I use Todoist almost every day, and in the mornings I transfer all the tasks manually to Google Sheet to analyze the possibility of their accomplishment from the perspective of time, place, risk and its mitigation.
What I want Zapier to do is to:
- Create a new sheet in specific workbook (done now).
- Move all the overdue and today tasks into the rows of the first column starting from the second one: one for one row.
My search through the available functionality wasn't successful. If you have any ideas, this would be great to find them out!
Best answer by terbiyView original
@Andrew_Luhhu! Thank you!🙂
In case I'm not on vacation, it's less than 10. However, several times a year, there can be more. Sometimes there can be no overdue at all.
This feels like a job for Airtable to me. With their flexible "views," you can easily accomplish this!
Build a zap that triggers daily.
Have the zap create the new worksheet.
Then you want a "Google Sheets -> Find Many Spreadsheet Rows"
Assuming your task list sheet has a date column, you can search by that with the today's date to bring back all (up to 10) the tasks due that day.
You can then use a "Google Sheets -> Create Spreadsheet Row(s)" step to write these rows to your new workbook (you'll need to map the new worksheet ID at this step).
Edit: This doesn't take care of the overdue tasks, though, we might need some more creative thinking for that.
@terbiy — let me know if you have a question about Airtable or if you'd like some additional detail. It should be able to accommodate everything you're trying to do. Cheers!
The step that I can't overcome now is how to get all the tasks for today held in Todoist and paste them either in Google Sheets or Airtable?
Beforehand thank you!
My advice would be to add them to the Google Sheet as soon as they are created with their due date.
You can then remove them from the Google Sheet when they are marked complete.
The only scenario this doesn't cover is if the due date changes after the task is created. Does that happen in your use case?
Airtable. Let us know what you think!
I'm not sure how sophisticated we might want to get with this approach, but if you wanted to iterate through all the tasks that are not yet completed on a daily basis, then you could take this approach:
I'll admit the above is a little crazy to set up at first, but it could save a ton of time if I'm understanding the end goal correctly.
I try to implement suggestions one by one. My ultimate aim is regular process improvement, so the automation becomes a little bit like a moving target. Here is what happened since my last post.
@TheDavidJohnson recommendation, I've started using the Airtable service. The initial problem was the necessity to copy all tasks for a sheet dedicated to the current day by hand. In Airtable, I introduced the normalisation and moved all tasks descriptions to the other table. Due to the high number of recurring tasks, all I have to do now most of the time is to write several letters and choose a suggested option. To work only with the tasks for today, I use a filter and don't need to create a new sheet every day.
I feel that I've reached the significant improvement, but it looks even further from the possibility to automate!😳
Next, I'll respond to messages.
Here is the picture of my planning table now. The tasks are in Russian, but their content does not matter in this case. Task, Place, Risk and Risk mitigation columns are all links to other tables with corresponding names.
To enhance my current process as described above, I think I can make a Zap that will automatically add the description of the newly created tasks to the Tasks table, so I don't have to copy it manually. At the same time, I can't imagine the way to automate the creation of the planning table, but what I have now is much better than working with Google Sheets.
And yes, I have Todoist Premium subscription and we can rely on this.
Glad you're making progress
As to your question to me - I'm not actually sure as I don't use Todoist very often. You may want to test or double check with Zapier support.
@terbiy! Your use of filters is exactly the direction I had imagined would be beneficial to you. I'm thrilled that you're seeing time savings already!
Feel free to reach back out if you hit any speed bumps with the further enhancements! I'll be excited to see where you go with this! 😁
I thought that I've almost done it to the solution, but stopped in an unexpected place.
When building action on "New Completed Task in Todoist" event, I need to enter the required Project field. But projects in my approach are very dynamic, now I have 54 of them, so it seems like an inconvenient way to handle new tasks this way: to create 54 zaps. Should I start a new thread for this issue or continue this one?
bouncing off of what
@Andrew_Luhhu suggested if you don't want to edit the zap each time you make a project you could have a spreadsheet "lookup table" that maps project ID to whatever you need.
And you could even have a zap that triggers off of a new project and writes a line to that spreadsheet so there's no manual input needed.
@PaulKortman was suggesting is that, because you have a lot of projects, you could use Google Sheets to create a lookup table. Have the project name on in Column A, and the Project ID in Column B, then use a Google Sheets Find row step to get the project ID that matches the name of the project. Does that help?
On the initial "When this happens..." step I need to specify what project to observe for the new incomplete tasks. And what I want here is to say that I wish this zap to get triggered on the new task in any project. But this option is not available, and I need to choose only one.
The look-up table tool from utils is only available on "Do this..." step so I can't utilize it. Did I get it right or there is something that I've missed?
Right now, it's not possible to set up the Todoist Completed task trigger without selecting a Project, sorry about that!
We do have an open feature request to allow folks to watch for completed tasks across all projects and I've added your vote for that addition. It's not possible for us to build it right now as the Todoist API (the bit of code that allows Zapier to 'talk' to them) requires a project to be specified when looking for completed tasks. If this changes in the future and we're able to make the change, we'll send you an email to let you know!
Hm, I know these kinds of things, I'm a front-end developer!😁 I tried to use the ”*” symbol as done in Bash, and what's surprising, I had even received the successful test on it. Unfortunately this happened only once and saving failed on attempts to test Airtable.
I also experimented with possible predefined values like ”all”. I concatenated the ids of several projects and separated them with comma. I used multiselection in Todoist client to see how the address gets formed, but multiselection doesn't influence it.
Thank you for adding my vote,
@Danvers! This feature would be great, indeed. Maybe I will still implement the trigger for several projects to try the overall solution.