Manage Folder Statuses in ClickUp
Folder-level statuses in ClickUp let you control how tasks move through your workflow across multiple Lists in a single Folder. This guide explains how to create, edit, and manage Folder statuses step by step so your team can stay aligned and organized.
Understanding Folder Statuses in ClickUp
Statuses define each stage of a task’s lifecycle. In ClickUp, Folder-level statuses allow you to apply the same status set to every List inside a specific Folder.
Key points about Folder statuses:
- They are applied to all Lists in the Folder unless a List has its own custom statuses.
- They include active statuses, Done statuses, and the Closed status.
- They help standardize workflows for related projects stored within the same Folder.
This behavior is especially useful when different Folders in ClickUp represent separate teams, departments, or project types that need unique workflows.
How ClickUp Folder Statuses Work with Lists
When you set statuses on a Folder in ClickUp, every new List you create inside that Folder inherits those statuses automatically.
However, there are some important details to understand:
- If you later update Folder statuses, Lists that use Folder-level statuses will automatically update.
- If a List has its own custom statuses, it will not be affected by Folder status changes.
- You can switch a List back to using Folder-level statuses at any time.
This structure gives you flexibility to keep most Lists aligned to the Folder workflow in ClickUp while still allowing exceptions where needed.
How to Set Folder Statuses in ClickUp
Follow these steps to set or change Folder statuses in ClickUp.
1. Open the Folder settings in ClickUp
- Navigate to the Space that contains your Folder.
- Locate the Folder in the sidebar.
- Click the three-dot menu (ellipsis) next to the Folder name.
- Select Folder settings or the option that opens the Folder configuration panel.
2. Access the status settings
- In the Folder settings panel, find the Statuses section.
- Click to open the status editor for that Folder in ClickUp.
3. Choose a status template or create your own
In the Folder status editor, you can:
- Select from existing status templates available in ClickUp.
- Create a custom set of statuses tailored for that Folder.
Typical statuses might include:
- To Do
- In Progress
- Review
- Blocked
- Done
4. Configure Done and Closed statuses
Every workflow in ClickUp should end with a clear completion state. In the Folder status editor:
- Mark at least one status as a Done status to indicate completion while keeping tasks visible.
- Use the Closed status to fully close tasks, which may hide them from some views depending on your filters.
Done and Closed statuses affect reporting and productivity views, so set them carefully.
5. Save and apply Folder statuses
- Review the order and names of your statuses.
- Confirm which statuses are active, which are Done, and that Closed is enabled.
- Click Save to apply the status set to the Folder in ClickUp.
All Lists that use Folder-level statuses will now follow this workflow.
Managing Existing Folder Statuses in ClickUp
You can change Folder statuses at any time as your processes evolve. ClickUp automatically updates Lists that use the Folder workflow.
Edit Folder statuses
- Open the Folder settings as described earlier.
- Go to the Statuses section.
- Rename existing statuses to better match your process.
- Reorder statuses by dragging them into the desired sequence.
Changes will be reflected in all Lists that inherit statuses from this Folder in ClickUp.
Add or remove Folder statuses
To refine the workflow further:
- Add a status for a new stage such as QA or Client Review.
- Remove a status that is no longer needed.
When you remove a status, tasks using that status will usually be moved to another status that you select during the update, keeping your data consistent in ClickUp.
List-Level Overrides of ClickUp Folder Statuses
Sometimes, a List in ClickUp needs a special workflow that differs from other Lists in the Folder.
Give a List its own statuses
- Open the List you want to customize.
- Click the List settings or three-dot menu.
- Select Statuses for that List.
- Choose the option to use Custom statuses instead of inheriting from the Folder.
- Create or pick a unique status set for that List.
After this change, updates to Folder statuses will not affect this List in ClickUp.
Revert a List back to Folder statuses
- Open the List that currently uses custom statuses.
- Return to the List Statuses settings.
- Select the option to Use Folder statuses.
- Confirm that you want to replace the List’s custom statuses with the Folder workflow.
The List will now fully follow the Folder-level status configuration in ClickUp.
Best Practices for ClickUp Folder Statuses
To get the most from Folder statuses in ClickUp, keep these best practices in mind.
- Keep status names clear: Use simple, action-oriented terms that everyone understands.
- Limit the number of statuses: Too many stages can slow down your team and complicate reporting.
- Align statuses with reporting: Ensure Done and Closed statuses reflect how you want completed tasks to appear in dashboards.
- Standardize by Folder type: Use consistent Folder status patterns for similar kinds of work, such as marketing campaigns or development sprints.
More ClickUp Resources
To explore additional configuration options and deeper technical details about Folder statuses in ClickUp, see the official documentation on Statuses for Folders in ClickUp.
If you need help designing scalable workflows, process templates, or AI-friendly documentation around ClickUp, you can also consult a specialist team at Consultevo.
By carefully configuring Folder-level statuses in ClickUp and using List overrides where necessary, you can maintain consistent workflows while giving each project the flexibility it needs.
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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