Custom Task IDs in ClickUp

Custom task IDs in ClickUp let you replace default task numbers with your own structured identifiers so you can organize work by project, team, or process with clear, consistent labels.

Using a flexible ID pattern, you can include text, dates, and auto-incrementing numbers that match how your organization tracks tasks across spaces and workflows.

What are Custom Task IDs in ClickUp?

By default, each task in ClickUp receives a simple, incremental task ID. Custom task IDs allow Workspace owners and admins to define a pattern that controls how new task IDs are created.

These IDs are generated automatically when a task is created and can combine letters, numbers, and dynamic tokens, such as the current date or an incrementing counter.

Key benefits of Custom Task IDs in ClickUp

Custom IDs help teams bring external or legacy workflows into ClickUp without losing familiar naming standards.

• Maintain consistent identifiers across tools and systems.
• Quickly recognize task type, client, or project from the ID alone.
• Improve searchability and reporting using predictable patterns.
• Standardize task naming across multiple spaces or departments.

Requirements and access in ClickUp

Before configuring custom task IDs, confirm that your role and plan support this feature.

• Only Workspace owners and admins can manage custom task ID settings.
• Access settings from the Workspace level, not from individual folders or lists.
• Availability may depend on your ClickUp plan and any advanced features included.

If you need implementation help or strategic setup guidance for your workspace, you can also consult experts at Consultevo for broader ClickUp optimization.

How to enable Custom Task IDs in ClickUp

Follow these steps to turn on and configure custom task IDs for your Workspace.

1. Open ClickUp and go to your Workspace settings.

2. Navigate to the area where task and workflow settings are managed.

3. Locate the option for custom task IDs or task ID format.

4. Enable the feature if it is not already turned on.

5. Save your changes so the feature becomes active for new tasks.

Once enabled, you can define how IDs look using a pattern made of static and dynamic components.

Building a custom task ID pattern in ClickUp

A custom task ID pattern in ClickUp is a string that combines fixed text you choose with tokens that ClickUp fills in automatically whenever a new task is created.

Common components for ClickUp ID patterns

Depending on the options in your Workspace, you can usually mix the following elements:

• Static text: Short codes like DEV, MKT, or a client abbreviation.
• Separators: Dashes or underscores to keep the ID readable, such as - or _.
• Date tokens: Elements representing year, month, or day (for example, 2025 or a date code supported by your settings).
• Incrementing number: A counter that increases with each new task, often padded with zeros for consistent length.

An example structure could be:

DEV-2025-0012

In this sample, DEV is static text, 2025 resembles a date or year code, and 0012 is the incremental portion.

Best practices for ClickUp task ID patterns

When designing a pattern, consider how it will scale as your team grows.

• Keep IDs short but descriptive enough to recognize the context.
• Use consistent separators across all spaces.
• Reserve prefix codes for teams, departments, or product lines.
• Avoid overly complex combinations that are hard to communicate verbally.

How to apply your custom task ID format in ClickUp

After defining a pattern, decide where and how it will be used in your Workspace.

1. Open the custom task ID configuration area in ClickUp.

2. Enter your desired pattern using the allowed tokens and static text.

3. Specify the scope if available, such as all spaces or selected spaces.

4. Confirm how the incremental counter should behave, including its starting value and number of digits.

5. Save the pattern to apply it to new tasks going forward.

Once active, every new task created within the configured scope will receive an ID that follows this pattern instead of the default number.

Managing and editing custom task IDs in ClickUp

Managing existing settings carefully is important because IDs are core references for many teams.

Editing the pattern safely in ClickUp

If you need to change the pattern later, use this approach to avoid confusion:

• Plan changes during low-activity times so fewer new tasks are affected during the transition.
• Document the previous and new ID formats for your team.
• Communicate the change in advance to stakeholders who rely on reports or integrations.

When the pattern is updated:

• New tasks use the new format.
• Existing tasks typically keep the ID that was generated when they were created.

This separation helps maintain traceability and prevents breaking references in other tools.

Resetting counters and prefixes in ClickUp

Some workspaces use separate counters or prefixes for different projects or time periods.

• You may choose to reset the number sequence at the start of a new year or release cycle.
• You can create distinct patterns per major area, for example one prefix for development and another for support.
• Be consistent in how and when you reset counters to avoid duplicate-looking IDs.

Using custom task IDs across your ClickUp workflow

Once configured, custom IDs can support daily operations across your ClickUp workspace.

• Searching and filtering: Use partial IDs or prefixes to quickly locate related work.
• Reporting: Export task lists with IDs to align with external accounting, ticketing, or CRM systems.
• Communication: Reference IDs in emails, chats, or meeting notes so everyone points to the same task.
• Integrations: Map ClickUp IDs into external tools that expect a particular ID structure.

Limitations and considerations for ClickUp custom task IDs

Keep these points in mind while planning your setup:

• Custom task IDs are typically generated only when tasks are created; existing tasks may not be retroactively updated.
• Patterns may have character length limits and restricted symbols.
• Changing patterns frequently can cause confusion or break references in external workflows.
• Some automation and integrations may rely on stable IDs, so review them before changing your format.

Learn more about custom task IDs in ClickUp

For complete, official documentation about this feature, including current tokens and limits, visit the ClickUp help center article on custom task IDs: Custom Task IDs in ClickUp.

By designing a clear, scalable pattern and applying it consistently, your team can use ClickUp custom task IDs to keep projects organized, simplify cross-tool tracking, and make everyday task referencing faster and more reliable.

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