ClickUp Automation Troubleshooting

A reference for known ClickUp automation bugs, their symptoms, root causes, and workarounds. Initially documented during the Sprint 10 Scrum Space migration (March 2026).

Known Issues

1. "Done" Tasks Not Moving to Historical

Symptom: Tasks marked as "Done" remain in the active sprint list instead of automatically moving to the "Historical" list.

Root Cause: The automation responsible for this move was blocked pending an automation credit purchase. Once credits were applied, the automation was expected to resume, but behavior was not immediately confirmed.

Workaround: Manually move "Done" tasks to the "Historical" list. Melissa Cusumano took ownership of this until the automation is restored.

Status: Credits purchased as of 2026-03-23; monitor for resolution.

2. Client Name Prepended to Task Titles

Symptom: Task titles appear with a bracketed client name prefix, e.g., [Quora Stone] Project Name. This does not occur consistently across all tasks.

Root Cause: An automation is incorrectly pulling the client folder name and prepending it to the task title. The behavior appears tied to how tasks are linked to client folders in the new Scrum Space structure.

Workaround: None automated at this time. Identify and rename affected tasks manually during sprint planning cleanup.

Note: This was not an intentional configuration — the team confirmed no one manually added the brackets.

3. Duplicate Projects (Virtual Consultant User)

Symptom: Multiple copies of the same project appear in the sprint view. Duplicates are identifiable by the "virtual consultant" user listed as the creator.

Root Cause: During the weekend migration to the new red Scrum Space (Sprint 10), the migration process attributed project creation to the virtual consultant account, generating duplicate entries.

Workaround: Do not delete duplicates without testing first. Recommended approach:
1. Pick a low-risk project (e.g., Didion).
2. Delete one duplicate and verify the other remains intact.
3. Proceed with bulk cleanup only after confirming no data loss.

Sprint planning sessions should be used for systematic duplicate removal.

4. Unassigned Tasks

Symptom: Tasks in the new Scrum Space (Sprint 10) have lost their assignee. The activity log shows "virtual consultant removed task from account management" but does not explicitly log the assignee removal.

Root Cause: The migration process stripped assignees from many tasks, likely related to the virtual consultant user's role during migration.

Workaround: Account Managers (AMs) should manually reassign tasks:
1. If a task is missing from your inbox, search by client name (e.g., "Doodla").
2. Locate the task and reassign yourself.

5. "Done" Tasks Carried Over into New Sprint

Symptom: Sprint 10 includes completed ("Done") tasks that should have remained in Sprint 9 or been archived.

Root Cause: The migration pulled all tasks regardless of status.

Workaround: These can be moved back to Sprint 9 manually if needed. Priority is ensuring "Done" tasks do not continue rolling forward into future sprints. Monitor after automation credits are applied.

General Troubleshooting Approach

When something looks wrong in ClickUp after a migration or sprint rollover:

1. Check the activity log on the affected task — look for actions attributed to the virtual consultant user.
2. Verify which Scrum Space you're in — the green space (legacy) vs. the red space (Sprint 10+). Symptoms may differ between them.
3. Search by client name rather than relying on inbox/assignee filters when tasks appear missing.
4. Do not bulk-delete duplicates without a test deletion first to confirm data integrity.
5. Escalate to Melissa & Isalia — they are the primary contacts working with ClickUp consultants on structural fixes.

Resolution Ownership

Related

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