Manage tasks with statuses and properties
Give each task a status, drag it across the board, and create the statuses and properties your work needs.
Applies to Web · Mac · iPhone app · only the note owner can edit statuses
Besides being checked or not, every task has a status. The defaults are To do, In progress, Review and Done, organized into three groups: to do, in progress and done. The same statuses are used by the To-dos board, the calendar table, the project tree and the dashboard.
Change a task’s status
- To-dos → List → View: Board: drag a task card to another status column.
- To-dos → Cards: pick a status on the card.
- Calendar → Table: change the cell in the Status column.
- Project tree → Task view: select a task, choose a Task status in the details panel and click Save status.
Moving a task to a status in the done group checks it off. Tasks in notes you can only view can’t change status. The In progress chip in To-dos shows tasks in the in-progress group (by default, In progress and Review).
Statuses belong to the note owner
Each note owner has their own list of statuses, and tasks in a shared note use the owner’s list. That’s why a board mixing several people’s notes is split into sections such as “{name}’s statuses”. Tasks still on the older kanban setup are grouped under Legacy statuses.
Add, rename and archive statuses
- Open Calendar and switch to Table.
- Click the Status column header to open its menu, then click Edit property. The Edit status property panel opens.
- Under the group you want, type a New status name and click Add.
- Click a status to change its display name and color. Drag, or use the arrow keys, to reorder statuses within a group.
- To retire a status, click Archive status, choose a replacement and click Archive. Archived statuses are listed under Archived at the bottom, where you can Restore them.
| Rule | Details |
|---|---|
| Who can edit | Only you edit your own list. In a shared note, only the owner can edit its statuses. |
| Name length | Up to 20 characters |
| How many | Up to 40 active (non-archived) statuses |
| Can’t be archived | The default starting status and the default done status. There must be another status in the same group to take over. |
| After archiving | Tasks already in that status keep it, but it can’t be chosen for new tasks. |
| Changing a status’s group | Not possible directly. Add a new status in the group you want, then archive the old one. |
Custom properties
In Calendar → Table you can add your own property columns to tasks. Use Add a property (+) in the table header.
- Types: Text · Number · Select · Multi-select · Status · Date · Person · Files & media · Checkbox · URL · Email · Phone · Formula · Relation · Rollup · Created time
- Columns such as Details, Status, Date, People, Note title, Created time and D-day are built in and calculated from the task itself. URLs, email addresses and phone numbers in the task text are picked up automatically.
- A Rollup needs a Relation property to exist first.
- Limits: 32 custom properties (128 including archived ones), 80-character property names, 100 options per select.
For arranging columns, grouping and filtering, see Work in the schedule table.