ClickUp Migration Issues — Sprint 10

During the Sprint 10 kickoff, the migration from the legacy "green scrum" to the new "red scrum" introduced two significant operational problems: duplicate tasks and dropped assignees. These issues were traced to incomplete ClickUp automations caused by insufficient monthly automation credits.

Background

The team migrated to a new ClickUp workspace structure ("red scrum") for Sprint 10. The migration was managed with assistance from an external ClickUp consultant (Pepper). Due to a prior credit cap of 10,000 automation runs/month, several automations did not complete, resulting in data integrity issues across the sprint board.

Issues Identified

1. Duplicate Tasks

Tasks from the previous sprint were copied into Sprint 10 without deduplication. The duplication occurred because the automation pulled tasks from the prior sprint without recognizing they were already present via the Account Management folder relationship.

Symptom: Two versions of the same task appearing in Sprint 10, often one with full comment history and one without.

2. Dropped Assignees

Assignees were silently removed from a significant number of tasks during migration. Tasks that previously had clear ownership appeared unassigned in the new sprint view.

Symptom: Tasks in Sprint 10 showing no assigned team member despite having active owners in the prior sprint.

3. Backlog Migration Blocker

Attempting to move tasks from the legacy "Company Backlog" into client-specific Account Management folders triggered an error related to a missing custom field: "accountable one." This field was not present in the destination context, blocking bulk migration.

Root Cause

Incomplete automation runs due to the ClickUp account being capped at 10,000 automation credits/month — insufficient for the full migration automation suite Pepper had designed.

Resolution Steps

Immediate (Manual)

• Delete duplicates: Compare both versions of each duplicated task. Keep the one with the full comment history; delete the other.
• Re-assign tasks: All team members should review their task lists and confirm correct ownership. Melissa is also re-assigning tasks where the owner is known (e.g., website tasks → Jeff).
• Hold on backlog migration: Tasks in the Company Backlog that trigger the "accountable one" field error should not be moved until Pepper resolves the field mapping. Melissa is following up with Pepper directly.

Automation Fix

• Mark increased the ClickUp account's monthly automation credits from 10,000 to 40,000, unblocking Pepper to complete the full automation suite.
• Team should allow 24–48 hours for automations to propagate before assuming issues are permanent.

API Backup (Post-Pepper)

• Mark connected the Make API to ClickUp on the Friday prior to this meeting.
• Once Pepper confirms automations are complete, Mark and Melissa will schedule a call to identify remaining data issues and resolve them via the API in bulk.

Interim Guidance for the Team

• If you see duplicate tasks, do not mark both done — review comment history and keep the more complete version.
• Check that tasks assigned to you are correctly attributed; re-assign if needed.
• Do not add new tasks to the legacy "Company Backlog." New backlog items should live in the client's Account Management folder within their client delivery folder.
• The Account Management view should eventually mirror the sprint board layout (assignee, status, dates). If it doesn't, this is an automation gap — not a data entry error.

Related Decisions

• Recurring tasks (e.g., "Send monthly analytics" for Didion) that surfaced unexpectedly during migration should be reviewed individually — some may be obsolete.
• Sunset clients will be manually archived by Melissa once all related tasks are confirmed complete. The "move to sunset → auto-archive" automation was scoped as an add-on and is not currently active.
• The "to-do" status in Account Management folders should be replaced with "backlog" — flagged as a follow-up item with Pepper.

Action Items

Related Articles

• ^[1]
• ^[2]