How to Manage eDiscovery Workflows in ClickUp

ClickUp helps legal teams, compliance officers, and investigators organize every stage of eDiscovery, from data intake to review and production, in a single collaborative workspace.

This how-to guide walks you through building a practical eDiscovery process using views, tasks, Docs, and automations inspired by the workflows described in the ClickUp eDiscovery tools overview.

Step 1: Plan Your eDiscovery Workspace in ClickUp

Before you start creating lists and views, you need a simple structure for your eDiscovery work.

Create a Legal or eDiscovery Space in ClickUp

1. Open your workspace sidebar.
2. Select + Space and name it Legal or eDiscovery.
3. Choose who can access the Space (legal, compliance, security teams).
4. Turn on key ClickUp features you will need:
   • Custom fields
   • Docs
   • Automations
   • Task dependencies
   • Forms (for intakes)

This Space becomes the central hub for all matters, investigations, and reviews.

Set Up Folders for Matters or Cases in ClickUp

1. Inside your Legal or eDiscovery Space, click + Folder.
2. Create one Folder per major client, matter, or investigation.
3. Use a clear naming convention, such as:
   • ClientName - MatterName - Year
   • CaseID - Investigation Type

This structure keeps all related evidence, review tasks, and deadlines in one place and makes it easier to scale your ClickUp workspace as cases grow.

Step 2: Build an eDiscovery Workflow List in ClickUp

Within each Folder, you can create Lists that mirror stages in the eDiscovery process.

Create Core eDiscovery Lists in ClickUp

1. Click + List inside your case Folder.
2. Create the following Lists to mirror your workflow:
   • Intake & Legal Hold
   • Collection & Processing
   • Review & Analysis
   • Production & Reporting
3. Optional: Add a Templates List to store reusable task templates for future matters.

These Lists let you track each stage of the Electronic Discovery Reference Model (EDRM) in ClickUp so you always know where evidence and reviews stand.

Customize Statuses for eDiscovery Tasks

1. Open a List such as Review & Analysis.
2. Click the status dropdown and select Manage Statuses.
3. Add simple, actionable statuses, for example:
   • New
   • In Review
   • Needs Follow-Up
   • Ready for Production
   • Closed

Clear statuses in ClickUp let your team see review progress at a glance and reduce back-and-forth messages.

Step 3: Use ClickUp Tasks to Track Evidence and Requests

Each piece of evidence, custodian request, or review assignment can be tracked as a task in ClickUp.

Create Source and Custodian Tasks

1. In your Intake & Legal Hold List, click + Task.
2. Name tasks based on what they represent, such as:
   • Collect email from Custodian A
   • Preserve chat logs from System B
   • Ingest HR records for Case 2026-01
3. Assign each task to the responsible team member.
4. Add due dates to align with legal deadlines.

Add Custom Fields in ClickUp for eDiscovery Metadata

1. Open any task.
2. Click + Add Custom Field.
3. Create fields such as:
   • Custodian (text or dropdown)
   • Data Source Type (email, chat, cloud storage, endpoint, database)
   • Legal Hold Active? (yes/no)
   • Production Set ID (text)
   • Confidentiality Level (dropdown: Standard, Confidential, Highly Confidential)

With these custom fields, ClickUp becomes a structured catalog of evidence and source information, making it easier to search and report on what you hold.

Step 4: Configure ClickUp Views for eDiscovery Oversight

Different views in ClickUp help legal and investigation teams see the same data from multiple angles.

Use List and Table Views for Evidence Tracking

1. Open a List such as Collection & Processing.
2. Switch to List or Table view.
3. Show important custom fields like Custodian, Data Source, and Legal Hold.
4. Sort tasks by due date or custodian to prioritize efforts.

List and Table views in ClickUp mimic a traditional case spreadsheet while adding collaboration features like comments and assignments.

Use Board View in ClickUp for Review Workflow

1. Add a Board view to your Review & Analysis List.
2. Group tasks by Status.
3. Drag tasks across columns as work moves from New to Closed.

This creates a visual review pipeline in ClickUp so case leads can quickly see bottlenecks, such as items stuck in Needs Follow-Up.

Set Up a Timeline or Gantt View

1. In the case Folder, add a Gantt or Timeline view.
2. Ensure major tasks (collections, productions, filings) have start and due dates.
3. Link dependencies (for example, review tasks cannot start until processing tasks are complete).

Timeline and Gantt views in ClickUp help you coordinate multiple teams and vendors so nothing misses court or regulator deadlines.

Step 5: Document Case Strategy with ClickUp Docs

You can build living case playbooks, protocols, and investigation notes using Docs directly inside ClickUp.

Create a Case Playbook Doc

1. In your matter Folder, click + Doc.
2. Name it something like Case 2026-01 eDiscovery Playbook.
3. Outline sections such as:
   • Background and scope
   • Preservation strategy and custodians
   • Collection tools and systems
   • Review protocols and privilege rules
   • Production formats and deadlines
4. Link related tasks inside the Doc so reviewers can jump directly into their work.

Docs in ClickUp keep strategy, procedures, and evidence tracking together in one workspace instead of in separate word processing systems.

Use Docs for Review Guidance and Training

• Draft coding guidelines (responsive, non-responsive, privilege).
• Document redaction standards and confidentiality tiers.
• Record quality control checklists for senior reviewers.

Share these Docs with internal teams and outside counsel to keep everyone aligned on how eDiscovery should run.

Step 6: Automate Repetitive eDiscovery Steps in ClickUp

Automations reduce manual tracking and help your team follow consistent workflows.

Build Simple ClickUp Automations

1. Open your Review & Analysis List.
2. Click Automate.
3. Add rules such as:
   • When status changes to Ready for Production, then assign to the production owner.
   • When task is created in Intake & Legal Hold, then set default priority and add a legal hold checklist.
   • When due date is approaching in 2 days, then send a reminder to the assignee.

These automations keep eDiscovery tasks moving and reduce the risk of missing review or production steps inside ClickUp.

Step 7: Monitor Progress and Report from ClickUp

Tracking performance is crucial for legal teams and service providers supporting multiple matters.

Use Dashboards for eDiscovery Metrics

1. Create a Dashboard in ClickUp for your Legal or eDiscovery Space.
2. Add widgets such as:
   • Tasks by status (across all cases)
   • Tasks by assignee for workload balancing
   • Open tasks by custodian or data source
   • Burnup or burndown charts for review completion
3. Filter by Folder or List to zoom into a specific case when needed.

Dashboards transform ClickUp into a command center for eDiscovery, helping stakeholders quickly understand risk, status, and upcoming deadlines.

Extend Your eDiscovery Stack Alongside ClickUp

While dedicated eDiscovery platforms handle collection, processing, and advanced review, you can use ClickUp as the central coordination and documentation layer.

• Mirror data sources and custodians as tasks and fields.
• Attach exports, load files, and reports as task attachments.
• Track handoffs between legal, IT, vendors, and outside counsel.

If you need broader operational consulting, you can explore services from partners such as Consultevo to fine-tune your workflows around tools like ClickUp and your chosen eDiscovery platforms.

Next Steps for Your ClickUp eDiscovery Setup

Using the structure, views, and automations described above, you can quickly turn ClickUp into a practical control center for eDiscovery and investigations.

Start by creating a dedicated Space, then standardize Lists, statuses, and Docs for one pilot matter. Once that works, turn your configuration into templates and reuse it across future cases for consistent, defensible workflows.

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

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