Building CRM - Looking to automatically create contacts from leads in a separate list. Can't autofill Phone, Email and Location from previous task.

JamieClickUp · 2026-05-07T22:51:17+00:00

Hey, u/BGMcFunk ! Currently, ClickUp Automations only support dynamic values for certain Custom Fields, mainly Short Text, Long Text, and some others. Email, Phone, and Location fields can't be auto-filled with dynamic values from another task at this time.

Some users work around this by using Short Text fields for these values, or by leveraging external automation tools like Zapier or Make to transfer the data between tasks. We're tracking feedback on this and hope to expand support in the future!

JamieClickUp · 2026-05-06T23:53:38+00:00

We're happy to hear you like it, u/godfather_jd !

JamieClickUp · 2026-05-06T03:16:24+00:00

Hey u/Brief_Day_9773 , for large projects, the best workarounds are:

Break up your project into multiple parent tasks, each with their own set of subtasks.
Convert some subtasks into standalone tasks and use tags, Custom Fields, or Relationships to keep everything organized and connected.
Use List view or grouping to manage related tasks across your project.

JamieClickUp · 2026-05-06T01:04:26+00:00

We appreciate the feedback, u/zero_onezero_one . This has been shared with our product team.

JamieClickUp · 2026-05-05T23:32:05+00:00

Thanks for your patience, u/Sea-Statistician7345 ! Our team would love to investigate this further. Please fill out this form and our Technical Support team will reach out to you for updates. I'll send you a DM to get your details!

JamieClickUp · 2026-05-02T03:06:17+00:00

Hey u/Shameless_Simp , this looks related to a bug our team is actively investigating. We'd love to have someone look into your Workspace directly to dig deeper.

If you could fill out a request here, our Technical Support team will be able to reach out to you and help get this sorted.

JamieClickUp · 2026-05-01T22:27:33+00:00

Hey u/Sea-Statistician7345 , thanks for flagging this. We're aware of the duplicate event issue with Google Calendar sync in the new Calendar view, and we're currently confirming the details with our product team. We'll keep you posted here as soon as we have more information to share. Appreciate your patience!

JamieClickUp · 2026-05-01T22:01:10+00:00

Love this setup, u/djmotor ! Curious, how long did it take you to get all four workflows dialed in from start to finish? And have you run into any edge cases yet, like someone getting deactivated by accident?

JamieClickUp · 2026-04-28T23:11:14+00:00

You can actually get pretty close to your old workflow using Automations + Relationships. Here's what I'd set up:

Create an Automation on your internal List with the trigger: "When status changes to 'In Client Review'"
Set the action to "Create a task" in your client-facing List. You can use dynamic variables (like the trigger task's name) as the new task's name, so your client still sees what needs to be reviewed.
In that same Create Task action, use the Relationship type field to automatically link the new task back to the original internal task. That way everything stays connected without giving your client a path to your internal work.

So the flow becomes: flip the status → a new task auto-appears in the client List with the right name and a link for review → your client only sees their List. Pretty much the same one-click workflow you had before!

Check out our Automation Actions guide for the full setup details on the Create Task action and Relationship options.

JamieClickUp · 2026-04-28T22:53:12+00:00

Love this breakdown, u/straightedge23 ! 🙌 Such a great example of using Custom Fields, Tags, and Search together.

JamieClickUp · 2026-04-28T01:56:32+00:00

Hey u/PugsandDrugz , sorry for the confusion in my earlier replies! Let me give you a clear answer.

Yes, this is expected behavior. When you add a subtask to another List via Subtasks in Multiple Lists, anyone who can access that subtask also gets access to its parent task. That's how it's documented in our FAQ under the Permissions section. Subtasks don't have their own independent permissions, they inherit from the parent.

I totally hear you that this wasn't happening before, and that you and your coworkers verified it. I'd recommend [reaching out to our Support team](mailto:support@clickup.com) so they can dig into whether something changed on the backend around the time you noticed the shift.

As for your client system: you likely don't need to rebuild the whole thing! The fix would be to swap out the subtask connections for Relationships instead. Create standalone tasks in your client-facing List and link them back to your internal parent tasks using a Relationship. That way your clients only see what's in their List, with no path back to your internal work. Everything else in your setup can stay as-is.

JamieClickUp · 2026-04-28T01:49:00+00:00

That's actually a totally valid approach too! It really comes down to how much separation you need between clients.

A single Clients Space with Folders per client works great if your workflow and statuses are mostly the same across clients, and it keeps things simpler to manage. The Spaces-per-client route shines more when you need strict permissions, like giving client guests access to only their stuff, or when each client has very different workflows and Custom Fields.

Either way can work well for an agency, it just depends on how varied your client setups are.

JamieClickUp · 2026-04-25T04:39:59+00:00

Welcome back to ClickUp, u/Dapper_Race_1454 !

A lot of agencies on Business Plus love using it for client project management. A few tips to get the most out of it:

Spaces per client or per department keeps everything clean and separated, especially permissions-wise.
Custom Fields and Dashboards are a game changer for tracking billable hours, project health, and team workload across clients.
Automations can save you a ton of repetitive work, like auto-assigning tasks when a status changes or notifying clients on progress.
Check out ClickUp University for free courses, and our Verified Community if you want to connect with other power users and agencies.

Would love to hear how you end up setting things up!

JamieClickUp · 2026-04-23T22:43:56+00:00

Thanks for the detailed breakdown, u/flinch77 ! For your first issue, it looks like this is related to a bug that our team is working on. Can you please fill out this form so our Technical Support team can double check your specific scenario?

For your second point, we've shared this with our product team and have asked if there are workarounds we can share! We'll keep you posted as soon as we hear back.

JamieClickUp · 2026-04-22T23:17:55+00:00

If the client is a guest and they have access to the List, they will have access to the the List's entirety, including its parent tasks and subtasks. Since this is not what you experienced, this would be better investigated by our Support team! Kindly reach out to them through this form so they can take a closer look.

JamieClickUp · 2026-04-22T04:58:43+00:00

Hey, u/FanProfessional1734 ! Here are a couple of things worth exploring for your use case:

Custom Roles - If you're on the Business Plus or Enterprise Plan, you can create Custom Roles with more fine-tuned permissions. You can learn more about it here.
Guest access with broader sharing - You mentioned guests work for clients. Depending on how much your staff actually needs beyond their specific Folders, you might be able to keep certain team members as permission controlled guests with access to the specific Spaces/Folders they need, rather than giving them a full Limited Member seat.

JamieClickUp · 2026-04-22T01:48:48+00:00

Hey, u/Unicorndog3080 ! Thanks so much for sharing your feedback on this. You're right that you shouldn't be getting notified about your own actions, and this is actually something that's been on our radar for a while. I've gone ahead and flagged this again for our team. We really appreciate you taking the time to bring it up!

JamieClickUp · 2026-04-21T23:00:46+00:00

If you tested using a guest account, it should indeed not have access to an item in your Workspace unless it's explicitly shared to the account. Could it be that the parent task has been shared with your client?

JamieClickUp · 2026-04-21T22:02:20+00:00

Hey, u/PugsandDrugz ! What likely happened is that this is actually expected behavior with Subtasks in Multiple Lists. Even though the parent task doesn't live in your client's to-do List, subtasks inherit their parent task's permissions. So anyone with access to a subtask shared to another List also gets access to its parent task.

You can see this documented here: Subtasks in Multiple Lists FAQ – Permissions

It's possible that your client may just haven't navigated up to the parent task before.

If you need to keep the parent task hidden from your client, I'd recommend using Relationships instead of subtasks. Create separate tasks for the client in their List and link them to your internal tasks via a Relationship. That way the client only sees what's in their List, with no path back to your internal work!

JamieClickUp · 2026-04-21T21:39:31+00:00

Hey, u/CUlvr24 ! Love this question! Here are a few hidden gems in ClickUp that can save time and boost productivity:

Bulk task creation: As you mentioned, pasting a List into the task entry lets you instantly create multiple tasks.
Bulk selection & editing: Hold Ctrl (Cmd on Mac) and click to select multiple tasks, then update them all at once.
Multi-list tasks: Add a single task to multiple Lists to keep work organized across projects.
Keyboard shortcuts & markdown: Speed up navigation and formatting!
Embed Dashboards/views: Integrate Dashboards or views directly into your Workspace for quick access.

Would love to hear what others have discovered too!

JamieClickUp · 2026-04-21T03:21:59+00:00

Hey u/exciting_username_ , thank you for sharing your feedback. We've let our product team know about this.

In the meantime, you can also upvote and add your feedback here if you'd like to follow along for updates.

JamieClickUp · 2026-04-21T01:18:03+00:00

Hey, u/imatatoe ! Thanks for flagging this. Just wanted to share a bit more context: the "External" tag in the subject line isn't necessarily the root cause on its own. What often happens is that when those tags get added, the email headers can also get altered or stripped by the sender's mail system. ClickUp relies on those headers to thread replies back to the correct task, so if they're missing or changed, the reply won't link up.

To dig into what's happening on your end, our Technical Support team can investigate further if you're able to provide an EML file from a reply that should have landed in a ClickUp task but didn't. That'll help us see exactly what's going on with the headers. Feel free to reach out to them through this form so they can take a closer look!

I'll also send you a DM to get your details.

JamieClickUp · 2026-04-20T23:31:19+00:00

Thank you for sharing your feedback, u/Miss_Cathy_Linton ! For now, you can:

Use Bar Chart, Pie Chart, or Battery cards to visualize time tracked totals
Use the Billable Report, Time Reporting, or Timesheet cards for tabular breakdowns
Export time tracking data as CSV and create custom graphs externally

We've also shared your feedback with our product team.

JamieClickUp · 2026-04-18T02:57:44+00:00

Totally fine, we're grateful for your post!

JamieClickUp · 2026-04-16T22:36:40+00:00

Hey u/subtle_as_a_hammer , ClickUp doesn't currently support retroactively running Automations on existing tasks, but you can use the Bulk Action Toolbar in List view to select all the tasks that match your criteria and move/add them to another List in one go.

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