How to Rebuild Your Asana Video Production System in ClickUp

If your team is moving video production out of Asana and into ClickUp, you can recreate that familiar workflow while gaining more flexibility and control. This step-by-step guide walks you through rebuilding Asana-style video pipelines using ClickUp tasks, views, and templates so your content team can hit record without missing a deadline.

The instructions below are based on the workflow described in the original Asana video production templates article on the ClickUp blog, adapted so you can implement the same process directly inside ClickUp.

Step 1: Map Your Existing Asana Workflow for ClickUp

Before building anything, translate your current process into a simple flow that ClickUp can support.

1. List your production stages. For example:

   • Idea backlog
   • Pre-production
   • Script writing
   • Filming
   • Editing
   • Review and approval
   • Publishing and promotion

2. Identify owners and stakeholders. Note who owns each stage: producers, editors, designers, channel managers, and reviewers.

3. Record key fields you used in Asana. Think about custom fields you relied on, such as platform, content type, due dates, assignees, priority, or status tags.

This simple blueprint makes it easier to rebuild your process using ClickUp features without accidentally skipping important steps.

Step 2: Create a Video Production Space in ClickUp

Next, set up a dedicated workspace area where all video initiatives will live.

1. Create a Space. Add a new Space for your content or marketing team. Give it a clear name like “Video Production” or “Content Studio.”

2. Organize with Folders. Inside the Space, create Folders to mirror your big buckets of work, for example:

   • Video Campaigns
   • Evergreen Tutorials
   • Product Demos
   • Social Shorts

3. Add Lists for pipelines. Within each Folder, create a List that will act as your production pipeline, such as “YouTube Pipeline” or “Launch Videos.” This mirrors the idea of projects and boards in Asana but gives you more flexibility in ClickUp.

Step 3: Build a Video Task Template in ClickUp

Every video should follow a consistent structure. Instead of rebuilding tasks from scratch, create a reusable ClickUp task template.

1. Create a sample task. In your pipeline List, add a task named “Video Template – Do Not Use” and configure it fully before turning it into a template.

2. Add key details. In the description, outline sections your team needs every time:

   • Video overview and objective
   • Target audience
   • Key talking points
   • Script or outline
   • Asset checklist (thumbnail, B-roll, captions, end screens)
   • Links to briefs or research

3. Set subtasks. Create subtasks for each repeatable step:

   • Draft creative brief
   • Write script
   • Internal script review
   • Film video
   • Edit rough cut
   • Internal edit review
   • Finalize edit
   • Upload and optimize
   • Publish and QA
   • Performance review

4. Define custom fields. Add custom fields your team needs to filter or sort work, such as:

   • Content type (tutorial, promo, webinar, short)
   • Primary platform (YouTube, social, website)
   • Campaign name
   • Complexity or effort
   • Production status or stage

5. Save as a ClickUp template. Use the template controls to save this fully configured task so your team can spin up new videos in seconds.

Step 4: Recreate Asana Boards with ClickUp Views

To give your team a smooth transition, rebuild the way work was visualized in Asana using views inside ClickUp.

Use Board View in ClickUp for Kanban Pipelines

In your video List, switch to Board view to create a stage-based pipeline.

1. Set columns by status or custom field. Create columns such as Backlog, Script, Filming, Editing, Review, Ready to Publish, and Published.

2. Enable drag-and-drop. Move video tasks across the board to reflect real-time progress, just as you would in Asana boards.

3. Filter for focus. Create filters by assignee, platform, or campaign so each owner can see only the work that matters to them.

Use List and Calendar Views in ClickUp for Scheduling

Beyond kanban, calendar-based planning gives you a clear broadcast schedule.

• List view. Use List view to review all tasks with important columns visible, like due dates, assignees, and platform.
• Calendar view. Add a Calendar view to see filming dates, editing windows, and publishing deadlines. This helps you avoid overbooking your team.

By combining Board, List, and Calendar views in ClickUp, you can match and often improve what you had set up previously in Asana.

Step 5: Add Collaboration and Review Workflows in ClickUp

Video projects involve multiple contributors and reviewers. Structure your ClickUp workspace to keep feedback centralized and actionable.

1. Use comments for threaded feedback. Ask editors and stakeholders to leave time-stamped notes or review comments directly on the task.

2. Mention teammates. Use @mentions to assign follow-ups in the comment stream instead of spreading feedback across email and chat tools.

3. Attach assets to tasks. Upload scripts, thumbnails, and video files or link to your storage system so everything lives in one ClickUp task per video.

4. Track approvals. Create a custom field or status for “Needs Review,” “Changes Requested,” and “Approved” to make the state of each video obvious at a glance.

Step 6: Automate Repetitive Steps with ClickUp

Once your basic structure is working, use ClickUp automations to speed up routine work.

1. Trigger status-based actions. Set rules so that when a task moves to “Filming,” it automatically reassigns to a producer, or when it moves to “Editing,” it reassigns to an editor.

2. Automate due dates. Create rules to add relative dates when a task enters a specific status, like adding a review due date three days after editing starts.

3. Template-based automation. When a new task is created from your video template, automatically add subtasks, assignees, and watchers so nothing slips through the cracks.

Automations in ClickUp help your team keep momentum without manually updating every detail as tasks move through the pipeline.

Step 7: Turn Your ClickUp Setup into a Reusable System

After you fine-tune the workflow, preserve it as a repeatable framework for your content operations.

1. Create List or Folder templates. Save your configured pipeline, views, and fields as templates so you can clone them for new channels, campaigns, or brands.

2. Document your process. Add a simple “How We Make Videos” doc or task in ClickUp that explains:

   • Where new video ideas go
   • How to use the task template
   • Who owns each stage
   • Expected turnaround times

3. Train your team. Walk stakeholders through the new structure, emphasizing how it mirrors their old Asana setup while taking advantage of ClickUp features like custom fields, multiple views, and automations.

Additional Resources for Scaling ClickUp Workflows

To see the original inspiration for this process, review the Asana video production templates article on the ClickUp blog. It outlines the underlying production logic that this guide translates into a ClickUp-driven system.

If you need expert help designing scalable ClickUp workspaces that integrate with your broader marketing or operations stack, consider partnering with a consulting team such as Consultevo for tailored implementation and training.

Launch Your New Video System in ClickUp

By mapping your existing Asana process, creating a dedicated production Space, building a robust task template, and layering on views, collaboration, and automations, you can run a complete video production workflow in ClickUp with less friction and more visibility.

Start with one List, refine it with your team, and then standardize it as a template. As you ship more videos, you can keep evolving your ClickUp workspace into the central command center for all your content production.

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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