Creating tasks
A task is any entry whose entity is Task. A link, a note, an email or a voice note can all be tasks. Tasks live on the Tasks page, which shows them as a list, a table, a board or a calendar.
This page covers how tasks are made, what a task has that other entries do not, and how to mark one done.
What a task has
Every entry has a title, notes, topics, people, links and comments. A task also has:
| Field | What it holds |
|---|---|
| Status | How far it has got, such as Not started, In progress or Done. Optional |
| Column | Which column its card sits in on the board. Separate from its status |
| Due | The day it is due, and an optional time |
| Waiting on | Who has to act next: you, one other person, or nobody |
These fields sit at the top of the detail panel. They show when Task details is switched on in Settings > Detail panel, which it is unless you turned it off.
Projects and knowledge entries can have a status too, if you give them a workflow. See Statuses and workflows.
Ways to make a task
Let the AI file it
Capture anything, from the browser extension, the desktop app or quick capture in the web app. The AI reads each new entry and picks its entity. Something to do, such as “Book the venue for March”, usually becomes a task.
While the AI works, the new row shows its progress. When it is done, the entry is on the Tasks page if the AI filed it as a task.
Use New task
- Open the Tasks page
- Click New task, or the + at the top of any board column
- Type the task, paste a link, drop a file or record audio
- Let it save itself after a few seconds
New task opens quick capture, and the AI then files what you saved. Most of the time it becomes a task. If it does not, change its entity yourself (see below). You can also hold New task to record a voice note, and let go to save it. See Capture in the web app.
If you have turned off Show the capture button in Settings > Appearance, press N instead.
Turn any entry into a task
- Open the entry in the detail panel
- Click Entity
- Choose Task
The entry moves to the Tasks page straight away, with no status, in the Not started column of the board.
To turn a task back into something else, choose Project, Knowledge or Unclassified. It leaves the Tasks page and the board, and keeps everything else.
From scripts and AI assistants
On the Pro plan, the API and the MCP server can create tasks with a status, a due date and time, waiting on and links already set.
A new task
A task you have just made:
- has no status, which counts as not done
- sits in the Not started column of the board (whatever you have renamed it to)
- has no due date until you add one
Set the rest in the detail panel. See Due dates, waiting on and links.
Marking a task done
There are two ways:
- Click the status circle. Each task row and board card has a circle by its title. Click it and the task moves to the first status that counts as done, such as Done. Click it again to reopen it.
- Pick a status. Open the task, click Status, and choose a status that counts as done.
Moving a card into a column called Done does not finish the task. Columns and statuses are separate. See The kanban board.
A finished task:
- is hidden while Hide done is on
- never shows as overdue or red
- leaves the task count in the sidebar
- does not trigger desktop reminders
Comments on tasks
Every entry can have comments, including tasks. Use them for updates, decisions and notes as the task moves along.
- Open the task in the detail panel
- Type in the comment box
- Press Enter, or click the send button
Type @ and some words to link another entry, such as the project the task belongs to. The linked entry then shows under Relationships.
Point at a comment you wrote to edit or delete it. When editing, press Ctrl+Enter to save or Esc to cancel. Choose whether the newest or oldest comment comes first in Settings > Detail panel > Comment order.
When a task is shared with your organisation, your colleagues can comment on it too, and each comment shows who wrote it. They can change only their own comments. As the owner, you can delete any comment on your task.
Finding your tasks
| To see | Do this |
|---|---|
| Tasks as a board | Open Tasks, then click Board |
| Tasks by due date | Open Tasks, then click Calendar |
| Overdue tasks | Filter > Due > Overdue (Pro) |
| Tasks due this week | Filter > Due > This week |
| Tasks waiting on you | Filter > Waiting on > Me |
| Finished tasks | Filter > Status > Done (any) |
To open the Tasks page on a particular view every time, set Default view in Settings > Tasks.
Tips
- Write tasks as actions. “Send the proposal to Sam” is easier to act on than “Proposal”.
- Add a due date to anything with a deadline. Then the calendar and reminders can help.
- Use Waiting on for hand-offs, so you can see at a glance what is stuck with someone else.
- Use topics for streams of work, and filter by them to see one stream on the board.