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.

linkDifferent ways to add new tasks

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

linkCreate tasks from within note or a jot

The "classic way" to create new tasks. To create a new task within an open note or jot you can either:

1. Type [] (that is, open bracket, closed bracket, space) in the note area, then type your task text. For example:

Creating a new task by typing brackets, followed by a space. Then check it to mark as complete

2. Click the check icon in the formatting bar

Tapping the checkbox icon will create a new task on either desktop or mobile

Either way you create a task, it will show up in Tasks View Mode and organizing task lists (to-do lists) in whatever tags you have assigned to your note or jot.

linkCreate a task from mobile Quick Task Bar

Whenever you open the mobile app, the Quick Task Bar always display at the bottom of the screen. Screenshot

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

When you're done, tap "add".

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

🔥Tip: If you tap the blue writing icon in the Quick to-do area, you will open a new note to write in

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.

linkCreating a subtask

To create a subtask, use the tab key to indent, or shift-tab to outdent, child tasks. For example

Survive until tomorrow

Stare at the wall for an hour

To learn more about using subtasks, check out Using nested tasks and subtasks.

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 and content previews.

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 😅

We are constantly adding new types of content that can be stored in Rich Footnotes, so visit Rich Footnotes and content previews to see the full list of content that can be embedded in a task.

linkHow do I use Task Details?

Use the expand icon on the right of the task bar to open the Task Details, or use the hotkey. This will make available the options listed below.

linkRepeating Schedule Options

There are three options for task repeat schedule in Amplenote

Doesn't repeat (bor-ing!)

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

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

Select an option from the menu. Example values.

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.

link💫 Advanced weekly recurrence

Tasks can repeat on a weekly basis (such as every week on Monday), but you can also specify which days of the week the task should be due on: here is an example of a task repeating every weekday and an example of a task repeating on a custom week day pattern.

linkRepeat after the last task was completed, aka Flexible Recurrence

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

Select an option from the "Due" menu. Example values.

(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 "Start Time" (aka "Due Date")

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 Details 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.

linkSet a Reminder

In the Task Details 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

linkEdit the Task Score

Click the number in the Task Score area, then enter a new score:

linkHide a task until later

Hiding a task until later is probably the most common operation users want to take on their to-do list items. Thus, we offer no fewer than four ways to hide tasks until later in Amplenote. 😴

Why so many options? Because strategic procrastination is a cornerstone of true productivity masters. 😉 For any list visited daily, if there are tasks that can't reasonably be expected to get completed that day, it should be considered a candidate for hiding (or dismissal! 💣). The only reason to keep a task on your regularly visited lists if you think it is worth doing soon.

link🐰 Fastest way: in Notes View mode, use !hide to hide a task for a set number of days

The fastest way to procrastinate is to type !hi, and then press enter. It will look something like this:

Using ! menu to hide a task without using the mouse

link🐰 Equally fastest way: in Jots View mode, move the task to a future day

An equally fast way to hide a task until later if you're in Jots mode is the move the task to a future day

Moving the task to tomorrow's Jot

Once you close the final curly brace on {tomorrow} in the "Task Move" dialog, the expression will transform to tomorrow's date. When you press enter, a Jot with tomorrow's date as the title will be created, possessing the same daily-jots tag that you had selected in order to view today's Jot. Thus, when you return to Jots mode tomorrow, "Why do this today?" will be the first task shown in your list.

link🐴 Second fastest way: hover over Quick Actions area in task

The next fastest way to snooze a task is by using the Quick Actions that appear when hovering on a task. This is especially good when you want to hide for a human-ish amount of time 🙂

link🐢 Third fastest way: Task Details

Finally, you can also set a task to be hidden in the Task Detail window. This is most useful when you're going to set up ✨fancy ✨ forms of hiding, like flexible recurrence. The Task Detail pane allows you to set up ongoing rules about when flexible recurring tasks should be hidden vs. not. To set a Hide Until time in the Task Details area:

Click the field for "Hide Until"

Provide a relative time like these example values.

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

link🤔 Where are my hidden tasks?

Tasks that you've hidden manually using one of the methods described above (as well as future occurences of recurring tasks) can be viewed in two ways:

In the Hidden tab of each note

In Tasks view, after you enable hidden tasks

linkAlternate path to present a task later: via Future Jots

Aside from the task-snoozing methods described above, you can also bring a task to your attention by placing it in a future jot. Read more about that approach here.

linkMaking tasks go away 🗑️

link✅ Completing tasks

Once you complete a todo, simply click into the checkbox to check it off your list (or use Ctrl-Space or type !complete while editing the task description). It will be moved to the bottom of your note, in the Completed tab, where you can also see the todo graph displaying your productivity score.

link✏️ Dismissing tasks

In addition to marking them as complete, tasks can also be dismissed for half the accumulated score (read more about Task Score).

You might consider dismissing a task when it's half done, somebody else happened to get to it before you did or circumstances made it so that the task was no longer necessary. Whichever convention you choose, task dismissal is a good way to procrastinate on your to-do's while also getting rewarded some of the sweet task score for it.

Note that dismissing a recurring task will keep the upcoming occurrence of that task!

link🗑️ Deleting Tasks

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, or use the !delete command.