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Just thought it might be good to start a topic where people can share searches that they've found useful (of course, any of these searches can be saved as Smart Lists).
Here's a few to start off:
Overdue tasks
dueBefore:today
Tasks due this week (including overdue tasks)
dueWithin:"1 week of today" OR dueBefore:today
Tasks due this calendar month
dueWithin:"1 month of 1st"
Tasks with no due date
due:never
Tasks that haven't been tagged
isTagged:false
So please feel free to share if you have searches that you think other people might find useful :)
Posted at 9:08am on January 28, 2006
Due this week:
status:incomplete AND dueWithin:"1 week of today"
Recently completed:
completedWithin:"1 week of today"
Incomplete, but without due date:
status:incomplete AND due:never
Today's tasks:
completed:today OR due:today
Posted at 9:54am on January 28, 2006
Classing a week as being Monday through Sunday...
Due this week:
status:incomplete dueBefore:Monday
Due next week:
status:incomplete dueWithin:"1 week of Monday"
Posted at 2:23pm on January 29, 2006
says:Tags let me create a call list very easily, and smart lists let me pare it down to just the calls that are over due or due very easily:
tag:call AND dueBefore:tomorrow
I like to have a quick overview of what's coming in the next week:
dueWithin:"7 days of today" AND status:incomplete
Posted at 6:12am on January 30, 2006
Thanks!
Posted at 7:00am on January 30, 2006
On my trillian good news display, i have a feed for both tasks due today AND for tasks due this week. however, i made it so that the weekly tasks do not include today's tasks. First i setup today's tasks by setting:
dueWithin:"1 day of today"
and then i set the tasks for the rest of the week, excluding today by setting:
dueWithin:"6 days of tomorrow"
I also did this for the last 23 days of the month as well.
Posted at 11:11am on January 30, 2006
I'm using (priority:1 OR dueWithin:"2 days of today" OR dueBefore:"today") AND status:incomplete for my "Urgent" smart list... making minor improvements as often as I see new ideas. :)
Posted at 3:29pm on January 31, 2006
says:Rfrancis, that's a great basis for a hot list; thanks.
Posted at 5:25pm on January 31, 2006
Some prelim info > I keep all my tasks on the Tasks list and use smart lists to make all other tabs. per is my tag for personal items.
Items for Work that I completed this week: (print and take to weekly meeting with boss)
list:Tasks and completedWithin:"1 week of today" and status:completed NOT tag:per
To Do Today:(also includes overdue items, rather than just items with a due date of today)
list:Tasks and status:incomplete and dueBefore:tomorrow
Posted at 5:12pm on February 3, 2006
says:Since I have been whining recently about some small nuisances with RTM, I thought it was only right that I also post a helpful idea.
I created a search that lets me know what's coming up for the coming weekend; very handy to be able to have this ready quickly when my wife says "what's going on this weekend?"
dueWithin:"1 day of sat" OR dueWithin:"1 day of sun"
Maybe there's a better way to phrase that, but that's what works for me.
Posted at 5:09pm on February 23, 2006
says:To quote chadcrowell: "Some prelim info > I keep all my tasks on the Tasks list and use smart lists to make all other tabs. per is my tag for personal items."
That's an interesting idea... and it makes me wonder, with tagging and smart lists, what is the point of actually having different lists? I am considering switching over to chadcrowell's method unless somone can make an argument not to...
Posted at 9:56pm on March 8, 2006
I use separate lists because that's the only way to keep them separate when subscribing to iCal or another offline calendar. I don't want one giant calendar there -- I need to have school, home, work all separate or I'd go crazy. You can't publish/subscribe smart lists.
Posted at 2:21am on March 9, 2006
says:I also adopted a one-list arrangement as soon as RTM added tags and smart lists. It's very handy apart from one thing - I shared a list with my wife, and that arrangement fell apart, as you can share lists but not smart lists. I guess I could subscribe her to the feed, but she's not RSS/Atom savvy, so that's a non-starter. Anyway, I restored that one list and now I have one big list and one small special purpose one for the sake of that share issue.
Posted at 3:32am on March 9, 2006
says:Hmm, those are two good advantages of real lists over smart lists.
I hope the RTM developers are listening to this conversation, because they could certainly implement options for smart lists to make them 1) publishable/subscribable and 2) sharable
Then again, I think there are some people who might just prefer having different lists to being FORCED to tag everything.
Posted at 8:47am on March 9, 2006
We're listening :)
Unfortunately Smart Lists can't be shared or published currently, as they're simply filters on your existing lists. If you shared a filter with someone, it would be applied to their tasks and not yours. If your Smart List was for tasks due today, and you shared that with someone, they would see their tasks that are due today. We'll definitely keep the functionality in mind for the future though.
Also just wanted to note, Smart Lists can be subscribed to via Atom/iCalendar (but require login).
Posted at 12:04pm on March 9, 2006
says:I just came across this. Wow what a jackpot of a thread to find. Please keep posting your suggestions, I have already started using many of them.
Posted at 2:40am on May 26, 2006
I would like to search for all tasks with the tag WORK, but that does not have any other tags. Anyone have any ideas?
Posted at 5:49pm on June 6, 2006
ceciliac, sorry I don't think there's any way to search like that currently (not that I can think of anyway). It's possible to exclude specific tags with NOT, but no way to exclude all other tags.
Posted at 1:17pm on June 7, 2006
says:Here's a list I use often, that includes a refinement others might find useful. I have a bunch of recurring items in my lists that are handy for daily check lists, but irksome to see when I am planning ahead, so this smart list omits them:
dueWithin:"7 days of today" AND status:incomplete AND isRepeating:false
Posted at 5:45pm on June 9, 2006
After some thinking, I've come up with one great helper in my Weekly review:
completedWithin:"1 week of sun"
Considering my weekly review is every sunday, it will always show things completed from Monday to Sunday of the current week. When it turns monday, the smartlist will get rid of the tasks it has and start showing only the new week's accomplishments.
That's different from the popular completedWithin:"1 week of today", because the that one always shows tasks completed up to 7 days ago, so the list always have 7 days worth of tasks
In completedWithin:"1 week of sun", the list will show only monday on monday, monday and tuesday on tuesday, and so on untill having a week's worth of tasks only on the sunday.
Posted at 1:14am on October 9, 2007
says:dueAfter:"12-31"
Posted at 1:48pm on October 10, 2007
says:I have a list called "STALE" which catches not just overdue tasks but tasks that I've added which I haven't done anything with for more than a month
dueBefore:today OR (priority:none AND status:incomplete NOT addedWithin:"1 month of today"
I look at it every couple of weeks which triggers me to re-examine and reconsider older tasks that have just been laying around.
Posted at 2:57pm on October 10, 2007
says:Hi, I think I know the answer to this one, but does anyone know if it is possible to search for a tag that contains (but is not entirely made up of) a particular text string?
E.g I have a tag called com-department and one called com-rail (and many others with a com- prefix, many others with a mktg- prefix) - this is because I perform two different roles at work - it would be really useful to have a smart list that shows all my "com" or all my "mktg" work, so that I can turn my focus entirely to the role I am performing that day.
The logical search would appear to be tagContains but this does not seem to work - any suggestions?
Posted at 9:37am on October 12, 2007
says:Hate to tell you, especially after helping you out earlier, but this is not the place for questions, Help is the place. As for your question, look here.
Posted at 12:22pm on October 12, 2007
says:Mental note of new task: Learn to post hyperlinks, due ASAP...
Wild card in searches
Posted at 12:29pm on October 12, 2007
says:Sincere apologies. Thanks for your help.
Posted at 2:17pm on October 12, 2007
says:This is my "On The Radar" list.
due:never or dueWithin:"30 days" or dueBefore:today
It filters out things that are due a long time from now but keeps things that are overdue or due fairly soon or that don't have any due date -- because those are things I try to do as I have time. I just added this list tonight, so will probably end up tweaking it some. For example, 30 days might to be too far out -- 14 might work better.
Posted at 4:33am on November 19, 2007
says:I have something similar, but I think you should have dueBefore:tomorrow, otherwise you will exclude today's stuff
Posted at 6:11am on November 19, 2007
says:Paul, regarding the "On The Radar" query: the dueWithin:"30 days" takes care of the "today" part so today's items do show up on the list (since all the conditions are ORed).
Posted at 6:41pm on November 19, 2007
says:Is there a way to search for tasks completed within the last workday? I've been using RTM as the source to answer the 'what did I complete yesterday?' question during our daily Agile/SCRUM meeting. Using 'completedwithin: 1 day of today' works great Tuesday through Friday, but not on Mondays. Is there another way I might accomplish this?
Posted at 5:26am on August 29, 2008
says:Why not try this question in the Help Forum instead? This is the Tips&Tricks forum, on top of that this is a sticky thread showing some smart searches.
Posted at 7:20am on August 29, 2008
Is there a way to limit the number of items in a list? For example if I have 100 items tagged as "work" can I make a smart list with only the first 3?
Posted at 5:18pm on October 22, 2008
says:Items due next month: dueWithin:"2 months of 1st" NOT dueWithin:"1 month of 1st"
Posted at 8:32pm on November 17, 2008
says:Just thought I would post my favourite search here once and for all instead of posting it every time someone asks for a way to have a start date for a task.
The method allows you to decide how far in advance (in relation to the due date) a task appears in an RTM smart list.
Create a smart list with the following criteria, save the list as "¤zzz":
(tag:zzz AND dueAfter:now)
OR (tag:z1d AND dueAfter:"1 day of now")
OR (tag:z2d AND dueAfter:"2 days of now")
OR (tag:z1w AND dueAfter:"1 week of now")
OR (tag:z1m AND dueAfter:"1 month of now")
You can create and use as many tags as you like using this pattern, using tags like z5d, z2w or z3m as long as you include them in the search above.
I use this in my other smartlists in order to hide tasks I don't want to see yet:
Smart list I use at work: location:@work AND NOT list:¤zzz
Some typical tasks could be (this trick works especially well with repeating tasks in order to hide a recently completed task):
- Buy birthday present to spouse, due: 1 june, repeat: yearly, tag: z1w
- Clean fridge, due: friday, repeat: weekly, tag: z1d
- Change to studded tires on car, due: 1 dec, repeat: yearly, tag: z1m
For this to work, you have to:
1 Set up the smart list ¤zzz as above (once)
2 Add AND NOT list:¤zzz to your smart lists (once)
3 Add tag zzz/z1d/z1w/z1m etc to the tasks you want to hide until later (every time)
Posted at 8:26am on November 25, 2008
says:Rajjan: Thanks so much for posting this! I have a lot of repeating tasks, so your method will be of huge help in cleaning up my lists.
Posted at 1:29pm on December 15, 2008
says:Glad you like! It has helped me in keeping the lists clean (showing only task I can do anything about right now).
Posted at 2:34pm on December 15, 2008
says:I'm a complete beginner with RTM and GTD, but thaks to your posts in various places I now have several really useful smart lists. I'm trying to do personal and work stuff all together and the zzz one is esp great for birthday reminders. Ta!
Posted at 4:24pm on January 22, 2009
says:Hey,
it took me a while implementing this trick.. at first I found it a little complicated and automatically skipped it but I've just given it a try and it works superb. Hats off!!
Thanks for the information man,
Marc
Posted at 10:02pm on January 22, 2009
says:Looking for tips on how to make the following search more elegant so that I don't have to go back and fix it every time I add a new Location:
NOT location:work AND NOT location:home AND NOT location...
I've tried things like location:false, location:none, and location:null all with no success.
Thanks!
Dave
Posted at 10:03pm on February 5, 2009
Hi, I'm new to RTD!
Here's something for people that want a cue on what to do when having, say, 15 minutes to spare:
status:incomplete and timeEstimate:"< 16 min"
If you set up multiple intervals (I have 5, 15, 30 and 60 minutes) and only want to see the tasks that is close to the interval, you can try:
status:incomplete and timeEstimate:" 5 min"
for seeing all tasks longer than 5 min but no longer than 15 minutes. (This is similar to a pro account feature in ToodleDo, by the way.) I find this trick useful, especially when combined with tags.
Posted at 11:51pm on March 3, 2009
Wierd.
The second query was cut off. I try again:
status:incomplete and timeEstimate:" 5 min"
Posted at 11:53pm on March 3, 2009
No, it seems the forum software cuts the query for some reason. *sigh*
Posted at 11:54pm on March 3, 2009
says:A favorite search that stops your newly added task from disappearing from the smart list you added it to:
Normally, if you have fairly complex smart lists, and try to add tasks to them, they will not meet the smart list criteria and therefore they will disappear from view. The reason for this is that RTM can't figure out what tags, locations, due date etc to give this new task (it tries to copy all the fields.) Having no success in adding all this info, RTM gives up, resulting in a task not meeting the smart list criteria, hence it disappears.
The idea is to create a new smart list that does all the necessary checks (in this case that the task has a tag, a location and a duration):
Smart list Check, criteria:
isLocated:false OR NOT timeEstimate:">0 min" OR isTagged:false.
Many reading this already have such smart lists, checking that all is added as needed by your system.
This list should then be used in all the smart lists where you normally add tasks. I have one for work related tasks:
Smart list Work, criteria:
(location:@work OR location:@pc OR location:@phone)
If I add a task when viewing this smart list, the task will disappear as RTM can't decide which location it should give this new task.
By adjusting the Work smart list criteria to:
(location:@work OR location:@pc OR location:@phone) OR list:Check
the new task will remain on screen as it meets this last part. You can then add tags, location etc and suddenly it will not meet the Check smart list criteria but the original criteria for Work and remain on screen.
Posted at 8:23am on March 10, 2009
says:When you add tasks to a smart list, RTM tries to copy the meta information. In order for this to work, all the smart list criteria must be un-ambiguous (see more here: www.rememberthemilk.com/help/answers/search/advanced.rtm)
All these are un-ambiguous:
list:
priority:
status:
tag:
location:
due:
completed:
added:
timeEstimate:
postponed:
as long as you avoid NOT and OR. Also avoid ">" and "<" in time estimates, priorities and postponed.
The rest results in ambiguous searches:
dueBefore:
dueAfter:
dueWithin:
completedBefore:
completedAfter:
completedWithin:
addedBefore:
addedAfter:
addedWithin:
Some meta info is set indirectly:
tagContains:
isTagged:
locatedWithin:
isLocated:
isRepeating:
noteContains:
hasNotes:
Some you can't set yourself:
isShared:
sharedWith:
isReceived:
to:
from:
Hope that helps!
Posted at 8:34am on March 10, 2009
I think this:
dueBefore: "1 month"
is better than:
dueWithin:"1 week of today" OR dueBefore:today
(This doesn't works, at least for me)
For see tasks due this calendar month
and same for another period.
Posted at 2:21pm on March 24, 2009
I don't suppose there is a wildcard character we can use in searches? seems a few other people have mentioned the need for it above too...
Anyway, I've just started using RTM in the context of GTD and have setup what I find to be a really useful list. I tag all my next actions with a context such as @work, @phone, @computer, @home, @errands, @any - and have made a smart list that shows all my next actions:
tag:@any or tag:@computer or tag:@errands or tag:@home or tag:@phone or tag:@work
would certainly be a lot easier if there was a wildcard symbol, tag:@* for example would be a lot easier to write ;)
While I'm at it, It would also be nice to sort by tag too :)
Posted at 11:31pm on April 20, 2009
Hi Martin,
You can use tagContains to search for a partial tag name, e.g.:
tagContains:@
Hope this helps!
Posted at 3:38am on April 21, 2009
Thanks emily - I just found the page with all the operators on it http://www.rememberthemilk.com/help/answers/search/advanced.rtm helps a lot :)
Posted at 4:16am on April 21, 2009
says:Help me,
I`m a new user. my english isnt good for this help.
Do you know a german help for a new fan from this tool
greetings from the alps of bavaria
Posted at 7:49pm on May 27, 2009
Hi Stephan,
Unfortunately, the forums are English only. However, feel free to submit an issue report and I'll try to get back to you personally.
Servus Stephan,
(Mein Deutsch ist nur so-so; vergib mir!)
Leider sind unsere Foren nur auf Englisch. Aber du kannst Email Hilfe anfragen und ich werde dich antworten!
Posted at 3:14pm on May 29, 2009
says:is there a way to search multiple lists, at once? for instance, I have one list that is "marketing" and another named "PR". I tried using the following search criteria but it came up empty:
list:marketing and list:PR
Posted at 1:12pm on June 7, 2009
says:use and OR instead of an AND. Using AN mean's the task must be in BOTH lists for it to show up. You want tasks to show up if they are in either list.
"list:marketing OR list:PR"
Posted at 8:24pm on June 7, 2009
says:@dhensch Try list:foo OR list:zed
I think that'll do the trick for you.
Posted at 2:18am on June 8, 2009
says:I've been wanting a search that would show me tasks that I've added in the last (rolling) seven days but haven't completed yet. After reading about jjeudymd's "STALE" list above, I came up with this and it works great as a Smart List:
status:incomplete AND addedWithin:"1 week of today" NOT dueAfter:today
Posted at 6:06pm on June 13, 2009
Is there anyway to search for tasks completed last week, not last 7 days?
Posted at 7:39pm on June 25, 2009
says:@harsh4us, try this
completedWithin:"1 week of today"
Posted at 6:14am on September 16, 2009
says:An Example of How to Be Far Too Complex with RTM's Advanced Search:
http://www.rememberthemilk.com/forums/tips/8327/
Posted at 10:31pm on September 18, 2009
So the million dollar feature we're all waiting for is the ability to create a "Reports" tab and have all our favorite searches saved there!
Rather then polluting our tab space.
Posted at 9:14am on October 25, 2009
Or just allow list items to link to a search.
That way people could make there own reports tab and even a projects tab where each project linked to all sub tasks (using a tag search)!
Posted at 10:03am on October 25, 2009
Btw a tip for anyone who wants to save all these but not see them all the time is to archive the lists.
Posted at 10:58am on October 25, 2009
