ClickUp Trip & Tricks: Filter tasks by due date

If you only want to see a subset of tasks, you can filter task attributes, such as assignee, status, task type, due date, or custom field, to customize your list view. You can filter your tasks by due date, which only shows tasks due on a specific date, or before or after a specific date. This can help you prioritize and plan your work.

To filter a task by due date:

1. Select the “Filter” icon on your list view
2. Select “Due Date” from the dropdown list of task attributes
3. Select a dynamic option from the options dropdown, such as next 7 days, this week, this month, etc. to further specify the view

For more information, see the Filter and search tasks in List view in the ClickUp Help Center.

Digital Playground

The next Digital Playground will continue our ClickUp session from last time and take place 9:05 - 9:30 a.m. on April 8. You can join the Zoom session directly. We’ll cover content for both beginning and advanced users. Come hang out and learn something new!

If you missed last month, don’t forget to check out the Google Group to find recordings and resources from previous sessions on ClickUp, Gmail, Zoom, and Google Gemini. If you want an invite to the January session, have any questions or would like to join the Google group, reach out to Pete Fleenor (fleen010@umn.edu).

ClickUp tips & tricks: Assigned to me

The My Tasks page features a canvas that allows you to see relevant content by adding specific cards. The Assigned to me card is especially useful, but you may want to modify the view and sort them by due date to make tracking subtasks easier.

 To view a single list of all tasks and subtasks by order of due date:

• Click Group By and delete the current grouping selection.
• Click Subtasks and select As separate tasks from the drop-down.
• Click on the Due Date column and select Sort.

Step-by-step instructions can be found in ClickUp Tips & Tricks.

Digital Playground

Digital Playground’s next session will be on March 11 at 9:05 a.m. You can join the Zoom session directly to learn about this month’s topic: ClickUp. From a beginner’s level, we’ll learn how ClickUp can be used to manage your work through tasks, lists, and tags and how to navigate its various menus.

You can join the Digital Playground Google Group to find recordings and resources from previous sessions on GrackleDocs, Zoom, and Google Gemini. If you want an invite to the session, have any questions, or would like to join the Google group, reach out to Pete Fleenor (fleen010@umn.edu).

ClickUp Tips & Tricks: Use tags across lists, folders, and spaces

Clickup tags are perfect for when you need to group, view, or manage related tasks that don't have a strict status, location, or custom field. Tags can be used across folders, spaces, or the entire ASR Workspace. More flexible than custom fields, tags have slightly different functionality:

• You can use a tag for information that applies to a small subset of tasks. A tag takes up less space than an entire column dedicated to a field.
• You can use a tag when information needs to be filtered but does not need to be grouped. For example, if one task is tagged “dog” and another is tagged both “dog” and “small dog,” grouping by tag will separate them.

You can see the ClickUp Help documentation for more information about tags or the ASR ClickUp Tips & Tricks documentation.

ClickUp Tips & Tricks: Customize your Home Sidebar

If Clickup feels overwhelming, you can customize your Home Sidebar to minimize distractions and clutter. The Home Sidebar has four default sections: Spaces, Favorites, Channels, and Direct Messages. You can rearrange the default sections and/or add custom sections. To do this, select “More” from the sidebar, then “Customize.” For full instructions, see the ClickUp Help documentation or the ASR ClickUp Tips & Tricks.

ClickUp Tips & Tricks: Customize your global navigation

If ClickUp feels a little overwhelming, you can customize your global navigation to remove or add features. Your global navigation is the vertical bar on the left side of your Workspace. Using the global navigation, you can open features like Spaces, Dashboards, and Teams. 

To remove or add features, select “More” on the global navigation bar and open “Customize navigation.” You can select which features you need to manage your work and hide the rest! Hidden features are still easily accessible via the “More” icon. You can learn more about ClickUp in the ASR ClickUp: Member User Guide.

ClickUp Tips & Tricks: Subtasks or Checklists?

When organizing a task into smaller steps, you can utilize subtasks or checklists. But what’s the difference between them? Subtasks share the same fields, functionality, and behaviors as standard tasks. They include standard and custom fields, appear in your “Personal List," and generate notifications. They are great for detailed coordination and tracking with collaborators.

Checklists are designed for smaller, sequential steps that are completed in a short period of time. They are especially helpful when documenting many detailed steps and delegating a task to staff unfamiliar with a process. You may add a Checklist in the “Checklists” section of the task. Checklists are also created automatically when you assign a comment to a user.

ClickUp 4.0

We will be enabling ClickUp 4.0 for the ASR Workspace on November 10. This newest version of ClickUp provides an improved navigation and more customizations to help you organize your work. Those in ASR who have participated in the trial have provided positive feedback!

You may already have seen some updates associated with the new version of ClickUp, including the change from “Watchers” to “Followers.” See ClickUp Tips & Tricks with updated tips on working with followers and creating a personal view.

ClickUp Tips & Tricks: How to create a ClickUp Watcher view

Looking for a way to monitor all your ClickUp tasks efficiently? You can create a dedicated view that consolidates all of the tasks you’re watching in the “Everything” space. If you are an Assignee, you are automatically added as a Watcher, so this custom view enables you to eliminate manual searches and reduce the risk of overlooking tasks.

To create the Watcher view:

• Navigate to the “Everything” space
• Locate the "+ View" button in the horizontal menu bar (near existing views like "List" or "Board")
• Choose "List" from the view options
• Click the "Filter" button in the top toolbar
• Under "Add Filter," select: "Watcher" → "Includes" → [Your Name]

You can find more tips in the ASR ClickUp Tips & Tricks in the ClickUp Member User Guide.

ClickUp Tips & Tricks: Assign and resolve comments

To easily assign an action to a ClickUp collaborator, click the Assign icon when commenting. Assigning a comment will notify the person and display an unresolved comment in their “Assigned Comments” card on the “Home” tab.

The assignee can resolve the comment once the action is complete by clicking the Resolve checkbox or directly from the “Assigned Comments” card on the “Home” tab. This action also notifies the original commenter that the comment has been resolved. You can find more tips in the ASR ClickUp Tips & Tricks in the ClickUp Member User Guide.

Request a ClickUp license

We’ve implemented a new process for managing ClickUp licenses. You can now submit a request form to obtain a Member license for a new employee, request a Guest license, or request to remove a license. ASR Central will process your request once submitted.

ClickUp Tips & Tricks: Adding watchers

If you want to keep stakeholders informed about a project’s progress in ClickUp, you can add them as a watcher on the task. Watchers receive ClickUp notifications about changes to the tasks or subtasks they are “watching.” They won’t receive notifications for any tasks higher or lower in the hierarchy unless you add them. If you are managing a project or small initiative with many tasks, consider adding stakeholders as watchers to a selection of high-level tasks.

Task creators, assignees, editors, and commenters are added as watchers by default. You can use the Bulk Action Toolbar to add a watcher to multiple tasks or create an automation to add a watcher to future tasks. You can find more tips under the ASR ClickUp Tips & Tricks tab in the ClickUp Member User Guide.

ClickUp tips

When you navigate to ClickUp in a browser, it opens the first Folder in the first Space in your left-hand navigation, even if the Space is hidden. If it is opening up a Space that isn’t relevant to you, you can adjust the default order of Spaces.

• Click the three dots symbol to the left of the “Spaces” header (above “Everything”).
• Toggle “Show all Spaces” on.
• Drag the Space you want to the top of your list.
• Untoggle “Show all Spaces” so it’s off, again.

Your left-hand navigation is unique to your view, but the order of Folders within a Space is shared across all users. Any changes to Folder structure within a Space will impact everyone. If you want ClickUp to open to a specific Folder by default, consider bookmarking that Folder in your browser.

ClickUp resources for ASR

Information regarding ASR’s implementation of ClickUp is now available on the ASR Staff Site (sign-in required), including tool governance, support, and resources.

The implementation team has put together user guides to help staff better understand how ASR will use ClickUp. The guides are broken up by roles in ClickUp:

• The ASR ClickUp Member User Guide explains how ASR is using ClickUp. This guide is useful for most staff, but especially for onboarding or new users.
• The ASR ClickUp Super User and Admin Guide is intended for staff with roles or responsibilities in setting up and managing their team spaces in ClickUp. It explains use cases and best practices for ASR’s ClickUp configuration.

ASR Work & Project Request form moved to ClickUp, UX team added

The ASR Work & Project Request form is now in ClickUp, and can be accessed at z.umn.edu/asr_work_and_project_request. This link has also been updated on the ASR project requests and the prioritization process webpage.

The UX and Content Strategy team has joined the Application Development, Data Engineering, Forms or workflows (Jadu), and Student Data and Analytics teams in using the form for work requests. You should complete this form if you need to request work from any of those teams or if you have a project request. Work and project requests are reviewed regularly and can be submitted at any time.

ClickUp project update

We hope you all found the ClickUp project overview at last week’s ASR All Staff Assembly useful. You can review that presentation to learn more about the project’s vision, the basics of ClickUp, ASR’s implementation strategy, and how work can happen in ClickUp.

Currently, the ClickUp committee is updating project timelines to reflect what we’re learning with our first ASR teams. The current project plan, including tentative dates, is available for most units in ASR. Some highlights from recent work:

• The DORS team has concluded their configuration sessions, migrated over critical in-progress work, and begun using ClickUp as their work management tool! 🎉
• The Financial Aid and Admissions IT teams have begun working with L5, our external configuration partners, on their requirements and initial setup.

The FA-IT team found their demo and configuration session with L5 incredibly helpful and made a recording of that session available for those curious about how ClickUp can work for an actual ASR team.

ASR Work management tool

After reviewing several vendors, ClickUp was selected as ASR’s new work management tool. ClickUp demonstrated the ability to meet our diverse needs and strategic planning efforts. It was the only tool that allows us configuration and customization at every level of our organization, while still working within the same space. Some highlights include:

• Functional hierarchy that can meet the organizational structure of our various units and teams.
• Customizable external views that enable sharing information with our University partners.
• The ability to assign a task to multiple users and/or teams.

Kristen Clements will be the Project & Change Manager for the work management tool implementation. A phased implementation roll-out could begin later this summer depending on time needed for contracting, legal, and information security reviews. More information will be shared as we approach the roll-out date.