Task Management in Capacities ​

Here are two ideas for managing tasks within Capacities before we launch integrated task management in the future.

There are two primary ways to deal with tasks:

1. with a task tag
2. with a task object type

You can watch a video about each option here or read on to learn more.

Task management with tags ​

We can add a task tag to any block or object.

This is the most lightweight solution to internal task management: simply write down your task and then add #task.

If you click on that tag, you'll see all open tasks. You can pin that tag to your sidebar for easy access as well.

If you have completed the task, you can remove the tag.

You can bulk add and remove tags with bulk actions. Cmd Shift Click on the relevant blocks, and choose the right action for you from the action panel that pops up (add or remove tags).

You can customize this approach further. If you need to add a priority tag or a project tag, tagging in Capacities is flexible enough for you to do that.

You could even color the priority tags so you can visually distinguish your priorities on your task list.

Using tags for task management in Capacities is a flexible, customizable approach that can be made easier with bulk actions, tag views and more.

Task management with a task object type. ​

If you wish to have a more structured approach to task management, a task object type may be the solution for you.

First, create a new object type called task. To decide what properties to add to it, you need to decide on the information you generally need per task. You can see how to see these up in the video.

You could start with:

• Title
• Status (select property to tag)
• Priority (select property to tag)
• Related project (select property to project)
• Due Date (date time property)

and adjust when necessary.

There are several ways to create an object, which you can explore here.

But the easiest for task management workflows is using the 'turn into' function. You can access this with #{object type name}. So here, we could type #task and if you have a task object type, you'll see the option to 'turn into task'. Click this, and you'll get a task object created straight away.

You can even do this in bulk, so you could frictionlessly braindump your task list, select them all with bulk actions, and bulk turn them into tasks. Then you can fill in the extra properties as necessary right from your daily note, or whatever other object you're in.

If you click on the Table view, you'll get a bird's eye view of all your tasks and what's currently going on, and from here you can edit properties too.

You can also filter and sort these tags, perhaps by project or status, and if you think you have a particularly useful view, you can save it as a query to use again later.

For example, you could create an in progress tasks query so you can focus on executing them before beginning new ones.

Queries can also be pinned to your object dashboard, so you always see that view easily. From here, you can start to build out a customized dashboard of your tasks.

The task object type can provide a personalized approach to task management within Capacities, making use of bulk actions, queries and an object type dashboard.

Task Integrations ​

If you would prefer to use a dedicated task manager like Todoist or Ticktick, check out our page on task actions