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k.KOLEEN
CORMERO / RCE

PHILIPPINES / REMOTE

KOLEEN CORMERO / PORTFOLIO 2026

CASE STUDY / BUILT & TESTED IN A SANDBOX

One opportunity.
A linked task.
Less repeat entry.

I connected HighLevel opportunities to ClickUp tasks so the team can enter an estimating request once, create its task after approval, and track progress on the correct project.

Flooring portfolio ↗
Automation portfolio ↗
WORKFLOW / LOGIC IN VIEW ↗
Approved opportunityReady for Take-offTask link saved?
YES → Keep linked taskNO → Create & link
CREATE TASKS · SAVE LINKS · SYNC PROGRESS

THE WORKING PROBLEM

Reduce repeated entry.
Keep each project connected.

Recording an estimating request in GHL and then recreating it in ClickUp means repeated manual input, task setup, and link copying. Progress also has to be checked and transferred between the two systems. When one customer has multiple projects, matching by contact alone can select the wrong request.

MY CONTRIBUTION

I configured the estimating pipeline, the Ready for Take-off trigger, the existing-task check, and ClickUp task creation. The workflow saves the returned task ID and link on the originating opportunity. A second workflow uses that ID to update the right opportunity when the task status changes.

  • Match the stored ClickUp Task ID
  • Compare incoming and remembered statuses
  • Allow genuine revisions to earlier stages

01 / PIPELINE SETUP & OPPORTUNITY-TO-TASK CREATION

From an approved opportunity.
To a linked ClickUp ticket.

I configured an Estimating Tickets pipeline and a workflow for opportunities that reach Ready for Take-off. Approval stays with the team; the workflow handles the repeated handover into ClickUp.

Use the pipeline stage

An opportunity enters Ready for Take-off. The workflow checks the saved ClickUp Task URL before choosing the creation path.

Create the linked task

If the URL is empty, create the ClickUp take-off task from the opportunity context. An existing link skips task creation.

Save the identifiers

Write the returned task ID and URL back to that GHL opportunity. Later updates use the stored task ID to find the correct ticket.

THE PRACTICAL CHANGE / LESS REPEATED MANUAL INPUT

Enter the request once.
Reduce the repeated handover.

Task setup

Before: recreate the estimating request in ClickUp after recording it in GHL.

After: the approved opportunity triggers task creation, reducing repeated setup and entry.

Record linking

Before: copy the task link back to the CRM and keep track of which project it belongs to.

After: the workflow saves the task ID and URL on the originating opportunity.

Progress tracking

Before: check ClickUp and manually update the corresponding CRM stage.

After: mapped status changes update the matched opportunity, while unchanged-status events are skipped.

The sandbox build demonstrates fewer manual handover steps and less repeated entry. It also keeps separate projects from the same customer linked to their own tasks. 

TRY THE HANDOVER / FICTIONAL OPPORTUNITIES

Move the opportunity.
Inspect the task-creation path.

Try an unapproved request, approve a new project, or repeat an already-linked opportunity. Compare two projects from the same builder.

OPPORTUNITY → CLICKUP FICTIONAL RECORDS / NO CONNECTED ACCOUNTS

Approve once.
Carry the context forward.

The pipeline is already configured. Select an opportunity and simulate a stage event to see when the task-creation path runs.

Re-run the approved opportunity to test the existing-link check. The second project from the same builder stays separate.

    This browser simulation illustrates the saved workflow logic. Task identifiers and URLs are fictional. It does not create live opportunities or tasks.

    THE ACTUAL BUILD / TASK CREATION & LINK STORAGE

    The trigger, the check,
    and the saved task link.

    Saved and published sandbox workflow: opportunity reaches Ready for Take-off in the Estimating Tickets pipeline, checks whether ClickUp Task URL is empty, creates the task, then stores its ID and URL on the opportunity.
    Actual saved sandbox build: pipeline-stage trigger, existing-link check, ClickUp task creation, and task ID/URL mapping back to the opportunity. Open the screenshot to inspect the configuration.

    02 / STATUS UPDATES BACK TO GHL

    01

    Receive the task update

    Receive a ClickUp task update containing its task ID and current status.

    02

    Match & compare

    Find the ticket by task ID and compare the new status with the remembered one.

    03

    Update or skip

    Apply a mapped transition, or leave the stage unchanged when no status change occurred.

    TRY THE LOGIC / FICTIONAL TICKETS

    Change the work.
    Follow the right record.

    Try a status change, description edit, revision, or unknown task ID. The walkthrough simulates the decision rules without connecting to live accounts.

    STATUS SYNC / INTERACTIVE WALKTHROUGHSIMULATED · NO CONNECTED ACCOUNTS
    TEST THE RULES
    Change the work.
    Follow the right record.

    The saved task ID selects the ticket; the status comparison decides whether its stage should move.

    GHL / ESTIMATING TICKETS2 separate records
    Ready. Send a sample event to inspect the decision.
      6 MAPPED STATUSES
      Take-offUnder ReviewReady to be sentSentOn HoldWon

      THE ACTUAL BUILD

      Six mappings.
      One matched ticket.

      Actual published sandbox GHL workflow: find the linked ticket by ClickUp task ID, compare the remembered status, then route to one of six mapped stages.
      GHL sandbox build: match the task ID, compare the status, and update the corresponding project. Open the screenshot to view the six branches.

      TESTED BEHAVIOUR

      Check status changes
      and common exceptions.

      • Six statuses mapped in the sandbox
      • Revisions between Take-off and Under Review tested
      • Description edits leave the stage unchanged
      • Updates keep unrelated projects unchanged

      PROJECT SCOPE

      Built and tested in a sandbox. The workflow creates and links an estimating task, then updates the matched GHL opportunity from mapped ClickUp status changes. The team enters and approves the original request.

      The saved task-link check avoids recreating an already-linked task during the normal workflow. This project covers task creation and status updates; it does not synchronise every field between the two systems.

      LET’S MAKE THE NEXT STEP CLEAR

      Have a role
      in mind?

      Tell me about your team, the work involved, and where I can contribute.

      cormerokoleen25@gmail.com

      Book a meeting with Koleen
      LinkedIn ↗

      Based in the Philippines. Experience supporting Australian and U.S. teams remotely.