--- title: Task Creation Protocol — Client Folder Workflow type: article created: '2026-02-05' updated: '2026-02-05' source_docs: - raw/2026-02-05-sprint-planning-meeting-120101956.md tags: - project-management - clickup - process - sprint-planning - workflow layer: 2 client_source: null industry_context: null transferable: true --- # Task Creation Protocol — Client Folder Workflow ## Overview All new tasks must be created directly inside the appropriate **client folder** in ClickUp — not from the sprint view. This discipline enables long-term planning and ensures tasks automatically surface in the correct sprint based on their due dates, rather than requiring manual sprint assignment. This protocol was formally adopted during the [[wiki/meetings/2026-02-05-sprint-planning|2026-02-05 Sprint Planning Meeting]] as part of the broader [[wiki/knowledge/project-management/clickup-migration|ClickUp migration and restructuring effort]]. --- ## The Rule > **Always create tasks from the client folder. Never create tasks directly in the sprint view.** When a task is created inside a client folder with a due date, ClickUp's sprint automation will pull it into the correct sprint automatically when that sprint period arrives. Tasks created directly in the sprint view bypass this mechanism and break long-term planning visibility. --- ## Why This Matters ### Long-Term Planning If you know a deliverable is due in six weeks, you can create the task today inside the client folder with the appropriate due date. You don't need to remember to add it to a future sprint — it will appear automatically when the time comes. > *"We should know our blog calendars out for a few months, so we could probably build those tasks out in the backlog or in here. And then they just get pulled at that sprint."* > — Melissa Cusumano, Sprint Planning 2026-02-05 ### Sprint Hygiene The sprint view is a **working view**, not a task creation surface. Adding tasks directly to the sprint conflates planning with execution and makes it harder to distinguish between tasks that were deliberately scheduled versus tasks that were reactively dumped into the current period. ### Client Context Tasks created inside client folders inherit the correct client context automatically. Tasks created in the sprint view risk being orphaned or misattributed — as happened with the "AHS - Edit Raw Video Footage" task that was found incorrectly nested under the Avon Gardening client folder during the 2026-02-05 sprint review. --- ## Step-by-Step: Creating a Task 1. **Navigate to the client folder** in ClickUp (e.g., `Clients > Bluepoint > Projects`). 2. **Switch to List or Board view** — the "Add Task" button is only available in these views, not in card/gallery views. 3. **Click "Add Task"** and fill in all required fields: - Task name - Assignee(s) - **Start date** *(required — see note below)* - **Due date** - Time estimate - Priority - Relevant tags (e.g., `#social`, `#SEO`, `#content`) 4. **Select the correct list** within the client folder (e.g., `Projects` for active work, `Account Management` for strategy/OKR tasks). 5. The task will automatically appear in the sprint that corresponds to its due date window. > **Important — Start Dates:** Always set a start date, not just a due date. If a task is due on the Monday after a sprint ends, team members need the preceding sprint period to work on it. Without a start date, the automation may not pull the task into the sprint early enough. --- ## Client Folder Structure Reference Each client folder uses a standardized four-list structure. Create tasks in the appropriate list: | List | Purpose | Example Tasks | |---|---|---| | **Account Management** | Strategy, OKRs, reporting, client service tasks | Quarterly strategy review, OKR tracking | | **Projects** | All active production tasks | Blog posts, social content, web builds | | **Historical** | Completed tasks (moved here to keep Projects clean) | Anything marked Done at sprint close | | **Resources** | Reference links — not actionable tasks | Brand guide link, logo folder, ad budget doc | See [[wiki/knowledge/project-management/clickup-folder-structure|ClickUp Client Folder Structure]] for full details on this schema. --- ## Tags Use tags to categorize tasks by service type within the `Projects` list. Tags enable time-tracking reports and workload analysis by service line. Avoid creating new tags ad hoc — use the approved tag library. Common tags: - `#social` - `#SEO` - `#content` - `#paid` / `#PPC` - `#email` - `#design` - `#web` The tag library is being cleaned up as part of the ClickUp migration. If you believe a tag is missing, flag it to Melissa or Isalia rather than creating a new one. --- ## Common Mistakes to Avoid | Mistake | Why It's a Problem | |---|---| | Creating a task in the sprint view | Task won't persist to future sprints; breaks long-term planning | | Skipping the start date | Task may not pull into the sprint early enough for the assignee to act | | Creating a task under the wrong client | Pollutes client history; causes confusion in sprint reviews (see Avon Gardening/AHS incident) | | Creating a task without a due date | Task will never auto-pull into any sprint | | Skipping time estimates | Workload view becomes unreliable; capacity planning breaks down | --- ## Relationship to Sprint Workflow This protocol does **not** change how team members work day-to-day. Most team members will continue to work primarily from the sprint view or their personal dashboards. The distinction is only about **where tasks are created**, not where they are worked. - **Working on tasks:** Sprint view or personal dashboard ✓ - **Creating new tasks:** Client folder only ✓ - **Viewing upcoming work:** Sprint view ✓ - **Long-range planning:** Client folder `Projects` list ✓ --- ## Related - [[wiki/knowledge/project-management/clickup-folder-structure|ClickUp Client Folder Structure]] - [[wiki/knowledge/project-management/clickup-migration|ClickUp Migration — Status & Strategy]] - [[wiki/knowledge/project-management/design-team-task-visibility|Design Team Task Visibility Protocol]] - [[wiki/meetings/2026-02-05-sprint-planning|Sprint Planning Meeting — 2026-02-05]]