To-do lists

What To-do is

To-do is the part of Flicx Sheet where you write down what has to be done, and tick it when it is done. It can remind you on the day, and it can repeat a task every week or every month, such as paying the milkman.

Where to find itTop bar›Utilities›To-do

On a phone, tap To-do in the bar at the bottom.

1. The left side has your lists. The five at the top, from My Day to All, collect tasks from every list. Under them are your own lists, grouped by activity. New list is at the bottom.
2. The middle shows the list you clicked. Type in Add a task to add one. The tasks are below it.
3. The right side opens when you click a task. It shows everything about that one task.

TipOn a phone these are three screens, one after the other: first the lists, then one list, then one task. The Add a task box is at the bottom of the screen, near your thumb.

Activities, lists and tasks

To-do has three levels. Knowing them makes everything else easy.

To make your first activity and list:

1. Press New activity. It is the small folder button with a plus sign, at the bottom of the left side.
2. Type a name for the activity, for example Home, and press Create. The activity is made with its first list inside.
3. To add one more list, press New list at the bottom left. Type the list's name and press Create. The list goes into the activity you are in.

To change an activity, move the mouse over its name on the left and press the three dots. To change a list, right-click its name, or open the list and press the three dots at its top right.

Please noteDeleting a list or an activity also deletes its tasks, their reminders and their attached files. The app asks first. This cannot be undone.

Adding a task

Adding a task takes a few seconds. Type it and press Enter. The box stays ready, so you can type the next one straight away.

1. Click Add a task and type what has to be done, for example Buy vegetables.
2. If the task has a last date, press the calendar button and choose Today, Tomorrow, Next week or Pick a date….
3. If you want to be reminded, press the bell button and choose when.
4. If the task comes again and again, press the repeat button and choose Daily, Weekdays, Weekly, Monthly or Yearly.
5. Press the Enter key. The task appears in the list.

Steps 2, 3 and 4 are optional. You can add a plain task now and set its date later.

TipWhen you add a task from one of the five lists at the top, it goes into your first list, and it is already marked for that list. A task added in My Day is in My Day. A task added in Important has its star on.

The five lists at the top

These five lists hold no tasks of their own. Each one looks through all your lists and shows the tasks that fit. They save you from opening every list to see what needs attention.

To put a task in My Day, click the task and press Add to My Day in its details. Press it again to take it out.

Everything about one task

Click a task to open its details. Here you can break the task into steps, give it a date, and attach things to it.

1. Click the round tick to mark the task done. Click the task's words to change them.
2. Click the star to mark the task as important.
3. Type a step and press Enter. Steps are the small parts of a task: for Buy vegetables, the steps can be Tomatoes and Onions. Each step has its own tick.
4. Press Add to My Day to put the task in today's list.
5. Press Add due date to set the last date. See the next section.
6. Use the row of five buttons: Remind, Repeat, Assign, Priority and Tags. Press one and its choices open below the row.
7. Press Add file to attach a picture or a file.
8. Press Add note to write a note about the task.

The same things are in the task's three-dot menu in the list, and on a right-click. That menu also has Copy link, Open in sheet and Delete.

Due dates and repeating tasks

A due date is the day by which a task should be done. When a task is past its due date, the date is shown in red with the word Overdue.

1. Open the task's details and press Add due date.
2. Press Today, Tomorrow or Next week, or pick any date from the date box.
3. If the time matters, press Add a time and set it.
4. To remove the date, press No date.

For a task that comes back, such as paying the electricity bill every month, set a repeat.

1. Open the task's details and press Repeat in the row of five buttons.
2. Choose Daily, Weekdays, Weekly, Monthly, Yearly or Every N days.
3. For a weekly task, press the letters of the days you want. For example M and T for Monday and Thursday.
4. If the repeat should stop one day, change Never to On a date and choose the last day.

Please noteWhen you tick a repeating task, it is not finished for good. It moves to its next date and stays open, and a message says Done. Next: with the new date. To stop it, set its repeat to Never.

Reminders

A reminder tells you about a task at a time you choose. Reminders arrive in the bell at the top of the app.

1. Open the task's details and press Remind.
2. Choose At due time, 1 hour before or 1 day before, 9:00. These count from the task's due date, so the task needs a due date first.
3. Or pick any date and time in the box below and press Add.
4. To remove a reminder, press the small button beside it.

A task can have more than one reminder. Reminders are yours alone: other people who see the list do not get them.

The first time you set a reminder, the app asks Get reminders as notifications? Choose Allow notifications and reminders will also pop up on this device when they are due, even when you are looking at something else. Choose Just the bell to keep them only in the bell.

Ticking, sorting and filtering

When a task is done, click its round tick. The task moves down under Completed. Press Completed to see or hide the finished tasks. Click the tick again to bring a task back.

To see a long list in a different order, press the Sort and filter button, the two arrows at the top right of the list.

As in the sheet is the usual order: tasks stay in the order they have in the list's sheet. To change that order, open the list with Open as sheet and arrange the rows there. See Working in a sheet.

Attaching files and notes to a task

A task often needs something with it: the photo of a bill to pay, a quotation, a few lines of detail. You can keep these on the task itself.

To attach a file, open the task's details and look at the Add file line.

• Add file opens your Library. Choose a picture or a file from it.
• The camera button takes a photo on a phone, or lets you choose a photo on a computer. The photo is also kept in your Library, under Live captures.
• Click an attached file to look at it. Press the cross on it to take it off the task.

To attach a note, use the Add note line.

• Add note makes a new note and opens it, ready for you to write.
• Attach existing lets you choose a note you wrote earlier.
• Click a note to open it. Press the cross beside it to take it off the task. The note itself stays in your notes.

A task with notes or files shows a small count beside it in the list. For more on notes, see Notes.

Making a task from a cell of a sheet

Sometimes the thing to do comes from a sheet. In your Vendors sheet, the caterer has to be paid. You can make a task from that very cell, and the task remembers where it came from.

1. In the sheet, right-click the cell.
2. Choose Add a to-do… at the bottom of the menu.
3. Check the Task. Choose the Activity and the List it should go into. You can also make a new activity or a new list right here. Set Due and Assign to if you want.
4. Press Add to-do.

Later, the same right-click menu on that cell lists the to-dos made from it. Click one to open it in To-do. In the task's details, the line Made from a cell. Open it takes you back to the sheet.

It works the other way too. Every list is also a sheet. Open as sheet, at the top right of a list, shows its tasks as rows, so you can sort, filter and export them like any other sheet.

Sharing a list

You can show a list to someone with a link. They can see the tasks and which ones are done. They cannot change anything.

1. Open the list and press the Share button at its top right. Then press Create link.
2. Before that, you can choose how long the link works: Never expires, 1 day, 1 week or 1 month.
3. Use the small buttons on the link to copy it, or to switch it off with Revoke. Under the link you can see how many times it was opened.

• A link made from a list shows that one list. A link made from an activity's menu shows every list in the activity.
• People with the link see the tasks, the ticks, the due dates and first names. Notes and files stay private.
• Copy link, in a task's menu, is different. It copies a link straight to that task, and it opens only for people who can already see the list.

To work on tasks together, with others adding and ticking tasks, share your To-do project with them. Your lists are kept in a project named To-do in Sheets. Share it as you share any project: see Sharing. Lists that others share with you appear on the left under Shared with me.

Tasks on the calendar

Every task with a due date also appears on the calendar, on its due day, marked as a to-do. You do not have to do anything for this.

Where to find itTop bar›Schedules

• Click the day to see the task. You can tick it done from the calendar itself.
• A task without a due date does not appear on the calendar.

See The calendar for more.

Common questions

I ticked a task and it came back. Why? It is a repeating task. Ticking it moves it to its next date. Set Repeat to Never to stop it.

The reminder choices are grey. At due time, 1 hour before and 1 day before, 9:00 need a due date, and the time must not have passed already. Give the task a due date, or pick a time yourself and press Add.

Where did my finished tasks go? They are folded under Completed, at the bottom of the list. Press it to open.

My Day is empty this morning. That is how it works. My Day is only for today. Yesterday's tasks are still in their own lists.

There is nobody to choose under Assign. Share your To-do project with the person, or be in a team with them. Then their name appears.

Can I move a task to another list? There is no button for this on the To-do page. Open both lists as sheets and move the row there, or add the task again in the other list.