How to use an Automation Tool (or similar) to automate workflows with other apps

How to in Zapier

1. Open Zapier and Create a New Zap: In Zapier, click the left navigation > Create Zap. Name it clearly, e.g., “New Client: Create ClickUp Project.”
2. Connect Accounts: In the Trigger app, add Google Sheets; connect a Google account. In the Action app, add ClickUp; connect your ClickUp account. Ensure both connections are authorized.
3. Configure Trigger: Google Sheets: App: Google Sheets. Trigger Event: Updated Spreadsheet Row. Choose Account, Spreadsheet: Basic CRM, Worksheet: Sheet1. Trigger Column: Client Stage.
4. Test Trigger: Run a test to fetch a live row. Verify the sample data includes Client Stage values (Lead/Client).
5. Add Filter: Client Stage: Add a Filter action. Condition: Client Stage contains client (exclude lead). This ensures the Zap only runs when a client is created.
6. Add Action: ClickUp — Create List (Template-Based): App: ClickUp. Action Event: Create List. Choose Teamspace > Test > Ads Schedule (template). Map the client name into the List name field.
7. Select and Load Template: In the Create List step, use the Template option to load a predefined task set (e.g., Ads Schedule) for new clients.
8. Name the List with Client Data: In List Name, insert the client’s name from the Google Sheets row so each client gets a distinct list.
9. Test List Creation: Run a test to confirm the template creates a ClickUp List with the right folder path and name.
10. Add Task(s) to the List: Add one or more Create Task actions. Use Custom (dynamic) fields to reference the newly created List ID. Set assignee, due date, and priority as needed.
11. Store List ID Back to Google Sheets: Add an action: Google Sheets > Update Spreadsheet Row. Map the ClickUp List ID back to the corresponding row (e.g., a dedicated column for List ID).
12. Turn Zap On: In Zapier, toggle the Zap to ON. Confirm that new client rows trigger the automation.
13. Create Second Zap for Upgrades (e.g., SEO Package): Repeat steps to create a second Zap that triggers on SEO checkbox in Sheets. Filter true, then Create Task in the existing List using the List ID from Sheets.
14. Test and Validate: Run end-to-end tests: update a row to Client, check SEO, verify tasks appear on the correct List and IDs update properly.
15. Scale and Template: Reuse the same pattern for multiple client tiers by adjusting templates and filters. Maintain a single source of truth in Google Sheets and ClickUp templates for consistency.