ClickUp Client Naming Requirements
Overview
For the Make.com client name tagging automation to function correctly, three fields must share an identical name for each client. Any mismatch between these fields will cause the automation to fail to tag tasks with the correct client name.
This requirement was surfaced and formalized during the [1] ClickUp migration planning session with VCPH.
The Three-Field Consistency Rule
When adding or updating a client, the following three values must match exactly (same spelling, capitalization, and spacing):
| # | Field | Location |
|---|---|---|
| 1 | Task Name | Client Tracker (the task representing the client) |
| 2 | Client Name (dropdown custom field) | Client Tracker task → Client Name CF |
| 3 | Folder Name | Client Delivery space |
How the Automation Uses These Fields
When a task is created inside a client's folder in Client Delivery, the Make.com automation looks up the Client Tracker Task Name to find the matching client record, then reads the Client Name dropdown value and applies it as a tag to the new task. If the folder name, task name, or dropdown value differ, the lookup fails and the task goes untagged.
Adding a New Client (Correct Procedure)
- Create a new task in the Client Tracker list. Set the task name to the client's canonical name (e.g.,
Wisconsin Masonic Foundation). - On that same task, set the Client Name custom field (dropdown) to the matching value. If the value does not exist in the dropdown yet, add it — using the exact same string as the task name.
- Submit the Client Intake Form. The Make.com automation will create a folder in Client Delivery using the same name.
Do not create the Client Delivery folder manually before running the intake form, as manual naming may introduce subtle mismatches.
Maintaining Consistency for Existing Clients
- Periodically audit the Client Tracker to confirm task names and dropdown values align.
- If a client folder in Client Delivery was renamed for any reason, update the Client Tracker task name and dropdown to match.
- Duplicate client entries (e.g., two records for the same client with slightly different names) must be merged, not deleted. Deleting a client from the tracker removes it from the dropdown and blanks out the
Client Namefield on all historical tasks. See [2] for safe offboarding.
Known issue (as of 2026-04): A duplicate entry for "Tracty Building Systems" was identified during the migration. Action item assigned to Pepper Garcia to merge the records.
Dropdown Limit
The Client Name dropdown custom field supports a maximum of 500 options. As of the migration session, the tracker held 78 clients. Sunset clients should not be deleted from the dropdown (to preserve historical task data); instead, move them to the bottom of the list or mark their tracker task as "Sunset." Plan to re-evaluate the approach if the list approaches 500 entries.
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