Set Task Sharing/Permission (Privacy) via Automation
considering
R
Ryan Naziri
I'd like to be able to set the Sharing and Permissions on a task via automation. Currently this option does not exist.
A simple use case would be:
Upon creation of a task, set Sharing and Permission to the task creator and the ClickUp Team responsible for the list/the list owner.
In general it seems like the Sharing and Permission on Tasks (aka private tasks) is an underserved feature. I'm guessing it's maybe not the most popular feature per usage, but then personally, I wasn't aware of its existence, and an automation tie-in feels like it could make this more usable.
Log In
Taylor Hill
Zach - The issue that we run into is that each employees' board is private (only shared with them and their manager). We would like to be able to share/reassign tasks automatically from one person to another when someone is going to be OOO or needs backup.
Suggested Flow:
- Each task has a "backup" via the People custom field.
- Each task has a "backup needed" or "OOO" custom field check box.
- If the OOO check box is clicked, we want the task to automatically be shared with the person mentioned in the "backup" custom field, and reassigned to them (so it shows up in their "Assigned to Me" or "Home" sections).
Zach
marked this post as
considering
Hey everyone,
We are exploring designs for a "Share Task" Automation Action and wanted to get your eyes on it.
We know a major pain point mentioned here is managing Private Lists (like internal Help Desks or HR queues). Currently, when a user submits a Form to a private list, they can't see their own task afterward unless an admin manually shares it.
The proposed solution: We are looking at adding a Share Task action that supports Dynamic Variables. This means you could set up an automation flow like this:
- Trigger: Task Created
- Action: Share Task (Permission: View Only) with {Task Creator}
This would automatically "invite" the person who submitted the form (or created the task) to that specific task, without you needing to make the whole List public.
Question for you:
Does the ability to dynamically share with the Task Creator solve your main "Help Desk" friction points?
Are there specific permission levels (View vs Comment vs Edit) you need this to handle?
Let us know what you think!
Daniel Urbano
Zach Hi Zach! There are other situations where this happens, and the task does not necessarily needs to be shared with the creator only.
Sometimes, people want to assign someone to a task from a list that private, but because they are not in the list, it needs to be shared first and then you are able to share the task.
Would it be possible to add here the option to execute the automation (share task) with that trigger (trying to assign a workspace user with no access to the list)?
For our customers, this happens in situations where a Team (lets say "Planning") work with their annual Plan and need to share tasks with different Departments (Sales, Procurement, Marketing, etc...) to configure and approve budgets and other plans.
Matías Albacetti
Zach hi! As you describe it, it'd be a huge improvement. It'd solve the main help-desk workflow limitation
A
Andrew Degner
Zach, It is great to hear that this is finally getting some attention, as it is a very essential feature. We certainly need Comment permission options, if not edit options as well. We use this not only as a basic ticketing system, but as a true collaborative task location to discuss and collaborate on the solution. The submitter needs to be able to update aspects of the submitted information and chat back and forth with us in the comments.
R
Ruud
Zach Sharing could have same logic as adding assignees, including task creator, people custom field, triggered by etc.
It would also be OK if you have an automation to adjust assignees or watchers and add a checkmark 'Share task with assignee/watcher' or something along those lines.
In the proposed setup, please take into account you could set it up in one automation, share and assign.
G
Greg Akselrod
Zach Amazing! We would need to be able to pick View vs Comment vs Edit. But we recently got hit with surprise "overages" because a "free view-only limited member" got edit access to one ticket, and that bumped them over to "paid limited member", so you need to consider ways to prevent every person at our company from "accidentally" getting billed to us as overages.
IMO, free limited members should be able to view AND comment on any ticket they have access to. That's the only way this help desk scenario actually works. Giving people view-only access doesn't solve the problem much at all, which is why we're using ClearFeed.ai to enable the requestor to see and add comments from Slack.
Non-registered users: since forms don't require the user to sign in (and the enterprise-only feature of making all forms authenticated doesn't work for us because we're not on Enterprise), the requester is often un-authenticated. So, we need the ability to invite them by email address (which we collect as a form field). If the email address matches a registered ClickUp user, the automation should figure that out and invite them.
Task approval chain: We often need to assign the task to a manager to mark it "manager approved" before the helpdesk owner triages and works on it. We can't have all the managers at the company have access to the list, so we need to also share the task with their manager or their department head. (This might require us to create one rule per potential reviewer, so it might be better done in Zapier... but then we need the ability to share tasks via API).
Happy to jump on a call to discuss this further if that would be helpful. I used to PM permissions and sharing for Microsoft OneNote so have thought deeply about this space, and this functionality is my current company's #1 biggest discontent with ClickUp.
Thank you for working on this!!
R
Ruud
But, to be on positive side, this would be awesome feature, also allowing to explore some limited ticketing system options. But for that I suppose I would also like to include:
- Public sharing (e.g. a person can follow the task)
- Mail threads (instead of only replying with the response, include the history)
And possibly others, but I think this is a step in the right direction to use it for this case.
Craig Marshall-Nicholls
Zach I would love this sort of feature, it would solve a particular pain point for me. But my use case is almost in reverse: a senior leader can assign a task to anyone from a general purpose list, and the task is then shared only with the creator and the assignee(s) - no-one else has access. Can the Share Task action include the option to make the task private to achieve this?
Zach
Regarding: "Sharing could have same logic as adding assignees, including task creator, people custom field, triggered by etc."
We will have the following options to select from for dynamic users!
Franziska Tryzna
Hi Zach,
Adding automated sharing functionality would significantly benefit numerous use cases. In our particular scenario, task creators are typically not registered ClickUp users—they simply provide their email addresses for future contact. It would be tremendously helpful if the automated sharing capability could be extended to work with ClickUp's public link sharing options that are currently available for manually sharing tasks or views.
Thank you for considering this feature enhancement.
Abdullah Selmi
Zach
This is good but also can't we do that any new task created in this list (even if manualy) to be private?
E
Eliyahu Kalfa
Zach This is what would work: Allow to auto-add permissions at the various levels to the creator ( or any other user), and an option to notify the user with a link to the task (without a notification the task can be hard to find, but in some cases that would be irrelevant)
Wim Delfs
Zach Very interesting! We currently use Make.com to achieve this, so having it natively in ClickUp would be great.
One important thing: we also need the ability to automatically share tasks with guests, not just paid users. Many of our task creators are external, so guest access is essential.
Rodrigo Carballo
Zach Our organization has encountered use cases where we need to share certain tasks with external parties. Currently, we handle this manually. If the form included a field for an email address and the automation could use that email to share the task, it would greatly streamline our process.
R
Richard Cunningham
Zach We would want to share the task via automation to custom fields where we have a customer email recorded. A lot of our "tickets" come from a third party software as the creator, so not really useful to share it with that. As we process the ticket, the customers information is added to custom fields. So when that custom field changes from anything to anything, we want it to share the task with the email in a custom field.
Rakesh Rathore
Zach There should be a option of the public link automatically the public link is created so we can share the public link in the auto email which goes at the time of the creation of the task.
senerio - When customer submit a form we asked email in the form and then task is created then the automatic email is goes to customer with the form details, Now its very usefull we can send the task public link in the email so customer can track the ticket progress here only with the custom fields, Customer can comment in the task but not able to change any information.
What your thoughts on this guys please drop here
Zach
Merged in a post:
Automation Sharing & Permissions
Leonard Febrianto
Hello,
I just encountered about sharing & permissions in task. I think it would be beneficial if Clickup added a feature in automations to add / remove sharing.
Please consider about this. Thank you.
Tobias Liebl
This feature would be really helpful for us too. We want to create a form where our developers can request new equipment without others seeing it.
S
Sunayana Vallabhaneni
During ClickUp implementation, we were told that ClickUp can be used a helpdesk system so we started using ClickUp as a Help Desk system across various functional areas in our organization. However, when a user submits a form, a task is created, but the user does not automatically receive access to it. This requires our Help Desk technicians to manually grant access, which can lead to delays. Without access, users cannot view their submitted tickets or provide feedback, often resulting in duplicate ticket submissions and inefficiencies.
Additionally, technicians sometimes forget to grant access before updating tasks, which means users are unaware of any requests for additional information or feedback. This lack of visibility negatively impacts our Help Desk KPI metrics.
We cannot make the list public since users don't have to view all the ticket information. We request that ClickUp automatically grant user access to tasks created through form submissions to enhance visibility and streamline our processes.
Franziska Tryzna
Automation of permission management presents several advantages that can enhance efficiency and minimize errors.
Automating permission management significantly reduces administrative overhead. Currently, multiple manual steps need to be taken, which can be time-consuming, especially when tasks are frequently reassigned or restructured. Automating these processes streamlines workflows, allowing team members to focus on more valuable tasks.
Manual processes are prone to mistakes, which can have serious implications in permission management. Automation minimizes human errors, ensuring that the system accurately and consistently assigns and updates the correct permissions. This leads to safer handling of sensitive information.
An automated solution ensures that permissions are assigned according to predefined rules, so new users or teams receive the correct access rights without manual verification. This consistency improves audit trails and trust in permission structures.
Conclusion
Implementing this automation feature would not only improve efficiency and security aspects but also enable employees to work more effectively.
G
Greg Akselrod
ClickUp claims to be able to replace service desk systems, but it cannot! If our HR team or legal team wants to let people submit tickets to their department, and the submitter should only be able to see their own submissions, there's no way to share just the new task with the submitter. You have to share all tasks in the list
or
manually share the task with the submitter. You can, however, add the submitter as a watcher, but they don't receive any notifications until you manually share the task with them! Please add this capability!!!C
Chris Mahannah
+1, very frustrating
Matías Albacetti
+1, we offer customers to implement their ticket model in ClickUp but without this functionality it's impossible to do it right.
Zach
Merged in a post:
Trigger to set permissions
Lisa Nguyen
It would be amazing to see that the action that takes place can change the permissions settings of that task. For example, if a task is created with a certain custom field, I would want the ability to make that task private/change custom permissions settings.
Zach
Merged in a post:
Grant User Permissions via Automations
Emily Austin
Hello,
We would like the ability to grant user permissions via Automations. We would like to ability to grant permissions at the Space, Folder, List, or Task level.
One of our current use cases is related to Forms. When a user submits a Form, we want to be able to automatically grant them access to the task that is created from that form submission. Right now, that task is created in a Private list and we have to manually add the requestor on each ticket.
S
Sunayana Vallabhaneni
We currently use ClickUp as a Help Desk Ticketing system across various areas of our organization. To maintain privacy, we mark the list as private. However, when a task is created via form submission, we want the requester to automatically gain access to the task in the private list. Currently, the Help Desk manager must manually grant access to the requester after the task is created.
We have a requester dashboard shared with everyone, allowing users to track the tickets they submitted. Without access to the task, users cannot view their submitted tickets, leading to confusion and duplicate submissions. Additionally, if technicians forget to grant access and begin modifying the task attributes or adding follow-up comments, the requester remains unaware until access is granted. This oversight results in delays in meeting our KPIs, hampers effective user engagement, and causes user dissatisfaction with the ticketing system.
When we implemented ClickUp, we were informed that it could be used as a Help Desk. Additionally, there were plans to add more features to support this workflow. If we do not have an option to automatically grant users access to the task they created via form, this might lead us to search for a different application.
Load More
→