> ## Documentation Index
> Fetch the complete documentation index at: https://docs.knowlix.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# To Do

The To-Do module helps you capture, organize, and complete personal tasks and quick action items. Manage your individual workload separately from team projects while maintaining visibility across all your responsibilities.

To-dos live in a simple Kanban pipeline where you move tasks through custom stages as work progresses. Convert to-dos into full project tasks when personal items grow into larger initiatives requiring team collaboration.

**💡 Pro Tip:** Ask Your Knowlix to manage your to-dos: *"Add a to-do to call John tomorrow"* or *"Show me all my incomplete to-dos"*

***

## Creating To-Dos

Capture tasks quickly with minimal friction to ensure nothing slips through the cracks.

### Basic To-Do Creation

**From the To-Do module:**

1. Open the **To-Do** application
2. Click **New** at the top, or click the **+** button next to any stage name
3. Enter a **title** for your to-do
4. Click **Add** to save immediately

**OR**

5. Click **Edit** to access additional options before saving

\[Screenshot: Quick to-do creation]

### Detailed To-Do Configuration

When you click **Edit** instead of **Add**, the full form opens with additional fields:

**Tags:**
Categorize to-dos for filtering (e.g., "Phone Calls," "Urgent," "Research").

**Assignees:**
Share the to-do with other users. When you add assignees, they can view and edit the to-do.

**Description:**
Add detailed notes, checklists, or context using the rich text editor.

\[Screenshot: To-do detail form]

**Rich text editor features:**

* Type `/` to access formatting commands
* Add bullet lists, numbered lists, or checklists
* Insert media (images, videos)
* Add links to related resources
* Include widgets and structured content

**💡 Your Knowlix:**
*"Create a to-do to review quarterly reports with high priority tag"*

### Quick Capture from Anywhere

Create to-dos without leaving your current work.

**Method 1: Command Palette**

1. Press `Ctrl+K` (or `Cmd+K` on Mac) from anywhere in Knowlix
2. Select **Add a To-Do**
3. Enter the to-do details
4. Save

**Method 2: Activity Menu**

1. Click the **clock icon** in the top right of any page
2. Select **Add a To-Do**
3. Complete the form
4. Save

\[Screenshot: Quick capture via command palette]

**Use case:**

You're reviewing a customer record and realize you need to follow up. Use quick capture to create a to-do without navigating away from the customer page.

***

## Converting To-Dos to Project Tasks

Promote personal to-dos into formal project tasks when they require team collaboration or project tracking.

> **Requirement:** Projects module must be installed

**To convert a to-do:**

1. Open the to-do
2. Click the **gear icon** (⚙)
3. Select **Convert to Task**
4. Configure the task:
   * **Project:** Select which project should receive the task
   * **Assignees:** Choose team members responsible
   * **Tags:** Add project-relevant tags
5. Click **Convert to Task**

\[Screenshot: Convert to task dialog]

**What happens after conversion:**

* The to-do disappears from your To-Do list
* A new task appears in the selected project
* The task includes all content from the original to-do (title, description, attachments)
* You're automatically added as a follower on the new task

**When to convert:**

* Personal task grows beyond individual scope
* Multiple people need to collaborate
* Task requires time tracking or project budgeting
* Work needs formal project visibility or reporting

**💡 Workflow Example:**

You create a to-do: "Research new CRM integrations." During research, you realize this needs team input and budget approval. Convert it to a project task in your "IT Initiatives" project and assign relevant stakeholders.

***

## Managing Your To-Do Pipeline

Organize to-dos visually using a Kanban board with customizable stages.

### Default View

Your assigned to-dos appear on the To-Do app dashboard in a Kanban layout. Each column represents a stage of work.

**Moving to-dos between stages:**

Drag and drop any to-do card from one stage to another as work progresses.

\[Screenshot: To-do Kanban board]

### Creating Custom Stages

Tailor stages to match your personal workflow.

**To add a stage:**

1. Click **+ Personal Stage** on the left side of the pipeline
2. Enter a stage name
3. Press Enter or click to save

**Common stage examples:**

**Simple workflow:**

* To Do → In Progress → Done

**GTD-inspired workflow:**

* Inbox → Next Actions → Waiting For → Someday/Maybe → Done

**Priority-based workflow:**

* Urgent → This Week → Next Week → Backlog → Completed

**Time-based workflow:**

* Today → This Week → This Month → Later → Done

\[Screenshot: Custom stages in pipeline]

### Managing Stages

**To modify a stage:**

1. Click the **gear icon** (⚙) next to the stage name
2. Select an action:

**Fold:**
Hide the stage from view temporarily (to-dos remain, just the column is hidden).

**Edit:**
Rename the stage or modify settings.

**Delete:**
Remove the stage. To-dos in the deleted stage move to the first remaining stage.

\[Screenshot: Stage management menu]

**💡 Workflow Tip:**

Create a "Done This Week" stage separate from "Done." At the end of each week, review completed items before archiving them permanently.

***

## Scheduling Activities on To-Dos

Plan follow-up actions or reminders related to specific to-dos.

### Creating Activities

**To schedule an activity:**

1. From the To-Do dashboard, click the **clock icon** on a to-do card
2. Click **+ Schedule an Activity**
3. Complete the activity form:
   * **Activity Type:** Call, Meeting, Email, To-Do, etc.
   * **Due Date:** When the activity should occur
   * **Assigned To:** Who is responsible (defaults to you)
   * **Summary:** Brief description
   * **Log a Note:** Detailed notes or context
4. Click **Schedule**

\[Screenshot: Schedule activity form]

**Activity vs. To-Do:**

Activities are time-based actions (calls, meetings, deadlines) attached to a to-do. The to-do is the work item; activities are reminders or scheduled actions related to that work.

> **Important:** The "To-Do" activity type does NOT create a to-do task. It's just a reminder activity with that name.

**Activity notifications:**

You receive notifications when activities are due, helping you stay on top of time-sensitive follow-ups.

**💡 Use Case:**

To-do: "Prepare presentation for board meeting." Activity scheduled: "Email draft to CEO for review" (due 2 days before meeting).

***

## Viewing To-Dos in Projects

To-dos automatically appear as private tasks in the Projects module for unified task visibility.

> **Requirement:** Projects module must be installed

**To view all your tasks (to-dos + project tasks):**

1. Open the **Projects** module
2. Navigate to **My Tasks**
3. Your to-dos appear alongside project tasks

**Identifying to-dos:**

To-dos display a **padlock icon** to distinguish them from shared project tasks.

\[Screenshot: My Tasks view showing to-dos with padlock icons]

**Why this integration matters:**

You can manage ALL your work (personal and project-related) from one view. Filter, search, or plan your day without switching between To-Do and Projects modules.

**Synchronized updates:**

Changes made to to-dos in the Projects view reflect in the To-Do module and vice versa. They're the same items accessed from different interfaces.

**💡 Planning Workflow:**

Each morning, open My Tasks in Projects to see all work across personal to-dos and team projects. Plan your day holistically.

***

## Best Practices

### Capture Everything

Add to-dos immediately when thoughts occur. Don't trust memory. The quick capture shortcuts exist for this reason.

### Process Regularly

Review your to-do list daily. Move items between stages, complete done items, and archive finished work.

### Use Meaningful Stages

Create stages that match your workflow. Generic stages (To Do, Doing, Done) work for simple needs, but tailored stages improve clarity.

### Tag Strategically

Create a consistent tagging system. Examples: context tags (@office, @home, @phone), priority tags (urgent, high, low), project tags (Q1 goals, research).

### Convert When Appropriate

Don't let to-dos grow too large. If a to-do requires multiple steps or people, convert it to a project task.

### Schedule Activities for Time-Sensitive Work

If a to-do has a deadline or requires a specific action on a specific date, schedule an activity rather than relying on remembering.

### Clean Up Completed Items

Archive or delete old to-dos regularly. A cluttered Done stage reduces visibility into recent accomplishments.

### Share Collaboratively

Use the Assignees field to share to-dos with colleagues for lightweight collaboration that doesn't warrant a full project task.

### Review Weekly

Set aside time each week to review your to-do pipeline. Ensure items are in appropriate stages and nothing has stalled.

### Integrate with Calendar

Check your calendar when adding to-dos. Schedule activities for to-dos that align with calendar events or deadlines.

***

## Related Documentation

* [Projects](../08_Services/Project.md) - Manage formal project tasks
* [Calendar](Calendar.md) - Schedule activities and events
* [Discuss](Discuss.md) - Collaborate on to-dos with team members
* [Activities](../01_Essentials/Activities.md) - Understanding activity types and scheduling

***

## Need Help?

**Ask Your Knowlix:**

* "Add a to-do to prepare monthly report"
* "Show me all my to-dos tagged as urgent"
* "Create a to-do to follow up with Sarah next week"
* "Convert my research to-do into a project task"
* "Schedule a call activity for tomorrow on the client proposal to-do"

**Contact Support:**

For questions about to-do management, integration with projects, or activity scheduling, contact Knowlix support through the Help menu.