Concepts
Smart lists
Rule-based lists that gather the right tasks automatically.
A smart list is a saved set of rules. Instead of filing tasks by hand, you describe what belongs — and the list keeps itself up to date.
Building the rules#
Open a smart list and use the Add Rules button at the bottom. Each rule reads as attribute · condition · value — for example Deadline · is before · Friday, or Tag · includes · @errand.
Group your rules and choose how they combine:
- Match all — a task must satisfy every rule (AND).
- Match any — a task matching any rule qualifies (OR).
You can nest groups a couple of levels deep to build precise logic, like (due this week) and (tagged @work or @errand).
What you can match on#
| Attribute | Examples of conditions |
|---|---|
| Name | contains · starts with · ends with |
| Start date / Deadline | is before · is after · is today · in the next N days · has no date |
| Tag | includes · does not include · has no tags |
| Project | is in · is not in · has no project |
| Space | is personal · is shared · is in a chosen area or space |
| Subtasks | has subtasks · has some completed |
| Recurrence | has recurrence · does not |
| Slip | has a slip · does not |
| Focus time | has focus time · more than N minutes · less than N minutes |
This is a taste — for every attribute and condition, see the Smart list rule reference.
Sorting#
At the top level, choose a sort — by name, start date, deadline or created date — and a direction. Results are shown a page at a time; move between pages with ⌘← and ⌘→.
Examples#
For ready-made lists to copy — Today at work, Waiting on others, Quick wins and more — see Smart list recipes.
Smart lists never move your tasks — they only show them. A task can appear in as many smart lists as it matches.
Keep smart lists few and meaningful. A handful of trusted views beats a dozen you never open. Pair one with focus mode to work through it.