When managing projects and tasks in Notion, there are always recurring tasks, aren't there?
Things like regular projects or social media posting routines. Manually entering these tasks each time can be a bit of a hassle.
This time, we'll show you how to add such recurring tasks in an instant!
🎬 Director：Rei
✍🏻 Writer：Minokurumi
1. Method we're introducing
The method we're introducing involves preparing a "duplicate task database" as a template and then collectively moving tasks from there to the main task database.
Bottom: Duplicate task database
You can quickly add tasks all at once by selecting all the duplicate tasks and dragging and dropping them.
2. How to create a duplicate task
This time, we will explain how to create one using this "Project Management Template" as an example.
Page premise
This template uses two databases, "Project List" and "Task List," linked using relations.
Within each project page, tasks are displayed filtered by that project.
2-1. Create a project template
This method uses Notion's "template function." First, create a template in the "Project List" database.
💭 How to create a template
1. Click the dropdown next to the "New" button in the top right of the database
2. Select "+ New template"
It is recommended to title the template "○○ Project Template" so that it is clear which project it belongs to.
First, paste a linked database of your usual task database into the template.
💭 How to paste a linked database
1. Click "Copy link to view" from the "..." menu in the top right of the original database
2. Paste it in the desired location
Once you've pasted the linked database, select the template you're currently creating in the filter.
💭 How to apply a filter
1. Click the filter icon in the top right of the database
2. Select the property related to the project database (in the Project Management Template, it's "Project Name")
3. Select the template you're currently creating
2-2. Create a duplicate task database
Next, create a duplicate task database.
For the duplicate database, it's recommended to duplicate your existing main task database, as tasks might not be replicated correctly if the properties differ from the destination.
💭 How to duplicate a database
1. Hover over the database and click the "⋮⋮" icon that appears
2. Select "Duplicate" → "Duplicate without content"
Rename the duplicated database to indicate that it is for duplication. Also, delete the relation property as it is not needed for the duplicate.
Next, move this database into the template you just created.
💭 How to move a database to a template
1. Select the database and press "Ctrl + X" to cut it
2. Paste it into the template
Place the moved database below the task list within the page and click "Turn into inline" from "⋮⋮".
Finally, organize the properties and hide any unnecessary ones to complete it.
Now, let's list the standardized tasks you want to add in bulk to the duplicate task database.
3. Add tasks in bulk
When a project begins and it's time to add tasks, use the template you just created.
💭 How to use a template
1. Click the dropdown arrow next to the "New" button in the top right of the database
2. Click on the template you want to use
To add tasks in bulk, simply select all tasks in the "Duplicate Task Database" and drag and drop them into the Task DB. The checkbox on the left side of the database is convenient for selecting all.
By creating a template and a duplicate task database for each project, you can add tasks in bulk in the same way for various projects.
If you have recurring projects or social media posting routines, please try utilizing the method introduced here!
Summary
That's how you quickly add recurring tasks in Notion.
We also sell the Notion template used in this explanation, so if you're interested, please check it out.
Here's "Todotion," the ultimate task management template achieved with Notion!
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Our book "Notion Lifehacks," which introduces 36 ways to use Notion, is also highly acclaimed and available now!
