Use ClickUp Custom Fields in Automations

ClickUp lets you combine Custom Fields with Automations so your workspace can update task data automatically, reduce manual work, and keep every project consistent.

What are ClickUp Custom Fields?

Custom Fields in ClickUp are flexible data fields you add to tasks, subtasks, and other work items. They store extra information beyond standard task properties like status, assignee, and due date.

Common examples of Custom Fields include:

• Dropdowns for stages or categories
• Numbers for budgets or story points
• Text fields for IDs or reference codes
• Dates for milestones or review times
• People fields for stakeholders or reviewers

When you connect these fields to Automations, you can change them automatically in response to triggers, making your workflows more reliable.

How ClickUp Automations use Custom Fields

Automations in ClickUp follow a simple pattern: When something happens, then perform an action. Custom Fields can be used in both the trigger and the action, depending on the Automation type.

Typical ways Automations use Custom Fields include:

• Updating a Custom Field when the task status changes
• Changing the task status when a Custom Field value updates
• Setting or clearing Custom Field values when tasks move between locations
• Copying values between related tasks using Custom Fields

Prerequisites for using Custom Fields in ClickUp Automations

Before you set up an Automation with Custom Fields in ClickUp, make sure the field already exists in the relevant location.

To prepare:

1. Create or confirm the Custom Field in the Space, Folder, or List where your tasks live.
2. Check the field type (for example, Dropdown, Number, Text) so you can choose the matching options in the Automation builder.
3. Confirm you have permission to edit Automations in that location.

Create a ClickUp Automation that updates a Custom Field

Use this process to build an Automation that changes a Custom Field value when a specific event occurs.

Step 1: Open the ClickUp Automations menu

1. Navigate to the Space, Folder, or List where you want the Automation.
2. Open the Automations menu from the toolbar or settings panel.
3. Select + Add Automation or a similar option to create a new rule.

Step 2: Choose a ClickUp Automation trigger

Select a trigger that tells ClickUp when to run your Automation. Depending on your plan and setup, you may see options such as:

• When status changes
• When task is created
• When due date arrives
• When Custom Field changes (if supported for the field type)

Click the trigger and configure any required details, such as which status or location should activate the rule.

Step 3: Add an action that edits a Custom Field

Next, select the action that modifies a Custom Field in ClickUp.

1. Click Then to add an action.
2. Choose an option that references Custom Fields, such as Set Custom Field or Change Custom Field.
3. Pick the specific Custom Field you want to update from the list.
4. Enter the value or setting you want applied when the Automation runs.

The available configuration options depend on the field type. For example:

• Dropdown fields: select one of the defined choices.
• Number fields: set a fixed number.
• Text fields: type the text you want the Automation to insert.

Step 4: Save and enable your ClickUp Automation

1. Review the trigger and action summary.
2. Give the Automation a clear name so teammates understand what it does.
3. Turn the Automation on, then save it.

From now on, whenever the trigger runs, ClickUp applies your Custom Field update automatically.

Use a ClickUp Custom Field as an Automation trigger

In some setups, you can configure ClickUp Automations so that a change to a Custom Field starts the workflow.

To do this:

1. Open the Automations builder for your location.
2. In the When section, choose a trigger related to Custom Fields if it is available.
3. Select the Custom Field you want to monitor.
4. Define how the field should change, such as switching to a particular dropdown value.
5. Add one or more actions, like updating status, assigning a user, or moving the task.
6. Save and enable the Automation.

Whenever that Custom Field updates to the defined value, ClickUp executes the actions you configured.

Tips for managing ClickUp Custom Fields in Automations

Follow these best practices to keep your workspace efficient and easy to maintain:

• Use consistent names: Give Custom Fields descriptive, unique titles so they are easy to find in the Automation builder.
• Limit duplicates: Avoid creating several fields with similar purposes across different Spaces.
• Test with sample tasks: Try new Automations on a test List before rolling them out to production work.
• Document your rules: Keep a simple reference document so your team understands which Automations modify which fields.

Troubleshooting ClickUp Automations with Custom Fields

If an Automation that uses Custom Fields in ClickUp does not behave as expected, review these checkpoints:

• Trigger conditions: Confirm the event you expect is actually happening, such as the right status change or field update.
• Location scope: Make sure the Automation is active in the Space, Folder, or List that contains your tasks.
• Field availability: Verify the Custom Field still exists and is visible in the tasks you are testing.
• Field type changes: Check that the field type has not been modified in a way that affects the Automation.
• Automation limits: Ensure your plan allows the volume and types of Automations you are creating.

Learn more about ClickUp Custom Fields and Automations

For a full reference of supported options and limitations, see the official documentation on using Custom Fields in Automations directly from the platform: Use Custom Fields in Automations.

If you want strategic guidance on structuring your workspace, combining ClickUp configurations with process design, or improving overall tool adoption, you can also explore consulting resources like Consultevo.

By connecting Custom Fields with Automations, you turn ClickUp into a more powerful system that updates itself, maintains clean data, and supports consistent workflows across every team.

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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