[{"data":1,"prerenderedAt":950},["ShallowReactive",2],{"\u002Freference\u002Fuse-cases\u002Fgetting-things-done":3,"\u002Freference\u002Fuse-cases\u002Fgetting-things-done-surround":943},{"id":4,"title":5,"body":6,"description":933,"extension":934,"links":935,"meta":936,"navigation":937,"path":939,"seo":940,"stem":941,"__hash__":942},"docs\u002F2.reference\u002Fuse-cases\u002Fgetting-things-done.md","Getting Things Done",{"type":7,"value":8,"toc":910},"minimark",[9,12,16,19,38,45,49,56,61,64,69,100,121,128,132,152,188,208,214,218,241,277,280,284,294,321,330,336,340,348,390,393,397,404,411,419,423,439,442,456,468,474,491,497,503,507,515,530,538,554,560,564,576,584,588,591,594,611,620,630,634,655,658,661,667,671,692,702,705,714,720,724,738,744,750,761,764,768,771,774,824,830,834],[10,11],"capacities-pro-label",{},[13,14,15],"p",{},"David Allen's Getting Things Done (GTD) starts from a simple idea: your mind is for having ideas, not holding them. The method is not a quick fix. It is a system you trust to hold your commitments so you can engage with your world without mental clutter.",[13,17,18],{},"Capacities fits that model because it is a note-taking app with tasks, not a task manager with a comment box. Reference material can sit on the same page as the work it supports. This guide walks through a practical GTD setup you configure once, then use for capture, clarification, and weekly review so every active project still has a next action.",[13,20,21,22,27,28,32,33,37],{},"It assumes ",[23,24,26],"a",{"href":25},"\u002Freference\u002Ftask-management","task management"," is active in your space. For calendar-linked meetings, see ",[23,29,31],{"href":30},"\u002Freference\u002Fuse-cases\u002Fmeeting-notes","Meeting notes",". For capture habits outside tasks, see ",[23,34,36],{"href":35},"\u002Freference\u002Fuse-cases\u002Fdaily-notes","Daily notes",".",[13,39,40,41],{},"📺 ",[42,43,44],"strong",{},"Watch this video or read on for a step-by-step walkthrough.",[46,47],"youtube",{"id":48},"bTkcWPiypGg",[50,51,53],"note",{"title":52},"Trademark notice",[13,54,55],{},"Getting Things Done®, GTD®, and \"Your mind is for having ideas, not holding them\"® are registered trademarks of the David Allen Company. This guide is not affiliated with or endorsed by the David Allen Company.",[57,58,60],"h2",{"id":59},"set-up-once","Set up once",[13,62,63],{},"You only need to do this configuration once. After that, day-to-day work is mostly capture and clarification, with a regular review to keep the system honest.",[65,66,68],"h3",{"id":67},"apply-the-gtd-task-status-preset","Apply the GTD task status preset",[13,70,71,72,76,77,76,80,83,84,86,87,91,92,95,96,99],{},"Open ",[73,74,75],"code",{},"Settings"," > ",[73,78,79],{},"Task Management",[42,81,82],{},"Status Customization"," and choose the ",[42,85,5],{}," preset. It replaces the default ",[23,88,90],{"href":89},"\u002Freference\u002Ftask-management#status","status"," set with labels that match common GTD lists (including ",[42,93,94],{},"Next Up"," and ",[42,97,98],{},"Waiting For",").",[13,101,102,103,107,108,112,113,117,118,120],{},"You will assign these statuses while processing the ",[23,104,106],{"href":105},"\u002Freference\u002Ftask-management#review-and-process-your-tasks","task inbox",". A task leaves the inbox as soon as it has a ",[23,109,111],{"href":110},"\u002Freference\u002Ftask-management#schedule-a-task","date",", a ",[23,114,116],{"href":115},"\u002Freference\u002Ftask-management#deadline","deadline",", or a ",[42,119,90],{},", so \"Someday\" style items still count as processed even when you are not ready to do them yet.",[13,122,123],{},[124,125],"img",{"alt":126,"src":127},"GTD status preset in Task Management settings","\u002Fuse-cases\u002Fgtd\u002Fpreset.png",[65,129,131],{"id":130},"add-task-dashboard-sections","Add task dashboard sections",[13,133,134,135,138,139,142,143,147,148,37],{},"Open the ",[42,136,137],{},"Tasks"," dashboard in the left sidebar. Hover the section tabs until you see ",[73,140,141],{},"+",", then add ",[23,144,146],{"href":145},"\u002Freference\u002Ftask-management#create-your-own-sections","saved queries"," for the lists you work from most often. For filter and grouping options, see ",[23,149,151],{"href":150},"\u002Freference\u002Fqueries","Queries",[153,154,155,169,178],"ol",{},[156,157,158,161,162,165,166,168],"li",{},[42,159,160],{},"Next actions",": filter where ",[42,163,164],{},"Status"," is ",[42,167,94],{},". Rename the tab (click the label, then the edit control) and drag it near the front of the bar.",[156,170,171,161,174,165,176,37],{},[42,172,173],{},"Waiting for",[42,175,164],{},[42,177,98],{},[156,179,180,161,183,165,185,187],{},[42,181,182],{},"Someday",[42,184,164],{},[42,186,182],{}," (or the equivalent label from your preset).",[13,189,190,191,194,195,198,199,202,203,207],{},"The built-in ",[42,192,193],{},"Inbox",", ",[42,196,197],{},"Today",", and ",[42,200,201],{},"Scheduled"," sections stay useful for dated work. You can ",[23,204,206],{"href":205},"\u002Freference\u002Ftask-management#customize-your-dashboard","customize your dashboard"," by hiding tabs you do not need; saved queries are not deleted when you remove them from the dashboard.",[13,209,210],{},[124,211],{"alt":212,"src":213},"Task dashboard sections for Next actions, Waiting for, and Someday","\u002Fuse-cases\u002Fgtd\u002Ftask-sections.png",[65,215,217],{"id":216},"add-project-area-person-and-meeting-types","Add Project, Area, Person, and Meeting types",[13,219,220,221,76,223,226,227,230,231,235,236,240],{},"In ",[73,222,75],{},[73,224,225],{},"Object Types",", use ",[42,228,229],{},"Create"," to add ",[23,232,234],{"href":233},"\u002Freference\u002Ftemplates","templates"," you will lean on throughout GTD. See ",[23,237,239],{"href":238},"\u002Freference\u002Fcontent-types","Content types"," if you are new to custom types in Capacities.",[242,243,244,259,265,271],"ul",{},[156,245,246,249,250,252,253,95,256,37],{},[42,247,248],{},"Project"," (one note per outcome that takes more than one action). The project template includes a ",[42,251,90],{}," property with labels such as ",[42,254,255],{},"In Progress",[42,257,258],{},"On Hold",[156,260,261,264],{},[42,262,263],{},"Area"," (ongoing responsibility with no finish line, such as home maintenance or health).",[156,266,267,270],{},[42,268,269],{},"Person"," (someone your tasks or projects depend on).",[156,272,273,276],{},[42,274,275],{},"Meeting"," (optional, but helpful if you want meeting notes linked to people and calendar events).",[13,278,279],{},"Each type gets its own entry in the left sidebar: a home base for every project, area, person, or meeting in your space.",[65,281,283],{"id":282},"add-project-dashboard-sections","Add project dashboard sections",[13,285,286,287,289,290,293],{},"On the ",[42,288,248],{}," type dashboard, add ",[23,291,292],{"href":150},"query sections"," that mirror how you review work:",[242,295,296,306,315],{},[156,297,298,301,302,165,304,37],{},[42,299,300],{},"In progress",": filter where the project ",[42,303,90],{},[42,305,255],{},[156,307,308,161,311,165,313,37],{},[42,309,310],{},"On hold",[42,312,90],{},[42,314,258],{},[156,316,317,320],{},[42,318,319],{},"All projects",": an unfiltered or lightly filtered view you can scan during the weekly review to catch projects missing a status.",[13,322,323,324,326,327,329],{},"During review, every ",[42,325,300],{}," project should have at least one open ",[42,328,94],{}," task linked to it.",[13,331,332],{},[124,333],{"alt":334,"src":335},"Project dashboard sections filtered by status","\u002Fuse-cases\u002Fgtd\u002Fproject-sections.png",[57,337,339],{"id":338},"capture-tasks","Capture tasks",[13,341,342,343,347],{},"GTD begins by getting open loops out of your head. ",[23,344,346],{"href":345},"\u002Freference\u002Ftask-management#create-a-task","Create tasks"," wherever you are:",[242,349,350,360,378],{},[156,351,352,355,356,359],{},[73,353,354],{},"()"," then space, or ",[73,357,358],{},"\u002Ftask"," in the editor",[156,361,362,365,366,369,370,373,374,377],{},[73,363,364],{},"Cmd + Shift + T"," (Mac) or ",[73,367,368],{},"Ctrl + Shift + T"," (Windows) for the quick-add modal (use ",[73,371,372],{},"@"," in the modal to set ",[42,375,376],{},"Context"," while you type)",[156,379,380,383,384,386,387,389],{},[42,381,382],{},"New"," on the Tasks dashboard or the ",[73,385,141],{}," on the ",[42,388,137],{}," item in the left sidebar",[13,391,392],{},"You do not need to classify everything at capture time. Dump tasks first; clarify status, dates, and links when you process the inbox.",[57,394,396],{"id":395},"projects-and-areas","Projects and areas",[13,398,399,400,403],{},"In GTD, anything that needs more than one step is a ",[42,401,402],{},"project",": your mind would otherwise keep an open tab on the broader outcome. Capacities holds that context on the project note instead.",[13,405,406,407,410],{},"An ",[42,408,409],{},"area"," is different. Areas are open-ended responsibilities. Work tied to them often repeats, but the area itself does not \"complete\" the way a project does. Home maintenance is an area; renovating a bathroom is a project.",[13,412,413,414,95,416,418],{},"Keeping separate ",[42,415,248],{},[42,417,263],{}," notes makes the distinction obvious when you decide what kind of action you are taking.",[57,420,422],{"id":421},"link-tasks-to-projects","Link tasks to projects",[13,424,425,426,428,429,433,434,438],{},"When a task belongs to a project, set ",[42,427,376],{}," on the task to that project (search the project title in the property, or ",[23,430,432],{"href":431},"\u002Freference\u002Ftask-management#link-it-to-your-existing-objects","link from the project page"," so context fills in automatically). See ",[23,435,437],{"href":436},"\u002Freference\u002Ftask-management#contextualize-a-task","Contextualize a task"," for scheduling and linking in one place.",[13,440,441],{},"Linking does two things at once:",[242,443,444,450],{},[156,445,446,447,449],{},"The task appears on the project note and in the project's ",[42,448,137],{}," tab.",[156,451,452,453,455],{},"The project becomes part of how you filter and group tasks elsewhere (for example on your ",[42,454,160],{}," list).",[13,457,458,459,462,463,467],{},"Open the project and task side by side with ",[73,460,461],{},"Shift"," + click from search or the sidebar. See ",[23,464,466],{"href":465},"\u002Freference\u002Fnavigation#side-panel","Side panel"," if you want to work across two notes at once.",[13,469,470],{},[124,471],{"alt":472,"src":473},"Task and project open side by side with Context linked","\u002Fuse-cases\u002Fgtd\u002Ftask-project.png",[13,475,476,477,480,481,483,484,486,487,490],{},"Because Capacities is note-first, the project page is where scripts, research, quotes, and half-finished plans live ",[42,478,479],{},"alongside"," tasks. Add a new task inline with ",[73,482,354],{}," while you write, or filter the ",[42,485,137],{}," tab to ",[42,488,489],{},"Open"," when you only want actionable items. Your reference material does not need a separate app or folder.",[13,492,493],{},[124,494],{"alt":495,"src":496},"Reference material and tasks on a project page","\u002Fuse-cases\u002Fgtd\u002Freference-material.png",[13,498,499,500,502],{},"Already-created tasks can be linked later: open the task, set ",[42,501,376],{}," to the project, or set context from the project and search for the existing task.",[57,504,506],{"id":505},"areas-and-recurring-tasks","Areas and recurring tasks",[13,508,509,510,514],{},"Area work is often repeating. On a task such as watering plants or reviewing a budget, follow the steps in ",[23,511,513],{"href":512},"\u002Freference\u002Ftask-management#recurring-tasks","Recurring tasks",":",[153,516,517,523],{},[156,518,519,520,522],{},"Set a ",[42,521,111],{}," for the next occurrence.",[156,524,525,526,529],{},"Open the date picker and choose ",[42,527,528],{},"repeat"," with the cadence you need.",[13,531,532,533,537],{},"Completing a recurring task schedules the next instance and, on the task page, shows ",[23,534,536],{"href":535},"\u002Freference\u002Ftask-management#recurring-task-stats","stats"," (streaks, completion rate) so you can see how consistently you maintain that responsibility.",[13,539,540,541,543,544,546,547,549,550,553],{},"Link recurring tasks to the relevant ",[42,542,263],{}," note in ",[42,545,376],{}," when you want area-level visibility. Dated recurring tasks appear under ",[42,548,201],{}," and in the ",[42,551,552],{},"Recurring"," view on the task dashboard.",[13,555,556],{},[124,557],{"alt":558,"src":559},"Recurring task linked to a Home Maintenance area","\u002Fuse-cases\u002Fgtd\u002Farea.png",[57,561,563],{"id":562},"one-off-tasks-and-the-calendar","One-off tasks and the calendar",[13,565,566,567,569,570,572,573,575],{},"Not everything is a project. A single errand can stay a standalone task: give it a ",[42,568,111],{}," if you plan to do it on a specific day, and set ",[42,571,164],{}," to ",[42,574,94],{}," when it is the very next thing you will do.",[13,577,578,579,583],{},"Scheduled tasks show on your ",[23,580,582],{"href":581},"\u002Freference\u002Fdates-and-daily-notes","calendar"," for that day, which helps if you plan work day by day instead of only from the next-actions list.",[57,585,587],{"id":586},"process-the-inbox","Process the inbox",[13,589,590],{},"Processing is deciding what each captured item means and where it should show up next.",[13,592,593],{},"Work project by project when it helps:",[242,595,596,602,608],{},[156,597,598,599,601],{},"Mark the true ",[42,600,94],{}," action for each active project.",[156,603,604,605,607],{},"Set ",[42,606,98],{}," on tasks that are blocked until something else happens (including tasks blocked on your own earlier step).",[156,609,610],{},"Leave future steps on the project note or in the task list with a non-actionable status until they become relevant; you do not have to re-type them later.",[13,612,613,614,616,617,619],{},"For standalone tasks, assign a ",[42,615,111],{}," or ",[42,618,90],{}," so they leave the inbox.",[13,621,622,623,194,625,198,627,629],{},"When every item has a date, deadline, or status, the inbox is clear. Your ",[42,624,160],{},[42,626,173],{},[42,628,182],{}," sections hold the clarified work.",[57,631,633],{"id":632},"work-from-next-actions","Work from next actions",[13,635,636,637,639,640,198,643,646,647,649,650,654],{},"The ",[42,638,160],{}," section is where most execution happens. If you want more context at a glance, open the section query, choose ",[42,641,642],{},"Open and edit",[42,644,645],{},"group by Backlink objects"," (the objects linked through each task's ",[42,648,376],{}," property). See ",[23,651,653],{"href":652},"\u002Freference\u002Fbacklinks","Backlinks"," for how that filter works.",[13,656,657],{},"You get next actions clustered by project, with one-click access to the project note for reference material. Tasks with no project still appear; they simply sit in their own group.",[13,659,660],{},"This pattern is what we mean by contextualised task management: the list tells you what to do, and the linked note tells you why and how.",[13,662,663],{},[124,664],{"alt":665,"src":666},"Next actions grouped by project with Backlink objects","\u002Fuse-cases\u002Fgtd\u002Fnext-actions.png",[57,668,670],{"id":669},"location-contexts-with-tags","Location contexts with tags",[13,672,673,674,677,678,682,683,194,686,194,689,99],{},"GTD also cares about ",[42,675,676],{},"where"," you can do something. Capacities models those location- or tool-based contexts with ",[23,679,681],{"href":680},"\u002Freference\u002Ftags","tags"," on tasks (for example ",[73,684,685],{},"#work-laptop",[73,687,688],{},"#home",[73,690,691],{},"#town",[13,693,694,695,698,699,701],{},"The task dashboard includes a ",[42,696,697],{},"Tags"," section that groups open tasks by tag. You can also build a custom section that filters ",[73,700,697],{}," includes your label.",[13,703,704],{},"When a tag reminds you of another errand, add a task in that view and fill in properties in place. Completed tasks drop off the list automatically.",[13,706,190,707,709,710,713],{},[42,708,376],{}," section groups by linked ",[42,711,712],{},"objects"," (projects, people, meetings). Tags and object context solve different problems; many people use both.",[13,715,716],{},[124,717],{"alt":718,"src":719},"Tasks grouped by location context tags","\u002Fuse-cases\u002Fgtd\u002Fcontext-tags.png",[57,721,723],{"id":722},"people-as-an-agenda","People as an agenda",[13,725,726,727,543,729,731,732,734,735,737],{},"Tasks that involve someone should link to their ",[42,728,269],{},[42,730,376],{},". The next time you speak with them, open their page and check the ",[42,733,137],{}," tab (filter to ",[42,736,489],{}," before a 1:1).",[13,739,740,741,743],{},"You capture in the moment; the person page becomes the agenda for the conversation. The same task can also appear on ",[42,742,160],{}," and on your calendar if it is dated.",[13,745,746],{},[124,747],{"alt":748,"src":749},"Open tasks on a Person page","\u002Fuse-cases\u002Fgtd\u002Fagenda.png",[13,751,752,753,755,756,760],{},"For standing meetings, create a ",[42,754,275],{}," object, link it to the calendar event if you use ",[23,757,759],{"href":758},"\u002Freference\u002Fcalendar-integrations","calendar integrations",", and link open tasks or questions in the meeting note. A task can point at the meeting, the person, and a project at the same time if that is how you will rediscover it.",[13,762,763],{},"Capacities does not force a single \"correct\" filing location. Link everywhere the task is useful and let the system surface it when you open the relevant note, list, or day.",[57,765,767],{"id":766},"weekly-review","Weekly review",[13,769,770],{},"The weekly review restores clarity: you know your open projects, your next actions, and what is still waiting.",[13,772,773],{},"A workable sequence:",[153,775,776,782,788,796,806],{},[156,777,778,781],{},[42,779,780],{},"Process the task inbox"," so new captures have a status or date.",[156,783,784,787],{},[42,785,786],{},"Walk your next-actions list"," and confirm each item is still the real next step; update or complete what changed.",[156,789,790,793,794,37],{},[42,791,792],{},"Check waiting-for items"," and move anything unblocked back to ",[42,795,94],{},[156,797,798,805],{},[42,799,800,801,804],{},"Skim ",[23,802,803],{"href":512},"recurring"," and area-linked tasks"," if you use areas for maintenance habits.",[156,807,808,811,812,814,815,817,818,820,821,823],{},[42,809,810],{},"Review projects"," on the Project dashboard: for each ",[42,813,300],{}," project, confirm there is a ",[42,816,94],{}," task in ",[42,819,376],{},"; revisit ",[42,822,310],{}," projects and move or reactivate them when the world changes.",[13,825,826,827,829],{},"You will adapt the rhythm over time. Some people live in ",[42,828,160],{}," all week; others assign dates and work from the calendar. Both are valid once the system is current.",[57,831,833],{"id":832},"where-to-go-next","Where to go next",[242,835,836,842,847,852,857,866,874,880,885,890,897,904],{},[156,837,838,841],{},[23,839,840],{"href":25},"Task management",": inbox rules, dashboard queries, and GTD-style tag contexts",[156,843,844,846],{},[23,845,513],{"href":512},": cadence, stats, skip, and catch-up",[156,848,849,851],{},[23,850,151],{"href":150},": saved filters for task and project dashboards",[156,853,854,856],{},[23,855,697],{"href":680},": location contexts and cross-type grouping",[156,858,859,861,862,865],{},[23,860,653],{"href":652},": ",[42,863,864],{},"Backlink objects"," filters and object hubs",[156,867,868,95,870,873],{},[23,869,239],{"href":238},[23,871,872],{"href":233},"Templates",": Project, Area, Person, and Meeting setup",[156,875,876,879],{},[23,877,878],{"href":465},"Navigation",": side-by-side project and task work",[156,881,882,884],{},[23,883,31],{"href":30},": templates, calendar capture, and follow-up tasks",[156,886,887,889],{},[23,888,36],{"href":35},": capture before tasks exist",[156,891,892,896],{},[23,893,895],{"href":894},"\u002Freference\u002Fuse-cases\u002Fnetwork-of-people","Network of people",": extending Person objects beyond task agendas",[156,898,899,903],{},[23,900,902],{"href":901},"\u002Ftutorials\u002Fcreating-para","Creating your PARA setup",": another way to think about projects and areas in Capacities",[156,905,906,909],{},[23,907,908],{"href":758},"Calendar integrations",": link meetings to calendar events (Pro)",{"title":911,"searchDepth":912,"depth":913,"links":914},"",1,2,[915,922,923,924,925,926,927,928,929,930,931,932],{"id":59,"depth":913,"text":60,"children":916},[917,919,920,921],{"id":67,"depth":918,"text":68},3,{"id":130,"depth":918,"text":131},{"id":216,"depth":918,"text":217},{"id":282,"depth":918,"text":283},{"id":338,"depth":913,"text":339},{"id":395,"depth":913,"text":396},{"id":421,"depth":913,"text":422},{"id":505,"depth":913,"text":506},{"id":562,"depth":913,"text":563},{"id":586,"depth":913,"text":587},{"id":632,"depth":913,"text":633},{"id":669,"depth":913,"text":670},{"id":722,"depth":913,"text":723},{"id":766,"depth":913,"text":767},{"id":832,"depth":913,"text":833},"Set up David Allen's GTD workflow in Capacities with task statuses, projects, areas, next-action lists, location contexts, people agendas, and a weekly review.","md",null,{},{"icon":938},"i-ph-list-checks","\u002Freference\u002Fuse-cases\u002Fgetting-things-done",{"title":5,"description":933},"2.reference\u002Fuse-cases\u002Fgetting-things-done","nyqizH7LEv8qg4TPPLn6dDDmtPsKL_kgi38x4B15QzM",[944,947],{"title":36,"path":35,"stem":945,"icon":946,"children":-1},"2.reference\u002Fuse-cases\u002Fdaily-notes","i-ph-calendar-dots",{"title":31,"path":30,"stem":948,"icon":949,"children":-1},"2.reference\u002Fuse-cases\u002Fmeeting-notes","i-ph-users-three",1782830738926]