Notion FINALLY Made Recurring Tasks Work.

Notion's Native Recurring Tasks Support

• Notion introduces native recurring tasks, allowing users to set tasks that recur daily, weekly, etc.

• Users can track task history and see how often tasks have been completed over time.

• The video will cover implementing recurring tasks simply and advanced features like task history.

Getting Started with Recurring Tasks

• Two methods for setting up recurring tasks: free buttons feature or paid automations feature.

• A template is available for easy setup of simple recurring tasks without extensive work.

• Ultimate Brain offers a comprehensive solution including task history and project management features.

Setting Up the Database

• A simple tasks database is demonstrated; it currently lacks recurring task support.

• To enable recurring tasks, a new property called "recur interval" is added to the database.

• The recur interval indicates how many days to add to the due date when a task is marked done.

Implementing Automations

• Users need to determine how to trigger automation based on the recur interval property.

• There are two ways to trigger automation in Notion; one requires a paid plan while another uses button properties.

How to Implement Recurring Tasks in Notion

Button Feature Overview

• Introduces the button feature for task completion and its relation to automations.

• Describes how to edit properties, specifically changing due dates upon task completion.

• Highlights the new custom formula option that eliminates reliance on external apps for date calculations.

Custom Formula Functionality

• Explains accessing page properties through dot notation in formulas.

• Details the date add function's arguments: date, number, and unit (e.g., days).

• Demonstrates using dynamic numbers from properties like recur interval for setting due dates.

Transitioning to Automations

• Discusses switching from buttons to automations for a more efficient workflow.

• Emphasizes the need for automation when marking tasks as done instead of clicking buttons.

• Outlines creating an automation process with triggers based on status changes.

Setting Up Automation Actions

• Describes replicating button functionality within automations using similar formulas.

• Mentions resetting task status back to "not started" after completion of recurring tasks.

• Illustrates how automation updates task statuses and due dates automatically.

Addressing Non-recurring Tasks

• Identifies issues with non-recurring tasks being reset by automation processes.

Creating a Recurring View in Notion

• Introduced a new view called "recurring" with a repeat icon to indicate its purpose.

• Added an advanced filter for tasks where the recur interval is ≥ 1 and due date is not empty.

• Edited automation to apply only to the newly created recurring view, ensuring it triggers correctly.

Addressing Recurring Task Issues

• Identified problems with tasks set for specific days that may not align with all months (e.g., 31st).

• Planned to enhance recur intervals by introducing smarter options for task scheduling.

• Mentioned complex formulas available for additional recurring capabilities like specific weekdays.

Improving Recurrence Setup

• Suggested pairing recur interval with another property to dynamically determine time units (days, weeks, etc.).

• Proposed adding a select property named "recur unit" to complement the recur interval property.

• Defined options for the "recur unit" as days, weeks, months, and years.

Editing Recurring Tasks

• Updated tasks' recurrence settings based on their frequency (daily, weekly, monthly).

• Changed "review monthly budget" task from every 31 days to every 3 months as "review quarterly budget."

Finalizing Automation Adjustments

• Reviewed documentation for date add formula; noted issues with uppercase letters and parentheses in units.

• Demonstrated using replace functions in Notion formulas to format string values correctly.

How to Set Up Recurring Tasks in Notion

Adding Complex Recurrence Options

• Introduces the process of adding complex recurring intervals in Notion, such as specific days of the week.

• Demonstrates using a template called Ultimate Tasks for advanced recurrence features.

• Explains adding properties for different recurrence options like "months on the first weekday" and selecting specific days.

Unlocking Database Properties

• Describes how to unlock a database in Notion by navigating through pages and breadcrumbs.

• Shows how to access and modify the recur unit property to include additional options for task recurrence.

• Mentions the need for a multi-select property named "days" to specify which days tasks should recur.

Creating Formula Properties

• Discusses creating formula properties that help calculate when tasks are due next, enhancing visibility.

• Suggests having a separate "next due" formula property instead of embedding it directly into automation.

• Introduces a localization key formula that allows customization of day names and interval names.

Implementing Next Due Formula

• Guides on creating a new formula property called "localization key" for language adjustments.

• Advises pasting an extensive next due formula into its designated property within Ultimate Tasks.

• Illustrates how setting up due dates affects the next due date calculation based on selected recurrence settings.

Finalizing Automation Setup

• Explains modifying existing automation with the new logic from the next due formula for accurate task scheduling.

How to Add Task History in Notion

Step 2: Setting Up Recurring Tasks

• Completed tasks are saved, and status is reset to "to do." This concludes step two.

• Historical records of completed tasks aid in habit tracking and compliance for teams.

• Demonstration uses Ultimate Brain 3.0 template, launching publicly on Black Friday.

Adding Properties to the Database

• Open personal copy of Ultimate Brain; add a "completed" property for task completion dates.

• Introduce a relation property called "occurrences" to link historical records with canonical recurring tasks.

• The setup involves a single task that duplicates upon completion while maintaining its original properties.

Automation Process

• An automation triggers when the status is set to complete, creating a new task entry in the database.

• Property values from the original task are transferred, updating due dates and statuses accordingly.

• Unlock the tasks database if locked; proceed to create new properties.

Creating New Properties

• Add a date property named "completed" for automatic date setting upon task completion.

• Create a self-relation property called "occurrences" for linking historical records back to recurring tasks.

Template Creation for Recurring Tasks

• Develop a database template titled "recurring task with history," which includes essential properties and blocks.

• Set recur interval to one for automatic recurrence; close the template settings afterward.

Creating a Task List in Notion

Setting Up the View

• Configure properties to show only status and completed fields for clarity.

• Create a filter for occurrences containing "recurring task with history" for better tracking.

Implementing Self-Referential Filters

• Use self-referential filters to update tasks dynamically when new instances are created.

• Sort historical records by completed date in descending order for easy access to recent tasks.

Enhancing the Table View

• Remove unnecessary default templates and keep essential properties like status, due date, and completion dates visible.

• Add a chart view by duplicating existing views to visualize task completion over time.

Visualizing Task Completion

Configuring Chart Settings

• Set up a line chart grouped by week or month to track task completion frequency.

• Reference additional resources on charts available in Notion for deeper insights.

Automating Historical Record Creation

• Access automations within the recurring tasks database to streamline record creation.

• Modify existing simple automation to incorporate advanced features while maintaining triggers based on task completion.

Setting Up Automation Actions

Defining Trigger Actions

• Establish actions that set due dates and statuses upon task completion using trigger values from the canonical task.

Creating New Pages in Database

• Ensure new pages are created before changing values, maintaining data integrity during automation processes.

Mapping Properties from Trigger Page

How to Set Up Task History in Notion

Project Setup

• Bringing in due date and project details, including priority assignee.

• Editing properties like occurrences, description, completed status, and task status for accuracy.

• Linking trigger page to the new page for historical record creation.

Property Adjustments

• Setting completed property to "time triggered" instead of transferring from canonical page.

• Editing description property; optional but useful for linking back to detailed tasks.

• Using string concatenation in formula editor for creating a descriptive link.

Recommendations on Property Transfers

• Avoid transferring parent/subtask values; focus on relevant properties only.

• Excluding wait date or snooze as they don't apply to completed tasks.

• Ensuring next due date is set correctly and additional automations can be added.

Testing the Automation

• Applying recurring task with history template and checking automation functionality.

• Confirming due date and status updates after completing a task.

• Creating habit tracking charts based on historical data collected.

Additional Resources

Learn Notion Basics and Resources

• Explore additional videos for foundational knowledge on Notion, including databases, layouts, and automations.

• Visit thomasjfrank.com/fundamentals for a Notion basics course and newsletter signup.