Welcome back to ClickUp Weekly. Today we're going to be talking about Google Drive and ClickUp and how to make those two systems talk to each other and work well together. We'll talk too about some of the limitations of what's available in ClickUp and the new features that they just released. This is why this is top of mind for me. We're going to look at ClickUp's recent release notes and talk about what they've enabled now in terms of native integration. But we'll also talk about where there's situations where you'll still want to go outside of it. And anytime I'm thinking about Google Drive and ClickUp working together brings me back to 2020. Working with a big agency who had a pretty sophisticated process for a new client coming on board and a Google Drive folder they needed to create it and these docs and intake forms and stuff created in Google that would then automatically get sent out to clients. And I'm just looking at it and I'm like, man, this would be... So we built a really cool solution. It did two things. It decreased the time spent on it. They did spend three hours setting it up before it wound up being set up in, you know, a minute, by the time that we were done. So we were able to save a lot of time. And it was a high volume agency, relatively low retainers. Like an average client was paying fifteen hundred dollars a month, but very high volume. So dozens of clients coming in each quarter. And then the other thing that it increased was just the speed that they got to clients. And when you increase the speed of how quickly, how tightly you can condense down the time window of when somebody signs up and how quickly they get stuff that they can actually get to work on and intake, you get much better responses as a result. And it's a great first impression for clients as well. So it was a big win and it would have been much easier to build with the tools that we have available to us today. All right, before we dive in, welcome to ClickUp Weekly. This is the go-to show for ClickUp nerds, anyone who wants to stay on top of what is happening in the ClickUp ecosystem. So if you're not yet subscribed to the channel on YouTube, go ahead and subscribe. And if you go to zenpilot.com/clickup-weekly, you can also get email updates directly from me as well. This show, ClickUp Weekly, is my fault. It is not endorsed or sponsored by ClickUp, which gives us the ability to be unfiltered and honest about what's possible in the platform and where there are limitations. But just keep in mind this is not coming from the mouth of ClickUp. This is coming from the ZenPilot perspective and my own personal perspective. All right, enough preamble. Let's dive in here to episode 14 and we are going to start by looking at these new changelog notes. So we've got 4.03 is the latest version of release notes as I'm recording this and the very first thing they're gonna call out is Google Drive automations. But we'll also talk through updated capacity and I'm gonna skip over this teammate onboarding one. If you have any questions let me know. That one's a really self explanatory update so I'm not gonna repeat stuff that they've already done a good job explaining. But if you watch this video I'm always looking for, hey, where's the gap? Where is their, hey, here's what they put out. Well there's stuff that people might not be understanding or taking away from that in terms of the impact. So I want to dig into ClickUp and I just want to show you exactly what the Google Drive thing means. Now if you go, we are in a client folder here so obviously you may want to set this up at a different level but we're just going to go build an automation just so you can see what it looks like. Google Drive is now available as both a trigger and an action. Obviously it wouldn't make sense to use both at the same time. But you'd either use a trigger, which is the minority of use cases when we're talking with clients today. That's not always what they want but if you did, you'd go here and you know we've got this new trigger off of either a file created or a folder created. One thing that's not available here and pay attention to this is I can't say hey, a new row added to a sheet. That's not a trigger. So a common example of that is hey, we're selling products, they all get pushed into, you know, this Google Drive or Google Sheet, and in one specific tab in that Google Sheet it's got, you know, here's a list of the product sales that are coming through and there's a bunch of data. And so every time a product is sold we might want to push it through or when that specific product is sold, then activate a task in ClickUp with a template. So your options here are use another service, or push that data directly to ClickUp as tasks but using custom task types to represent your orders instead. And if that is like a little bit over your head, it's probably not. You're probably like yeah, we know it but if it's a little bit over your head, leave a comment or reach out and I can, you know we can help you walk through how that should be done and how that should be done best. Okay, I think this is probably pretty self explanatory. The example would be hey, in this one specific folder we'll create a new file every time a new customer comes in. Or sometimes for meetings. Hey, Google Drive is automatically creating these meeting notes. For some reason you're not using ClickUp's notetaker or using them in conjunction. And we want some set of tasks created. There's a bunch of use cases that could be pretty common there. Okay, I'm going to leave this as a task created and the most likely scenario is you actually don't want tasks, or subtasks. You just want tasks and you're taking like hey, a new client comes on board, a new project gets initiated and so there's a task created and you're probably going to use filters here. You're going to say when the record type is this or when the status of that deal in our ClickUp CRM turns to this then I want to do something specific. So obviously example would be a deal in our ClickUp CRM goes from solution presented to closed won. Well now we've got to go create some stuff in Google and so that's where the actions come in. So let's jump into Google Drive here and similar here so we can create a folder or a document. So if we want to go create a folder, you know we connect our account, we put in what we want and the important things that are not yet here. And I totally get like hey, we need a V1, we need to be able to say we've got this feature but what's not here yet is you can't copy another folder that's already existing so you're starting from scratch. So there are times here where not you don't want an empty folder. That is great. It saves you 10 seconds to go into Google Drive and go set it up. But it doesn't save you that much time. I could see a document, but right now it's only creating a document. You can put file content in there, but you couldn't go edit a document that gets created. Does that make sense? So I think this file content and having the ability to pull your variables from the specific location that you're looking at, plus write, you know, regular text here too. This is actually like a pretty good feature. Be even better if we could copy, you know, something that we already have and insert variables. This is a pretty strong, strong start. So if you are consistently creating a specific type of doc, you can go do that here through Drive. Now most commonly in the example that I gave earlier, I want to create a folder. We already have a template for how that should get done or we have a version of it that would explain exactly, you know, it's showing. Hey, I want client brief, I want an intake doc that they're going to fill out. I want, you know, this SEO audit thing. I want this content plan. I want, I've got a handful of different sheets or docs that should be in there. I've got a kickoff deck, so I've got some slides as well. That's gonna be way more useful to you than kind of going one by one and creating it here. And so in those situations you're going to want to use a third party tool, probably make.com, or something along those lines to go in and create those automations for you. And if you need help mapping out, hey, how could we do this better for our projects or new clients that are coming in and kicking off? We can help you both on what should the process be like, what are the best of the best teams do in terms of what do they have templated and what are they creating. And the easier part is the technical part of actually setting that up. So we can help you in both of those areas. And if you're interested in help, you can reach out to us through the website. Zenpilot.com/call is our call booking page. And I don't mean that like this is not a, obviously there's an element of sales pitch. Hey, if we can help you then get in touch. Let us help you. But I just know that it's much easier sometimes to see like what's an example of what great teams do. Okay, now we can customize off of that. That's way easier than starting with the blank page or going in here and saying from a blank document, how am I going to go create this content? There's an easier, better way there. Okay, so that's what's available. Great update from ClickUp. It's just scratching the surface like there's a lot more to do there. And I'm curious to see if they continue building on that and give you more of the features or if they say, hey, this solves the need for a lot of teams who needed a basic automation. And if somebody wants more, they're going to use a third party tool anyways. We'll see where that one goes. Okay, so that is ClickUp and Google Drive. I wanted to mention. And we'll go back to these slides here. These workload improvements. The second grouping layer. Let's click into the actual release notes here and it'll give you an idea here of what this looks like. Go pull this up in the workspace too. I don't have it preset up, but where you've got the common workload view. Actually I've got one already set up somewhere here. Common workload. This is filtered down for just mine, but I'm able to see mine now. Imagine that I'm on a team, but there's 50 other people in this workspace. We take this out of me mode and we've got a ton of people looking at this. Let's pull up. Actually it should be over here. These release notes. We'll go back to this. Well now you can see we could have this grouped by team and so see. Hey, what's the marketing team's availability or workload? So so we could look at that and then we could expand with that next level of grouping to see by assignee. And you may not always want to do that by team. You might want to see it by project or by department, which is super helpful. So this multi level grouping in workload view is something that has been requested for quite a while and is super helpful to have. Okay, that is a major improvement. GPT 5.4 is now the default for super agents. So we've got a model update. So if you did nothing else to your agents over the past two weeks, your agents got smarter by default just from the upgrade. And we'll continue to see that. And that's not a ClickUp specific thing every tool is going to benefit from the whole ecosystem and environment getting better. But it's a big benefit to us as ClickUp users as well. And then super agent cost tracking. Let's go back to the release notes again and pop those open. This one's actually pretty helpful to be able to see. Here we go. Tracking super agent costs from the profile. As you're running all these agents, there are real costs associated with them. And it should be that way. They're incredibly powerful. What you can build as super agents is so cool. But you should be able to see the cost and usage info from the profile. So how you get to see that, you're now able to see it directly from the profile of the agent itself. And that is super helpful. I've had this question pop up twice actually, which I thought was really interesting. It's never even crossed my mind. But hey, if I'm building a super agent as I'm building it and tweaking it, is that consuming credits to get it running? And so I appreciate that ClickUp has the call out here and if you look at the usage as you're going, you'll see it. It doesn't, but it doesn't currently consume credits. All this stuff I feel like I throw in currently probably too frequently. But I just realized hey, all this stuff's going to change relative quickly. Okay, I want to switch from what did ClickUp release to what do we want? And there's two things that are very, very closely related to. I'd love to see a separate window for chat. This is not like a major killer for me, this one. I don't, I don't mind too much, but almost having like, you know, a side panel for chat at times would be super helpful. And so this one I just want to call out because a lot of folks have requested, hey, how do I have, I still want the benefit. Like the big benefit of ClickUp Chat is all your conversations and all your projects and your tasks and your work are all living in the same place. So when we're searching for something we run automations together. We want context to be pulled. It's all there in the same place. But the one benefit that teams who are using Slack and ClickUp have is I've got this big wide monitor over here. It's really easy to have one up side by side. So I find myself doing that now. I've got a browser tab open and I've got the desktop open, and I'm jumping back and forth and that is tied into this second request, which is how can I use ClickUp while I'm in a sync up? And if you're not familiar with sync ups, you know, on any one of, well, let's just chat with somebody here, let's find Alex and we'll chat with him. So if I wanted to chat with Alex and I'm having this conversation directly with him, and I'm calling him on a sync up, when that pops up on our screen, I can minimize it, or I can have it expanded. But if I minimize it, I'm kind of gone and out of it. And if I've got it expanded, it takes up my whole window. And so what I'd like to have with this is the opportunity to have it kind of minimized. I think Slack huddles. I think, I don't think this is crazy to probably go implement. But there's still a preview of the call. I can still quickly mute my mic or share my screen or do actions like that. Well, it's minimized, but I can still navigate around and work in the app. And if you're truly building everything in ClickUp, would be a big improvement for those who are using SyncUp. I know that most people are not yet using sync ups, but it's going to increase in adoption and so having a solution for this is important and ultimately will get built. Okay, so those are my two items on the wish list. If you want to get notified about updates to things like this, all you need to do, go to the show notes or you can search the help center if you'd rather. But you can see this one. Brendan's been merging in. You know, other folks who have requests. All you need to do is just be signed in and then upvote and you'll get updates. Anytime there's, you know, the status gets changed or there are comments from the ClickUp team directly about that. Okay, up in the wild. I just wanted to call this out to give everybody. This is not going to be super helpful for you, so I will spend maybe 30 seconds on it. Dynamic variables inside automation actions. I think we may have talked about this before. This is something that we really excited to see built in ClickUp. At some point in time there's already so many things that you can do, but inside automation actions specifically, can we use dynamic variables? Well, Zach did a great job with this survey. And the only reason I wanted to highlight this is to say, here's the survey results. Let me try and make this as big as I possibly can here. And which is still not very big. So I'll click and maybe our editing software will zoom in on this. There we go. We got a little bit bigger. Okay. We shipped dynamic people fields, state fields, formulas. What variables do you still need most? And so 75 people went through and responded to this. And here are the answers. And what stuck out to me is 55% is the highest percentage of people saying the same thing. And that was for relationship custom fields, then dropdowns, which totally makes sense to me. Labels and, you know, if we scrolled all the way to the bottom of this, I'm good. I'm not really sure why someone took the survey if they're good. But things like a phone custom field, or track time, didn't pop up that frequently. But for things that are generally on here, like, we're seeing a gap between 20% and 55%. All that to say, as you're requesting features from ClickUp and you're thinking, this is crazy that they don't have it yet. Why don't they have it? It's because of survey results like this that we should have a little bit of humility as we're looking at it and say, how did 75 people answer this? And the high. The thing that they could all agree on was only just slightly more than half of people responding to it, saying that it's crazy. Right? Reminder of how big the world is and how varied our needs can be. Does that make sense? I won't spend any more time on it. Trivia time. Let's have some fun here. Last week's trivia. ClickUp's headquarters is located in which US city, San Francisco, San Diego, it's the same kind of day. Austin or Miami? And drumroll please. The answer is. That's right, San Diego. This one. I told you this was a 1 out of 10. Let's go to this week's trivia time, and the question is very simple. In what year was ClickUp founded? Is it A, 2015, B, 2016, C, 2017, or D, 2018? Last week's trivia was one out of ten difficulty. This, if you don't look it up, this is probably, like, a relatively hard one. Some of you will remember this, some of you won't. And there's a whole awesome story which we'll pull in folks from ClickUp and we'll tell that story at some point about the ClickUp founding. Okay, we'll answer that question next week. Make sure you leave a comment, drop it in there and be part of the show. Also, if you want to be involved, if you've got a great story of ClickUp, we'll be doing more interviews and bringing on guests. So email show@zenpilot.com if you want to be involved. And if you'd like to subscribe to first class operations, go to zenpilot.com/newsletter and you can sign up there. And again, go to zenpilot.com/clickup-weekly to get updates from me about the show, new episodes coming out, content I'm considering putting together, content ideas, guest ideas, all that kind of stuff. Go ahead and subscribe there. All right, thanks so much for spending some time with me here on YouTube today, and we'll see you next week.