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1. Connect ClickUp

Connections → Connect Workspace. Sign in with ClickUp, or paste a personal API token (ClickUp → your avatar → Settings → Apps). Either way, you then pick which workspace the connection reads — DataFlows on that connection see only that workspace.

2. Build A DataFlow

Start from a template or from scratch. Source picks the data and what one row is; Shape picks columns, aliases, formats, filters, and combined context; Deliver picks CSV, Excel, or Push To ClickUp; Schedule makes it recurring. The live preview runs the same pipeline your file will.

3. Understand The Output

Source fields keep their ClickUp meaning; output aliases rename only the file's columns. Duration columns can carry different representations (decimal hours, HH:MM) in separate columns. Multi-value fields (assignees, tags) can join into one cell, keep the first value, or become one row per value — the builder warns when a choice multiplies rows.

4. Runs And Downloads

Run Now queues the export; watch stages live in Run History and download the file when it is ready. Statuses: Queued → Running → Success (or Partial when a delivery failed, Failed with the reason, Retrying for temporary problems). Files expire under your plan's retention.

5. Getting The Most Data Out Of Your Workspace

DataFlow sees exactly what the connected ClickUp account sees — no more. If a Space, List, or custom field is invisible to that account, it is missing from your export, and the export will not warn you that something you never had access to is absent. Almost every "rows are missing" question comes down to this.

Connect With An Account That Can See Everything You Need

Use an Owner or Admin account when you want workspace-wide exports. Members see only the Spaces they have been added to, and Guests see less again — a Guest-based connection produces a quietly incomplete file. If you connect as a Member on purpose, that is a legitimate way to scope an export, just make it a decision rather than a surprise.

Prefer A Dedicated Service Account

Rather than connecting your own login, create a ClickUp user that exists to run integrations — something like automation@yourcompany.com — give it Owner or Admin, and connect that. It is worth the extra seat:

• Exports survive people leaving. When a personal account is deactivated its tokens die with it, and every schedule built on that connection starts failing.
• Access is reviewable. One account, one obvious purpose, easy to audit and easy to revoke.
• Nobody's personal token is doing production work, and rotating it does not interrupt a person's day.

Bear in mind ClickUp charges per seat, and a Guest seat cannot fill this role.

Personal API Token Or OAuth?

Both are supported and both are stored encrypted.

• Sign in with ClickUp (OAuth) — fastest, nothing to copy, and you approve the workspace during sign-in. Best for getting started.
• Personal API token — better for a service account, because it does not depend on anyone's browser session. In ClickUp: avatar → Settings → Apps → API Token, then paste it into DataFlow. We show only the last four characters afterwards so you can tell connections apart.

Whichever you choose, you must select the workspace after connecting. A token can reach several workspaces, and DataFlow will not guess which one you meant.

Settings Worth Checking Before You Build

• Private Spaces. A Space marked private is invisible even to some Admins until the owner shares it. This is the most common cause of an empty scope.
• Time tracking permissions. Reading other people's time entries requires the right plan and role. When ClickUp refuses for individual members, the run still completes and the notes say how many members were skipped and why — the file is short, not wrong.
• Custom fields. These are per-List. A field only appears in the picker for Lists that actually define it, which is why the picker groups Custom Fields separately and shows how many Lists each one comes from.
• Archived items are excluded by default; add a filter if you need them.
• Guests cannot be used for workspace-wide exports at all.

Keeping It Working

• Rotate the service account's token on your own schedule — DataFlow lets you paste a new one into an existing connection without rebuilding the DataFlows that use it.
• If someone removes the service account from a Space, exports silently narrow. Re-run Refresh Catalog after workspace reorganisations and check the scope still matches.
• Large workspaces take time on the first catalog read. DataFlow deliberately paces its requests below ClickUp's published rate limit so your workspace stays responsive for everyone else; a first read of several hundred Lists is minutes, not seconds.

Common Questions

Is DataFlow for me? · What formats are supported? · What do plans include?

Stuck? Tell us what happened — a person answers.

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