ClickUp Grader Book a Call
ClickUp Weekly · Ep 29

ClickUp Artifacts: Client Portal Demo + 3 Pro Tips

Key Takeaways

  • Find Artifacts in the AI area of your sidebar. Start from scratch or a template. Because an Artifact sits on top of your ClickUp data, it can show that data and act on it.
  • Live Artifacts stay up to date with the data underneath them. Before, an Artifact was a snapshot that went out of date by the end of the week.
  • You can add an Artifact to a client's Folder as a view and pin it, move it to the sidebar or attach it to a task. Each person only sees the tasks they have permission to see.
  • The first time a client clicks Approve, the task moves from client review to complete. Gray would design the Artifact to send it to an Approved status, or to kick off the next step of your workflow, instead.
  • Approve and Request changes both ask for permission the first time. Walk each client through their first approval and have them click Always allow.
  • Client reporting covers four things: what we did, the results, what we learned and what we're doing next. The first two are easy to automate. What we learned is your team's judgment, so don't just let it be what ClickUp Brain thinks. If Brain can interpret the results better than your team, you're not scoped tightly enough.
  • A public link shows the portal's status, but not finished or upcoming work, and nobody can comment or approve without signing in. Invite clients as guests.
  • Gray still prefers the Workload view for capacity: it's more consistent and answers more questions. A capacity Artifact tends to grow into a copy of it.

Episode Summary

Live Artifacts now stay up to date with your ClickUp data, so in episode 29 Gray puts them to work on something agencies ask about all the time: a client portal. He adds one for a demo client as a view on their Folder, shows what the client sees and can do from it, and shares three pro tips for getting clients to use it. Then he opens the portal from a public link without signing in to show where it falls short today.

Along the way, Gray walks through the four quadrants of client reporting and why "what we learned" is where your team earns its keep. He compares a Team Capacity Artifact with the Workload view, then covers custom fields on people, Agent Orchestration for Super Agents and what's coming next.

What We'll Cover

Gray starts in the Artifacts screen, which you’ll find in the AI area of your left sidebar. An Artifact is a way to take whatever ClickUp data you want and show it however you like: anything you could build on the front end, like a web page or an interactive quiz tool, can live natively in ClickUp. The reason to build it here instead of somewhere else is that it sits on top of your ClickUp data and can act on it. When we showed Artifacts on episode 25, the catch was that they didn’t stay up to date: a client health radar built today would be out of date by the end of the week. Live Artifacts fix that, and they keep versions of what you had before.

The obvious use is a client portal. Gray adds one for a demo client, Fresh Market, as a view on the client’s Folder: overall status, what’s waiting on the client, what finished lately and what’s coming up. Each person only sees the tasks they have permission to see. Then come the three pro tips. The first time a client clicks Approve, the task moves from client review to complete, so design the Artifact to send it to an Approved status or to kick off the next step instead. Both Approve and Request changes ask for permission the first time, so walk each client through their first approval and have them click Always allow. And because a client on a public link who isn’t signed in can’t see finished or upcoming work, comment or approve, invite your clients as guests.

In between, Gray steps back to the four quadrants of client reporting: what we did, the results, what we learned and what we’re doing next. The first two are easy to automate. The third is where your team earns its keep, because it’s your judgment about what the results mean. Use Brain to help find patterns, but if it can interpret the results better than your team can, that’s a sign you aren’t scoped tightly enough.

He also shows a Client Review Queue and a Team Capacity Artifact built from simple prompts. For capacity, Gray still prefers the Workload view: it’s more consistent and answers more of the questions that come up, and a capacity Artifact tends to grow into a copy of it (we covered capacity planning on episode 27). Before you build on Artifacts, know that if the person who created one becomes a guest, its live data stops updating, and for now Artifacts only read ClickUp data, though MCP connections are on the way. The episode wraps with custom fields on people (Teams, then All People, then Customize people fields below the Invite button), Agent Orchestration, which lets you choose which Super Agents can trigger each other from each agent’s settings, and a quick look at what’s coming, including time tracking controls and Art Kits.

Ready to optimize your ClickUp?

Book a free 30-minute call with the team that has worked with 3,100+ clients.

Book a Call