What are some cool or clever automations you use with your to-do or note-taking apps?

I’ve been super curious about automation for a while now, especially when it comes to organizing my to-dos or notes. But honestly… I’m stuck. I have no idea where to start or what’s even possible.

So I’m turning to you smart folks for inspiration

What kinds of cool, clever, or just plain useful automations have you set up using tools like Zapier, Siri Shortcuts, Make, IFTTT, Alfred, Obsidian plugins, or anything else?

I’m open to anything from tiny time-savers to full-blown automated workflows. Maybe something that adds tasks from certain emails? Or a shortcut that kicks off a weekly review? Or even something weirdly niche that you can’t live without?

Hit me with your best stuff :pray: I need ideas!

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I wrote an Alfred workflow called Save 'ur Note (that’s a link to it on the Alfred Gallery). This is how it’s described in the workflow configuration:

Sometimes when working you want to make a short, temporary quick note for future reference without bothering to open a dedicated Notes app. That is what this workflow does. It uses a simple plain text file (which will be created for you when you first create a note by running the workflow) to which saved notes will be appended (rather like a scratch pad). You select the location folder for that file in the workflow configuration opposite.

However, the workflow does a little more than that. You can also save text clippings by selecting text and using your Universal Action hot key on the selected text

I apologise for publicising my own workflow and if anyone thinks it wrong I’ll delete the post. However, it’s very useful to me and very easy to use—with easy to remember keywords. I always use it when I want to make a quick note which I may not want to keep for very long.

Stephen

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I’ve gone deep on this and my use cases are probably “niche”. But here are some of the highlights.

To begin with, I use Omnifocus for my task repository. But I also have a daily activity journal in markdown, where I like to track things I’ve done, partially done or aspired to do each day. Ideally every task is also in Omnifocus but not always the case.

That’s the scene, here’s how I play it.

Tasks in the markdown file are prefixed ▢ (to do) :heavy_check_mark: (done) ~ (worked on). I have Keyboard Maestro macros to cycle those prefixes.

If the markdown task belongs to Omnifocus it’s actually a markdown link to Omnifocus. If I complete the task in markdown, it will complete the related task in Omnifocus if it finds such a link. If I set a markdown task as “worked on” it will open a small capture window where I can record what I did and that notation is appended to the Omnifocus task’s note with a datestamp.

When I create a completely new task I use a bespoke capture form that writes the new task into the appropriate location in Omnifocus. It also leaves a markdown formatted link in the clipboard with that new item’s Omnifocus URI. That way I can paste a related task immediately into my markdown file.

So that’s how I sync Omnifocus with my daily action log. But wait, that’s not all.

My markdown action log is actually a monthly thing, with daily entries. I’ve got a macro to create a formatted new entry each day. ('cause of course I do)

When I do that I have to manage my list of tasks from the day before. Those that I completed are left where they are. Those that I didn’t get around to are deleted from yesterday and brought to today. Those that I got only some work done yesterday are left there to show the work, but a copy is brought to today and marked “undone” until I get some more done with it.

Whew! sorry @Birgines but you did ask.

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Inspired by Robert of A Fading Thought, I set up Just Press Record on my Apple Watch to automatically put a note in my NotePlan inbox. I speak into my watch, the audio file syncs to my always-on Mac, the app Superwhisper automatically transcribes it using an AI model and also gives it an appropriate title, making it a note, and then a Shortcut moves the note into NotePlan.

So by taping an icon and speaking a few words, I get an appropriately titled note.

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There was a recent thread on this topic that had some automation with to do apps.

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I don’t know how many Workflowy peeps are on here since it’s not the Mac-iest of apps, but this trick could be extended to other systems.

Basically, I make one ingestion Shortcut per todo/note area in Workflowy, able to be triggered either by a “Hey Siri” for on-the-go use, or a keyboard shortcut when on the computer. And then I include an If Device Details: Device Type == iPhone action to read back what’s been dictated in mobile-mode case of errors. Though if anyone knows of a way to specifically check whether the Shortcut is being run in “hey Siri mode”, that’d be a nice improvement.

Specifically for Workflowy, I set that up by starting with the stock Workflowy shortcut and making variations for each Workflowy bullet area that I may want to quickly pop items into.

For example, when using it for the held-together-with-duct-tape approach I use for daily task management, I have a shortcut called Today that adds whatever input I said/typed into my Today bullet. So if I’m on the computer on a call, I can hit a quick keyboard shortcut to fire off an action item, or if I’m driving and think of one, I can say, “Hey Siri: Today [pause] remember that email to JoeBob.”

And then I have similar Shortcuts for the Inbox and specific categories of notes.

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Longtime workflowy user!!! :raised_hands:

That seems cool, I just have one shortcut I use on Mac, iPhone iPad that dumps anything into my inbox bullet.

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My first post on this board - hope this is OK.

Within the last month or so I’ve discovered The One True Way to outline using Devonthink.

At least it’s The One True Way for anyone suffering my peculiar delusions. Your mileage may vary and the method works fine in Obsidian or even iA Writer.

I start with “fact” notes. One or two sentences about people, places, and things. For instance, there’s a cabin in the woods. That’s enough for the fact note for now.

There should be no narrative information in the fact notes.

Somewhere along the line I’ll start jotting down narrative notes. Scene cards, basically. These go in a group/folder for my outline. These narrative notes need to be in the order those thoughts will appear in the MS.

For instance, I decide my book will start on a dark and stormy night. The scene will be in the cabin in the woods. I write a narrative note about what’s happening and I transclude my fact note about the cabin. Every fact involved with chapter 1 will be transcluded into my chapter 1 narrative note, one note per fact.

The chapter 1 narrative note ends up being a dossier covering the chapter.

Later, in chapter 12, I realize the cabin needs to be sitting on an unstable Confederate nitre cache. No worries. Since the cabin is important to chapter 12 it’s transcluded into the chapter 12 narrative note. Adding that tidbit about the nitre in chapter 12, courtesy the magic of transclusion, also becomes part of my chapter 1 notes. When I rewrite chapter 1 the nitre in chapter 12 won’t be forgotten.

One way writers block strikes is when I start feeling desperate to dump all the important stuff right now. When I feel that way, I return to my transcluded outline in Devonthink. I dump everything I need, one fact per fact note, one scene per narrative note with relevant facts transcluded.

That satisfies my hyper-OCD need to tell all without gumming up the works in my MS.

I’ve been doing this for a couple of months and it’s working well for me. Hierarchical outlines don’t work well for me. A “flat” sequence of scene cards in the order of presentation in the final work is much better. For me, anyway.

Obviously, there is no One True Way to write. Please forgive my exuberance.

Nice place y’all have here. I found it with a search for writers using Mellel, which is discussed in another thread in your Cool Workflows area. Thanks in advance for the hospitality!

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Welcome @Amontillado


As a fellow Mellel user, I always enjoy your contributions to the Mellel and Nisus forums, and so it’s good to see you here too.

You’re very kind, and back at you!

A shame about Nisus. I hope for a resurgence. In truth, I’ve become fascinated with Mellel. I’d still really like to see Nisus come roaring back.

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