Hi everyone!
I have a process where the first module is ClickUp, and it collects all tasks with various statuses. The issue is that the number of tasks has already exceeded 5,000 and is only going to increase (up to 50,000, 100,000, and so on). However, the ClickUp module has a limit of 3,200 operations, beyond which it stops working. This means that to gather full information on all tasks, I would need to run the automation 30-40 times or more, which isn’t practical.
Has anyone encountered this limitation before, and are there ways to work around it? Perhaps using a database or another method to gather all tasks without having to rerun the automation so many times? I’d be very grateful for any advice or ideas!
Thank you in advance!
To answer your question directly: Use something other than ClickUp if this is the volume of data you’ll regularly be dealing with. I’ve seen people use Firebase as a data repository and feed data into ClickUp on demand for user interaction. Beyond the operation limit, you’ll likely also run up against the rate limit of the ClickUp API itself.
Below are some general tips to optimize your scenario, since I don’t know enough about it to give specific advice.
- Consider changing the module: The List All Tasks module offers several options to filter the tasks it replaces; however, the List Filtered Tasks module offers more options (including the ability to filter by assignee, etc.).
- Consider changing your trigger: I’m guessing that you’re using a time-based trigger (e.g. once a day, pull all active tasks and send a summary email). Make supports instant triggers with ClickUp, so you can spread out the operations over the course of the day. It also means that if a task hasn’t been touched, it doesn’t generate a scenario run.
- Setting up a data store (the database you referred to): You can store data in data stores in much the same way as you would store a variable, with the difference that you can use it to store data to be used across multiple scenarios and multiple scenario runs. This allows you to do something like send one summary email for an entire day’s task updates. It’ll first ask you to define a data structure, which is just what your database entries will look like. Note that there are two crucial caveats with data stores: there are storage limits in Make related to your plan level, and there is no way to export the data as JSON or CSV, you’ll either have to scrape them manually from browsing the data store, or you’ll have to use operations to retrieve and output them.
Hey Victoria,
consider exporting all ClickUp tasks in a google sheet (or similar) and processing them from there. You can do the export directly from ClickUp as well, so no need to waist Make operations.
What is the end goal as well? If we know more about the entire flow maybe we can give better suited advice.
