How to: Easy and efficient "to-do" list using reminders

[Unresto 5]

I am a relatively new user so I searched the forums for how to effectively maintain to-do lists in Evernote.  I found lots of suggestions that seemed cumbersome or partially complete.

 

I wanted to be able to quickly view everything I have to do today and one click to complete tasks with no fuss.  This is what I came up with. 

 

 

ONE TIME SETUP

 

1. Create a "Todo" notebook

 

This is your notebook of all to-do notes - future, current, and even completed.  This is different than other to-do apps but I finally wrapped my head around this thought: keeping a history of what has been done and when it was finished is better.

 

 

2. Create a "Backlog" search and add it to your Shortcuts 

 

This is your list of your backlog to-do notes.  Any note from the "Todo" notebook you haven't set a reminder on or completed is displayed using this search:

 

    notebook:todo -reminderOrder:*

 

WARNING: Evernote has a bug where clearing a reminder does NOT remove the reminderOrder attribute.  So if you add a reminder then remove it, then it will not show up in the backlog.  I've reported the bug and am looking for workarounds.  Any ideas?

 

 

 

3. Create a "Reminders" search and add it to your Shortcuts 

 

This is your list of items you need to work on today.  Any note from any notebook that has a reminder but has not been completed is displayed using this search:

 

    reminderOrder:* -reminderDoneTime:*

 

 

This shows future reminders too.  I unchecked the setting for "Show upcoming Reminders" to focus on just today.

 

NOTE: This wasn't ever needed, just use the Notes reminder list.  Even simpler.

 

 

 

DAILY PROCESS

 

File new notes in "Todo" and set reminders only for items that need a specific date/time completion.

 

Once a day click "Backlog" and set reminders on notes you need to work on today.

 

Use the "Notes" reminders list and simply check notes as completed when done.

 

 

 

That's it!  Let me know if you have any ideas that could make this better.  Please share, I know I wished I'd found this information sooner but it was fun figuring out how to make Evernote work for me.  Thanks.

 

- D

[ScottLougheed 1,316]

These are great suggestions! I might have to adopt some of these saved searches. 

 

This has me thinking.....To add another layer of organization, I have two further suggestions. 

1) For the notebook inclined:

Create a "todo" Stack, which can be included in your search query stack:todo

This stack would contain notebooks named for specific projects so you could search (for example...):

 

stack:todo notebook:projectX -reminderOrder:* 

stack:todo notebook:projectY -reminderOrder:* 

 

Or omit the notebook element to search all projects. 

 

2) For the tag inclined:

Use the Todo notebook as originally described, and use a tag to denote each project which can be included in the search query. 

[Unresto 5]

I like that!  Right now I'm using Evernote just for my personal organization, but soon I'll be trying to apply it to work.  Great ideas.

[ScottLougheed 1,316]

So many interesting things get posted on these forums. Honestly I think much of how I use Evernote is an odd amalgamation of bits and pieces from what gets posted here over the years.

[gazumped 11,666]

So many interesting things get posted on these forums. Honestly I think much of how I use Evernote is an odd amalgamation of bits and pieces from what gets posted here over the years.

 

So Grasshopper,  you begin to see the majesty of the Forums...

 

[Unresto 5]

WARNING: I just found that Evernote seems to have a bug where if you clear the reminder it doesn't remove the reminderOrder or reminderDoneTime attributes.  So my search above will fail if you accidentally check, then clear, a reminder.

 

I also realized the "Reminders" search and shortcut isn't necessary - just click on "Notes" and use its reminders list.  Even simpler!

 

- D

[a_just_ice 0]

I am doing the same thing, having a specific Notebook just for TODO items.

The problem I am trying to overcome is when using the TODO list on my iPhone Evernote App.

 

The notifications keep going away, so I can not see over-due items in the pull-down notifications and the app badge (little red circle with #) goes away too as soon as I open the app.

The built-in reminders as well as many 3rd party TODO apps all do this.

 

Any thoughts?

Maybe there is a 3rd party plug-in to Evernote that will accomplish the running TODO list better.

 

Thanks.

[gazumped 11,666]

Azendoo is one of the offerings in the app centre (see below) that has power 'to-do' options if you need them..

[Gabriel Q 0]

Great idea, thanks! I replaced the saved search though. Instead of showing notes with no reminders, I chose to show notes with incomplete to-dos.

[bterstal 0]

Thanks Unresto.  This is exactly what I was looking for.  A SIMPLE todo without having to integrate into another tool....awesome.

[kitezh 16]

Creating a saved search for reminders is simple. But unfortunately it doesn't seem possible to sort them according to reminder time, only when they were updated. 

[CalS 5,280]

There is an option in Snippet View to sort reminders by date.  Reminders for the context you are in appear at the top of the column.  The option is found by clicking the gear icon.  You can also drag/drop the reminders into whatever sequence you like.

[czernie 0]

I am searching the forums trying to find an easy way (or any way) to collect all my To Do checkboxed tasks in one place. I am in so many meetings and at the end of the day I need them all in one place! Help?

[JMichaelTX 4,117]

I am searching the forums trying to find an easy way (or any way) to collect all my To Do checkboxed tasks in one place. I am in so many meetings and at the end of the day I need them all in one place! Help?

 

Sounds like you are in business environment. If so, then I might suggest that you look for a tool more effective and capable than Evernote for task management.

 

Evernote is a great PIM, but has limited features to support real task management.  It's OK for ToDos for limited personal use, but quickly falls short for task management, particularly when you want to track status, delegate tasks, share tasks, associate with projects, and get notifications when updated or past due.

 

Evernote, by itself, does not have a method to pull a list of all checkboxes NOT checked in a note.

The best you can do is get a list of Notes where one or more checkboxes are unchecked.

 

However, there are Evernote "Add-ons" that integrate well with Evernote to provide better task manager.

Here are a few examples in or particular order.  Many more available.

Disclaimer:  I have NOT used any of these, nor have any association with them.

• Azendoo: team to-do

• IQTELL is a comprehensive task management solution

• many more

But if you want best of breed, industrial strength, task/project management, you are well advised to see apps dedicated to project/task management.  A great example that is low cost is Apptivo.

 

Good luck, and let us know how it goes.

 

[CalS 5,280]

There isn't an extract open todo's from notes capability at this time.  If you want the todo's in one place using EN,

1. From an after the fact basis, a workaround is to extract the  todo's and put them all in one note later.  You could also create a note for each of the todos adding a reminder and then use the reminder functionality to manage them. 
2. On the fly, you could add todo's to the one note or create a note with a reminder, per the above.. 
3. Use a third party app like Zendone which integrates with EN.  Added complexity here, but these apps use the check boxes to sync and you use their interface typically to manage the todo's. 

Personally, I create a reminder for the note if the todo's are tightly coupled and date similiar, and close it when all are done.  If not tightly coupled, I create a note for each todo, put a link to the meeting note in it, and use the reminder functionality.  I like this since it incorporates when to the process.  It is extra work, but going to a third party app is extra work and I like to keep my "stuff" in one place.  FWIW.

 

And if you weren't aware, there is a search for open check boxes, todo:false. 

[Rgrenader 35]

I cannot help but think that Evernote is aware of the missing link of To Do management in current releases.  What I do not want is another subscription app that promises full EN integration and will not deliver.

[JMichaelTX 4,117]

I cannot help but think that Evernote is aware of the missing link of To Do management in current releases.  What I do not want is another subscription app that promises full EN integration and will not deliver.

 

Then I would go with an app dedicated to task management that is independent of Evernote.

 

I agree with you that surely Evernote knows about the task mgt shortcomings, but they seem more inclined to work on new, what they think is "cool", stuff that will "bend the universe", rather than completing the job they already started.  

[czernie 0]

 

I am searching the forums trying to find an easy way (or any way) to collect all my To Do checkboxed tasks in one place. I am in so many meetings and at the end of the day I need them all in one place! Help?

 

Sounds like you are in business environment. If so, then I might suggest that you look for a tool more effective and capable than Evernote for task management.

 

Evernote is a great PIM, but has limited features to support real task management.  It's OK for ToDos for limited personal use, but quickly falls short for task management, particularly when you want to track status, delegate tasks, share tasks, associate with projects, and get notifications when updated or past due.

 

Evernote, by itself, does not have a method to pull a list of all checkboxes NOT checked in a note.

The best you can do is get a list of Notes where one or more checkboxes are unchecked.

 

However, there are Evernote "Add-ons" that integrate well with Evernote to provide better task manager.

Here are a few examples in or particular order.  Many more available.

Disclaimer:  I have NOT used any of these, nor have any association with them.

• Azendoo: team to-do

• IQTELL is a comprehensive task management solution

• many more

But if you want best of breed, industrial strength, task/project management, you are well advised to see apps dedicated to project/task management.  A great example that is low cost is Apptivo.

 

Good luck, and let us know how it goes.

 

 

"The best you can do is get a list of Notes where one or more checkboxes are unchecked." - How do I do this????? I would be grateful to be told how.....

[ScottLougheed 1,316]

 

 

I am searching the forums trying to find an easy way (or any way) to collect all my To Do checkboxed tasks in one place. I am in so many meetings and at the end of the day I need them all in one place! Help?

 

Sounds like you are in business environment. If so, then I might suggest that you look for a tool more effective and capable than Evernote for task management.

 

Evernote is a great PIM, but has limited features to support real task management.  It's OK for ToDos for limited personal use, but quickly falls short for task management, particularly when you want to track status, delegate tasks, share tasks, associate with projects, and get notifications when updated or past due.

 

Evernote, by itself, does not have a method to pull a list of all checkboxes NOT checked in a note.

The best you can do is get a list of Notes where one or more checkboxes are unchecked.

 

However, there are Evernote "Add-ons" that integrate well with Evernote to provide better task manager.

Here are a few examples in or particular order.  Many more available.

Disclaimer:  I have NOT used any of these, nor have any association with them.

• Azendoo: team to-do

• IQTELL is a comprehensive task management solution

• many more

But if you want best of breed, industrial strength, task/project management, you are well advised to see apps dedicated to project/task management.  A great example that is low cost is Apptivo.

 

Good luck, and let us know how it goes.

 

 

"The best you can do is get a list of Notes where one or more checkboxes are unchecked." - How do I do this????? I would be grateful to be told how.....

 

The search syntax for any note that contains un-checked boxes is:

todo:false

Conversely , look for notes with checked boxes switch "false" to "true". 

 

You can combine these with negations, so, looks for notes that have unchecked boxes ONLY (that is, where NONE of the boxes are checked):

-todo:true todo:false