How is ClickUp Structured

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The ClickUp hierarchy. So this is how information is structured in ClickUp.

So first of all, you have your personal account, that's just yours, there's not much data in there. It's just your personal preferences.

Your Account joins a Workspace as we did in the last video. Now the Workspace is where all the data lives. So your company will have a Workspace.

You could also join a second Workspace with that same personal account. In general, that's uncommon, because Workspaces are mutually exclusive. So data cannot be shared between them. And you can't see data from one Workspace in another. So there are some cases where you might have a personal Workspace for your home life stuff and then your company Workspace, or where you might have multiple companies that you're involved in, which is what happens to me sometimes as a consultant. But generally, most people will just have one Workspace.

Okay, within your one Workspace, you'll have multiple Spaces. And these are kind of the big high-level separations of what happens or separations of data. So it could be each Space as a department and has all that data. Or it could be particularly the more cross-functional team, you might want everyone to be in every Space. And you might divide it up by projects or type of work or something else.

Within Spaces, you have Folders. And these are again, just another organizational level to divide the different parts of that Space.

And then within Folders, you have Lists. Lists are where tasks actually live. And that's the lowest point of the organizational hierarchy.

Within a List, you have tasks. And tasks can have subtasks. And subtasks can add their own subtask as well if you've enabled that feature.

And then both subtasks and tasks can have checklists. So subtasks are basically the same as tasks. Same thing, just kind of like in a child structure. Checklists are a bit different, they're simpler, they're just kind of items to check off, usually for remembering things or going through a series of steps.

Okay, so overall, this is the total hierarchy.. You have your user account, which joins the Workspace, which has multiple Spaces, which may have multiple Folders, although they are optional. And in the Folders are multiple Lists, which have tasks, which may have subtasks and checklists. You don't have to use all of these, Folders are optional, and of course, you don't need to create any subtasks or checklists, if you don't wish.

The next big piece of ClickUp is how you view the information. So there is a concept called views. 

Down the bottom here, we have View 1. Now View 1 is just looking at this one List.

But we also have View 2. Now View 2 might be set up in a different way. So it's seeing the same data and seeing that same List, but seeing it a different way. Maybe it's looking at different tasks within that List, or looking at different pieces of information on each task.

And we can have View 3. Now View 3 might be showing it in a different type of view. So instead of seeing tasks as a List, View 3 might be looking at how it falls on a Calendar, or on a Board view like a Kanban board or something else.

 We can have all three views at once, you don't have to pick and choose. That data stays the same and you can switch between different views as you please and create as many views as you'd like.

Now, that's all looking at one single List. You can also create a view that looks at a whole Folder. So this particular view; View 4 will see all the tasks in both of these Lists in this Folder. And again, the same thing with Space, View 5, here we're looking at a whole Space, including two Folders and four Lists. So all the tasks and all four of those Lists will  be visible in one kind of place in this view.

 And view six is the whole Workspace. You can have multiple views on the Workspace level. But in this example, you'd see literally every task in the entire Workspace, and you can set that up to how you like.

Okay, so jumping into ClickUp, here we have Space, Folder, and List. Within that List, we can see we have two tasks, task one and task two. And task one has two subtasks in it. And this first subtask is a subtask within that. So that's what it looks like in ClickUp.

And we can see our views at the top here. So this List has only one view currently. We go to Space, again one view. If we go to Everything, which shows the whole Workspace, so the Workspace level views are on this everything level, it has a List view, a Board view, and a Calendar view.

Now, there's an extra thing I want to point out to you here. And that is this shared with me option that pops up as soon as someone shares it with you. So what that means is I don't have access to wherever the item is, but I've been shared specifically with it.

So anything like that will pop up in this one kind of category. And I can click on it and see what's in here. So I can see tasks that have been shared with me individually. And also any Lists. So this list is actually called a shared List. And so it pops up as a whole here. So we have our general hierarchy here, and things that kind of sit outside the hierarchy, because we don't have access to that parent.

Okay, so the reason we have this hierarchy is we can separate up work. So perhaps there are many things that happen in our business, we kind of have different places for each thing. And that way, it's really clear if I want to say just one type of task, I can go into that particular List and I can see just that. 

It keeps things simpler for people to understand and quicker for people to get to because they're well organized. But if I want to see them all together, I still can.

So let's say we have another List here. Let's be really inventive and call this List two. Now in List one, we've got tasks one and two. In List 2, let's make task A and task B.

Now I want to see task one, two, and task A and B together. If I click on one of these Lists or the other, I can only see one or the other. But because I can go to that higher level and see a view that contains all of them, all I have to do is click on the Folder, and I can see not only task one and two but also task A and B.

That would happen if I had multiple folders. I can do that at the Space level. If I had multiple Spaces, I can do that at the everything level. In fact, you can see it here. So I've got tasks one, two, A, B, and also my shared list, and also my shared tasks. All together in one single view.

Alright, and that is the structure and hierarchy of ClickUp.