How to Use Custom Fields with Subtasks, Relationships, and Attachments in ClickUp

Custom Fields in ClickUp let you structure work exactly the way your team needs. This guide explains how Custom Fields behave with subtasks, Relationships, and attachments so you can organize project data consistently and avoid surprises in your workspace.

The information below is based on the official documentation for Custom Fields and will help you understand what is shared, what is inherited, and what stays unique at each task level.

Understanding Custom Fields in ClickUp

Custom Fields add extra data to tasks, subtasks, and other items in a location. A location can be a List, Folder, or Space, depending on how you have set up your hierarchy.

Once you create or add a Custom Field in a location, it becomes available for all tasks and subtasks that live in that location. This behavior makes it easy to keep data consistent while still allowing each task to store its own values.

Custom Fields are added at the location level.
Each task and subtask in that location can have its own value.
Some items, like attachments, do not use Custom Fields in the same way.

How Custom Fields Work with Subtasks in ClickUp

When you work with subtasks in ClickUp, it is important to understand that they can use the same Custom Fields as their parent tasks but store separate values.

Inheritance of Custom Fields by Subtasks

Subtasks automatically share the set of Custom Fields defined in the task's location. However, they do not inherit the actual values from their parent tasks. Instead, they start with blank or default values for each field.

This means you can track similar data on both the parent and the subtask without mixing or copying values unintentionally.

Key behaviors for subtasks

Subtasks have access to all Custom Fields in the parent's location.
Editing a Custom Field value on a parent does not change the value on the subtask.
Editing a Custom Field value on a subtask does not update the parent.
Removing a Custom Field from the location removes it from both tasks and subtasks.

Best practices for subtasks and Custom Fields

To keep your hierarchy clean and easy to use, follow these tips:

Define shared Custom Fields at the List or Folder level so both parent tasks and subtasks use the same structure.
Use separate fields if parent tasks and subtasks track different types of information.
Review your location settings before creating many similar Custom Fields at different levels.

Using ClickUp Relationships with Custom Fields

Relationships in ClickUp connect tasks or other items so you can see how work is linked across your workspace. Some Relationships are powered by Custom Fields, while others are system-based and behave differently.

Relationships that use Custom Fields

Certain Relationship types are created as Custom Fields. These Relationship Custom Fields appear alongside other fields in the task view and can be managed like any other Custom Field.

Key points:

The Relationship is stored as a Custom Field in the location.
Tasks and subtasks in that location can use the Relationship field.
Each task or subtask can link to different related items in its own value for the field.

Relationships that do not use Custom Fields

Some Relationships are built into the platform and are not stored as Custom Fields. These may display in separate panels or sections and will not appear in the Custom Field list for the location.

Because they are not Custom Fields, you cannot configure them in the same way and they are not affected when you add or remove Custom Fields in a location.

Managing Relationship fields effectively

Decide whether you need a configurable Relationship as a Custom Field or a built-in Relationship.
Use Relationship Custom Fields when you want consistent, reportable links across tasks.
Document which Relationship fields are Custom Fields so your team understands how they behave.

Attachments and Custom Fields in ClickUp

Attachments in ClickUp behave differently from Custom Fields. Understanding this difference prevents confusion when you are designing workflows around files, images, or documents.

How attachments are stored

Attachments live directly on the task or subtask where they are added. They are not stored inside a Custom Field and do not behave like field values.

For example:

Uploading a file to a subtask attaches it only to that subtask.
Uploading a file to a parent task does not make it appear in any subtasks automatically.
Deleting a task or subtask deletes its attachments along with it.

Attachments versus Custom Fields

Because attachments are not Custom Fields, they will not be shown or managed through your Custom Field configuration. They also cannot be used in calculations or reporting in the same way that numeric or text Custom Fields can.

If you need to categorize or describe attachments consistently, consider using Custom Fields alongside the attachments. For example, use a dropdown Custom Field to indicate file type or approval status.

Step-by-Step: Setting Up Custom Fields in ClickUp

Follow these steps to create and manage Custom Fields so they work smoothly with subtasks, Relationships, and attachments.

1. Choose the right location

Open your workspace hierarchy and navigate to the Space, Folder, or List where you want to use Custom Fields.
Decide how broad the field should be. A Space-level Custom Field applies more widely than a List-level field.

2. Create or add a Custom Field

From the chosen location, open the settings or view options where Custom Fields are managed.
Create a new Custom Field or add an existing one from your library.
Select the field type, such as text, number, dropdown, date, or Relationship.

3. Apply Custom Fields to tasks and subtasks

Open a task in that location.
Locate the Custom Fields section in the task view.
Enter values for each Custom Field as needed.
Open any subtasks and set their own values for the same fields.

4. Use Relationships with Custom Fields

Create a Relationship Custom Field when you want configurable links between tasks or other items.
Select related tasks within that field for each task or subtask.
Review your Relationships to ensure they support your reporting and navigation needs.

5. Manage attachments alongside Custom Fields

Attach files directly to tasks or subtasks where they are needed.
Use Custom Fields to track metadata such as file owner, status, or review date.
Remember that attachments do not sync between parent tasks and subtasks automatically.

Further resources for mastering ClickUp

To explore more advanced setup options, consult the official documentation for Custom Fields, subtasks, Relationships, and attachments on the ClickUp help center. You can read the original reference article at this ClickUp support page.

If you need expert guidance on structuring your workspace, automation, or large-scale configuration, you can also work with consultants who specialize in productivity platforms. A good starting point is Consultevo, which offers consulting and optimization services for modern work management tools.

By understanding how Custom Fields interact with subtasks, Relationships, and attachments in ClickUp, you can design a cleaner, more predictable system that scales with your team's projects and processes.

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