How to Use ClickUp as a Workflowy Alternative

ClickUp can replace simple list apps like Workflowy by giving you powerful outlining, task management, and collaboration features in one flexible workspace.

This step-by-step guide shows you exactly how to set up ClickUp to mirror Workflowy-style organization, then extend it with views, automation, and reporting.

Why Choose ClickUp Over Workflowy

Workflowy is excellent for fast, nested lists, but it lacks many tools you need once work grows more complex. ClickUp keeps the simplicity of hierarchical lists while adding project management depth.

Based on the comparison from the original overview of Workflowy alternatives on this ClickUp blog page, the platform stands out for:

• Multiple views beyond lists, including Boards, Tables, Calendars, and more
• Robust task details like assignees, due dates, priorities, and custom fields
• Powerful workspaces, spaces, folders, and lists for structure
• Collaboration tools like comments, mentions, and real-time editing
• Automation, templates, and integrations for scalable processes

The rest of this how-to article walks through turning those strengths into a concrete workflow you can use daily.

Step 1: Set Up Your ClickUp Workspace

The first step is configuring the basic structure so it feels as intuitive as an outliner but scales far beyond a simple bullet list.

Create Your Workspace in ClickUp

1. Sign up or log in to ClickUp.
2. Create or select a Workspace that represents your company, team, or personal system.
3. Choose your default settings, such as time zone and working days.

Your Workspace is the top-level container for all your work. Within it, you will create Spaces to group related areas of life or business.

Build Spaces to Match Workflowy Lists

In Workflowy, you might keep broad top-level bullets like Work, Personal, and Learning. In ClickUp, use Spaces instead.

1. From the sidebar, click + Space.
2. Name each Space to represent a major area of responsibility, such as:

• Work Projects
• Personal Life
• Content or Writing
• Product Development

3. Choose a color and icon for each Space.
4. Decide which features to enable in that Space (Docs, Goals, Sprints, etc.).

This mirrors your old Workflowy top bullets while giving each area a richer toolkit.

Step 2: Organize Folders, Lists, and Tasks in ClickUp

Workflowy uses infinite nested bullets. ClickUp uses a structured but flexible hierarchy that still supports deep nesting, while keeping everything manageable.

Map Workflowy Hierarchies to ClickUp

Use this simple translation:

• Top bullet in Workflowy → Space in ClickUp
• Second-level topic → Folder
• Third-level topic or project → List
• Nested bullets → Tasks and Subtasks

To set it up:

1. Inside each Space, click + Folder for big categories like Clients, Campaigns, or Areas of Focus.
2. Within each Folder, click + List for specific projects or themes.
3. In each List, click + Task to create items that replace your Workflowy bullets.

You can then add Subtasks or nested Checklists to simulate deeper indentation where necessary.

Use ClickUp Tasks as Outliner Nodes

Each task in ClickUp can act like an outliner node, but with far more detail. Open a task and configure:

• Title for your bullet headline
• Description for notes or long-form content
• Subtasks to break work into steps
• Checklists for quick to-dos
• Tags to group items across Lists

This lets you keep the mental model of a branching outline while adding metadata that makes work trackable.

Step 3: Use ClickUp Views to Go Beyond Simple Lists

One major advantage over Workflowy is that you can see the same information in multiple visual layouts without duplicating anything.

Create List and Board Views in ClickUp

1. Open any List inside ClickUp.
2. Use the default List view to see items in a linear, structured layout, familiar to Workflowy users.
3. Click + View and select Board to visualize tasks in columns for stages such as To Do, Doing, and Done.
4. Drag tasks between columns to update their status quickly.

This means a single list of ideas can function as both an outliner and a Kanban board, depending on what you need at the moment.

Leverage Calendar, Table, and Other Views

To turn your structured notes into a real planning system, add more views in ClickUp:

• Calendar view to schedule tasks from your outline by drag-and-drop.
• Table view to see tasks like a spreadsheet with sortable columns.
• Timeline or Gantt to map longer projects over time.

Every view reads from the same underlying data, so you never have to copy or rebuild information.

Step 4: Enhance Your Workflowy-Style System in ClickUp

Once your basic structure is in place, you can start using advanced features to automate and scale your routines.

Add Custom Fields in ClickUp

Where Workflowy treats all bullets the same, ClickUp lets you describe tasks with Custom Fields such as:

• Priority levels
• Effort or story points
• Budget numbers
• Dropdowns for categories

1. Open a List and click the + icon in the header row.
2. Select Custom Field and choose a type (text, number, dropdown, date, etc.).
3. Apply the field to your tasks and fill it in as needed.

This turns a plain outline into a database you can filter, sort, and report on.

Use ClickUp Templates and Automation

To speed up recurring workflows, take advantage of templates and automation inside ClickUp.

Create templates:

1. Set up a List or task exactly how you want: fields, subtasks, and checklists.
2. Click the ellipsis menu and choose Save as Template.
3. Reuse it whenever you start a similar project.

Create automation:

1. Open a Space, Folder, or List in ClickUp.
2. Click Automations.
3. Choose triggers like When status changes or When due date arrives.
4. Add actions like Assign to, Change priority, or Post a comment.

Automation helps you move beyond manual list maintenance and focus on meaningful work.

Step 5: Collaborate and Share in ClickUp

Workflowy can be shared, but collaboration tools are limited. ClickUp offers a full collaboration layer over your outline-style structure.

Comment, Mention, and Assign in ClickUp

Open any task and use the comment panel to:

• Ask questions or leave context for teammates.
• Use @mention to notify a colleague.
• Assign comments so responsibility is always clear.

You can also attach files, embed links, and track decision history directly in the task.

Share Views and Control Permissions

1. Open a Space, Folder, or List in ClickUp.
2. Use the Share button to invite team members.
3. Choose permissions such as view-only or full edit access.
4. Create private views for your focus and shared views for the team.

This makes it easy to keep personal planning and team execution in the same system without losing clarity.

Step 6: Continuously Improve Your ClickUp Setup

As you migrate from Workflowy, regularly review and refine how you use ClickUp so that it stays fast, clear, and aligned with your goals.

• Archive or close completed Lists and tasks to reduce clutter.
• Adjust Spaces and Folders if categories become too broad or narrow.
• Experiment with new views, such as Dashboards, for higher-level oversight.

If you want strategic help implementing this kind of structure across a team or organization, you can also explore consulting options like Consultevo, which focuses on productivity and systems optimization.

Start Using ClickUp as Your Central Outliner

By mapping your old Workflowy bullets to Spaces, Folders, Lists, tasks, and subtasks, you get the familiarity of a nested outline with the power of full project management inside ClickUp.

Use the core hierarchy to capture ideas quickly, then switch views, add fields, automate steps, and collaborate with your team. Over time, ClickUp becomes a single, scalable workspace that replaces scattered notes and basic lists with a structured, action-oriented system.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

Get Help

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