When a task is deleted in ClickUp, delete the matching record from FlowMattic Tables
When a task is deleted in ClickUp, FlowMattic looks up the matching record in a FlowMattic Tables table by task ID and deletes it, so your stored copy doesn’t keep tasks that no longer exist.
ClickUp
Tables by FlowMattic
Filter4 steps Setup ~8 min Used on 699 sites Productivity Free to import
What this workflow does
If you keep ClickUp tasks in FlowMattic Tables, for reporting, a WordPress dashboard or other workflows, deleted tasks leave stale rows behind. Over time the table and ClickUp disagree about what work exists. This workflow removes the table record whenever its task is deleted in ClickUp.
The ClickUp Task Deleted trigger fires when a task is deleted and passes on the task's ID. The FlowMattic Tables Find Record step then searches your table for a record whose task ID column matches. That only works if the table already stores the ClickUp task ID in a column of its own, for example because another workflow saved it when the task was created.
A Filter checks the lookup's status and continues only when it is found. Find Record reports not_found when no record matches, so tasks that were never in the table stop at the Filter. The last step deletes the record the lookup found.
Both Tables steps ship unmapped. After import you pick the database and table, choose the column that holds the task ID and map the ID from ClickUp as the lookup value, then map the found record's ID into Delete Record. Test by deleting a throwaway task and check Task History.
Clean reporting tables
An agency reports hours and task counts from a FlowMattic Tables copy of ClickUp. Deleted tasks drop out of the table, so the numbers match the workspace.
Client portal that lists open work
A WordPress client portal shows tasks from a FlowMattic table. When a project manager deletes a task in ClickUp, it disappears from the portal too.
Keeping a sync table tidy
A team that copies new ClickUp tasks into FlowMattic Tables with another workflow pairs it with this one, so deletions are mirrored as well.
How this workflow runs
What happens at each step once the workflow is on, and what you need before you import it.
ClickUp Task DeletedFires when a task is deleted in ClickUp. The deleted task's ID is passed on so the next step can find the matching record in your table.
- Tables by FlowMattic Find Record
Searches a FlowMattic Tables table for the record that holds the ClickUp task ID. After import, choose the database, the table and the task ID column, and map the task ID from the trigger as the lookup value.
- Filter Continue If Condition Meet
Continues only when the lookup's status code is exactly found. When no record matches, Find Record reports not_found and the run stops here, so nothing is deleted.
- Tables by FlowMattic Delete Record
Deletes the record the lookup found. Choose the same database and table, and map the record ID from the Find Record result; a test run shows the value to map.
What you need
- FlowMatticCore
- ClickUp AccountAccount
After importing, map your own data. To keep the template universal, not every step is pre-filled. Open each step in the builder and connect your accounts and fields (channels, lists, sheets, recipients) before you switch the workflow on.
Make it yours
Changes worth making after you import it.
- Store the ClickUp task ID in its own column when tasks are first written to the table, so this workflow has an exact value to look up.
- Keep the Find Record lookup on an exact match. A partial match on IDs could pick up a different record that happens to contain the same digits.
- If you would rather keep a history, swap Delete Record for the Tables Update Record action and write a deleted status to the found record, leaving the Filter in place.
Questions about this workflow
What happens when the deleted ClickUp task has no record in my table?
Find Record reports not_found, the Filter doesn't match, and the run ends before Delete Record. Nothing in the table changes.
Do I need a separate workflow to fill the FlowMattic table?
Yes, this one only deletes. Something else must write the tasks into the table with their ClickUp IDs, such as a workflow on ClickUp's Task Created trigger with a Tables New Record step.
Can I get the deleted record back?
Not from this workflow. Delete Record removes the row from the table. If you may need it later, mark the record instead of deleting it.
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Import this workflow into your WordPress site
Download the JSON, import it from the Workflows screen and connect your accounts. Every run stays on your server, with no per-task fees.
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