How to Use ClickUp to Organize AI Research

ClickUp can be your central hub for managing AI research, comparing tools like Glean and Perplexity AI, and turning every insight into clear, trackable work. This guide walks you step by step through setting up a simple system so your findings never get lost again.

The examples below are inspired by the comparison of Glean vs Perplexity AI described in the source article at clickup.com. You will learn how to mirror that research flow inside your workspace.

Step 1: Create a ClickUp Space for AI Tools

Start by creating a dedicated workspace area so all of your AI research, tests, and notes live in one place.

1. Log into your ClickUp account.

2. Create a new Space named something like AI Research & Evaluation.

3. Select a clean default view such as List.

4. Set basic permissions so your team can collaborate on tool evaluations.

Within this new Space you will capture your assessments of solutions like Glean, Perplexity AI, and other knowledge assistants.

Step 2: Build a ClickUp Folder for Tool Comparisons

Next, add structure so each AI product you evaluate has a consistent set of information.

1. In your AI Space, create a new Folder named AI Tool Comparisons.

2. Inside the Folder, create one List for each tool category you care about, for example:

   • Enterprise search & knowledge assistants

   • Research copilots and answer engines

   • Team productivity copilots

3. Use the enterprise search list for tools similar to Glean and Perplexity AI.

This structure keeps your ClickUp workspace tidy while giving you room to expand as you discover more tools.

Step 3: Add ClickUp Custom Fields for Evaluation

To compare tools consistently, rely on Custom Fields that match criteria discussed in the Glean vs Perplexity AI article.

1. Open your Enterprise search & knowledge assistants List.

2. Add the following Custom Fields:

   • Use Cases (Dropdown) – e.g., Enterprise search, Research, Customer support.

   • Key Features (Text) – Short highlight of unique capabilities.

   • Pricing Notes (Text) – Summary of known pricing details.

   • Security & Compliance (Dropdown) – e.g., SOC 2, SSO, data controls.

   • Ideal Customer (Dropdown) – e.g., Startups, Mid-market, Enterprise.

   • Rating (Number) – Your team’s internal score out of 10.

3. Apply these fields to all tasks in the List for a consistent evaluation framework.

Whenever you review Glean, Perplexity AI, or a similar platform, you can now record your findings in the same structured way inside ClickUp.

Step 4: Create ClickUp Tasks for Each AI Tool

Now you can represent each AI product as a task and attach the information you collect.

1. In your enterprise search List, create a task called Glean Evaluation.

2. Create another task called Perplexity AI Evaluation.

3. Use the task description to summarize:

   • What the tool does.

   • Its main strengths and limitations.

   • Notes on search quality, speed, and usability.

4. Fill out the Custom Fields you created earlier.

Repeat the same pattern for every similar AI product so ClickUp becomes your single reference for all tool research.

Step 5: Capture Research Notes in ClickUp Docs

The original Glean vs Perplexity AI article is long and detailed. You can mirror that depth using ClickUp Docs linked to your tasks.

1. From a tool evaluation task, create a new Doc and name it Glean Deep Dive or Perplexity AI Deep Dive.

2. Inside the Doc, add sections like:

   • Overview and positioning.

   • How the tool answers complex questions.

   • Data sources and knowledge base coverage.

   • Strengths for enterprise teams.

   • Limitations and open questions.

3. Paste key quotes or findings from public resources, including insights you learned from the article at clickup.com/blog/glean-vs-perplexity-ai, and add your team’s commentary.

Using Docs inside ClickUp keeps long-form research connected to the related task and Custom Fields.

Step 6: Turn Research Into ClickUp Action Items

Research is only valuable when it leads to action. Convert insights into clear tasks and workflows.

1. From each evaluation task, create subtasks such as:

   • Schedule live demo with vendor.

   • Run 2-week internal pilot.

   • Compare search accuracy against current solution.

   • Review security and compliance documents.

2. Assign owners and due dates to every subtask.

3. Use priority flags so your team knows which pilots or proofs of concept matter most.

This way, ClickUp helps you move from reading about Glean vs Perplexity AI to actually testing and deciding on the right product for your organization.

Step 7: Build a ClickUp View for Fast Comparisons

To quickly compare tools, create a saved view that highlights your evaluation criteria.

1. In your AI Tool Comparisons Folder, create a new Table View.

2. Show key Custom Fields such as Use Cases, Pricing Notes, Security & Compliance, Ideal Customer, and Rating.

3. Sort by Rating or filter by Use Cases (for example, enterprise search) to see which tools look strongest.

4. Save this as AI Tool Matrix and share it with stakeholders.

With this table in ClickUp, you can replicate the side-by-side feel of the Glean vs Perplexity AI comparison article in a dynamic, editable format.

Step 8: Use ClickUp Automation to Maintain Your Research

Automations help keep your AI research current without constant manual effort.

1. Open Automations for your AI Tool Comparisons Folder.

2. Create rules such as:

   • When Rating changes → update Status (e.g., from Researching to Shortlisted).

   • When Status = Shortlisted → add a task to run a pilot.

   • When due date arrives → notify assignee to update findings.

3. Use recurring tasks as reminders to re-check pricing or feature changes for important tools.

These simple automations ensure your ClickUp workspace remains a living, accurate map of the AI tools landscape.

Step 9: Share ClickUp Reports With Stakeholders

Decision-makers often want a concise summary of why one AI tool, like Glean or Perplexity AI, is preferred. You can provide that directly from your workspace.

1. Create a Dashboard that includes:

   • A table or list of shortlisted tools with Ratings and key fields.

   • A chart counting tools by Status (Researching, Shortlisted, Rejected, Adopted).

   • A Doc embed showing your executive summary.

2. Share the Dashboard link with leadership so they can drill into details if needed.

By keeping all of this structured data in ClickUp, you make AI tool selection clear, transparent, and repeatable.

Next Steps: Extend Your ClickUp System

Once your AI research framework is running smoothly, you can reuse it for other complex buying decisions: analytics platforms, CRM tools, or security solutions. The same combination of Spaces, Lists, tasks, Custom Fields, Docs, and Dashboards works across many categories.

If you need help designing a broader evaluation or implementation framework, you can explore additional guidance and consulting resources at consultevo.com to complement what you build inside ClickUp.

By treating your workspace as a research and decision engine, you turn scattered articles, like the Glean vs Perplexity AI comparison, into structured knowledge and concrete actions. Over time, this approach makes ClickUp a single source of truth for every major AI investment your team considers.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

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