Task Fields User Guide

Toodledo has more than 15 different fields that you can enable on your to-do list to help you organize your tasks. This page describes the fields so that you can choose which ones you want to use. To enable or disable fields, go into your account settings and for the "Fields/Functions Used" section

Folders

Folders are a useful way to organize projects or areas of focus. For example, you could have a folder called "Work", or you could get more specific and make multiple folders: "Project A", "Project B", etc. Folders are usually the primary way that tasks are organized on Toodledo. More Info

Context

Context is a concept that is frequently used by people who use the GTD methodology. It allows you to assign tasks to certain contexts in which must be completed. The idea behind this is that it isn't productive to be reminded about tasks from one context when you are in another context. In other words, when you are at work, you don't want to see all your tasks that can only be completed at home.

Goal

Setting personal goals is a powerful way to direct your energy and determine what you want to achieve in life. Unlike tasks, which have a clear path of action, goals are usually more nebulous and difficult to quantify and may have many tasks that contribute to it. When you complete a task that contributes to one of your goals, Toodledo will keep track of it with "goal chains" to help you stay motivated.

Start date/time

You can use the start date/time fields to specify when a task begins. This is useful if you have a task that cannot be completed ahead of time and you don't want to be reminded about until the specified start date has arrived. Any task with a start date more than 1 day in the future will be hidden from your list until the date arrives. You can always reveal these hidden tasks by turning off the "Hide Future Tasks" filter under the "Show" button in the toolbar above your to-do list. More info

Due date/time

If a task is due on a specific date, you can specify that date on your to-do list and Toodledo will remind you about it before it happens. Sometimes a task can only be completed on (or after) a specific date (like a dentist appointment) and being reminded about it ahead of time is unnecessary. Toodledo has some advanced duedate modifiers that can be used to indicate these types of dates. More Info.

You can also record the time that a task is due. You may need to go into your account settings and turn on the "Due Time" column. Once this is done, you can specify the exact time that any tasks is due. You can enter the time in a variety of formats: "2pm", "2:30pm", "14:40".

Repeat

When you create a task, you can specify many different ways for it to repeat once you complete it. When a task repeats, both the start-date and due-date will be moved forward by the specified amount when you complete a task. You can also create optional tasks which get moved forward automatically when their due-date passes. More Info

Length

The length field is a place for you to estimate the amount of time that you think a task will take. This can help you plan when to complete certain tasks. More Info

Timer

The timer field can be used in conjunction with the "length" column to keep track of actual time spent on a project. This is useful for billing clients, filling out time cards or for your own information. If you compare this to the "length" column (which keeps track of estimated time), you will become better at estimating time. More Info

Priority

Tasks with higher priority will be shown higher on the list and will appear with a bolder font. Tasks with a negative priority will be hidden from view most of the time when you have the priority filter turned on. Negative tasks are useful for things you want to do some day, but don't want cluttering up your normal to-do list.

Tag

A tag is a keyword or phrase that you can use to help describe the task. This can be used to keep track of the state or progress of a task, such as "Waiting for Jim" or "Phase 1". It could also be used to keep track of the next step that you need to take, like "Call Jill". Some people use the tag to classify the task: "reminder", "chore" or "meeting". You can also give a task multiple tags by separating each tag with a comma. More info

Status

The status field is useful for tracking the current state of the task. It can be useful for marking tasks that are active, or tasks that have been deferred for a variety of reasons. More Info

Star

The star is an on/off image located adjacent to the checkbox that you can use however you want. Here are some suggestions:

  1. To mark active tasks
  2. To mark tasks that you want to complete today
  3. To mark tasks that are the highest priority.

Location

Adding locations to your tasks allows you to visually see where your tasks are located on a map. You can also sort your list by distance to find the tasks that are nearby your current location. When using a mobile app you can get audible reminders when you are near a location with active tasks.

Assignor

The assignor field is used in conjunction with our sharing tools. It will add a field to each task that shows who assigned it to you.

Action Icon

The Action icon is located to the left of your task and includes menu options for that particular task, such as add subtask(s), permanent link, email task, clone task, and delete task. Also, below these menu options you will see the date the task was added and which platform it was added from.

Trashcan

The trashcan icon is located on the right side of your to-do list, which allows you to quickly delete a task. You can also delete a task using the Action menu.

Task Notes

Task notes are for storing additional information, such as an address, phone number, etc. The note icon will be on the far right side of the task if you are viewing your list in grid mode. You can move the note icon to the left side by editing your account settings. In multi-line mode, the note will be displayed inside the details of the task.

Attachments Icon

Uploading files to Toodledo and attaching them to tasks is a convenient way to keep all of your project data in one place. You can also attach any of your outlines, lists, or notes to your tasks. This functionality has been created especially for our Gold & Platinum Subscribers. More Info

Subtask Icon

This icon is how subscribers use our subtask tools. You can create subtasks, hide then and drag and drop subtasks using this icon. More Info

Sharing Icon

The Sharing icon, located to the left of a task, is how you use our sharing tools. Clicking on this icon will allow you to either share the task with a collaborator or reassign it. If the task is shared, the icon will be shaded in.