How to Build a Streamlined Approval Workflow in ClickUp

An efficient approval process in ClickUp keeps projects moving, prevents rework, and gives every stakeholder full visibility into what needs review, what is approved, and what is blocked. This step-by-step guide walks you through setting up a reliable approval workflow that fits your team's needs.

You'll learn how to design an approval pipeline, configure statuses and views, automate notifications, and track performance so nothing slips through the cracks.

Step 1: Map Your Approval Process Before ClickUp Setup

Before you touch any ClickUp settings, clarify how work should move from idea to approved deliverable. This helps you build a workflow that mirrors your real process.

Define Approval Stages

List the stages a task should pass through. For most teams, a simple structure looks like this:

• Backlog or Request Received
• In Progress or Drafting
• In Review
• Changes Requested
• Approved
• Completed or Published

Capture who is responsible at each step and what "done" means for that stage. This gives you a checklist for configuring your ClickUp statuses and custom fields.

Identify Approvers and Stakeholders

Next, determine who must sign off at each stage. Typical roles include:

• Requesters (people who submit work)
• Owners (people who produce or manage the work)
• Reviewers (subject-matter experts)
• Final approvers (decision makers or leaders)

Document who approves what so you can reflect these responsibilities in ClickUp with assignees, watchers, and custom fields.

Step 2: Create a Dedicated Space or Folder in ClickUp

Now you're ready to translate your process into ClickUp. Start with a focused area for all approval work.

1. Create a new Space or Folder for your approval workflows (for example, "Content Approvals" or "Design Approvals").

2. Within that Space or Folder, add one or more Lists to separate different request types, such as "Blog Posts," "Campaign Assets," or "Product Updates."

3. Use a clear naming convention so stakeholders always know where to submit requests and where to find tasks awaiting review.

Keeping approvals in a dedicated ClickUp area makes cross-team collaboration easier and reduces confusion about ownership.

Step 3: Configure ClickUp Statuses for Each Approval Stage

Statuses are the backbone of a clear approval workflow in ClickUp. Set them up to match the stages you mapped earlier.

Set Custom Statuses

1. Open your approval List settings.

2. Navigate to Statuses and switch to Custom if needed.

3. Add statuses such as:

   • Request Received
   • In Progress
   • In Review
   • Changes Needed
   • Approved
   • Completed

4. Assign distinct colors so reviewers can quickly scan the board and spot items awaiting action.

These ClickUp statuses form a clear pipeline that everyone can understand at a glance.

Use Statuses to Standardize Handoffs

Make sure your team agrees on when to move a task from one status to another, for example:

• Move a task to In Review only when the draft is complete.
• Move to Changes Needed when a reviewer requests edits.
• Move to Approved once the final approver signs off.

Document these rules in a task template or List description so new team members can quickly adapt to your ClickUp workflow.

Step 4: Add ClickUp Custom Fields for Approvals

Custom fields allow you to capture and display all essential data about each approval request without digging into comments or attachments.

Recommended Custom Fields

In your approval List, create custom fields such as:

• Request Type (Dropdown)
• Priority (Dropdown or Label)
• Requester (Text or User)
• Approver (User)
• Due Date (Date)
• Channel or Asset Type (Dropdown: Blog, Email, Social, etc.)

These fields make it easier to filter, sort, and report on tasks in ClickUp, especially when you scale to many requests.

Use Custom Fields for Accountability

Assign the appropriate approver in the custom field so it's clear who must provide the next decision. Pair this with the task assignee and watchers to ensure all stakeholders get timely notifications.

Step 5: Design Approval Views in ClickUp

Views in ClickUp let you see the same set of tasks from different angles—perfect for giving requesters, creators, and approvers what they need.

Set Up Board and List Views

• Board View: Organize tasks by status so you can see how work progresses through your approval pipeline, from "Request Received" to "Approved."
• List View: Show key custom fields like Requester, Approver, Due Date, and Priority for quick triage and planning.

Use filters and groupings so each role sees what matters most to them inside ClickUp.

Create a Dedicated Approver View

To avoid bottlenecks, build a view just for approvers:

1. Add a new List or Board view and name it "Approvals Needed."

2. Filter tasks where:

   • Status is In Review or Changes Needed, and
   • Approver equals the current user (or a specific leader).

3. Save this view and share it with the relevant team members.

Now approvers can open ClickUp and immediately focus on tasks waiting for their sign-off.

Step 6: Automate Approvals in ClickUp

Automation removes manual follow-up and reduces the chance of missed approvals. Configure automations that match your team's behavior.

Common Approval Automations

In your approval List automations, add rules such as:

• When status changes to In Review → notify the Approver and add them as a watcher.
• When status changes to Changes Needed → reassign the task to the Owner and notify the Requester.
• When status changes to Approved → set a "Publish" or "Launch" date and move the task to a "Ready to Publish" List.

These ClickUp automations ensure every stage trigger is clear, consistent, and fast.

Use Templates With Built-in Automations

Save time by turning a well-configured List into a reusable template:

1. Configure statuses, custom fields, views, and automations in one List.

2. Save that List as a ClickUp template.

3. Reuse it for other teams or project types needing similar approval flows.

This keeps your approval workflows consistent across departments.

Step 7: Standardize Request Intake in ClickUp

To avoid scattered requests and incomplete briefs, direct all new work into your approval system through a single entry point.

Build Request Forms

Within your approval List, create a Form view to capture new requests. Include fields for:

• Title and description
• Request Type
• Priority
• Target dates
• Attachments or reference links

When someone submits the form, ClickUp automatically creates a task with all the details, applies your statuses and custom fields, and drops it into the correct List.

Route Requests to the Right Owners

Use form settings and automations to:

• Assign tasks to the correct owner based on the request type.
• Apply a default status like Request Received.
• Tag tasks with relevant labels or groups.

This gives you a clean, organized queue of work ready for review and production.

Step 8: Track and Improve Approval Performance in ClickUp

Once your workflow is live, monitor how well it performs and where delays occur.

Monitor Cycle Time and Bottlenecks

Use reporting features and dashboards to track:

• Average time in each status (especially In Review)
• Number of revisions before approval
• Overdue tasks by approver or team

These insights help you refine your ClickUp process, adjust staffing, or simplify decision-making layers.

Review and Update Your Workflow Regularly

Set a recurring task (for example, monthly or quarterly) to review your approval pipeline. Ask:

• Are any statuses or fields confusing or unused?
• Where do tasks most often get stuck?
• Do we need different workflows for different request types?

Iterate on your ClickUp setup as your team grows or your project mix changes.

Additional Resources and Next Steps

For more context on approval workflow software strategies and feature comparisons, you can read the original guide at this approval workflow article. It explores how structured approvals reduce rework and help teams ship faster.

If you want expert help designing a tailored ClickUp implementation, including advanced reporting and automation, consider working with a specialist consultancy like Consultevo. They can help you roll out standardized workflows across multiple teams and business units.

By mapping your process, configuring statuses, leveraging custom fields, building focused views, and automating handoffs, you can turn ClickUp into a powerful control center for every approval your organization handles.

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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