How to Document PRD vs FRD in ClickUp

Using ClickUp to handle PRD vs FRD documentation helps product, design, and engineering teams keep requirements clear, traceable, and easy to ship against.

This how-to guide walks you step by step through turning product ideas into structured Product Requirements Documents (PRDs) and Functional Requirements Documents (FRDs), following the workflow outlined in the original PRD vs FRD guide.

Step 1: Clarify PRD vs FRD Before You Build in ClickUp

Before setting up your workspace, you need a clear mental model of what lives in each document so you can mirror that structure in ClickUp.

What a PRD Captures

Your Product Requirements Document explains what you are building and why. In practice, that includes:

• Business context and objectives
• Problem statement and user pain points
• Target audience and use cases
• Scope, constraints, and assumptions
• High-level features and success metrics

What an FRD Captures

Your Functional Requirements Document explains how the system will behave. Typically, it includes:

• Detailed functional requirements
• Inputs, outputs, and data handling rules
• System behaviors and flows
• Error states and edge cases
• Non-functional needs such as security or performance

Once these responsibilities are clear, you can configure ClickUp to separate, yet tightly connect, PRD and FRD work.

Step 2: Set Up a Product Requirements Space in ClickUp

Next, create a dedicated structure in ClickUp for product documentation so every initiative follows the same pattern.

Create a Product or Roadmap Space

1. Create a Space named something like Product Requirements or Product & Discovery.
2. Add Folders for major product areas or teams (e.g., Onboarding, Billing, Core Product).
3. Under each Folder, create Lists for initiatives, epics, or quarters.

Add a PRD Doc Template in ClickUp

Inside any relevant List, create a Doc that will serve as your PRD template. Structure it with headings that match the source framework:

• Overview and business context
• Problem statement
• Goals and success metrics
• User personas and use cases
• Scope and out-of-scope items
• High-level solution approach
• Risks, dependencies, and assumptions

Turn this into a reusable template so that every new initiative in ClickUp starts from the same PRD structure.

Use Custom Fields for PRD Metadata

In the same List that holds your PRDs, configure Custom Fields to make discovery and reporting easier:

• Stage (Discovery, In Definition, Approved, In Development)
• Owner (Product Manager)
• Target release
• Impact area or Theme

These fields turn PRDs from static documents into actionable records that are easy to filter and track across ClickUp views.

Step 3: Capture Product Discovery in ClickUp

The source article emphasizes research and alignment before locking requirements. Mirror that process by creating discovery assets directly in ClickUp.

Organize Research in ClickUp Docs

Within your Product Requirements Space, create Docs for:

• User interviews and quotes
• Competitive analysis
• Market and trend research
• Experiment results and learnings

Link these Docs to the relevant PRD task so anyone can trace requirements back to evidence.

Use Tasks and Subtasks for Discovery Work

Turn discovery activities into tasks in ClickUp:

• Create tasks for research interviews, analysis, and stakeholder reviews.
• Use subtasks for specific calls, surveys, or experiments.
• Attach recordings, notes, and images directly to each task.

Once the discovery phase is complete, summarize the findings in the PRD Doc and update the Stage field accordingly.

Step 4: Convert PRD Details into FRD Structure in ClickUp

When product direction is clear, you can translate goals into system behaviors using ClickUp as the bridge between PRD and FRD.

Create an Engineering or Delivery Space

1. Create a Space dedicated to engineering or delivery.
2. Use Folders for services, platforms, or feature areas.
3. Within each Folder, create Lists that map to initiatives defined in PRDs.

Build a ClickUp FRD Doc Template

For each initiative List, create a Doc that will serve as your FRD. Typical sections include:

• Introduction and link to the PRD
• Definitions and terminology
• Functional requirements, each with IDs
• System architecture diagrams or references
• User flows and state diagrams
• Validation, error handling, and edge cases
• Non-functional requirements
• Acceptance criteria and test strategy

Turn this into a reusable FRD template in ClickUp so engineers can quickly start from a consistent baseline.

Link PRD and FRD in ClickUp

Use native linking features to maintain traceability:

• From the FRD Doc, link directly to the PRD Doc.
• Create a relation between the PRD task and the main engineering task or epic.
• Add a Custom Field in the PRD to store the FRD link, and vice versa.

This structure preserves the PRD vs FRD separation while keeping context one click away.

Step 5: Break Requirements into ClickUp Tasks

Now translate functional requirements into actionable work units so execution clearly ties back to documentation.

Map FRD Items to Tasks and Subtasks

1. For each functional requirement ID in the FRD, create a task or subtask in the engineering List.
2. Copy the requirement text and acceptance criteria into the task description.
3. Assign owners, due dates, and estimates.

Use checklists for smaller validation items or front-end states described in the FRD.

Use Views in ClickUp to Track Progress

To keep both PRD and FRD aligned during development:

• Create a Board view grouped by status for implementation tasks.
• Add a List view filtered by initiative or epic.
• Use a Gantt or Timeline view to visualize dependencies and milestones drawn from your FRD.

Update each requirement task status as the team builds and tests features, and reflect major changes back into the FRD Doc.

Step 6: Keep PRD and FRD in Sync During Iteration

As the article notes, requirements evolve. Use ClickUp workflows to keep documents updated and aligned with reality.

Set Review Points in ClickUp

• Create recurring tasks for PRD review at key milestones (design complete, development start, beta, launch).
• Create similar review tasks for the FRD when architecture or scope shifts.
• Tag stakeholders so they review changes asynchronously in Docs comments.

Use Comments and Suggestions in ClickUp Docs

Encourage stakeholders to:

• Comment inline on unclear requirements.
• Propose edits where design or technical constraints require changes.
• Resolve comments only after the PRD and FRD both reflect the latest decision.

This preserves a lightweight decision history without fragmenting conversations across multiple tools.

Step 7: Align Testing and Launch Activities in ClickUp

To close the loop, tie testing and launch tasks to the functional requirements captured in the FRD.

Connect Test Cases to FRD Items

For each requirement in the FRD:

• Create QA tasks in ClickUp mapped to the requirement ID.
• Include test steps and expected results based on the FRD details.
• Link QA tasks back to the corresponding implementation tasks.

This way, every shipped behavior can be traced to both its PRD intent and FRD specification.

Plan Release Activities in ClickUp

Create a launch List that includes:

• Release notes preparation tasks
• Documentation and help center updates
• Internal enablement and training tasks
• Post-launch analysis tasks tied to the PRD success metrics

Use dependencies to ensure no launch steps begin until FRD-defined behaviors have passed testing.

Step 8: Improve Your PRD vs FRD Workflow

Once your workflow is running, periodically refine how you use ClickUp to handle requirements.

• Review which PRD and FRD sections actually drive decisions and simplify anything unused.
• Update templates to better match the real process used by product and engineering.
• Automate repetitive steps, such as assigning reviewers or updating stages when tasks move to new statuses.

For teams that want help auditing or scaling this setup, a specialized consultancy like Consultevo can design more advanced configurations and automations.

By structuring Spaces, Docs, tasks, and views around the PRD vs FRD split described in the original article, ClickUp becomes a single system of record for product intent, functional behavior, and day-to-day execution.

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