choose the “Create Checklist” option. This tells Zapier to create a new checklist when the Trigger is detected (a new task is created in ClickUp).
Next, link your Process Street account to Zapier. To do this, open your Process Street account and open your organization manager by clicking its name in the top right of your dashboard.
Once there, go to the “Settings & API” tab and scroll down to the “+ New API Key” button. Click this to get the code you need to link your account with Zapier when prompted. Don’t worry about losing this key – you can always view or rename it by looking at the area below the “New API Key” button.
Configuring the Action
We’re in the final stretch! All that’s left to do is set up the options for your Action step.
First, click the drop-down arrow to the right of the “Template” field in Zapier. Next, use the search bar to look for the template which you want to run a checklist from and select it from the results.
Now we can start to push information from ClickUp into the new checklist to save time going forwards. Zapier can do this to automatically detect who your new checklist should be assigned to, what its due date should be, and so on.
For this example, however, let’s just push the checklist name through so that it matches the task’s name in ClickUp. To do this, click the “Insert a Field” button to the right of the “Checklist Name” field and choose “Task Name” from the results.
In much the same way, you can insert the due date, any assignees, and much, much more. It’s a great way to limit the amount of manual data entry you have to do.
So there you have it – all tasks fitting your Trigger will now automatically cause a checklist to run. This helps to standardize your team’s approach to their tasks, make onboarding easier (as there are set instructions to follow) and cause tasks to be easier and faster to complete.
The limits of business process automation are your own creativity though. Don’t be afraid to experiment with the apps you can link together and automate – everything you set up will save you time and effort in the long run, so see what you can get working.
After all, isn’t it better when Zapier takes care of the menial tasks and lets you focus on the work that actually requires a human being?