How to export your data from ClickUp before a renewal or exit
Before a renewal, price change, residency review or exit, assume that the task CSV and some view and dashboard exports are the only parts of a ClickUp workspace that leave the platform in a usable form. Docs, automations, whiteboard content and workspace configuration each need a separate step. The task CSV carries task data along with comments and links to attachments, so the attachment files themselves must be fetched separately. View and dashboard exports depend on your plan, so confirm in your workspace settings and on each view what your plan allows. Treat a complete export as a set of exports, each with its own owner and check, and record which ones you ran and when.
The parts that need separate work are the ones most likely to be lost in a move. Docs can only be exported one at a time, so a workspace with many Docs needs a list and a plan for converting them into a wiki or Plane pages. Whiteboards export as images, so confirm with ClickUp what else the export keeps. Automations, custom statuses, custom fields, spaces, folders and permission settings are workspace configuration, and none of them arrive in a task CSV. Document each one from the admin screens and decide which ones you will rebuild on the target. Plane's importers overview lists ClickUp among its importers, which helps with structure but does not replace this inventory.
The API is the route for anything the interface does not export in bulk. It applies rate limits that vary by plan, so confirm the current limits in ClickUp's API documentation and against your own plan before you script a full pull, and build in pagination and retries. Use it to pull tasks with comments, attachments, custom field values and list membership, and save every attachment file yourself, since the CSV holds only links. Keep a manifest of what was exported, with counts per list and any errors. Before the renewal date, run one test export on a single space, check it against the live workspace, and agree with your team who owns each export set. DeployOpen plans and runs this kind of export as fixed-scope work, with the scope agreed in writing first.
Which ClickUp data exports, in which format and on which plan
This table lists each ClickUp data type, how it leaves the workspace, its format, the plan it needs and the limits to confirm before planning a migration. Read it as a checklist: each row is a separate export, so none of them gives you a complete copy of the workspace in one step. Confirm plan requirements and limits in ClickUp's current help center and developer documentation before you rely on them.
| Data type | Export method and format | Plan requirement | Limits to confirm |
|---|---|---|---|
| Tasks in lists | Task CSV export with comments; attachments appear as links, CSV | Confirm for your plan in ClickUp's help center | Attachments are links, so confirm how long they remain accessible |
| Docs | Export one Doc at a time as PDF, HTML or Markdown | Confirm for your plan | No bulk export; each Doc is exported separately |
| Views and dashboards | View and dashboard exports, file format per export | Business and above | Confirm row limits and supported formats in current documentation |
| Whiteboards | Export as image files | Confirm for your plan | Images of the canvas only; confirm whether elements can be extracted as data |
| API access | REST API returning JSON for tasks, lists, spaces and comments | Confirm which plans include API access | Per-plan rate limits must be confirmed in ClickUp's developer documentation, not assumed |
What the task CSV carries and what it leaves out
The task CSV is a row-per-task file, so it carries what sits on each task: the name, status, assignees, dates, priority, tags, description and any custom field values, along with comment text and links to attachments. Multi-value fields such as several assignees or tags are usually joined into a single cell, and custom fields with structured values, such as dropdown options or linked tasks, may arrive as plain text instead of typed data. Before you commit to a full export, run a test export on one small list and check each column against the source task. Confirm with your ClickUp workspace owner exactly which columns your plan and export version produce, because the field set is not something to assume.
Attachments appear in the CSV as links, not as files. Those links only work while ClickUp keeps the underlying files reachable, so a link in a spreadsheet is not an archive. Download attachments while the workspace is still active and before any plan change, downgrade or cancellation. Store each file in a folder structure keyed by task ID so that it can be matched back to the row later. Ask the workspace owner to confirm in writing how long linked files remain available after a plan change, and plan the download window around that answer.
The CSV describes tasks, not the hierarchy above them. Unless your export includes columns for space, folder and list names, the file does not tell you which list a task belonged to, how lists were nested, or which lists were empty. Record the space, folder and list structure separately, for example in a mapping sheet, before you export. The Plane importers overview shows which source types a migration tool can read directly, so check whether your target importer needs the CSV, an API connection or both before you decide which export to rely on.
What ClickUp does not export in bulk, and how to recover each part
ClickUp's export paths cover tasks well but leave several parts of a workspace without a bulk route. Each card below names one gap, the workaround that fits it, and the check to run against ClickUp's help center before you plan the move.
Docs exported one at a time
ClickUp Docs export one page at a time as PDF, HTML or Markdown, so a workspace with many Docs means many manual exports. Plan a manual export into Markdown or HTML for each page, then import the files into the target wiki or into Plane pages. Confirm in ClickUp's help center whether bulk Doc export has been added since your review, because this gap changes with releases.
Automations and their logic
Automation rules, triggers and actions are not part of the task CSV, so the logic that routes work and sets statuses disappears from the export. Recover it by rebuilding each rule in the target tool, starting with the ones that notify people or change status. Write down each trigger and action from ClickUp's automation settings before you start, and check that the target tool supports the same trigger.
Whiteboard content beyond images
Whiteboard exports give you images, which show the board but not the shapes, connectors or text as editable objects. If a board holds process maps or planning structure, extract the content through the API where possible, or recreate the key diagrams in a self-hosted visual tool. Check what your board contains before you assume an image is enough.
Dashboards and views without a bulk path
Dashboards and saved views are configuration, not records, so the task export does not carry their filters, charts or groupings. Business and above can export views and dashboards, but confirm that your plan covers each one you need. For the rest, rebuild the views as filtered boards or saved queries in the target tool, using the exported task fields as the source of truth.
Custom configuration and permissions
Statuses, custom field definitions, space and folder permissions and sharing settings define how the workspace behaves, yet none of them arrive as data in the task file. Document them from the admin screens, then rebuild them manually in the target project. Map each status to a target workflow state, and list which users held which access level, because these settings are the hardest to reconstruct from memory.
Time tracking and sprint history
Time entries and sprint or sprint-like history need separate handling from the task file, which holds the current task state. Pull time entries and history through the API extraction route, using the per-plan rate limits in ClickUp's API documentation to schedule the pulls. Confirm with ClickUp which time and history fields your plan exposes before you commit to a migration date.
When the ClickUp API is the right route for export
A small workspace with a handful of lists, a few people and little custom field use usually does not need code. The CSV export from the list or view menus covers the task data, and comments and attachment links should be checked against a sample before you rely on them. Scripting only pays off when the manual steps would be repeated or are error-prone.
- One-off export: Export each list or view you need, then open the file and confirm that task names, statuses, assignees and dates appear as expected.
- Comments and attachments: Confirm whether comments and attachment links come through in your chosen export format, and download attachment files separately if they do not.
- Docs: Export Docs one at a time, since they are not part of the task file.
- Effort check: If a manual pass takes less time than writing and testing a script, keep the manual route for this workspace.
Before you start, check which fields your plan's export includes, and keep a dated copy of each file so later exports can be compared against it.
When a workspace has many lists, nested spaces and heavy custom field use, a manual export produces many files that must be reconciled by hand. A script can walk each list, request its tasks page by page, then request comments and attachments for each task, writing one normalized record per task. Field mapping is written once and checked by code, which saves review time on every later run. Illustrative example: a team that moves a large set of lists into Plane would reuse the same mapping for every list.
- Enumerate the hierarchy first: Call the endpoints that list spaces, folders and lists so the script builds a complete inventory before it extracts any tasks.
- Page through tasks: Request each list's tasks in pages, using the paging parameter that the documentation describes, until a page comes back empty.
- Fetch comments and attachments per task: Comments and attachment metadata are usually separate requests, so queue them by task ID and process them after the task records.
- Map custom fields once: Store custom field IDs and types in a lookup table so each value lands in the correct column in the target tool.
- Log and resume: Write each page to disk with a checkpoint so a failed run restarts from the last completed list.
Confirm the exact endpoints, paging behavior and field payloads in ClickUp's developer documentation before writing the script, because they can change between API versions.
On a lower plan, per-plan API rate limits set the pace of the job more than the size of the workspace does. A script that looks fast on paper can spend much of its time waiting for permission to make the next request. The plan of the account that runs the export controls the request budget, so an administrator should confirm that limit before estimating how long the run will take. A job that needs many requests for comments and attachments can take far longer than the task count suggests.
- Count requests, not only tasks: Each task can add requests for comments and attachments, so the total number of calls is the figure to compare against the limit.
- Throttle and back off: When the API signals a rate limit, pause and retry after the wait the response specifies, and do not retry immediately.
- Schedule long runs: Run the job in a window where no other integration shares the same account limit.
- Split by list: Run one list per session with checkpoints, so a limit stop does not lose completed work.
- Build in buffer: Set the run schedule from the confirmed limit and add time for retries before you commit to a date.
Check the limits for your plan in ClickUp's developer documentation, and ask ClickUp to confirm them if your account has custom terms, before you put a date on the export.
How to export data from ClickUp in the right order
This sequence turns a ClickUp workspace into a complete, checked archive, with each piece verified before the next export starts. The result is a manifest that shows what was exported, what was missed and what must be rebuilt in the target tool.
Inventory spaces, folders, lists and Docs
A workspace owner or admin lists every space, folder, list, Doc and whiteboard, and notes which ones are active, archived or owned by a specific team. Keep the inventory in a spreadsheet with one row per container. The step is done when the row count matches what the admin sees in the sidebar and in the workspace navigation, including items nested several levels deep. Do not start exporting until this list is agreed with the project owners.
Confirm plan and admin access
Check which ClickUp plan the workspace is on and which accounts hold admin or owner roles. Export options for views and dashboards depend on the plan, and the documentation for Business and above should be read against your own subscription. Confirm that an admin can open the export options for every space in the inventory. The output is a short note with the plan name, the admin accounts and any spaces that the current user cannot reach.
Export the task CSV per list or space
Export tasks as CSV one list or space at a time, so each file maps to one container in the inventory. Confirm that the file includes comments and attachment links, because the attachment files themselves come in the next step. Compare the row count with the task count shown in each list and file the export under the list name. Do not merge files until every list has been checked, since a combined file hides which list lost rows.
Export Docs one at a time
ClickUp Docs export individually, so a team member opens each Doc and saves it as PDF, HTML or Markdown. Markdown is usually the most portable format for a later import, while PDF preserves layout for reading. Record each Doc in the inventory with its format, its parent space and the file name used. The step is complete when every Doc in the inventory has one saved file and any Doc that could not be exported is listed as an exception.
Download attachments and whiteboard images
Use the attachment links in the task CSV to download the files they point to, and save each file in a folder that mirrors the list structure. Export whiteboards as images and store them beside the Docs they relate to. Check a sample of attachments by opening them, then compare the total count against the number of links in the CSV. Any link that returns an error goes into the exceptions list with the task ID.
Run API extraction where views are incomplete
Where a view or dashboard export leaves out fields or records, use the ClickUp API to pull the missing data. Rate limits depend on the plan, so confirm the limits in ClickUp's API documentation for your subscription and build in pauses and retries. Save raw responses as JSON with the date and endpoint in the file name. The step is done when record counts from the API match the counts from the CSV exports, and any gaps are documented.
Store everything in an access-controlled archive
Move the CSV, Doc, attachment, whiteboard and API files into a storage location that only the migration team and named auditors can read, such as a self-hosted object store or an encrypted file share in your own infrastructure. Generate checksums for every file and record them in the manifest. Open a random sample of files from the archive to confirm they are readable. The archive is ready when access is restricted, checksums are recorded and the sample opens without errors.
Record what was exported and what was rebuilt
Write a manifest that lists every container, the export method used, the file names, the record counts, the exceptions and the items that will be rebuilt by hand in the target tool, such as automations, dashboards or custom views. Ask the project owners to review and sign off the manifest before any import runs. The step closes when the manifest is approved and stored with the archive, because it becomes the reference for checking the migrated data later.
How to verify that the ClickUp export is complete
Treat the export as unverified until you have reconciled it against ClickUp itself. Start with task counts per list: for each list, compare the number of tasks shown in ClickUp (including closed tasks if your export includes them) with the row count in the task CSV for that list. Subtasks are a common source of mismatch, so confirm whether they appear as their own rows or only as references in a parent task. Repeat the check for each Space and Folder you plan to move, and record any difference with a short explanation rather than assuming it is harmless.
Next, spot-check comments and attachments on a sample of tasks. Choose tasks across different lists, including some with long comment threads, some with attachments, and some created by people who have since left the workspace. For each, compare the comments in ClickUp with what the CSV carries, and confirm that every attachment link in the file opens and points to a file you can actually retrieve. Attachment links in an export can expire or require a logged-in session, so test them from a machine outside your ClickUp session. Confirm Docs separately: every Doc in the workspace should be on a list you have exported, because Docs are not part of the task CSV and must be exported one at a time. Also compare custom field values for a set of tasks, checking dropdowns, dates, numbers and people fields, since format changes are easy to miss. Keep a written reconciliation log with the date of each check, the scope covered, the counts compared, any discrepancies and their resolution, and the name of the person who signed off each part. Separate sign-off for the task data, the comments and attachments, the Docs, and the custom fields lets an auditor or a later team see exactly what was verified and by whom. A clean export still needs a test import into the target tool before the contract ends, because a file that looks complete can still fail to map into Plane or OpenProject. Run the import into a non-production instance, then repeat the same counts and spot checks against the imported data. Plan this step with enough time to fix mapping problems while ClickUp access is still available.
What to plan before the ClickUp contract ends
The export itself is the quick part. The work that decides whether the move succeeds is the timeline around it: when notice is due, how long a full export and test import take, who holds the access, and which requirements shape the target. Each card below is a decision or check to settle before the contract end date arrives.
Notice and renewal dates
Find the notice period, auto-renewal clause and the exact date your ClickUp term ends in your order form or master agreement. Many organizations discover that the notice window closes well before the renewal date, so the deadline for choosing a target may come earlier than planned. Confirm these dates in your own agreement and with your ClickUp account contact, and write the latest decision date into the migration plan.
Time for full export and test import
Plan at least one complete export and one trial import into the target before the cutover. The task CSV, Docs, view exports, whiteboard images and attachments each take separate steps, and large workspaces need time to download and check. Ask your target platform's importer documentation and your own engineers how long a trial takes on a copy of your largest space, and schedule it in the first phase.
Admin accounts and export permissions
Identify which people hold owner or admin roles in each ClickUp workspace, since some exports and API tokens depend on them. Check whether the people doing the export can reach every space, folder and list, including private ones, and whether guest accounts hide content. Record who approved each export and keep the access list so the record can be checked later.
Freeze on new work during cutover
Decide when teams stop creating and editing tasks in ClickUp, and communicate that date before the final export. Any task changed after the export is missing from the new system unless you run a second, delta export. Agree on a short freeze window, name the owner who announces it, and confirm with each team lead which open items must be closed or copied by hand.
Retention of exported archives
Exports contain task descriptions, comments, assignees and attachment links that may hold personal data and confidential project details. Decide where the files are stored, who can read them, and how long they are kept under your own retention and deletion policies. Confirm with your legal and records team before exporting, and do not let archives sit in personal downloads folders.
Residency and SSO requirements
Decide early whether data residency, single sign-on or audit logging change the target. ClickUp keeps some of these on its Enterprise plan, while self-hosted Plane and OpenProject handle SSO and LDAP in different editions, so the target edition may depend on these needs. Confirm the requirements with your security and compliance teams before choosing between Plane and OpenProject, because switching later means a second migration.
Can we export data from ClickUp ourselves, and what does it cost
Can our own team export everything from ClickUp without outside help?
Yes, a capable internal team can run the basic exports alone, but the work is mostly manual and the gaps need planning. The task CSV covers core task fields with comments and attachment links, and Docs can be exported one at a time as PDF, HTML or Markdown. View and dashboard exports depend on your plan, and whiteboards come out as images. Your team also needs to confirm API access and rate limits for your plan before scripting a bulk pull. Most internal teams underestimate the reconciliation work, such as checking that links, owners and statuses survived the export.
What makes a ClickUp export effort larger or smaller?
The effort follows the shape of your workspace. The main drivers are:
- The number of spaces, folders and lists that hold live work
- The volume of Docs and whether they need to be exported one at a time
- How many custom fields exist and how many of them carry data that must map cleanly
- The size and count of attachments, and whether links to them must keep working
- Automations, which the export does not carry across and must be documented and rebuilt
An illustrative workspace with a few lists and little history will take far less effort than one with years of Docs and dense custom fields. Ask for a written inventory of these counts before any estimate.
How long does a ClickUp data export take?
No fixed duration can be given without knowing your volume, so the answer depends on the inventory. Time grows with the number of spaces, Docs, attachments and custom fields, and with how much cleanup your data needs before import. Exporting the CSV is quick compared with validating the output, rebuilding automations and confirming that attachments and Doc links resolve. Ask any provider, including DeployOpen, to state the expected phases and what each phase depends on in a written scope rather than a single number.
What do we need to provide for an export project to run smoothly?
The work needs a few things from your side before it starts:
- Admin access to the ClickUp workspace, and an API token for any scripted extraction
- A named internal owner who decides which spaces are in scope and resolves data questions
- Access to the target environment, whether a self-hosted Plane or OpenProject instance
- A sign-off step where the owner checks sample records against the source before cutover
Without a named owner and a defined sign-off, export projects tend to stall on unresolved duplicates and archived content.
What does a fixed-scope consultant quote cover for a ClickUp export?
A fixed-scope quote should list the workspaces, spaces and Docs in scope, the export methods used for each data type, the mapping rules for tasks, custom fields and statuses, and the validation checks that define completion. It should also name deliverables such as an export inventory, a reconciliation report and a handover note, and state what is excluded, such as automations or third-party integrations. DeployOpen agrees scope, deliverables and timelines in writing before work starts and prices follow from that written scope. It does not publish a price list.
Does the Plane importer handle the whole ClickUp migration?
Plane includes a ClickUp importer, so it covers part of the work, but it does not replace planning. The importer runs through a personal access token and maps folders, lists and tasks, but Docs, attachments that need to stay linked and automations are handled separately. The importer also requires the Commercial Edition of self-hosted Plane, as Plane documents, so confirm that edition and licensing before you plan around it. Ask for a written mapping of each ClickUp object to its Plane equivalent and a test import on a copy before any production run.
What should we ask a vendor to confirm before signing a ClickUp export scope?
Ask for confirmation of these points in writing:
- Which ClickUp export methods apply to your plan, including view and dashboard exports and API rate limits
- How comments, attachments and Doc links will be preserved and tested
- Who performs validation, and what evidence the client receives
- What happens to content that cannot be mapped, and who decides
- What support is included after handover, and whether it is a separate retainer
An answer that avoids these questions is a reason to ask for a revised scope before signing.
How DeployOpen scopes and delivers a ClickUp export and migration
DeployOpen treats a ClickUp export as a scoped piece of work with its own inventory, extraction, verification and handover. We run the work inside your own infrastructure, so task data, comments, attachments and Docs leave ClickUp only into storage you control.
How we scope
- Inventory which ClickUp spaces, lists, Docs, views, dashboards and whiteboards hold data you need to keep.
- Confirm which export routes your ClickUp plan allows, including view and dashboard exports and API rate limits.
- Agree in writing which pieces are in scope, such as the task CSV with attachment links or Docs exported one at a time.
How we build
- Run the task CSV and attachment download into a staging location inside your environment for review.
- Script API extraction for items the CSV does not carry, paced to the rate limits of your plan.
- Test the extracted data for completeness against sample records checked by your team before any import.
How we hand over
- Deliver a documented export procedure, mapping sheet and inventory of what was and was not exported.
- Record known gaps, such as whiteboard content or automations, so your team knows what must be rebuilt manually.
- Transfer the export archive and runbook to your storage with access controls agreed in the scope.
How we support
- Ongoing support, upgrades and continuous testing are available as retainers after the handover.
- Re-run exports on a schedule or before a contract end date if your team needs a fresh snapshot.
- Confirm any legal retention or compliance evidence needs with your auditors, since DeployOpen prepares evidence but does not issue attestations.
