Design Reviews in ClickUp: Step-by-Step Guide

Running consistent, trackable design reviews in ClickUp helps design, product, and marketing teams give feedback, approve assets, and manage versions in one place.

This how-to article walks through the full workflow, from creating tasks and sharing files to collecting feedback, tracking changes, and finalizing approvals.

Why Use ClickUp for Design Reviews

Before setting up your workflow, it helps to understand how ClickUp structures design review work.

Each asset or project lives in a task.
Files and links are attached directly to that task.
Feedback is centralized using comments and proofing.
Approvals are tracked in task statuses and fields.

This keeps design discussions, versions, and decisions tied to the work instead of scattered across email or chat.

Set Up Design Tasks in ClickUp

Start by creating a dedicated task for every asset or design project you want to review.

Create a design review task

Open your Space, Folder, or List where you manage design work.
Select + New Task.
Give the task a clear, descriptive title, such as “Homepage Hero Image v1 Review”.
Add details in the task description, including goals, requirements, and context.
Assign the task to the designer or owner responsible for the asset.
Set a due date for the review to be completed.

Using one task per asset keeps each review focused and easy to track as it moves through your workflow.

Attach design files and links

Once the task is created, add the files that stakeholders need to review.

Open the design task.
Click the Attachments area or paperclip icon.
Upload files directly from your computer, cloud storage, or design tools.
Optionally, paste share links to live prototypes, such as Figma or similar platforms.

When new versions are ready, attach them to the same task so the full history of revisions is easy to compare.

Use ClickUp Proofing for Visual Feedback

Proofing tools let reviewers comment directly on images, PDFs, and other supported files inside ClickUp.

Enable proofing on design files

Open the design task with your attached asset.
Hover over the file thumbnail and select Proof if available.
Wait for the file to open in the proofing viewer.

From there, reviewers can leave precise, contextual comments without needing separate tools.

Add comments to specific areas

In the proofing viewer, click anywhere on the design.
Type your feedback in the comment box.
@mention teammates to notify them of specific changes.
Use separate comments for distinct issues, such as copy, layout, or color.

Threaded proof comments help keep discussions near the relevant part of the design instead of forcing people to guess what a note refers to.

Manage Design Feedback in ClickUp Comments

Task comments in ClickUp let teams discuss designs, capture decisions, and keep everyone aligned.

Organize review conversations

Open the design review task.
Scroll to the Comments section.
Post general feedback, questions, or meeting notes about the design.
Use @mentions to bring specific reviewers, stakeholders, or designers into the conversation.

Combining proofing comments with task comments creates a complete picture of each design discussion.

Convert comments into action items

When feedback requires clear follow-up, convert comments into trackable work.

Hover over a comment with a clear request or change.
Use the available option to turn it into a subtask or checklist item.
Assign the new item to the appropriate teammate.
Set a due date if the change is time-sensitive.

This approach prevents important revisions from getting lost inside long comment threads.

Track Design Versions and Status in ClickUp

Good design review processes rely on version control and clear status updates so everyone knows what to review next.

Maintain a clean version history

Attach new versions to the same task rather than creating new tasks.
Rename files with version numbers, such as v1, v2, or final.
Use comments to summarize what changed in each version.

This makes it easy for reviewers to compare newer versions with earlier ones and confirm requested changes were applied.

Use statuses to show review progress

Customize task statuses in ClickUp to match your design review stages. For example:

In Design – Work is in progress and not ready for review.
Ready for Review – Stakeholders should provide feedback.
Changes Requested – Designer is applying revisions.
Approved – Asset is finalized and ready for use.

Move the task through each status as the design advances. This gives your team a clear, shared view of where every asset stands.

Set Up Approvals in ClickUp

Formal approvals keep design reviews accountable and provide a record of who signed off on each asset.

Assign approvers to design tasks

Open the relevant design task.
Add custom fields or watchers to indicate required approvers.
Use @mentions in comments to notify approvers when the task reaches the review stage.

Ensuring approvers are clearly identified helps avoid confusion late in the process.

Capture final approval decisions

Have approvers leave a clear comment stating their approval.
Optionally, use a dedicated approval status, such as Approved or Signed Off.
Record any conditions or follow-up notes in the task description or comments.

This provides an auditable record of approvals for future reference.

Collaborate Across Teams in ClickUp

Design reviews often involve cross-functional stakeholders, including product, marketing, leadership, and clients.

Share tasks with internal teams

Invite teammates to your Workspace or specific Folders and Lists.
Adjust permissions so reviewers can comment and view files without changing settings.
Use watchers on the task so key people receive updates automatically.

Work with external stakeholders

When collaborating with clients or external partners, follow your workspace sharing policies. The official documentation for this process is available in the original product help article at this ClickUp design reviews guide.

Run Design Review Meetings from ClickUp

Design review meetings are easier when all work lives inside a single task or set of tasks.

Prepare for review sessions

Gather all relevant design tasks into a List or view.
Confirm each task has the latest files attached.
Review existing proof and task comments before the meeting.
List agenda items as checklist points inside the main task.

Document decisions during reviews

Open the active task while sharing your screen.
Capture decisions and action items as comments or checklist items.
Assign owners to each follow-up item.
Update the task status at the end of the meeting to reflect the new stage.

This keeps live discussions aligned with the workflow you already manage in the platform.

Optimize Your Design Workflow with ClickUp

Once your basic review flow is in place, you can refine it using advanced features and best practices.

Standardize your design review process

Create task templates for common asset types with predefined fields, statuses, and checklists.
Include standard review steps, such as internal review, stakeholder review, and final approval.
Save recurring proofing or comment guidelines in the description.

Use views and reporting

Create Board views grouped by status to see review stages at a glance.
Use List views filtered by assignee or due date to prioritize work.
Leverage dashboards and reporting tools to track review cycle times and workload.

For additional strategic advice on improving your workflows and documentation, you can refer to consulting resources such as Consultevo, which focuses on process optimization and tooling.

Next Steps for Design Teams Using ClickUp

By structuring tasks, proofing, comments, and approvals, your team can run reliable design reviews in ClickUp without losing track of feedback or final assets.

As you adopt this process, refine your statuses, templates, and sharing rules so that every designer and reviewer shares the same expectations for how design work moves from first draft to final approval.

Need Help With ClickUp?

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

Get Help

“`