How to add frequently used tasks in Notion all at once.

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When you use Notion for project and task management, there are always recurring tasks.

For example, if you have a recurring project or a routine for posting on social media, manually entering the tasks each time can be a bit of a hassle.

This time, we'll show you how to add such regularly occurring tasks in an instant!

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🎬 Director: Rei
✍🏻 Writer: Mino Kurumi

1. The method we will introduce this time

The method we will introduce this time is to prepare a template "task database for duplication" and then transfer all tasks from there to the task database at once.

Simply select all the tasks you want to duplicate and drag and drop them to quickly add multiple tasks at once.

2. How to create a replication task

This time, we will explain how to create a project management template using this example.

Page premise

This template uses two databases, a "Project List" and a "Task List," which are linked using relationships.

On each project page, you can view tasks filtered by that project.

2-1. Create a project template

In this method, we will use Notion's "Template function." First, create a template in the "Project List" database.

💭 How to create a template
1. Click the drop-down menu next to the "New" button in the upper right corner of the database
2. Select "+ New Template"

We recommend that you title the template "XX Project Template" so that it is clear which project it belongs to.

First, paste the linked database of the task database you normally use into the template.

💭 How to paste a linked database
1. Click "Copy view link" from the "..." in the top right corner of the original database
2. Paste where you want to paste

Once you have pasted the linked database, use the filter to select the template you are currently creating.

💭 How to apply filters
1. Click the filter icon in the top right corner of the database
2. Select the property that is related to the project database (for the Project Management template, this is "Project Name").
3. Select the template you are currently creating

2-2. Create a replication task database

Next, create a task database for replication.

The database to be replicated may not replicate properly if the properties of the destination where the task will be added are different, so we recommend creating it by duplicating the original task database that you normally use.

💭 How to replicate a database
1. Hover your cursor over the database and click the "⋮⋮" mark that appears
2. Select "Replicate" -> "Replicate without data"

Change the title of the duplicated database to indicate that it is a duplicate. Also, since the relationship with the project is not necessary, delete the relationship property.

Next, move this database into the template you just created.

💭 How to transfer a database to a template
1. Select the database and press Ctrl + X to cut it.
2. Paste into the template

Place the transferred database under the list of tasks on the page, then click "Convert to Inline" from "⋮⋮".

Finally, adjust the properties and hide any unnecessary ones to complete the process.

Next, write down all the routine tasks you want to add together in the duplicated task database.

3. Add tasks in bulk

Once your project is up and running and you want to add tasks, use the template you just created.

💭 How to use templates
1. Click the drop-down menu next to the "New" button in the upper right corner of the database
2. Click the template you want to use

To add multiple tasks at once, simply select all the tasks in the "Duplicate Task Database" and then drag and drop them into the Task DB. To select all, use the checkbox on the left side of the database.

By creating a template and a duplicate task database for each project, you can add tasks in bulk in the same way across various projects.

If you have a regular project or a routine for posting on social media, be sure to try out the methods we've introduced here!

summary

That's it for how to quickly add recurring tasks in Notion.

The Notion template used in this explanation is also available for sale, so if you're interested, be sure to check it out.

Click here for a list of Notion templates available on "Notion in Life" !

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