Build A Notion Task Manager! #3: Recurring Tasks & Project Templates

This is the 3rd part of my series on how to build a Notion task manager in my Notion from Scratch Series - but useful as a stand alone video too! In this video: setup deadline views, filtered project templates & recurring tasks in Notion! 🔔 Find the full Notion From Scratch series & join the email list HERE ➜ www.bettercreating.com/notion... for more: build-along & learn Notion fundamentals as you go! coming next in the series: sub-tasks & dependent tasks.
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🎥 VIDEO CHAPTERS:
00:00 Notion Tutorial: Build A Task Manager From Scratch
01:50 1. Notion Weekly Calendar View & Deadline View Build
06:06 2. Creating a Filtered Project Template Page In Notion
07:41 Filtered Task View by Project Template & Status Updates
12:19 Adding Notion Buttons! Create Easy Automations to Project Templates!
14:55 Progress Report Views For Tasks: Text Report & Percentage Complete
19:23 3. Add Recurring Tasks In Notion & Recurring Task Template
22:25 Notion Recurring Tasks Setup: Filtering Dashboard Views
26:22 Displaying Recurring Tasks without A Linked Project
27:33 Your Notion Second Brain & Notion Sub-Tasks
👋 BETTER CREATING
Hi, I'm Simon and I'm collecting great ideas, tools and tech to help you live your best productive and creative life: On this channel you'll find all things Notion, well designed productive tech, & great ideas on business & self development. Other than doing this, I work as a freelance creative in theatre and film and love motorcycles, coffee and minimalist design.
#notion #productivity #BetterCreating
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[@BetterCreating]

Hi pals! It's finally here: The next in the series! What do you think? View The full playlist & start building in Notion now, for free Here: kzbin.info/aero/PLYV9oYJ_9ey7H6mM-8WYnat44IbO_OsOk & find all my Notion Templates & Guides HERE: www.bettercreating.com/

[@user-dy4hp9sr1n]

Can you post the new formula for the “do date formula” field? It also changed with the update?

[@user-bv7og3vi2p]

helped me a lot, not only with setting up this OS, but with understanding Notion way better. Thank you a lot!

[@BetterCreating]

Glad it helped! Just the kind of comment I would hope for!

[@NicholasAung87]

Thank you for making this Simon! Appreciate it. Can't wait for more!!!

[@BetterCreating]

Glad you enjoyed it! Great stuff - filming the next one this week. :)

[@goeffreyfremain1260]

Sweet an other episode ! Great series for people like me who like to create our own notion and not using one already made ! Thanks Simon not forgetting us :D

[@lisarothmann2161]

MIND BLOWN @ ~13:23 ! This is so powerful thank you for sharing the builds, I love learning along with you!

[@BetterCreating]

Ah love it! Thanks for watching and see you on the next one :)

[@PanajottaLakkis]

Nice Video! For the recurring template you can bypass the step with the "created time" property: When editing the template you temporarily change the due or do dates (or both) into text fields, write @Today, then change them back to date fields. The text @Today disappears but now each time the task is created it will be populated by the correct date. And then you still use the formula to populate the calendar with both do dates and deadlines: if do date is empty then take the deadline, otherwise the do date. Added a formula showing the state in relation to the due date and you know if the item in your calendar only has a do date or has a due date which is overdue or on spot (today) or in the future.

[@karenlepage-mindfulmaker]

Oh yeah I love this trick. Surprised more people don’t know it! But good on you for sharing it here!!!🎉

[@Floatnride]

Wicked idea well done for sharing Ty

[@PanajottaLakkis]

@@Floatnride Pleasure! The only thing you have to be aware of if changing the date field temporarily to a text field: If you have calenders being fed by this field they will loose the connection because calendars only feed from date fields (or from formula fields giving out a date!). So you have to go to the calendar view after having reverted the field to "date" and connect again. If you feed your calender by the formula you won't have this problem.

[@BetterCreating]

Awesome! What a great hack! Thanks for sharing. :)

[@user-xm2yy8mt9w]

Thank You this is besstessstttttt tip of all. Saves a lot of time. Really appreciate it :)

[@gavinscott-miller1553]

Wonderful work around idea on the recurring tasks by a new status. Totally genius! Thanks for the tips, you totally got me unstuck & inspired!

[@BetterCreating]

You are so welcome! and welcome to the channel!

[@gavinscott-miller1553]

@@BetterCreating thanks! I’ve enjoyed your content for a while now!

[@AlexandruGheorghiuP]

Thanks for a very helpful set of walkthrough. I've tried to follow along and tweak when appropriate 🙂. At 19:00 you're modifying the "Projects in Progress" view from the the "Live Projects" section from the Dashboard. I went back watching the previous videos in this series but I couldn't find where this section was initially built. Could you please point me in the right direction? Again, thanks, and continued success!

[@LaxWax]

Thank you for these videos Simon, they have been so helpful for me, a Notion beginner, and have really helped me to stay organized! It seems Notion went through a formula update, and I am having trouble with the Do Date Formula. Do you have an updated formula? Thank you!

[@kristinavasileva5615]

This is the formula that I used today and it works fine: copied: if(empty(prop("Do Date")), prop("Created time"), prop("Do Date")) how it looks like in notion: if(empty(Do Date), Created time, Do date) With the new formatting, you should close the brackets only at the end. So if I can explain it: if(empty(Do Date), *choose Created time/date from the menu with no brackets*, *choose Do Date from the menu*)

[@christianmagill3829]

Great videos in this series! Can't wait for the next one on subtasks and dependencies. Do you have any thoughts on templatizing more complex projects? There seems to be some limitations in Notion surrounding this.

[@BetterCreating]

Coming soon! Yes - I do create Button automations to build repeatable dependant task lists - but yes - really each user should find the thing that makes sense to them or it can get to complex :)

Hello!!! Thanks for all your content as it is helping me a lot to make my own build for CRM & Project Planning in my work. I have a very specific question... I have created a recurring template for Weekly reports, filling information about status of leads, opportunities and projects within the week. I send it out each week, but after I do, if I update any progress in any lead or project, the report updates it as well. I don't want it to keep updating. The intention of the report is to be a screenshot of that moment in time without changing later on. I have tried locking the databases within the report template, but still I haven't found a way to block all the content and avoid any futher change. Please let me know if you have any idea that might help. Thank you very much!!

[@ansonturley2589]

Great Video

[@BetterCreating]

Thanks!

[@procrastinatormanaged]

Allways nice to start the weekend with some Notion inspiration. Thanks. (And don’t you hate it when you ready with your template (incl video) and Notion changes the fundamentals?… now I procrastinate on publishing an updated version for months now😅)

[@BetterCreating]

Haha - I feel you! Thanks for watching - I’m sure we’ll have to keep iterating! 😅

[@ThePodcastStudioMiltonKeynes]

Hey buddy, loving this series! Just a thought... Where you made the recurring tasks, but couldnt have them show up in the home page... Could you not create a seperate tab on the home page just for recurring tasks? So I can see daily recurring stuff? and be notified?

[@BetterCreating]

Thanks! Yes absolutely that’s a good and simple solution to use too - possibly better for many. The filter options I used are also great thou if you want everything in one list. :)

[@hummingbirdheartflute9575]

These are great! For some reason my calendar view is not showing current week, its showing two weeks ago...not sure how to make calendar view current.

[@BetterCreating]

Thanks! Ah / do you see a today button top right?

[@spectatorsgaze4903]

I just realize there's one caveat with switching the 'Group By' of the calendar view from Do Date to Do Date formula. By grouping the calendar view using the Do Date formula, the database no longer allows you to drag and drop a task from one date to another. Instead, it can only dropped at the top or the bottom of the database. The only way to switch the date is to go into the page and change the Do Date, which is slightly inconvenient.

[@LifeGameDesign]

I noticed the same thing but a good workaround to this is showing the "date "property on the Task Tile and clicking that to change the date between the day of the week you want to switch it to. Not as good as dragging and dropping but way better than having to open each page and change it like that!

[@StrategyInformer-sjgold]

Simon what do you think would be a good app to use for writing medium length content. Say 1200 - 2500 words. Good editor and something that does not make you want to fiddle with it (looking at you Obsidian) handles images would be best. Craft, 'One Note, IA Writer are in the race. What do you think, the notion editor is horrible.

[@BetterCreating]

Hey Seth - I’m actually looking at things like Moonbeam and Jasper at moment : great AI assisted writing tools - moonbeam very much targeted at mid length writing. Images - not sure thou

[@modernyarn]

Simon, when I create a project it will fall into one of 3 or 4 overreaching categories, and I'd like to have recurring tasks set up for each of these categories, but AS A CHECKLIST. I think it could work at as a button, so that when I create a new project, then I would click on the button New Video Tasks or New Pop-Up Market Tasks, and then those tasks would populate, much like your Overview and Objectives. The checklist would work best for my brain, as these are typically tasks that need to populate a calendar with a due date, but I don't need tons of extra stuff. Any thoughts?

[@BestofCreekyHours]

I am receiving an error when trying to execute the concat formula at 17:02 of the video. Was there an update? "Argument of type text does not satisfy function concat" Please see the formula below. concat( "✅ A Total of ", format(prop("Total Tasks")), " Tasks") Any help would be greatly appreciated! These videos are awesome.

[@cristobalsalcedo175]

Hi Bro, the lasted update in the formulas of notion arrived the reworks in the sintax, i am using this formula, i let you it; ["✅ A Total of "] + [format(Total Tasks)] + [" Tasks"] Please check how to you named the column to aply the "Format". PD: Sorry for my english, i hope that help you.

[@BetterCreating]

Yeah see the reply here - Notion’s Formulas 2.0 have changed things!

[@christianschroer1999]

You meantioned your icon pack? I use windows. Can I still use your icon-pack only for notion itselfe?

[@BetterCreating]

Yes! The icon pack is simply correctly scaled icon images and covers - so can be used on any device / Notion etc that accepts custom icons: I.E. most phones and tablets + Notion you can insert custom icons on any page or callout block :)

[@christianschroer1999]

@@BetterCreating great now I know a usefull way to help you as well :). Win, Win

[@tammiandrae2308]

Can you add a project within a project?

[@andreamaria7826]

Would really appreciate if someone could help me with this : I did everything he did in order to create recurring tasks but how can I make the task appear on a regular basis (every sunday for example) without needing to put a new do date every single week or does it even show up every single sunday without me needing to change the date : it's sunday right now i created a recurring task and i see it on the calendar view but if i look at next week the same task doesn't show up immediately on every sunday. My question : it that task going to show up on the day (sunday in this case) next week without me needing to change something or not ?

[@BlueSuedeHughes]

The recurring tasks section of this video does not work. At all. Better check another tutorial.

[@CanvaMagic-bl7nb]

Part4 is ready ?

[@BetterCreating]

Check out my Notion From Scratch playlist for the full series via my channel page :)

[@watchlearn1167]

******17min Important Formula Update: Formula is now simply: {" A Total of: " + format("total tasks") + " With % Complete of: "} (Now, I know formulas but, idk how to timestamp, so if someone else would like to drop that below thx...) Key Takeaway: Do not use concat anymore 1. Replace concat with quotes {" ENTER TEXT HERE"... 2. OPERATOR 3. format(prop) 4. OPERATOR 5. "END TEXT HERE" No parenthesis!

[@BetterCreating]

Great work! Thanks for dropping this :)

[@user-dy4hp9sr1n]

Can you post the new formula for the “do date formula” field? It also changed with the update?

[@curtisfamilyadventure]

I am also having the same problem

[@user-dy4hp9sr1n]

Can you post the new formula for the “do date formula” field? It also changed with the update?

[@user-dy4hp9sr1n]

Can you post the new formula for the “do date formula” field? It also changed with the update?