How to Use ClickUp for a Complete Content Workflow

ClickUp can run your entire content process in one place, from the first idea to final publication and performance review. This step-by-step guide shows you how to turn ClickUp into a powerful content workflow system your whole team can follow.

This how-to article is based on the workflow strategy outlined in the original ClickUp content workflow article, translated into a practical setup you can implement today.

Step 1: Map Your Content Workflow in ClickUp

Before building anything, outline the stages every content asset should pass through. Then convert those stages into ClickUp views, statuses, and tasks.

Define your content stages

Identify the key phases that apply to every blog post, video, email, or social update. For example:

• Backlog and ideas
• Prioritized and scheduled
• Writing and production
• Editing and review
• Approval and compliance
• Publishing and promotion
• Performance and optimization

These stages will later become your ClickUp statuses and sections in your main content calendar.

Create a content Space in ClickUp

Next, create a dedicated marketing or content Space in ClickUp so all work lives in one organized environment.

1. Create a new Space and name it for your marketing or content team.
2. Enable features you need, such as Docs, Custom Fields, Automations, and Whiteboards.
3. Set default views like List, Board, and Calendar to match how your team likes to work.

This Space will become the home for your editorial calendar, assets, briefs, and post-launch analysis.

Step 2: Build a ClickUp Folder and Lists for Content Types

Inside your content Space, you will organize work into Folders and Lists to reflect each content stream.

Structure your content Folder

Create a Folder called something like “Content Production” or “Editorial” in ClickUp. Within that Folder, create Lists for major channels or formats, such as:

• Blog and SEO
• Email campaigns
• Social media
• Video and webinars
• Lead magnets and downloads

Each List will hold individual content tasks, but they can all roll up into a single calendar for planning and visibility.

Set ClickUp statuses for your workflow

Customize statuses in your Folder so they match the real-world steps your team uses. For example:

• Idea
• Ready to brief
• Brief in progress
• Writing
• Internal review
• Stakeholder review
• Approved
• Scheduled
• Published
• Update needed

Clear statuses make it simple to see where any asset is at a glance in ClickUp views like Board or List.

Step 3: Create a Reusable ClickUp Content Task Template

A good content task template ensures every piece of content follows the same high-quality process.

Design the master content task

In any List, create a new task and set it up as the master template for a single asset, such as one blog post or one video.

In that task:

• Add a detailed task description with sections for brief, outline, draft links, and final URLs.
• Create subtasks for each step: research, writing, design, review, optimization, and publishing.
• Add checklists for SEO, compliance, or brand checks.

When the structure feels complete, save it as a task template in ClickUp so your team can reuse it across Lists.

Use ClickUp Custom Fields for critical data

Add Custom Fields to your content Lists so you can sort, filter, and report on important attributes. Helpful Custom Fields for content include:

• Content type (blog, video, email, social, etc.)
• Campaign name
• Target keyword or topic
• Audience or persona
• Funnel stage (awareness, consideration, decision)
• Publish URL
• Estimated effort or complexity

These fields make ClickUp powerful for reporting and prioritization because you can instantly group and filter content tasks by any of these values.

Step 4: Plan Your Editorial Calendar in ClickUp

Once the structure is ready, use ClickUp views to turn your content plan into a living editorial calendar.

Set up Calendar and Board views

Within your Folder or Space, create a Calendar view that shows tasks by due date or publish date. Then:

• Use filters so only publish-ready statuses appear on the calendar.
• Color tasks by Custom Field, such as content type or campaign.
• Drag tasks on the calendar to adjust dates as priorities change.

Also keep a Board view grouped by status so you can quickly move content cards through the workflow.

Use ClickUp for capacity planning

Assign tasks to writers, designers, and editors using ClickUp task assignees. Add time estimates or story points so you can:

• See weekly or monthly workload for each person.
• Avoid overloading team members.
• Balance content across channels.

This helps align your calendar with realistic production capacity.

Step 5: Collaborate on Content in ClickUp

ClickUp brings comments, documents, and approvals together so feedback does not get lost in email threads.

Use Docs and task comments

You can store briefs and outlines directly in ClickUp Docs or in the task description. To improve collaboration:

• Mention teammates in comments for specific feedback requests.
• Attach drafts or link to external tools from the task.
• Use comment threads to track decisions and clarifications.

This keeps every discussion tied to a specific piece of content.

Streamline approvals and reviews

Use task statuses and assignees in ClickUp to formalize your approvals process:

1. Move a task to “Internal review” and assign it to your editor.
2. After edits, move it to “Stakeholder review” for marketing or legal checks.
3. Once approved, change the status to “Approved” or “Scheduled” and assign it to the publisher.

This simple sequence gives leadership a clear view of which content is stuck and who owns the next step.

Step 6: Automate Repetitive Content Steps in ClickUp

Automations in ClickUp reduce manual work and protect your team from missed handoffs.

Set basic ClickUp automations

Start with a few simple automations tied to task changes, such as:

• When status changes to “Writing,” assign the task to a writer.
• When status changes to “Internal review,” notify the editor.
• When status changes to “Published,” add a “Live” tag.

These automations keep content moving without constant Slack reminders.

Automate recurring content pieces

If your team produces recurring series, such as weekly newsletters or monthly roundups, you can:

• Create recurring tasks in ClickUp with your content template attached.
• Set due dates to repeat automatically on your chosen cadence.
• Pre-assign roles so the same people get their work each cycle.

This ensures essential campaigns never fall off the radar.

Step 7: Track Performance and Iteration in ClickUp

A mature content workflow uses results to guide future topics and formats.

Log performance data in Custom Fields

After content is live, return to the ClickUp task to add key metrics, such as:

• Page views or visits
• Click-through rate
• Conversions or leads generated
• Engagement rate or watch time

This data can be stored in Custom Fields or in the task comments for quick reference.

Build reports and dashboards

Use dashboards in ClickUp to visualize performance by content type, campaign, or channel. Helpful widgets include:

• Tasks by status to see pipeline health
• Tasks by Custom Field to track topics or personas
• Tables summarizing key performance metrics

Over time, this helps you double down on high-performing content and refine your workflow.

Step 8: Improve Your ClickUp Setup Over Time

Your first content workflow in ClickUp does not need to be perfect. Start simple, then adjust as your team learns.

• Review statuses every quarter and remove steps that create bottlenecks.
• Refine templates so they capture only the details that actually matter.
• Update automations when your process changes or new roles join.

Continuous improvement keeps your system aligned with how your team really works.

Next Steps and Additional Resources

With this setup, you can use ClickUp as the single source of truth for content planning, production, and reporting. For additional help with systems and implementation, you can work with a specialist agency like Consultevo, which focuses on scalable marketing operations.

Use these steps as a blueprint, adapt them to your team, and your ClickUp workspace will evolve into a robust content engine that consistently delivers high-quality work.

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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