Projects, knowledge and stars
Besides its topics and people, every entry has three things that say how it fits into your work:
- an entity: project, task, knowledge or unclassified
- a category: work, personal or none
- a star, if you want to keep it close
This page covers all three.
Entities
The entity says what an entry is for. It is separate from its type: a Link can be a task, and a Note can be a project.
| Entity | What it is for | Where it lives |
|---|---|---|
| Project | Something you are working towards, with related entries around it | The Projects page |
| Task | Something to do | The Tasks page, with list, table, board and calendar views |
| Knowledge | Something to keep and find again | The Knowledge page |
| Unclassified | Not filed yet, or the AI could not tell | All items only |
All items shows every entry, whatever its entity.
How an entry gets its entity
When you save an entry, the AI reads it and picks the entity. When it cannot tell, the entry stays unclassified. While the AI is still working, the row shows its progress, and it only says unclassified once the AI has finished.
Changing the entity
- Open the entry in the detail panel
- Click Entity
- Pick Project, Task, Knowledge or Unclassified
The entry moves to the matching page straight away. Changing a task to something else takes it off the board, but keeps everything else about it.
Renaming entities
You can call projects, tasks and knowledge whatever suits you, such as “Clients” instead of “Projects”, and give each its own colour. This is a Pro feature.
- Open Settings > Entities
- Under Entity labels, type the plural (for the sidebar and lists) and the singular (for one entry)
- Pick a colour
Renaming an entity changes the web address of its page, so old bookmarks to it may stop working.
Projects
A project is an entry with the entity Project. Use one for each piece of work you want to keep together.
What a project shows
Open a project in the detail panel and you see everything a normal entry has, plus:
- Relationships: entries the AI found to be similar or linked to it, and entries you linked with an
@mention in a comment - Project actions: a button to link a GitHub repository
There is no separate list of a project’s tasks. To see the tasks for a project, give them a shared topic and filter by it.
Linking a GitHub repository
- Open the project in the detail panel
- Click Connect a GitHub repo
- Paste the repository’s address, such as
https://github.com/user/repo, and press Enter
The repository then shows as a link on the project. Point at it and click the x to remove it. Ultrathink keeps the link only; it does not bring in issues or pull requests.
Statuses for projects
Projects have no status unless you give them one. In Settings > Entities > Status workflows, set Which workflow for Projects to a workflow, and every project gets a Status field. See Statuses and workflows.
Knowledge
Knowledge is anything worth keeping that is not a task or a project: articles, notes, conversations, references. Most captures end up here. Like projects, knowledge entries can be given a status workflow in Settings.
Work and personal
Each entry can be marked Work, Personal or neither. The AI sets it when it files the entry.
To change it, open the entry and click Category, then pick Work, Personal or None.
Teaching the AI what counts as work
In Settings > Entities, under Work and personal, there are two boxes:
| Box | What to put in it |
|---|---|
| What counts as work | Clients, companies and projects the AI should file as work, such as “Acme, the Phoenix project” |
| What counts as personal | Family and friends’ names, hobbies and anything else the AI should file as personal |
Only your own entries use these. The same page lets you rename the Work and Personal labels and pick their colours. The Entities page is a Pro feature.
Work, personal and sharing
Only work entries can be shared with your organisation. If you change a shared entry to personal, it becomes private in the same step. See Sharing with your organisation.
Filtering by category
On any entries page, click Filter in the page header and choose Category, then Work, Personal or No category.
Stars
Star an entry to keep it close.
- In the detail panel, click the star at the top.
- In the list or table, click the star on the row. If you do not see stars, turn on Favourites in Settings > Grid.
To see your starred entries, click Filter and choose Starred.
On the Pro plan, starring an entry also puts it on your work plan. Taking the star off removes its card. See The work plan.