Automated Daily Task Duplication and Management for Todoist
This workflow automates the process of copying template tasks from Todoist to the inbox on a daily basis, setting the repeat dates and due times based on the "days" and "due" fields in the task descriptions. It runs on a schedule every day, intelligently filtering tasks for the day, and automatically deleting old tasks labeled as "daily," ensuring that the to-do list remains clear and efficient. It is particularly suitable for individuals or teams that need to manage recurring tasks, enhancing the automation and efficiency of task management.
Workflow Name
Automated Daily Task Duplication and Management for Todoist
Key Features and Highlights
This workflow automates the duplication of tasks from template projects to the Inbox project in Todoist. It intelligently parses custom “days” and “due” fields within task descriptions to automatically set recurring dates and deadlines. Running on a daily schedule, it filters tasks that need to be executed on the current day, creates corresponding to-dos, and automatically deletes old tasks tagged with “daily,” ensuring a clean and up-to-date task list.
Core Problems Addressed
- Automates the creation of recurring tasks, reducing the manual effort required to add periodic tasks.
- Enables flexible, personalized scheduling by defining recurrence days and deadlines directly within task descriptions.
- Automatically cleans up outdated tasks to maintain an organized and efficient to-do list.
Use Cases
- Ideal for individuals or teams managing periodic recurring tasks such as daily checklists, regular reports, and recurring meetings.
- Suitable for Todoist users seeking to enhance automation and improve task management efficiency.
- Perfect for users who prefer generating tasks quickly from templates and scheduling them based on specific timing requirements.
Main Workflow Steps
- Triggered daily at 5:00 AM to retrieve all tasks from the Inbox.
- Checks if there are any tasks in the Inbox; proceeds only if tasks exist.
- Filters and deletes tasks tagged with “daily” to clear out old daily tasks.
- Triggered at 5:10 AM to fetch all tasks from the template project.
- Parses the “days” and “due” information from template task descriptions and converts them into specific task deadlines.
- Filters tasks that are scheduled to run on the current day (e.g., Monday, Tuesday).
- Creates new tasks in the Inbox, attaches the “daily” tag, and sets task content and due dates accordingly.
Systems and Services Involved
- Todoist API (for reading, creating, and deleting tasks)
- n8n Schedule Trigger (for timed workflow execution)
- Code Node (for parsing task descriptions and handling date/time logic)
- Filter Node (for selecting tasks matching the current day’s criteria)
- If Node (for conditional checks on task tags and task list status)
Target Users and Value Proposition
- Todoist users, especially individuals and teams focused on task automation and recurring task management.
- Users who require flexible control over recurring task execution times via task descriptions.
- Professionals, project managers, and freelancers aiming to boost task management efficiency and reduce the manual upkeep of recurring tasks.
- Tech enthusiasts and automation practitioners looking to implement highly integrated workflows combining Todoist with time-based scheduling using n8n.