How to Move From Dropbox Paper to ClickUp

If you are ready to replace Dropbox Paper, moving your work into ClickUp is a practical way to unify docs, tasks, and project management in one place. This guide walks you through each step so you can confidently upgrade your workflow without losing key information.

Why Switch From Dropbox Paper to ClickUp

Before you begin the move, it helps to understand what you gain by consolidating work in a single platform.

• Centralized docs, tasks, and goals in one workspace
• Better project visibility with lists, boards, and timelines
• Structured task management instead of loose notes
• Commenting, real-time collaboration, and assigned action items
• Powerful search and organization options

Many teams outgrow basic document tools and need something that connects planning, documentation, and execution. That is the gap this process fills.

Prepare to Transition to ClickUp

A smoother migration starts with a bit of preparation. Use these steps before you build anything new.

1. Audit Existing Dropbox Paper Docs

Look through your current folders and documents and decide what truly needs to move.

• Archive outdated or duplicate docs
• Identify active projects that rely on Dropbox Paper
• Highlight docs that should become tasks, lists, or projects
• Note which items are long-term references vs. short-term plans

This quick audit prevents clutter from following you into your new workspace.

2. Define What Belongs in ClickUp Docs vs Tasks

Next, categorize your content by how you plan to work going forward.

• Docs: meeting notes, knowledge base articles, project briefs, SOPs
• Tasks: to-dos, action items from meetings, project steps, bug reports
• Projects: collections of related tasks and docs organized in folders and lists

Having this mapping in mind lets you rebuild your information structure more intentionally.

Set Up Your Workspace in ClickUp

Once you know what needs to move, you can design a clear space for your team to work.

3. Create Spaces, Folders, and Lists in ClickUp

Start by mirroring your existing work areas in a more organized way.

1. Create Spaces for major departments or programs, such as Marketing, Product, or Operations
2. Within each Space, set up Folders that match your project groups or themes
3. Inside each Folder, build Lists for specific projects or workflows

Think of this structure as the foundation that will hold your tasks and docs logically.

4. Configure Collaboration Settings in ClickUp

To replace Dropbox Paper as a collaboration hub, set up permissions and sharing carefully.

• Add team members and assign them to the right Spaces
• Adjust workspace permissions to control who can edit, comment, or view
• Create shared views for important projects so everyone sees the same priorities
• Turn on notifications that matter but avoid overwhelming your team

Good access control keeps information both accessible and secure.

Move Documents From Dropbox Paper to ClickUp Docs

With structure in place, you can begin moving and rebuilding your documents.

5. Export and Rebuild Key Docs in ClickUp

Dropbox Paper content does not automatically become structured pages in your new system, so you will recreate important pieces where they belong.

1. Open a critical Dropbox Paper doc
2. Copy the content and paste it into a new Doc in your workspace
3. Use headings, tables, and callouts to improve clarity and navigation
4. Attach or embed reference files as needed
5. Use comments and assigned comments to capture follow-up actions

Rather than copying everything one-to-one, improve the layout so the document is easier to scan and update.

6. Turn Notes Into Actionable Tasks in ClickUp

One major upgrade comes from converting scattered notes into organized work.

1. Review meeting notes or planning docs from Dropbox Paper
2. Highlight action items, owners, and due dates
3. Create tasks in the appropriate List for each item
4. Assign owners, set due dates, and add subtasks where needed
5. Link your new tasks back to the main Doc for context

This approach transforms passive notes into a clear trackable workflow.

Rebuild Your Workflows in ClickUp

Now that documents and tasks are moving over, refine the way work flows through your new system.

7. Design Custom Statuses and Views in ClickUp

To replicate and improve your existing workflows, tune how tasks move from idea to completion.

• Create custom statuses that match your process, such as To Do, In Progress, In Review, and Complete
• Use Board view to replace informal lists from Dropbox Paper with Kanban-style columns
• Set up List or Table views for more detailed project tracking
• Apply filters and sorting to focus on due dates, assignees, or priorities

With these views, your team can self-serve the information they need without digging through scattered docs.

8. Document Processes and Guidelines in ClickUp Docs

As you migrate, capture new standards so everyone understands how to work in the updated environment.

1. Create a central handbook Doc for workspace rules and workflows
2. Outline how to create tasks, name projects, and use statuses
3. Link this handbook from key Spaces and project views
4. Keep a change log so everyone can track updates to your processes

Clear documentation helps your team adjust to the new tool more quickly and reduces confusion.

Collaborate Effectively in ClickUp

To fully replace Dropbox Paper, build habits for daily communication and review inside your new workflow.

9. Use Comments, Mentions, and Notifications

Instead of long comment threads in standalone docs, centralize discussion around work itself.

• Use comments on tasks for specific questions or updates
• Mention teammates when you need input or approval
• Reply in threads to keep conversations organized
• Review notification settings so the right people see the right messages

This keeps context attached to the work, not hidden in separate documents.

10. Run Meetings With Docs and Tasks in ClickUp

You can replace meeting notes and action lists from Dropbox Paper by running sessions directly from your workspace.

1. Create a recurring meeting Doc for each regular session
2. Outline agenda items and link related tasks or Lists
3. Capture decisions and assign follow-up tasks on the spot
4. Review open items at the start of each meeting to close the loop

Over time, this builds a reliable record of decisions and outcomes, all tied to actual work.

Optimize Your New ClickUp Setup

Once everything is in place, you can continue refining how you manage projects and documents.

11. Review and Improve Your Structure Regularly

As your team uses the workspace, patterns will emerge that suggest improvements.

• Merge or reorganize Lists that overlap
• Archive projects that are complete to keep things clean
• Adjust custom fields and statuses based on feedback
• Refresh your central handbook Doc as you refine standards

This ongoing optimization keeps your setup aligned with how your team actually works.

12. Learn From Existing Alternatives Research

For inspiration on features and workflows beyond basic docs, explore detailed comparisons of tools and approaches. The original overview of Dropbox Paper alternatives shows how different platforms handle collaboration, organization, and project management. Use that perspective to validate that your new system covers the needs that older tools could not handle well.

Next Steps After Moving to ClickUp

Once your content and workflows are migrated, focus on adoption, training, and continuous improvement.

• Offer short training sessions to walk through key Spaces and Docs
• Encourage team members to centralize all new projects in your workspace
• Gradually retire old Dropbox Paper docs after confirming nothing critical is missing
• Collect feedback and iterate on your setup every few weeks

If you need expert guidance on structuring workspaces, SEO-focused documentation, or broader digital workflows, you can also consult specialists such as Consultevo to support your rollout and optimization.

By following these steps, you can confidently move from basic note taking to a more robust environment that connects plans, documents, and tasks in one unified system.

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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