Creating tasks & to-do lists, and configuring task options

Tasks are first-class citizens in Amplenote. All tasks reside within a note, but it's easy to view tasks apart from their note-bound context. In this help article, we'll cover how to create tasks, and what options Amplenote provides for configuring them.

linkCreating tasks

There are many different paths by which tasks can enter your Amplenote world.

linkCreate tasks from a note

  • Open or create a note

  • Create a new task by selecting the check icon or typing [ ] in the note area

linkCreate a task from mobile Quick Entry bar

  • When using your mobile app, the Quick Task bar displays at the bottom of the screen. Screenshot

  • This allows you to add a task and add it to a note, without actually having to find and open the note.

  • Tap the field to bring up the keyboard. Type in your task description Screenshot

  • As you start typing, a menu appears above the field. This indicates which note the task will be added to. Screenshot

  • If you want to change this, tap on the note title or down arrow to open the menu. Screenshot

  • Select another note or click the option to create a new note. Screenshot

  • The task will be visible the top of your todo list. Screenshot

linkCreate a task from email

Every note offers the provision to have an email address associated with it using our mail-to-note feature. By creating a contact in Gmail (or your email app of choice) with your note address, you can quickly forward emails to your todo list.

linkCreate a task from within a mobile app

Amplenote will soon offer a native share extension for iOS and Android. In the meantime, we recommend creating a contact that is accessible to your mobile platform's mailing app. Then, you can email links to your applicable todo list(s) by typing a couple characters of the contact that you setup.

linkHow can I add images, text, and other details to a task?

Often, there are details about a task that go beyond words. For example, if you're keeping a list of glitches to fix, it's handy to be able to include an image of the problem with each task. The way to do this in Amplenote is through Rich Footnotes.

As of September 2020, Rich Footnotes can be used to store any combination of

Check it out:

This task references an image, video, text , a link plus a combination thereof 😅

Adding a Rich Footnote is as simple as highlighting text, and pressing CMD-k (macOS) or Ctrl-K (PC), then jotting down text, pasting a link, uploading your extra detail.

Since Rich Footnotes add detail to a string of text, you can add as many of them as you want within a single task. This contrasts with most other to-do list apps that allow only a single field for "Details" per task.

linkWhat options do Amplenote tasks offer?

  • Use the expand icon

    on the right of the task bar to open the Task Context options. This will make available the options listed below.

linkRepeating Schedule Options

There are three options for task repeat schedule in Amplenote

  1. Doesn't repeat (bor-ing!)

  1. Repeat on a fixed schedule. Set up a recurring schedule, so that task is due on specific day(s). Example.

  1. Repeat after task is complete aka Flexible Recurrence. Sets up a recurring schedule, so that a task is due a certain number of days after you last completed it

  • Example: Hold a checkin with your employee 30 days after the last meeting

  • Example: Do the hokey pokey

Here's what it looks like for a task that doesn't repeat:

linkRepeat on fixed schedule

  • Or, create a custom schedule. Type "every" + a number, day of the week, or time interval to see options. Example values.

It will look something like this:

The time in the blue fields defines the rules for when this task will be due and when it is hidden. The times beneath the blue fields show when the next instance of the task will be triggered. You can click in the non-blue fields if you want to modify when the next instance of the task should occur, but you want to keep the rule for its recurrence unchanged.

linkRepeat after the last task was completed, aka Flexible Recurrence

  • Choose "When the task is complete" as the "Repeat" value

  • (Optional) Select an option from the "Hide until" menu, so the task won't pop back on to your list immediately after you finish it. Example values.

As with the Fixed Recurrence mentioned above, blue fields defines the rules for the recurrence, and the non-blue fields show the specific time that the next instance of the task is upcoming.

linkSet a Due time (aka "Start Time")

The fastest way to set a Due time is via the Quick Actions that appear when hovering on a task:

However, you can also set the "Due" field (set to be renamed "Start time" at some point) in the Task Context options. "Due" time dictates when you want your future self to pay heed to this task. When your Google or Outlook calendar is connected, the "Due" field dictates the time at which the task scheduled.

On the day the task is due, it receives an extra 10 points of Task Score to ensure that it is easy to spot if sorting list by Task Score.

If you've setup a reminder, that will get triggered at the Due/Start time.

linkHide until later

The fastest way to snooze a task is by using the Quick Actions that appear when hovering on a task:

However, you can also set a task to be hidden in the Task Context window. For recurring tasks, you can set rules about when they should be hidden vs. not. To set a Hide Until time in the Task Context:

  • Click the field for "Hide Until"

  • For one-time due dates, change the date/time directly in the field

linkSet a Reminder

In the Task Context panel, you can check if you want to receive a notification at the task's "Due" time. Notification options can be managed in Settings > Notifications. There you can configure yourself to receive push notifications, browser notifications, or email notifications.

linkIs it Urgent, Important, Both or Neither?

Based on the Eisenhower Method (aka the Covey Quadrants), lend your future self a hand by deciding whether the newly created task is Urgent, Important, both, or neither:

Here's how we think about the two:

Urgent tasks mean that some bad consequence will ensue if this doesn't get done in the next couple days. 😬

Important tasks mean that the task aligns with your existing long-term or short-term goals. 🌈

In general, we believe that a more successful and productive life results from minimizing time spent on Urgent tasks and maximizing time spent on Important ones.

linkSet the Duration

Duration allows you to specify how long you think a task will take.

  • Choose from the four options

  • Tip: if you have tasks that are 90+ minutes, it might help to break them down into a few smaller tasks

  • We find that tasks in the 15- and 30- minute range are often easier to take action on

  • Task Score is designed to prioritize shorter task

  • Shorter duration tasks accumulate Task Score more quickly because you once cared enough to pick a Duration for them, and they're easy opportunities to reduce the clutter on your todo list by completing them

linkDeleting Todos

Once you complete a todo, simply click into the checkbox to check it off your list. It will be moved to the bottom of your note, where you will see the todo graph displaying your productivity score.

If you need to remove an item from your todo list altogether, click into the line and use the Delete or Backspace key on your keyboard to remove the task.

Alternatively, you can expand the task details and use the "Delete" option in the menu.