How to create a new subtask under a specific task in a specific folder that hasn't been created yet in ClickUp

Hi ​@Justin Coats 

For the fields, use the [...] button to switch to ‘Custom’ mode, then map the ID of the field object from a previous Zap step using the [+] button to make the value dynamic.

Thanks Troy! I appreciate your quick response!

Do you know what I can do if I don’t have the task ID of the field object from the previous zap step? It only shows the ID for the team, space and Folder. If I click in the [+] button, it only gives me options from the google calendar, which is not what I’m looking for

​@Justin Coats 

Fields marked as required expect a valid value.

You would need to add more Zap steps to find the field values to populate from ClickUp.

Hey ​@Justin Coats, just checking in—how did you get on with Troy’s suggestion? Did adding a search action to find the necessary details from ClickUp do the trick? 

Let us know if you still need any help, want to make sure you’re all set! 🙂

Hi Sam,

I appreciate you reaching out!  I’m still figuring out how to add multiple steps if I only need one more to create this zap. Not sure how to add the searching action.

Thanks for getting back to me ​@Justin Coats!

To add a search action you’d want to click on the plus (+) icon in between the Google Calendar trigger and ClickUp action:

Next you’d select the ClickUp app and select the search action you want from the list of those available actions. For example:

That said, does the task you’re wanting to get the ID for need to be created once the event ends? If so, perhaps you could use a Create Task action or Create Subtask action to create the task which would supply the task ID that you could then select in the Update Custom Field Value action to update the custom field on the task that was just created. 

You mentioned about folders not existing yet. Is there another Zap that creates the folders and does that same Zap create the Google Calendar event? If so, then you could potentially store the folder ID on the Google event so that the Zap that triggers when the event ends is able to dynamically select the folder by taking the ID of the folder that’s stored in the events details. Do you think that could that be a viable option?

Looking forward to hearing from you!

Hi Sam,

Thank you so much for your guidance and for providing more instructions.

I’m following your instructions by getting the Folder ID out from the zap that creates a folder in ClickUp:

But now, when I put this Folder ID in the zap where I want to create a task after a meeting ends and then update the custom field, it says that it can’t find that Folder ID:

 

All I want is to be able to send a follow up email through ClickUp after a meeting ends. In order for me to do this, I have to update a custom field of the task that is under the new folder that was created previously from the first zap, this will trigger the action “send email” in the automation in ClickUp.

Hi ​@Justin Coats,

Suppose your Zap fails to use a Folder ID from a previously created ClickUp folder to create a task and update a custom field. In that case, it may be due to an incorrect Folder ID, a timing issue where the folder isn't created before the Zap runs, or a permissions problem. Ensure the Folder ID is correct, add a delay if needed, and verify ClickUp permissions. If the issue persists, providing more details about your Zaps can help troubleshoot further.

I hope this helps. If you have any further questions or need more assistance, please don't hesitate to ask.

Hi Jammer,

Once a new folder is created, I need the custom field to be updated in that new folder in ClickUp. This folder will be new for each new deal. I already created the Zap for every time the new deal is moved to a specific stage. That Zap works, but The challenge I’m facing is that when I’m setting up the Zap to update the custom field of the task that is under the new folder, it only allows me to choose from existing folders — but in this case, the folder won’t exist yet at the time I’m building the Zap, since it’s only created once the new deal is moved to a specific stage.

So I’m trying to figure out what is the Folder ID that i need to put in this new zap? Is it the ID of the folder that is created in the first zap?: 

If not, then I’m not sure how to find the right Folder ID of a folder that will be created in the future as a deal comes in

Hi ​@Justin Coats,

You'll need the Folder ID to update a custom field in a newly created ClickUp folder when a deal moves to a specific stage. Since the folder doesn't exist when setting up the Zap, start with a placeholder folder. Then, modify the Zap to dynamically pull the Folder ID from the first Zap (which creates the folder) and use it in the second Zap (which updates the custom field). Ensure the first Zap runs at least once so the second can access the Folder ID.

I hope this helps. If you have any more questions or need further clarification, don't hesitate to ask.

Thanks! 

Do you know why it is not giving me the task ID even though I’m using the Folder ID from the first zap?

Hi ​@Justin Coats,

If your Zap isn't returning the expected task ID, it may be due to setup misconfigurations or data mismatches. Ensure the action that creates the task is correctly configured, verify that the Folder ID is accurate and exists, and check that data is correctly passed between Zaps. 
 

Thanks for your response! Just to clarify my setup:

There isn’t an action in my Zap that creates a task directly. Instead, I have an action that creates a folder using a template folder I set up in ClickUp. This template already includes a list and pre-built tasks.

Now, from what I understand, ClickUp doesn’t provide a folder ID natively, but Zapier does return one (probably as a placeholder or internal reference). So my question is: if Zapier gives me the folder ID after creation, why doesn’t it also give me the task ID(s) for the tasks that are automatically generated from the template?

I tested the action using a task ID that already exists in ClickUp and it worked just fine. But I can’t hardcode that same task ID into the Zap, because I need this automation to dynamically update the task that gets created inside each new folder every time the Zap runs. Does that make sense?

What I’m ultimately trying to do is find a way to dynamically reference the task(s) that get created from the template folder so I can update a custom field in them.

Any ideas or workarounds you recommend?

Hi ​@Justin Coats,

When a new folder is created in ClickUp via Zapier, the folder ID is returned, but task IDs aren't because tasks are created within ClickUp. To update a task inside the new folder, add a 'Find Task' step in your Zap using the folder ID to locate the task. Once found, you can use the task ID to update fields as needed. Ensure task names are unique or include more search parameters to avoid conflicts.

I hope this helps. If you have any other questions or run into any issues, please feel free to ask.