The Easiest Way to Create Recurring Tasks in Notion (2024)

День тому

Here's exactly how you can set up recurring tasks in Notion.
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Companion blog post: thomasjfrank.com/notion-autom...
Ultimate Tasks (free task manager template): thomasjfrank.com/templates/ta...
➡️ Watch These Next:
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Notion Databases for Beginners: • Notion Databases - Ful...
Build a Second Brain (PARA Dashboard): • Notion Masterclass: Bu...
Notion Calendar Guide: • Notion’s New Calendar ...
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💪Get Started with Notion:
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⏱️ Timestamps:
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00:00 - Intro
01:20 - Level 1: Repeating Templates
05:11 - Level 2: My Recurring Tasks Template
10:39 - Level 3: Automated Recurring Tasks Workflow
18:28 - Bonus: Send a Task Report to Slack
20:41 - More info
👏 Thanks:
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Much of the work on the recurring tasks formulas was done by Martin Boehme
Video edited by @TonyStoodios
Select clips via Getty Images

КОМЕНТАРІ: 96

@chuntoon1 25 днів тому

I've been using this since the video a few years ago! Such an amazing way to do it, you guys hit the ball out of the park

@francaram 15 днів тому

You never cease to impress me Thomas. Thank you so much for the work that you do!

@MarcinHinz 25 днів тому

I think that I wrote it already but have to do it one more time: Frank, you're crazy with amount of knowledge you're giving for free. I feel bad that I didn't buy your ultimate brain product (I just don't have usecase for it) but hopefully will but it just because you did so much for my learning curve in Notion 👍

@thenotionexperience 24 дні тому

Thank you so much 🙏👍 Now we have it.. Notion and recurring tasks ✌

@-tt15- 6 днів тому

Thank you so much for your effort and dedication

@thebutterflyroot 25 днів тому

Just spent the past two days trying to figure out recurring tasks in Notion with your previous video and ended up back with todoist cause it was so complicated 😂 and now there's a new video. Thank you. I'm not sure if I'll use it for now but maybe one day!

@ThomasFrankExplains 25 днів тому

Can't blame you! I actually made this automation a while back, but wasn't sure if I should make a full video on it until I realized that a ton of people in our customer community really liked having automated recurring tasks right in Notion. So I decided to polish up the workflow a bit and finally make an updated video.

@thebutterflyroot 24 дні тому

@@ThomasFrankExplains Thank you so much for all of your hard work and commitment to providing such amazing value! I've watched you for years regarding productivity and now you're also talking more about programming which I'm trying to learn so that's amazing! Thank you so much for such great content! All the best to you and your team as you delve into designing more products and programs.

@jadonharper1493 День тому

I like todoist but they lock way too many basic task managment features behind a paywall. Stuff like task reminders and calendar view are basic features, they should not charge a premium for that. Also their logo looks like it was designed by a 5th grader, a stack of checkmarks that look stretched to the wrong aspect ratio.

@thebutterflyroot День тому

@@jadonharper1493 It's true that many features are locked behind a paywall but it's definitely convenient especially with the web and mobile apps. Cross platform access is important for task management. On the other hand I've started exploring Tana for note taking and even some tasks and I'm really enjoying it. The fields in supertags are like database fields in Notion but much easier and more intuitive for me. You can check them out by introducing yourself on their slack channel for early access if interested.

@Atilhos 14 днів тому

A big disadvantage of that approach is that we lose a record of all the recurring tasks we did in the past, since we are always recycling them for next time. If only Notion would make the "Repeat" option of templates a little bit more capable and customizable...

@renegadek9 День тому

I was surprised by your comment so I checked the Completed table in the Ultimate Brain Task Manager and you are right. It does list what recurring tasks I completed today, but not past days completed recurring tasks. The email generated by Pipedream will show what was processed each day though.

@vladyslavshubonkin3790 22 дні тому

Thanks for publishing the code to github. Was able to make it work with my Second Brain tasks. Added required fields, updated pipe's variables to use those, and finally can use only Notion and abandon Asana for recurring tasks.

@BryanKofsky 25 днів тому

Love the thumbnail 😅

@darrylbrooks3361 25 днів тому

Great stuff as always. I'll dig into this again. Since I began using Notion for tasks, my take on recurring tasks is not to deal with them, even though 90% of my tasks are recurring. Instead of one click to complete and change the date of a task as in most systems, I simply click on the date, then click on the new date. 2 clicks instead of 1 and it requires no work. An extra bonus is how easy it is to change the recurrence, which happens often.

@ThomasFrankExplains 25 днів тому

Yep! That's the *true* simplest way to do it. The first video I ever made on this channel was most about this method, with the only upgrade being the formula that helps calculate the next due date just to take that mental burden off the user.

@thatbberg 5 днів тому

Is the main difference between the level 3 method and your old video ease of setup? I already set it up when that vid came out and it still works like a dream, so I'm wondering if I should keep using that or switch to this new version.

@SeyiObembe 25 днів тому

I think you can also do this automation for level 3 if you’re on Apple by leveraging shortcuts to filter in the same way you do grab the date in your next due property and then update the actual date with the date from your formula. Both are really cool though and it’s really cool to come up with innovative solutions to this whilst Notion catch up!

@ThomasFrankExplains 25 днів тому

I believe you can, yes! It just makes the workflow reliant on your device being on and connected to the internet, which isn't guaranteed. I'm also not totally sure if you can have it run on a schedule, instead of needing you to manually run it - though maybe that is possible.

@SeyiObembe 24 дні тому

@@ThomasFrankExplains Yeah I believe you’re right about the internet connection point - I tend to use a spare iPad that I leave at home and use shortcut automations to get it to run on a schedule. If you exclusively use iOS/iPadOS you can actually get it to run every time you close Notion, but where this isn’t as viable is if you’re on MacOS, hence switching to a run at X O’Clock every day similar to your automation

@MackyRecto_ 7 днів тому

I have an honest question. Do your Repeating Database Templates create a brand new page every single time? If so, is that a lot of unnecessary digital clutter because for one task, for example, checking of my finances every Thursday, I will have 52 finance pages for my database.

@AlvaroRC96 25 днів тому

This is amazing, just one small thing, is there any way to use this with time included in the due date? Thanks in advance

@ThomasFrankExplains 25 днів тому

Unfortunately no - I've answered this in some other comment replies with more detail, but it has to do with Daylight Savings Time and the limits of the Notion API. Supporting time brings in the risk of the automation setting the wrong date.

@MostafaOmi142 15 днів тому

why i can't use the ultimate task with notion calendar ? and thanks for this great templates and explanations

@Zamten 23 дні тому

Came across notion years ago but didn't fully go into it for whatever the reason but coming back for the need an organization in my life since I have gotten SOO much more busy, led me straight back to Notion. Must say I appreciate this video since it hit the nail on the head with what I was looking for, though still looking at other avenues. The reoccurring task was a NEED for me and seeing this video made me explode with excitement xD. Well done on the video and information given and look forward to seeing more videos (subscribed immediately). Question: Unless I missed something but is there a way to have the Kanban status update itself to Done, once the checkbox for a task is ticked? I checked a bunch of boxes last night but forgot to adjust the status so the automation didn't go through. EDIT: I watched the video again so I made sure to use the status instead of the checkbox but for some reason PipeDream gave an error about 2 times and the dates of the task got adjusted by 4 years instead of 1 year.

@ThomasFrankExplains 22 дні тому

The automation can't set your Status to Done, as it's intended to do the opposite. Sorry about that! Personally, I'm moving towards only using Kanban Status, and totally getting rid of the Done checkbox. Notion now lets you render Status properties as checkboxes, so it's finally time to stop having two different properties for task status. I'll be covering this in one of my next two videos. As for the Pipedream error, feel free to open an issue here: github.com/TomFrankly/pipedream-notion-recurring-tasks/issues If Pipedream adjusted the task date incorrectly, it's likely an issue with your setup in Notion. All Pipedream does here is read the date displayed in Next Due, and set the Due date to that date.

@Zamten 18 днів тому

@@ThomasFrankExplains Works perfectly now, thanks. Appreciate the videos

@Kanisi_LMM 25 днів тому

🙌🏾 thanks for sharing. How does it work with specific times? Would it work if I'm collaborating with someone in a different time zone? Do they see the same moment in time or does it translate into their time zone with same nominal time? Time zones in Notion hurt my brain.

@ThomasFrankExplains 25 днів тому

Unfortunately, it doesn't work with times. We tried really hard to make this work, but the limitations of the Notion API make it pretty much impossible. This is mostly due to Daylight Savings Time - because we have to work with the API, there are situations where the next due date would be across the line that divides standard time and daylight savings time. But there are literally thousands of DST rules all around the word, so we can't compensate for this - and it could lead to times becoming inaccurate.

@AustinWalker 18 днів тому

This is super helpful! It seems like "Level 3" requires the previous videos' set up to have the "next due" formula included in the task properties to pull from, correct?

@ThomasFrankExplains 18 днів тому

Yep! But you don't need to use the previous video - if you're not using one of my templates, you can get the new formulas here: thomasjfrank.com/notion-automated-recurring-tasks/#faqs-and-reference-guides The ones in the previous video won't work, since Notion has updated to their new Formulas 2.0 language since then.

@wingtracer 5 днів тому

Using your template exactly, but it is saying no tasks to update. I have confirmed the database is correct. UPDATE: Found looking at the pipedream filters that a due date is required on a task. Once added, it worked.

@karinwesterberg9438 25 днів тому

Thanks so much for this! I am quite new to notion, so this might be silly questions but here goes: if I use another language than English in notion, I will need to change the property names in the code to correspond to the actual names on the properties I use (for example "att göra" in strad of "to do"), right? And if do, I can not use the "magic button" to add code to the workflow if I would like to automate the process? Any suggestions on how to go about this if I need to make changes in the property names in the code? All help most appreciated!

@ThomasFrankExplains 25 днів тому

Instead of changing the property names in the code, I'd recommend first setting up the properties and formulas exactly as I've done. Once that's done, you can change the property names, and the formulas that reference them will get updated. Note that this only works for property names - e.g. Due, Recur Unit, etc. For specific options - like "Day(s), Week(s)" etc in Recur Unit, you'll need to translate them both in the actual property and in the Localization Key formula. You can learn more about that here: thomasjfrank.com/notion-automated-recurring-tasks/#faqs-and-reference-guides I'm not sure about the magic button you're referring to!

@kristenrb2591 5 днів тому

When I run this with Pipeline the "Type" property formula changes and no longer has "Recurring" in the formula. It changes from "if(empty(prop("Recur Interval")), "⏳One-Time", "🔁 Recurring")" to "if(empty(prop("Recur Interval")), "⏳One-Time", "⏳One-Time")"

@ian5629 25 днів тому

Thanks! What screen recording do you use to record highquality video without destroying it when zoomed?

@ThomasFrankExplains 25 днів тому

I use OBS, and I record on a 4K canvas. That gives me enough resolution to work with that I can do zooms without things getting too blurry! For the camera, I use a CamLink 4K to bring in my mirrorless camera as a source over HDMI.

@ian5629 12 днів тому

@@ThomasFrankExplains Thanks! How to get into 4k canvas?

@michaell1824 25 днів тому

Thanks for the update. The old way wasn’t updated after some things breaking on Notions end. I hired someone to use Apple Reminders and Notes with Notion, perhaps you are interested in trying it out yourself?

@ThomasFrankExplains 25 днів тому

How are you connecting Reminders and Notion? Are you using a Shortcut? Last I checked, Reminders didn't have a publically available API.

@michaell1824 24 дні тому

@@ThomasFrankExplains Yeah using a shortcut. For Reminders there is Eventkit, for notes there is nothing other than shortcut actions

@emoryplaton 25 днів тому

I've noticed the My Day checkbox in your tasks properties. Can you tell me how is it done like is there a revised page version for My Day page instead of doing synced blocks?

@ThomasFrankExplains 25 днів тому

That's a little experiment I'm running in my personal copy of Ultimate Brain. I just added a "My Day" checkbox, and then I added some extra filters to my Today view in the Task Manager to show any task with My Day checked, along with any tasks that are actually due today.

@LauraArcos-tq8mf 24 дні тому

Thank you so much for this! I have a little question, I’m building a system that requires having a list of past “done” dates. So this brings me to make different tasks to keep track of those tasks being done in different due dates. I much rather use your system if there’s any solution on having a list inside the task that shows past “done” days or something like that. Any ideas?

@ThomasFrankExplains 22 дні тому

Yep, you can do this! If you look in the Exports tab of the notion_recurring_tasks action, you can see that I export an array called completedRecurringTasks within the $return_value object. That array contains the full record of each completed task, before it is processed. So the due date is whatever it was when you checked off the task. You can use this data to create your log. Add a new step to the workflow, then choose Notion → Use Any Notion API in Node.js. From there, you can add code to build your log. I've thrown together an example code step that will add the due date as a bullet list item in the page body: github.com/TomFrankly/pipedream-notion-recurring-tasks/blob/main/update-log.mjs All you'd need to do is paste that code into the code step, then choose your Notion account from the Configure tab. It's quick and dirty, but hopefully it gets you started. If you want to learn how to customize it to your needs, here's my Notion API crash course: thomasjfrank.com/notion-api-crash-course/

@lauraarcos3866 21 день тому

@@ThomasFrankExplains omg thank you!!

@leosfotos 23 дні тому

Error - Error: Your target database is missing the "Next Due API" property. This workflow requires this to function, and it must be a formula-type property. If you have renamed it in your database, please click "Refresh Fields" at the bottom of the Configure tab above, then set the "Next Due API Property" field manually. If your database does not contain this property, please use one of the templates listed in the "Compatibility" section in the instructions above.

@ThomasFrankExplains 22 дні тому

This is the error message, but I don't see any detail on anything you've tried to solve the problem - does your database have that Next Due API property? If you've checked that and it is there, you can open an issue here: github.com/TomFrankly/pipedream-notion-recurring-tasks/issues

@leosfotos 19 днів тому

I did not update the formulas to 2.0. Now it works perfect, thnx for answering my question Thomas. I bought years ago your Ultimate Brain and Creators Compagnion and they work great, good software, good job!!

@wingtracer 23 дні тому

Excellent. Do you have anything similar for emailing and capturing full html of emails into notion?

@ThomasFrankExplains 22 дні тому

I'd recommend joining the waitlist for Flylighter, the app my team and I are building! We'll be adding an email-to-Notion feature soon: flylighter.com/ I'll note that you can't really capture the full HTML, since Notion can't render HTML. You'd just end up with all the HTML code on the page (I've tried this, it's chaotic). But with Flylighter, we've built a really powerful HTML parser that we'll be able to use to send the relevant details from emails to Notion.

@wingtracer 18 днів тому

@@ThomasFrankExplains How about a PDF copy of the email, and the .eml as an attachment?

@robinhanna 24 дні тому

Maybe I'm missing something, but doesn't this stop all my tasks from ever being completed? Or will pipedream only trigger if I have set a recur interval? Also quick hack: You can change the look of a status property to "Checkbox", so you can switch you setup without loosing them

@ThomasFrankExplains 22 дні тому

Correct, Pipedream only triggers on checked-off tasks that have a Next Due date (which will only show if you set a Recur Interval). The automation doesn't touch tasks that are meant to be one-time. Technically, it does un-check your recurring tasks and set them to the next upcoming date. But I find that works quite well!

@cchurchlead 23 дні тому

I was hoping to find a recurring function in your formulas that allows for scheduling tasks based on a specific day within a week. For instance, the current monthly task function has limitations. When setting a recurrence, it's tied to a specific day rather than a weekday within a week. This makes it challenging to schedule tasks like 'the third Thursday of every month.' Unfortunately, there's no option to set this in either the weekly or monthly sections. Even setting the recurrence interval to every four weeks in the weekly section can be problematic, as months with five weeks would disrupt the schedule.

@ThomasFrankExplains 22 дні тому

Yep, the system unfortunately doesn't support recur schedules like that. We added First/Last Weekday of the Month, but we had to stop somewhere. I think I've invested about $50,000 in developer time getting this recurring tasks setup to where it is now, not counting the hours I put in myself! There's a balance in investing more time/money into this, because I expect Notion to fix it themselves at SOME point. (Though I thought it'd be done by now!) For the next few months I need to focus on product refreshes, new content, and Flylighter's launch - but when I get some downtime, one upgrade I'd like to try making to this is letting people use ChatGPT or Claude to write literally any recur schedule they want. I'm thinking I could just give people a normal text field to write something like "Third Tuesday of the Month" and then update the Pipedream script to convert that into an RRULE and apply it to the Due date.

@cchurchlead 22 дні тому

@@ThomasFrankExplains That would be amazing! Thank you so much for being so great at this. I have been watching every video to do the templates from scratch but I am convinced to buy Second Brain not only for expedition but to support your work. You rock!

@aheard222 25 днів тому

Great video! I added the fields, and then copied the formula from the "Ultimate Tasks for Notion" template and am getting the error: "Due is not defined. [24,27] Localization is not defined. [172,184] Localization is not defined. [252,264]. What am I missing?

@ThomasFrankExplains 25 днів тому

This likely means your database is missing properties that the formulas are referencing. If you're building your own system, I'd recommend watching the supplemental video here: thomasjfrank.com/notion-automated-recurring-tasks/#formulas-and-properties

@aheard222 25 днів тому

@@ThomasFrankExplains Thank you!

@Bx9i 24 дні тому

Hi Do you suggest any Free AI tool which can translate pdf 30 mb+ book from current language to any other language? Please reply. Thnx

@ThomasFrankExplains 22 дні тому

You can probably do it with ChatGPT or Claude, but you'll need to pay for API credits. If you want to do it for free, you'd probably need to look at self-hosting an open-source LLM model. But if you don't have a good GPU, it's gonna be sloooooow

@leosfotos 23 дні тому

How can I fill in the API, without API I cannot close the Pipedream trigger

@ThomasFrankExplains 22 дні тому

I'm guessing you aren't using one of my templates if you're missing that property - if that's the case, see this FAQ on adding it: thomasjfrank.com/notion-automated-recurring-tasks/#formulas-and-properties

@patriksibrava7953 20 днів тому

Hello,I have one problem,I receive message,that my database doesn't have Next due API formula property,although I have ultimate tasks in notion.

@ThomasFrankExplains 18 днів тому

You might have an older edition that doesn't include Next Due API. You can use this guide to add it: thomasjfrank.com/notion-automated-recurring-tasks/#formulas-and-properties

@patriksibrava7953 11 днів тому

@@ThomasFrankExplains Thank you,Thomas.I tried it with Advanced Reccuring Task Dates(2023) and it works. Btw,I would like to thank you(and your team) for your creative work about productivity and Notion a other themes,I appreciate your videos very much since 2020,when I started to watch them.

@alandukesphotography 25 днів тому

Is there anyway to keep a time with the repeat? That’s the only thing stopping me using this

@ThomasFrankExplains 25 днів тому

Unfortunately no; my developer Martin and I have tried to support time every which way. Due to limitations of the Notion API and the existance of Daylights Savings Time, it just isn't possible to support times without the risk of tasks getting set to an inaccurate time, or even the wrong day. Personally, I create Google Calendar events for anything that's recurring and also has a specific time. Hope that helps!

@alandukesphotography 25 днів тому

@@ThomasFrankExplains thank you so much for coming back to me and explaining. Love your work 😊

@JaimeVallejo90 23 дні тому

Does anyone happen to know why Notion developers have yet to address this matter? It appears to be one of the most eagerly awaited features for quite a considerable period. 🙂

@ThomasFrankExplains 22 дні тому

I have no idea, but my suspicions are: 1. They're currently more focused on AI stuff, given their recent press releases 2. It's probably more technically difficult than we think I know #2 is the case for another hyper-requested Notion featured (scoped permissions in databases), so maybe it's the case here. Now that I'm a bit of a programmer myself, I'm very used to the yak-shaving that often comes with trying to build seemingly simple features.

@alexh1822 25 днів тому

When i try this with "Done" Checkbox property I get Syntax error "Unexpected token 'A', "April 22, 2024" is not valid JSON" Amy thoughts?

@thenotionexperience 25 днів тому

I can't use "Status" at all, when I try with checkbox become the same message 🤔

@alexh1822 25 днів тому

@@thenotionexperience Same, Status was not an option.

@MarcinHinz 25 днів тому

have the same problem :(

@ThomasFrankExplains 25 днів тому

Anyone who is experiencing this - can you make a github issue? github.com/TomFrankly/pipedream-notion-recurring-tasks/issues Please include any screenshots or full error messages if you can. Additionally, please mention if you're working in a non-English language, or if your properties have odd names.

@MarcinHinz 24 дні тому

@@ThomasFrankExplains sure, thanks a lot

@kudzuvines 14 днів тому

So many errors in the formulas and I'm not smart enough to figure it out. Guess it's back to Level 1 for me.

@johnkardier6327 25 днів тому

Notion, please, do something. Just allow to copy a property from a formula in automations.

@ThomasFrankExplains 25 днів тому

Yep, 100% agree. In the mean time, this at least makes things pretty seamless once it's set up.

@michaell1824 25 днів тому

@@ThomasFrankExplainsI asked another time via support. Its more likely to happen due to Notion calendar being a thing which would require such a feature for using it as a main calendar.

@AlvaroRC96 25 днів тому

I just can't wrap my head around why they would not do this from the start

@ThomasFrankExplains 25 днів тому

@@AlvaroRC96 if there's anything I know for sure, it's that Notion has a lot of talented engineers and a lot of folks who care deeply for what the community wants. So I have to imagine there's a technical reason why they haven't implemented this natively. It frustrates me as much as the next person, to be sure. But now that I have my own experience programming, I know first-hand how a seemingly simple feature can spawn a billion little papercuts, edge cases, etc. For instance, my team and I spent literal weeks of development time trying to support task times in this video's automation - only to discover that it's not possible, due to stupid details around Daylight Savings Time. That's the kind of discovery that takes a long time to get to, and is also hard to satisfactorily explain to users. I'd imagine Notion is dealing with that on an even larger scale...

@corentinbourgeois2495 25 днів тому

When i put 1 day and include all the weekdays in you template it propose me with a next due date in 1998. I think the formulas is having a stroke there

@ThomasFrankExplains 25 днів тому

Hmm, I can't replicate that. I tried Recur Interval of 1, Recur Unit of Days, and selected all the weekdays. Also tried with the weekend days selected as well. Mind making a github issue with more detail? github.com/TomFrankly/pipedream-notion-recurring-tasks/issues

@Mania26 25 днів тому

We did not deserve you!

@mednoun8609 25 днів тому

Excellent Tutorial as a developer myself, I loved your code. But I think there is a tiny little bug here where you defined the formula for recurring tasks. if not can you explain ? [config.type.name]: { formula: { expression: `if(empty(prop("Recur Interval")), "⏳One-Time", "⏳One-Time")`, }, }, must be replaced with that right ? : [config.type.name]: { formula: { expression: `if(empty(prop("Recur Interval")), "⏳One-Time", "🔄Recurring")`, }, },

@ThomasFrankExplains 25 днів тому

That's there on purpose. The Type formula should only ever mark a task as "Recurring" if someone is using the manual method from Level 2 - just moving the Due date. This formula just helps prevent confusion if someone checks Done on their task, but doesn't have the Pipedream automation set up. In that case, the task would never appear in their to-do list again. Once someone is using the Pipedream automation, we want the task to always be "One-Time" no matter what.

@mednoun8609 24 дні тому

@@ThomasFrankExplains I understand would be better to return just "One-Time" then to avoid confusion.

@vladyslavshubonkin3790 22 дні тому

Time to close that MR then)

@ThomasFrankExplains 22 дні тому

@@mednoun8609 yeah, I don't like that we have that property at all to be honest. It's there because I included it all the way back in 2019, and I have to make sure my automations work for people who have very old versions of the templates. In future versions of my templates, I'm hoping to simply remove that property. But in old templates, it's all over the filters in every database view - and those can't be updated remotely.

@princeboadi6113 10 днів тому

@@ThomasFrankExplains So after testing the workflow, the pipedream AI automatically changes the "Type" property to always be configured as "One-Time". However, that is the only change that occurs. The checkbox for the "done" property does not reset to "unchecked" and the dates do not automatically reset. please help however you can, accidentally stayed up all night watching all your videos and going through code (im a medical student not CS major haha) trying to understand and fix the issue.