How to Use ClickUp Views

Level here for me to be able to see tasks in this folder. Let's say this is the Dun Mifflin folder and this is the Zen. But if I create a view at the space level, I can then see all the tasks associated with all these folders here. So what I want to do is I want to be able to just see the tasks in this folder in this folder, but not these. So how can I build that out? What we need to do is we need to have a unique identifier, like a custom field that allows me to create that unique part of those tasks. So, super excited to have you here. Here's the video. Let's get started with interviews. There's about six different components that you need to fully understand before you jump into creating views all over your workspace. And the first one that we're going to talk about is going to be the actual types of views that we have. So a lot of different options in ClickUp that you can use to take data, take your tasks in your system and view it a lot of different ways. So whether you like list views, gantt views, whatever it may be, you have a lot of different options. So if I go to my top, my screen here, you'll see I have a bunch of different views and this is going to look different for you. But if you go all the way to the right, you're going to see this plus button. This plus button is where we can actually create a view and see all the views that we have the ability to use in ClickUp. So again, list views, board, calendar, gantt timeline, whatever it may be a lot of different options that we have. In addition, you also have things like whiteboards, you have documents that you can create, and ClickUp, you can embed views into ClickUp and also create ClickUp forms. So a lot of different options that you have there to a get all the work in one system, as well as just see the tasks and information that you have in your system in a variety of different ways based off of how you like to see that information. So after the types of views we also in the most important piece of this is we need to understand the location of where these views actually live. And so it's super important to understand the ClickUp hierarchy, how it works in the different levels before you jump into creating views, because you can really make views confusing or you can build them to reach their full potential. So to discuss the hierarchy, I want to jump over here and take it step by step. So within the hierarchy, at the highest level, we're going to have our workspace. So your workspace, essentially your business or where all of your work is going to live, this is when you set up a ClickUp account. This is you're going to have a workspace. The next level, I want to take my business, my ClickUp workspace, and I want to break it down into the different parts of my business. So within that we have the next level, which is spaces. So if I come over here, you're going to see it says here our spaces. And we have delivery, we have growth, and we have operations. Delivery is going to be my client services work. Growth is going to be my sales and marketing work, and operations is going to be everything else from hr, admin recruiting to finance. It's all going to live there. So that's how I can take my business or my ClickUp workspace and break it up into different sections of the business. And from there, after spaces, we now have what are called folders and lists. And there's a reason I put these on somewhat of a similar level here in this diagram is because a list and multiple lists can live in a folder or they can just live on their own within a space. There's a couple different reasons why you do both of these, but folders just add another level and you'll figure out why when I talk about views more in depth in a second. But you can create both of these within a space. So to give you a good example, if I go to growth, you'll see within growth, we have a marketing folder where all the marketing work will live. And then I have sales where all the sales work will live. And within marketing, we can break that up in lists. So we have our website work here, we have our content work here, and we have our email work here. So a lot of different options. That's just my way of further breaking up this folder or this department within the section of the business into different categories based off of me needing the reporting and visibility for those certain sections. And in addition, to give you another example, in the delivery space, we're going to have folders that break work up into different clients. So Dunder Mifflin, Zenpilot, Trader Joe's, all of my work for those clients are going to live within their specific folder. And in addition, I have a list here that's not living within a folder. And this just might mean, okay, this client management, the work that's going to be in this list is not associated with a specific client. It's just going to live in delivery because it's delivery focused work that's not tied to a specific client. So when I'm time tracking things like that, if I don't want to tie to Dunder Mifflin, I can put it into this client management list. So that is how folders and lists would work. And lists are going to be where the tasks actually live. So my retainer XYZ for Dunder Mifflin, that's my list within this folder. The work is actually going to live in there within parent tasks and subtasks. So the way that those are structured, I'll take you over here and we'll see our parent task, as we have here, is going to be our podcast episode. And then a parent task can also have subtasks where it's going to be the action steps that I need to take to complete this specific podcast episode. So this is our Zen Palette methodology in a way of breaking out parent tasks and subtasks. This could also be a milestone within a project that allows me to just further categorize my work. This is what I need to do to complete the specific podcast episode. And then within these, you also have checklists that can be somewhat reminders of things I need to do when I complete this specific task. So that's the structure, that's the hierarchy. Again we have your workspace, your business, your spaces, sections of the business folders and lists. These could be departments or client folders within your spaces. And then parent tasks and subtasks where the work is actually going to take place. And these are what I'm going to close and complete as I complete my tasks. And the reason that this is so important is because now I need to understand that with views, I can create a view at any level in the hierarchy. So as you see here, I'm at the delivery space, I have views there. If I go to everything, which is kind of like your workspace, I have views here. If I go to a specific folder, I'm going to have views here as well. And then a list is also going to have its views. And the way that those views work is if I create a view at the workspace, I can now see all the tasks and information that lives within my workspace. If I create a view at the space, I can now see all the work that lives within the folders and lists within that space. If I create a view at the folder level, I'll now see all the tasks that are associated underneath that folder. And then if I create a view at the list, I'm only going to See the tasks that are associated with that list. I'm not going to see these tasks over here. I'm only going to see these tasks here because these don't live in this list. So ClickUp Views can be very powerful. Just make sure you design your hierarchy correct so that you can create views very well within that hierarchy that make most sense to see the information of the tasks that you need to see. Okay, so now that we understand the hierarchy and how views work within the hierarchy, now we need to understand all the different components of views specifically. So if I go back over here, there's a few specific pieces that we need to think about, and the first one is going to be the columns or what actually shows up within a view. So if I come back here to look at this, you'll see within this view, I have different columns that are showing up within this view. So if I come here, I can go to a different view, and I'm going to have different columns that show up. So we need to make sure when we create a view, we're showing the columns that need to be seen. And this is where it's important to have some standardization, because there's a lot of different columns that you can show. These can be the native ClickUp fields, these can be custom fields, and a lot of different options that you have. So if you have way too many, you're going to have a nice long list of fields or columns that go all the way over to the right. So you want to make sure they're standardization so the team comes to a specific view and knows what they're going to look at. As you can see, in these, I have the ability to hide these columns just like that. If I don't want to see those specific things, I can also come here and add a column. So let's say I want to add those due dates back. I can click on that and you'll see it shows up. I also have the ability to, if I want to make this larger, if I want to make it smaller. So a lot of different ways that you can adjust the columns within your view that you have. In addition, if you want to sort by a specific column within this list, you can do that. So if I want to sort by due dates, maybe I want to sort by assignees, time estimates, whatever it may be, I have the option to sort information that way. So there's a lot that you can do with columns. And just remember, have some standardization there so that your team knows what they're looking at. In addition, when you start to utilize custom fields, you'll build them into these views. And if the custom field is applied to a task, it might not show the custom field within this view. And some people think data is gone, but it's not, just means that you're not seeing that specific field in this view. So next up, I want to talk about the field filters. And this is super important, the filters that are in views. Because filters are a big reason why users come into ClickUp and they get nervous because they're looking at a view and they're like, oh, wait, a task has disappeared. I'm not seeing it. Where'd it go? Did it get deleted? Is it in the trash? I'm very confused. Oftentimes it's the filters that you have applied to a view. So if I go back to my view here, you'll notice that I have the option to filter filter tasks. And I can filter tasks by specific status, due date, dependencies, locations, start dates, a lot of different options. We like to sort or filter these by specific custom fields, which I'll go into an example in a second. But you have a lot of different options to filter tasks out based off of a unique identifier. So always take note of that. That's oftentimes why people think that a task has disappeared. It's because the filters are built into that view. And if a task no longer meets a specific filter, then it might not be shown in that view. Doesn't mean a task is gone, just means you can't see it in that specific view. So those are filters. In addition, we have ways that we can group tasks. So if I go back here, you'll see right now it's being grouped by assignee. So I can group by nothing. I can group by statuses, priorities, tags, due dates, and custom fields. I can also, as you see here, I can make it ascending or descending. So a lot of different options that you have within groupings and in views, it can get very confusing. There's just a lot of features to go through. In addition, the last thing to take note of is the settings that you have within a view. And so you have your columns, you have your filters, things you group by. You can also do me mode and assignees. It's another way to kind of filter tasks down. But in addition, if you go to the far right here, you'll see this gear, and if I click on that, there's a lot of different options now for me to choose from. So I want to take these step by step. So I have My view options, I can come here. You'll see task locations and subtask parent names. That just allows me to put some breadcrumbs on these specific tasks. So especially when you start to create views that are out of space or the everything slash workspace level, these task locations just give me breadcrumbs to know where this task is actually living. So you'll see if I turn that on, that's showing me the list that it's built into. And if I click on that, that'll take me right to the list again. If it's just in the list, it doesn't mean as much. If I were to go to a space level to see where it's living, that can be very helpful. In addition, subtask parent names, as you'll see I turn this on, that's going to add the subtask parent name to this specific task. Now that might be a little bit too much. I can turn those on or off. You also have the ability to if you want to see closed tasks or closed subtasks. Otherwise I keep those turned off. If the closed work. If you just want to create a view to just see that closed work instead of the to do work, you can do that, but that would just make the view a little bit too much. We also have tasks and multiple lists, subtasks, multiple lists, empty statuses or wrap text back here. Subtasks. This allows me to either if I want the view to be a little bit cleaner, I can collapse. Also, I'm just seeing the parent task and I have the option to expand the subtasks if I want to. I can also choose to expand all the subtasks so it automatically shows the subtasks shown. And then if I want the subtasks to be brought out of separate tasks, I can do that as well. Few other things to note that are very important is auto save. If you want to adjust something and not have to go and save it every time, you can click on autosave, Protect View and Private View. Protect View is a way for me to. If I create a view that I like and I don't want the team to edit it, I can protect it that way. Make it a little bit harder for them to come in and start hiding these columns or adjusting things within this view. It just helps standardize the views that people are seeing. That way you can can lock it up from people being able to edit it. Private views. Essentially what this is meaning is that I can come onto ClickUp and create a view that's Private for me to just see. Or you're going to make a view public automatically, which essentially is saying, anyone in my ClickUp workspace when I create a view can see that view. So if I don't make it private, just take note of that. Any edit, any adjustment you make to that view, everyone else in your ClickUp workspace is going to see that that's not private to just you unless you make it a private view. So that's something to take note of. A lot of teams might have a ton of private views, and people can also turn the views private for them, even if you created it. So just make sure there's documentation and standardization there for, for your team. The last thing is going to be default for everyone. If I turn that on. Essentially, anytime someone comes to the Retainer XYZ list, they're going to go right to that specific list or that view. So instead of seeing all these other views, they're going to just go right to that view. So that's going to be the view that's going to be the home view, per se, for the specific list, and you'll see that by the little home that's shown there. In addition, default to me mode. I wouldn't necessarily turn this on unless you're only trying to see the tasks that are assigned to you. But if you're not, you want to make sure that is turned off. So that's all the settings within views. Again, as you note, there's a lot of different features and adjustments that you can make within views. If you do like a view, all the settings, you're also able to turn that into a template. So if I want to take this view that I like in this list and put it into another list and have a templatized view with again the columns and all the settings with the filters and what I just showed over there with those settings, I have that ability. Just like I would save a task or a list template and ClickUp. If I come to the Template center, you'll go here, save as a template, you name it, and then you're going to deploy that elsewhere whenever you want that view to be deployed. So a lot of different options within views. Again, it can be very confusing, but I want to take you through a specific example to show you how this works so that you can visualize it and how you're actually going to create some views. So let's go over here to a quick diagram to show this off. So let's say as I get my workspace all built out and my hierarchy is ready to go. And I have my growth space, I have my operation space. And let's say this is my delivery space over here, just like we have shown over here in the left hand side. Let's say I am an account manager and I just want to see tasks associated with my specific customers that I'm managing. So I'm in charge of Dunder Mifflin and Zenpilot but not Trader Joe's, Giant Eagle or any of these others. And I want to be able to create a view that just shows me tasks not necessarily assigned to me but the team is working on. And I want to see tasks that are associated with me being the account manager. So as we noted in our hierarchy, I can't create a view at the folder allows me to use a filter at a space level view so that I'm only seeing these specific tasks. So what I'm going to do is I'm going to walk through the scenario so that you could see how it's done. So what I'm going to do first is I need to make sure, as I mentioned, you need to have that unique identifier, that custom field that allows me to use that as a filter at the space level view. So let's say I have all my tasks in Dunn, Mifflin and Zenpilot and what I want to do is I want to come here, select all these tasks and, and I want to use this custom field we'll do. Account manager is Steve. So again that's going to add a unique identifier on that task. I can use that for dashboards and reporting purposes and I can also use it to create views. Next up, I want to do the same process for Zenpilot. I'm going to come here, we'll do the same thing, select all these tasks, use our Multi select toolbar that we have up here. Account manager is Steve as well. And there we go. We've now applied this to all of these tasks. And remember, as you'll note, I can hide this column and as you apply those custom fields you might think, oh, that custom field is no longer applied to these tasks. That's not true. If you go look into a task, you can see all the custom fields applied to it. As you'll see here, Steve is applied. And then in addition, if I go, I can also show that field again if I just want to verify that that way. So next what we want to do is we want to go to our delivery space where we're actually going to create A view so I can see tasks from here and here, but not here, here and all the way down to Walmart. So I'll go to Delivery and what I'm going to do is we'll see. We again have all our views at the top. I'm going to go to this plus button and if I come here, I want to create a list view for Steve, who is the Account manager. What I'm going to do here is I can click Add. Remember, I can choose to make this private so only I can see this view or I make it public so that everyone else can see this view as well. I want Steve to be able to see this, so I don't want to make this private. I'm going to add, as you'll see now over here it just is named list. What I want to do is make sure that I name this because if you don't name your views anything, it can get a little out of hand and no one knows what the view is actually for. So we'll do Account Manager is Steve. Just like that, hit Enter and now we know what this view is. So next you'll see I just have this sort of basic setup here again because I build out the space. I'm seeing across all of these folders. I'm seeing Trader Joe's work, I'm seeing if I keep scrolling down Giant Eagle work, so on and so forth, all the way down to Wegman's work. But I don't want to see that. I want to create a view just for the tasks that were associated with Steve. What I'm able to do now is I can go to Filter Tasks and we'll see here we have a lot of different options. You can utilize the location and list. However, custom fields can be more useful, especially in dashboards and reporting and visibility. You can build in Automations. If you have any questions about Automations and using Automations to essentially apply custom fields right away as a task is added to a folder, get in touch with us@zenpalette.com we'd love to help you out with that. Once I build up this example, I'm going to go down to Account manager and I'm going to use my Account Manager is Steve here. You can also do is not or is set or is not set a lot of different options. But I'm going to do Account Manager is Steve and what that's going to do is, you'll see now I'm going to auto save this view is I'm going to have just the Tasks that are in Dunder Mifflin and just the tasks that are in Zenpilot. And those are all they have the Account Manager Steve custom field applied to them. That's how they're showing up here. Let's say I don't want this to be grouped by status. I just don't want to group it with anything. I can do that. And now I'm able to see these tasks the way that I want to. In addition, if I want to edit a few more things, let's say I want to build some standardization of this. I want to show the comments just to see how my team's communicating on these tasks. I want to show time estimates, I want to show time tracked and let's just for visibility purposes, show the account manager just to verify. There you go. We've created this view and now let's say I take this and I don't necessarily want this to be in a list view anymore. I want to change it up. I'm not too thrilled with this. I want to change this maybe into a table. What I'm able to do now is I can click on this view and I can go into duplicate as and if I want to create a table, if I want to do a calendar, Gantt board list, whatever it may be, this gives me the options to take the filters and all the settings that I've just adjusted and take that information and put it into another view very easily. So I can come over here and let's say I want to do this in a table. So I'll copy that and you'll see it's going to say copy of Account Manager Steve might want to rename that. And you'll see I have all the same columns, all the same filters, and the settings are all exactly what the list view was. So that gives me the ability to take that information and change it up and view it in a different way. So a lot of different power that you have within views and ClickUp. Just make sure again that there's some standardization and you take your team through what views are so that they understand it and aren't overwhelmed by the amount that you could do with views so that they don't come to a space, folder or list view and think something's lost or have no idea what they're looking at. And so just to summarize what we've gone over, I go back to our views over here. We have talked about the different types of views that we can leverage inside of ClickUp. We've talked about the locations and how it's important to build your hierarchy because you can see everything underneath that specific level in the hierarchy. So a space I can see everything in that space folder, everything in that folder list, everything in that list. Then we talked about columns and how these are built into views and that you can sort them as well within those columns. We talked about filters and how they can make it so tasks seem like they disappear, but it's just because you have a filter with that unique identifier for those tasks that's built into the view. We talked about grouping the ability to either group by due dates, by signees, things of that nature, and then also the settings that allow me to show breadcrumbs, make a view private, make it public, and a lot of different options that I have within views. Thanks for watching this video. We love having you here. If you have any questions, visit zenpilot.com or any comments, please leave them in the comment section below. And if you like this video, please subscribe. We're going to continue to deliver content so that you can become a ClickUp expert in no time, so thank you for watching. We'll see you next time. Savior.