6 Ways to Create SOPs & Template Tasks | Advanced ClickUp Tutorial

[@LaylaPomper]

This one's a bit of an advanced video...but I'm curious. How do YOU create SOPs in ClickUp?

[@holysol]

What the heck is 'SOP'? Standard operating procedure? System OPerator? Stunted Ordinary Penguin? Sword OverPower? Skidding on peas? Short Overload Process? Shiny Orange Pokemon? Sharing Ordained Preachers? Square Ordered Pi? Starlit Orrery Proper? KZbin recommended this video to me, but I'm not fond of unexplained jargon.

[@LaylaPomper]

Phew! I'm impressed by these variations! 😄 Apologies for any unexplained jargon. Like you guessed, SOP stands for standard operating procedures. They're instructions, basically! In ClickUp, SOPs often take the form of templates or Docs. What I'm showing in each step of the video *is* demonstrating an SOP though - as the video suggests - they can come in many forms.

[@holysol]

@@LaylaPomper Thank you for your response. While I'm still not sure if this video is useful to me, I respect your willingness to explain things. Good luck in your endeavors!

[@ricardobrandao_]

Who else thinks this is a golden nugget and deserves a new "good quality" 1080p remake?

[@LaylaPomper]

If this comment gets at least 10 "votes" via replies, I'll put it on our short list! :) This is probably one of my most-referenced videos for new teams, so I'd be happy to update it (and expand it with some updates now that Backlinks and Relationships are a thing!)

[@theexcellady6082]

Definitely.

[@danielcampos151]

YES!

[@senseibas8199]

@@LaylaPomper we have 14 votes now :-P

[@hiphopteaching1492]

@@LaylaPomper yes!

[@angieburns5856]

Wow! I love that there are multiple ways to do something - everyone processes information differently, so I love that I have options!

[@LaylaPomper]

Exactly!!

[@ZedShah]

Am new to Clickup and have been racking my brains trying to figure out how to create detailed SOP's involving Images, GIF, etc with no luck as tbh i'm a little overwhelmed with the platform. This video has saved me so much stress searching for a solution and am a new fan of your videos, thank you SO much!

[@LaylaPomper]

I was reading this comment and as I was reading I was thinking, "Uh oh, if they're feeling overwhelmed I hope this video wasn't expressing too many options...!" Glad to click "Read More" and see that it ended up working out for you! :) So glad to hear it!!

[@janicemchiang]

I have tried Method #3 Task with Description and Method #5 Task with Public ClickUp Doc Currently in the process of deciding which way is better. Thank you for creating this video. You opened up more possibilities for me on how I can create better SOP for my team.

[@LaylaPomper]

Hey Janice! Thanks for sharing. Will you loop back with an update once you have a decision? I'd love to hear what pros and cons came up for you when deciding between them. I'm certain I didn't cover all of them in this video! :)

[@garyschasteen9440]

Thank you so much! I created a ClickUP implementing each! I can see the benefit with each, and believe the Editable Doc SOP will solve some issues we were having! Thank you so much!

[@LaylaPomper]

So glad it helped!!

[@janitashelton]

thank you !

[@rfonagy]

Thank you for the awesome video. You have a great way to teach.

[@LaylaPomper]

Thanks Richard! I appreciate you saying that! I know this one gets a little bit in the weeds! 😅

[@christianmagill3829]

For method 5 you could embed the public doc into the description. to stop from needing two windows / tabs

[@LaylaPomper]

Yes! Great point!

[@JavierOropeza08]

love your stuff, but the video is a bit hard to see, grainy, even at 1080. I think you need to find a way to screen record locally while also doing your stream, so you get the the optimized quality for the stream, but then a true 1080p version for youtube.

[@LaylaPomper]

Javier Oropeza thanks for this!! I’m actually playing with a new setup today...definitely not my area of expertise! Ha! I think I should have a fix...I’ll be trying with this Wednesday’s live! ☺️

[@andredei8492]

at 09:25 I suggest numbering as 10 20 30 40 Why? Because if you forgot anything in between the steps you don't have to start from scratch with your numbering, and you could add easily 11, and it would pop up right after 10.

[@LaylaPomper]

That’s brilliant! Thanks for sharing! 🙌

[@JonathanBaillieStrong]

At 7:03 you finish describing 2 different ways of creating templates but you don't discuss the pros & cons of each - is there another video where you cover this? Great video by the way!

[@LaylaPomper]

Hey Jonathan! I believe I've talked about that in a past video (right now I'm struggling to remember if it's in the paid ClickingUp Community or if it's here on KZbin! I'll look around!) The long and short of it is: ClickUp's built in "template library" (the one you see when you Load from template) is terrible. It doesn't keep track of changes, date updated, or any other details people like to know when it comes to saving templates. Major cons. However, these templates are able to be used in automations and when you're creating a ClickUp task. Major pros! For teams who want more data around their actual template tasks, they usually just Duplicate an existing task (which they call a "Template Task" even though it's technically just a task!) to get the benefits of copying without the headaches of ClickUp's template features in their current form. 😅

[@JonathanBaillieStrong]

Layla at ProcessDriven thanks for the thorough answer - that makes a lot of sense!

[@mibellanote]

Hi! You may have an updated video for my question, but I am making a template with a table view and I want to keep the name and numbers of the columns but when I use the template and have to change the numbers of the columns it changes it in the original as well. Is there a way to stop that?

[@LaylaPomper]

Hey! Just getting caught up with comments🙈 If the applied template is affecting the original template, it sounds like it may be a ClickUp bug! I would suggest reaching out at [e-mail]!

[@sonicloud3149]

Another question, can a form feed its answers onto a template that then create a task with subtasks pulled from the form?

[@LaylaPomper]

Only if you’re creative with automations. Example here: kzbin.info/www/bejne/fKO0m6NomJ18rbM

[@Pavelbrov]

Hi Layla, just started watching and noticed the English subtitles are not from this video or shifted a lot

[@LaylaPomper]

👀 I'll look into it! Thanks!

[@wayneh150]

Could you use ai to upscale or refresh the video, its very hard to see the screen. Great videos.

[@LaylaPomper]

Noted!

[@littlemte]

Hey Layla! Can you make custom fields that only apply to that 'task'. My template adds all my custom fields to every new task created in that list once I try to apply it to one task.

[@LaylaPomper]

Unfortunately the columns of Custom Fields are added at the List level and higher. You can choose to add VALUES to just one Task by leaving other tasks blank...but you can't create a Custom Field on just one Task. I'd suggest either breaking up into more lists OR adding what would be Custom Fields directly into the Task Description (just typing) instead.

[@CurtisAST]

It seems like templating is inching towards something ideal. Right now I simply create a template space with template folders and tasks in it, whenever I want to edit/update that I do it there and then save it to update an internal template in Clickup. I wish we could edit fully templates in their own space instead of a makeshift template space; and most importantly be able to migrate that to all the other pages created from templates.

[@LaylaPomper]

Hey Curtis! Agreed -- since the publishing of this video they've continued to make small steps forward, but it's still not ideal. The request for an "editor mode" for templates (or, better yet, version control) has been request a BUNCH in a variety of settings. I can only hope if we're loud enough we'll see some more inches soon! :)

[@EleonoreWall]

Hi Layla, how can I see an overview of all Processes/SOPs we have createt at one glance? We would need it for: a) see, which ones are well designed and which ones still need to be; b) process map of entire organization c) onboarding: "get familiar with these processes" d) sometimes you just don't know which keyword somebody may have used when saving a template/SOP, so an entry from a visual business logic such as marketing => autmation => LinkedIHelper ... may be really neccessary... How can we create as tructured, visual overview of all available Templaes/SOPs?

[@LaylaPomper]

If you’re using Doc-based SOPs, often people color code or use page icons to help sort the SOP status. For training, they mention (@@@) relevant pages as part of the on boarding tasks. If you’re using task-based SOPs, typically you create a live “instance” of the template in a “Templates” Space or Folder and use that to monitor versioning, updates, and for mentioning (@@). Does that help? ☺️

[@EleonoreWall]

​@@LaylaPomper ...wrote you again in your facebook group... I mean: I have about thousand of small SOPs +several hundred template-tasks, which are then linked to their parent-topics and those then go into HR/Marketing/Finances etc. How Do I keep them organized and visual? For tasks ClickUp has a clear visual organization into spaces => folders => lists => tasks => subtasks. This serves as a navigation. A user always knows, where they are. For SOPs: they are all in 1 vew. Yes, you can link them. But how do I ORGANIZE them? For template tasks. Same. I can link them. But how do I see a full, structured/organized overview of all my SOPs and template-tasks?

[@EleonoreWall]

@@LaylaPomper colors are good, if I have a few. And people can remember what's there from their memory. Or when I do delegation in person. And I know from the top of my head where to find what. But let's assume, someone else would have to even decide, what to use for onboarding - without my help. They would need to know, where to find what. Things need to be in a structure. The structure is clearly there for tasks. I can not find, how to cleanly structure thosands SOPs & template-tasks...

[@LaylaPomper]

The amount of SOP organisation you're looking for isn't yet available without workarounds in ClickUp. As an example of a workaround, I'd create 1 "Task" per template (whether that's a Doc, saved Template, or the Public Template URL, and use that for tracking/sorting/and updating. This would go in a "Processes" list and act like a table of contents/overview. Short of workarounds, you could either (a) store your processes in a tool with a better architecture or (b) look out for when the library feature is released. You can upvote this feature on ClickUp's canny here: clickup.canny.io/feature-requests/p/template-center...or the Doc Folder system here: clickup.canny.io/feature-requests/p/folders-for-docs

[@EleonoreWall]

@@LaylaPomper will test that, thank you. Did you ever do a video on this?

[@sonicloud3149]

I have made a form. When it is filled out it creates a task. Then in automations I have made an automation that creates subtasks. These subtasks are created when custom drop downs are chosen and the subtasks named by that custom dropdown....perfect.....BUT....my form has 5 dropdowns and in some cases only the first dropdown may be used. If this is the case, the automation still produces 5 subtasks. The first one named correctly and the other four (which weren’t selected on the form) are nameless. I only want subtasks made for the custom files selected, not all five custom dropdowns. Needing help Layla please

[@LaylaPomper]

Make sure the automations only triggers if there’s a value in the custom field. This would mean adding a condition to the Trigger of the automations.

[@empireprotege]

Please screen record with OBS Studio to get the highest quality of video locally, while also live streaming.

[@LaylaPomper]

Hey Empire! Thanks for the tip. More recent tutorials are being recorded locally in OBS. ☺

[@othername2428]

I have the quality setting on 1080p but your screen is still kinda blurry.

[@LaylaPomper]

Thanks for letting me know! I’m afraid many of the live streams weren’t recorded locally. Hope the substance still came through for ya!

[@othername2428]

@@LaylaPomper it was ok, picked up some tips, and of course greatly appreciated, but it was basically like watching blind, only the audio. Hopefully you'll be able to re-record this one again in hidef at some point in the near future? Love the channel btw, very useful content nonetheless! Cheers

[@rfonagy]

I noticed you had a formatting ribbon on your task main writing area. How do you get that. Under my task i only have the slash option formatting.

[@LaylaPomper]

I'm using the "Pin" feature on the text editing bar that pins the options at the top of the section. 🙂 Just look for the pushpin icon in the bar! (More info: docs.clickup.com/en/articles/1666717-rich-text-editing-possibilities)

[@meghanharris9695]

@@LaylaPomper I would love some more feed back as to how to do this.

[@LaylaPomper]

Want to work with me to get your SOPs updated (or created for the first time)? Join me for a live workshop on September 21, 2023. 🔗 Here's where you can learn more: processdriven.co/services/sop