Amplenote Help: Tasks & Todo Lists


How do I create a todo list?


Create tasks in a note

  • Open or create a note

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

  • Type a brief description of the task (e.g. "Call Blake about work")

  • Repeat this process to add more tasks to your list.

  • A group of two or more tasks is called a "Todo List".



Use Quick Tasks (mobile)

  • 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

  • You will see a confirmation messaging indicating the task has been added to the note you specified. Screenshot

  • You can view the note using the link in the notification or navigating to it in the list of notes.

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






How do I use Task Details?

  • Use the expand icon

    on the right of the task bar to open the Task Details panel.

  • Here, you can enter details like due date, start date, priority, and duration.

  • If you want to include more context about a task, try adding a Rich Footnote to the description text.




How do recurring due dates work?


Repeating Schedule Options

When creating tasks, you can set a one-time due date or create recurring tasks.

  • Doesn't repeat

  • Set a one-time due date for a task

  • Example: Have a kickoff call for a project on Friday, January 3.

  • Repeat on a fixed schedule

  • Set up a recurring schedule, so that task is due on specific day(s)

  • Example: Send a report to your boss every week on Friday

  • Repeat after task is complete

  • Set 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




Set a Due Date

To select a single due date

  • Select a date from the calendar

  • Or, type a date into the field (various formats accepted)

  • Note that the due date is date only – it doesn't include time of day (yet).

  • Reminders would be a good way to include time of day (see more on reminders below).



Repeat on fixed schedule

  • Select an option from the menu

  • Every day

  • Every week on [day]

  • Every month on [date]

  • Every year on [date]

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

  • Every 2 days

  • Every 3 days

  • Every 2 weeks

  • Every 3 weeks on Monday

  • Every 2 months

  • Every 3 months on the 1st

  • Every 2 years

  • Every 3 years on the 20th

  • You can use the snooze button to change the next due date




Repeat when task is complete

  • Select an option from the menu

  • 1 day after complete

  • 2 days after complete

  • 3 days after complete

  • 1 week after complete

  • 1 month after complete

  • 1 year after complete

  • Or, create a custom schedule. Type a number into the field to see options.

  • 5 days after complete

  • 5 weeks after complete

  • 5 months after complete

  • 5 years after complete



Snooze the Due Date

Use the snooze button to change the due date for a todo. This is useful for overdue tasks or tasks with repeating schedules.

  • Click the snooze icon to the right of the due date field

  • Select an option from the menu

  • Today

  • Tomorrow

  • 2 days from now

  • 3 days from now

  • 1 week from now

  • For one-time due dates, you can also change the date directly in the field



Choose a Start Date

Pick a day and time that you want to start on the task

  • Click the "start" option in the right menu

  • Select a start date from the menu. Note that this is relative to the due date.

  • 1 day before due

  • 2 days before due

  • 3 days before due

  • 1 week before due

  • 1 month before due

  • 1 year before due

  • Or, type in a number or time interval to get more options

  • 4 days before due

  • 4 weeks before due

  • 4 months before due

  • 4 years before due

  • Select a time of day to start showing in the list (optional)

  • Hint: enter number(s) to narrow the menu options down

  • The task will be minimized until that date to keep your list clean and focused.

  • You can view any tasks with a future start date by clicking "Pending Tasks" link at the bottom of the list (note)



Set a Reminder

(Coming in Q1 2019)

  • Pick a day and time that you want to be reminded about a task

  • This will send a notification on the day and time you specify

  • Notification options can be managed in Settings > Notifications

  • Select any:

  • Push notifications

  • Browser notifications

  • Email


Set the Priority

If you're a fan of the world-famous Eisenhower Method, you understand prioritizing your todos by urgency and importance. Amplenote can help you accomplish that by assigning a priority to each task.

  • Determine whether a task is important, urgent, or both

  • This has the biggest impact on the Task Score, especially if a task is urgent

  • Urgent tasks add 5 points*

  • Task immediately turns yellow (med-high priority)

*More about this in the task score section below




Set the Duration

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

  • Choose from four options:

  • 15 minutes

  • 30 minutes

  • 60 minutes

  • 90+ minutes

  • 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







How do Task Points work?


Task Points are designed to help you organize your list and determine which tasks to focus on. Each task you create earns points based on the Task Details you assign and the amount of time it's been in your list. Task Points thresholds are color-coded to help you see which have the highest value or are most urgent.




How are Task Points determined?


Initial Values

When you create a task and Task Details, the task receives Task Points:

  • Create a task: 1 point

  • Due Today: 10 points

  • Due Tomorrow: 3 points

  • Due any other day: 0.1 points

  • Due 1 day after complete: 3 points

  • Priority is urgent: 4 points

  • Priority is important: 1 point

  • Duration is 15 minutes: 3.3 points

  • Duration is 30 minutes: 1.2 points

  • Duration is 60 minutes: 0.5 points

  • Duration is 90+ minutes: 0.5 points

Note that if you remove any of the Task Details, the Task Points are automatically deducted.


Incremental Values

Each task earns points based on the number of days it's active in your list:

  • Task is still open: +0.1 points/day

  • Task becomes Due Today: +10 points

  • Task becomes Due Tomorrow: +2 points

  • Priority is urgent: +1 point/day

  • Priority is urgent: +0.3 points/day

  • Any Duration selected: +0.1 points/day AND

  • Duration is 15 minutes: +0.2 points/day

  • Duration is 30 minutes: +0.1 points/day


Color Coding + Priority

As your Task Points hit certain thresholds, the color associated with the task changes. This helps draw attention to tasks that are urgent and important, or have been on your list for a while.


Red - 10 or more Task Points

Gold - 5 or more Task Points

Blue - 2 or more Task Points

Gray - 1 or more Task Points


Read more about how to use Task Points to manage your todo list:

Repeal the Todo List Tax





How can I measure my productivity?


Amplenote displays graphs for recently completed todos, and todos completed over the longer-term. The graph shows how many tasks have been completed per day as well as the total Task Points from all completed todos. This helps answer questions like:

  • What's my most productive day of the week?

  • Am I growing more productive over time?

  • What habits correlate to my highest impact days?

The graph is based on total task points, not the number of tasks completed.





Looking for more robust data? Consider upgrading to the Pro or Founder plan.





How can I organize my todo list?


Sorting lists based on task score

Use the sort icon in the formatting bar or the associated keyboard command to automatically sort your task list by priority based on the task points assigned to each task when submitting the task details.




Moving items up and down

You can manually sort tasks by clicking the drag icon to the left of the checkbox and moving the task to your desired position.




Subtasks

Tasks can have sub-tasks that are associated with the main todo. Hit the Enter or Return ket to create a new task below the main todo, then use the Tab key to create sub-tasks (similar to creating sub-bullets).



Deleting 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.