Due Dates & Workspaces

[Michael Mroczka]

Two big questions I have are these:

1) I have tv series that I'm watching called "Suits". A new episode comes out weekly on thursdays so I have it set as a reoccurring task that happens on thursdays. The goal is to be able to look at the general project "Leisure Media Activities" and at a glance see what is available to do. I want to know if I have 4 episodes that are new vs. one episode that is new vs. no episodes. It works great and will weekly recur and I can just quickly count the number of "New Suits Episode!" tasks that there are. The problem lies in the fact that they are marked as OVERDUE and it's screwing up my workflow. I want them to have a reoccurring start date, but NO due date. Is this possible?

2) Workspaces Vs. Views. What the hell is the difference between these? Can anyone give me a practical example of how they use the two different features? What is a good use for them and how are they different?

[Dwight Arthur]

Hi, Michael. Good questions.

 

1. Unfortunately you cannot create a repeating task that has no due date. But what you could do is to put all of this kind of task into the same top level folder or assign them the same context and then exclude that folder or context from the views you use to manage your workflow.

 

2. You don’t really need to make a distinction between views and workspaces, and a lot of users seem to treat them as synonymous. But since you asked, a view is a collection of filters, sort and grouping specs, etc. A workspace is a page that displays a view, is accessible via a tab, and has a particular record selected as current. You can change what view is in a workspace. You can name a workspace a different name from the view name if you want. You can have one view displayed in more than one workspace. For example, you can have two workspaces displaying the “all tasks” outline view, one positioned at your inbox and the other positioned at your “today” folder and you can flip back and forth between them using Ctrl+Tab and Ctrl+Shift+Tab. You can modify a view in one workspace and (as long as you don’t save the modified view) still see the original in another workspace.

-Dwight

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[Lisa Stroyan]

I sometimes put a due date a year from the start date for things I don't want to have one.

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[JimboDimbo]

Hi Michael,

Since I was just reviewing dates and recurrences I am interested to work through your example. Sorry if this is late to help you in any way and that I may not understand your use case.

I tried to set up a recurring task that appears more than once in a view, but could not? This makes sense as we normally want to look at (only) the next due task, not the series.

You say: "I can just quickly count the number of "New Suits Episode!" tasks that there are", like you can see the whole series?

But how can you do this? They will not appear unless you create separate tasks.

Even if you set up a project "Leisure Media Activities" and view tasks by Project, it is the same, only the next task in the series shows. I could not see an option for a View that allows the display of all tasks in a series.

Could be a setting I have not seen.

Then you say: "The problem lies in the fact that they are marked as OVERDUE"? Once again, you say "they", not just the next task in the series. Also, when you set up a reoccurrence the Due Date will be set to the next due task, so as you mark the task(s) as complete, so the next task will appear with the next Due Date. Start Date is calculated based on the Lead Time in the original task. So this gets put in the reoccurrence tasks as you complete the current task. E.g. if you had a Start Date 3 days before the Due Date. Then when you complete the current task the next occurrence is created with the next Due Date and a Start Date 3 days before this.

If you are creating separate tasks for each episode, fine, these will appear. And you can set the Due Dates for each. But this is not a reoccurring task in the MLO sense.

Can you explain how you set this up in MLO and how you view these tasks?

Cheers,

Peter.