Update a Task in ClickUp When a Task is Completed in Motion.io with Zapier

If your team utilizes Motion.io for the client-facing aspects of projects and ClickUp for internal project management, Motion.io's Zapier integration allows you to automatically create and update ClickUp tasks when a separate task is updated in Motion.io. 

This guide will explain how to create a Zap that automatically updates a task in ClickUp when a corresponding task is completed in Motion.io. 

Setup Instructions

The instructions and screenshots below show an example of a Zap that automatically marks a task in ClickUp complete when a corresponding task is completed in Motion.io. 

However, you can create similar versions of this same Zap to:

• Send information from Motion.io form submissions to ClickUp
• Send helpdesk tickets submitted in Motion.io to ClickUp
• Create a new task in ClickUp when a task in Motion.io is completed

Before You Begin:

For this Zap to function correctly, you must use custom fields in ClickUp to ensure Zapier can find the correct task. Add a custom field titled "Motion.io Task Name" to the ClickUp task you want to create an automation for and enter the Motion.io task name as the value. 

Step 1: Add a trigger event

When creating a Zap, you must always add a "Trigger" as the first step. To specify your trigger event, click the "Trigger" box and search for the tool you can use.

The example Zap shown below is triggered when a task status is updated in Motion.io.

Step 2: Create a filter action

After configuring your trigger, add a step to your Zap and select Zapier's built-in "Filter" action. Because the trigger in Step 1 will fire when any task is completed in Motion.io, adding this filter step will ensure subsequent actions in the Zap will happen only when a task with a specific name is updated. 

The filter example above is configured so that the Zap will only continue to the next step (updating the task in ClickUp) if the task completed in Motion.io contains the words "New Client Agreement."

Step 3: Add an action to "Find Task by Custom Fields" in ClickUp

After configuring the filter, add a ClickUp action to "Find Task by Custom Fields." This action will enable the Zap to find the task you want to update in ClickUp. 

Map the fields for the "Find Task" action in the Zap as follows:

• Folder Name: Uses the Motion.io client or project name from the trigger to find the corresponding project in Clickup.
• Motion.io Task Name: Map the Motion.io task name from the trigger event to the corresponding custom field that will appear towards the bottom of the "Find Task" ClickUp action. Note: This field will only appear after you've added the custom field to the ClickUp task for which you want to create automation. See the instructions at the beginning of this guide if you still need to do this. 

Step 4: Add an Action to "Update Task" in ClickUp

Add a final step that uses ClickUp's "Update Task" action, and map the task ID from the previous "Find Task" step to the "Task" field in your "Update Task in ClickUp" action.

From here, specify the information you want to update the task with. In this example, the "Update Task" action will mark the ClickUp task the Zap found in the previous step as "Completed."