Todoist Rules and Setup

Rules

Never put a date on anything because you *hope* you will have it finished by then or be able to do it on that day.
The so called todoist "Projects" are called "Folders" from now on.
The so called "Tasks" are called "Entries" from now on.
Do not mark tasks complete just to get the serotonin kick, it is a trap.
Do not use the priorities (P1, P2, P3, P4) unless absolutely necessary. everything is important. To make live easier, in this system there are only two priorities: P1 and P4. P2 and P3 are used to distinguish projects from tasks.
There is just one rule: Keep it simple and clean.

Terms (Re)definition

Projects are actionable items which take more than one step to complete. (GTD)
What Todoist is referring to as Projects are FOLDERS.
What Todoist is referring to as Task are ENTRIES - not all entries are tasks.

Tools and Features Provided by Todoist

Folders

Your entries always live in a folder. If you don't specify any, the folder is called Inbox. Inbox is to be kept empty. Generally speaking, it is not advisable to let you Inbox get "full," whatever that means for you. Full inbox is a bad inbox.

The basic structure proposed is as follows:


├── ONE OFFS
├── PROJECTS
├── TOPIC A
├── TOPIC B
├── ONE OFFS
│
├── -Time Specific Remniders
├── -On Hold
├── _Someday Maybe
├── -Archive

Labels

Priorities (P1, P2, P3, P4)

P2 and P3 are reserved for PROJECTES - this is how the system recognizes a project.
The idea is: P2 is a project. In case you need a subproject, it is P3.
Other way to distinguish projects from other entries is to use `---` or `•••` in the name, typically at the beginnign.

Filters

Today

This is the first filter to check and work from on daily basis. It has several sections (6) which go one after another. One is supposed to work "top to bottom"

OVERDUE - Everything with a past date, disregarding labels or folders. Should be reviewed or rescheduled.
VALIDATION - label @day-specific or @-review, but no date set. Basically, the date should be set here immediately.
DUE REVIEW TODAY - Entries such as notes @-*, somedays @_*, to review @-review and projects (--- in the name) with TODAY set as the day.
DUE IN THE MORNING - All todos actually scheduled for Today - with time specified before 10 a.m. (or, optionally, with the @morning label.)
DUE DURING THE DAY - All todos actually scheduled for Today - either without time specified or after 9:59 a.m.
DUE IN THE EVENING (OPTIONAL) - All todos with the @evening label attached.
WISHED FOR TODAY Entries marked @wished-for-today.

Today ALL - Todoist Filter

Overdue,
(@day-specific | @-review | @-waiting-for) & no due date,
((@-* | ##-* | @_* | search: ••• | search: --- | P3 | P2) & today) | @? | @-done,
(@morning | due before: today 10am) & today & (!P2 | !P3 & !search: ••• & !search: ---) & !@-* & !##-* & !@_,
!@morning & !@evening &	(Today & no time | today & due after: today 9:59am) & (!P2 | !P3 & !search: ••• & !search: ---) & !@-* & !##-* & !##_* & !@_*, 
!@morning & @evening & (today & no time) & (!P2 | !P3 & !search: ••• & !search: ---)  & !@-* & !##-* & !##_*,
@wished-for-today & (!Today),

Today in two parts - review only

Today REVIEW - Todoist Filter

(@day-specific | @-review | @-waiting-for) & no due date,
((@-* | ##-* | @_* | search: ••• | search: --- | P3 | P2) & today) | @? | @-done,

Today in two parts - TODO only

Today TODO - Todoist Filter

Overdue,
(@morning | due before: today 10am) & today & (!P2 | !P3 & !search: ••• & !search: ---) & !@-* & !##-* & !@_,
!@morning & !@evening &	(Today & no time | today & due after: today 9:59am) & (!P2 | !P3 & !search: ••• & !search: ---) & !@-* & !##-* & !##_* & !@_*, 
!@morning & @evening & (today & no time) & (!P2 | !P3 & !search: ••• & !search: ---)  & !@-* & !##-* & !##_*,
@wished-for-today & !Today,

This would be the second list to see / work from, once it is clear that entries in the `Today` filter are under control.

Next - Todoist Filter

!@wished-for-today & !today & !overdue & !@day-specific & (!@-* & !##-* & !@_* & !##_*) & (!P2 & ! P3 & !search: ••• & !search: ---)

Projects

Showing all active Projects. (i.e. not in #-* or #_* folder or not with @-* or @_* label).

Projects - Todoist Filter

(P2 | P3 | search: ••• | search: ---) & (!##-* & !##_* & !@-* & !@_*)

Tomorrow

This filter serves review purposes only. Let's say you want to check in the afternoon how the following day is going to look like...

Todoist Filter

(@-* | ##-* | @_* | search: ••• | search: ---) & tomorrow,
(@morning | due before: tomorrow 10am) & (Tomorrow | no due date) & (!@-* & !##-* & !@_* & !##_*),
!@morning & !@evening &	(tomorrow & no time | tomorrow & due after: tomorrow 9:59am) & (!@-* & !##-* & !##_* & !@_*), 
!@morning & @evening & (tomorrow & no time) & (!search: ••• & !search: ---) & (!@-* & !##-* & !@_* & !##_*),

Optional Filters

Agendas

Todoist Filter

@•ask-* & (!P2 & !P3 & !search: ••• & !search: ---)  & (!@-* | @-waiting-for) & !##-* & !##_*,

Next grouped by duration

Next grouped by duration - Todoist Filter

!@wish* & !today & !overdue & !@day-specific & (!@-* & !##-* & !@_* & !##_*) & (!P2 & ! P3 & !search: ••• & !search: ---) & !@*.,
!@wish* & !today & !overdue & !@day-specific & (!@-* & !##-* & !@_* & !##_*) & (!P2 & ! P3 & !search: ••• & !search: ---) & @*.........,
!@wish* & !today & !overdue & !@day-specific & (!@-* & !##-* & !@_* & !##_*) & (!P2 & ! P3 & !search: ••• & !search: ---) & @*..... & !@*.........,
!@wish* & !today & !overdue & !@day-specific & (!@-* & !##-* & !@_* & !##_*) & (!P2 & ! P3 & !search: ••• & !search: ---) & @*.... & !@*.....,
!@wish* & !today & !overdue & !@day-specific & (!@-* & !##-* & !@_* & !##_*) & (!P2 & ! P3 & !search: ••• & !search: ---) & @*... &! @*....,
!@wish* & !today & !overdue & !@day-specific & (!@-* & !##-* & !@_* & !##_*) & (!P2 & ! P3 & !search: ••• & !search: ---) & @*.. & !@*...,

Next 30 min and shorter

Next 30 min and shorter - Todoist Filter

!@wished-for-today & !today & !overdue & !@day-specific & (!@-* & !##-* & !@_* & !##_*) & (!P2 & ! P3 & !search: ••• & !search: ---) & @*...

Next 'Tagesverlauf'

Next Tagesverlauf - Todoist Filter

!@wished-for-today & !today & !overdue & !@day-specific & (!@-* & !##-* & !@_* & !##_*) & (!P2 & ! P3 & !search: ••• & !search: ---) & @morning,
!@wished-for-today & !today & !overdue & !@day-specific & (!@-* & !##-* & !@_* & !##_*) & (!P2 & ! P3 & !search: ••• & !search: ---) & !@morning & !@evening,
!@wished-for-today & !today & !overdue & !@day-specific & (!@-* & !##-* & !@_* & !##_*) & (!P2 & ! P3 & !search: ••• & !search: ---) & @evening,

Older Than Two Weeks

Todoist Filter

created before: -14 days & (!@-* & !##-* & !##_* & !@_*) & (!P2 & !P3 & !search: ••• & !search: ---), 
created before: -56 days & (!@-* & !##-* & !##_* & !@_*) & (P2 | P3 | search: ••• | search: ---),

Filter Snippets

Projects only

Projects only - filter snippet

& (P2 | P3 | search: ••• | search: ---)

Exclude Projects

Exclude Projects - filter snippet

& (!P2 & ! P3 & !search: ••• & !search: ---)

Notes and inactive items only

Notes and inactive items only - filter snippet

& (@-* | ##-* | @_* | ##_*)

Exclude notes and inactive items

& (!@-* & !##-* & !@_* & !##_*)