The Tasks tab displays all your tasks in a list view. Tasks can be created from audio recordings, page annotations, or AI extraction.
2.12.1 View & Filter Tasks
Tasks are shown in a vertical list. Each task displays:
- Checkbox for completion (green when checked, completed tasks show strikethrough title at reduced opacity)
- Task emoji (if set) or source icon (microphone for audio, checkbox for page)
- Title
- Priority badge (red = high, orange = medium, green = low)
- Source badge (Meeting or notebook name)
- Due date (red if overdue)
- Todoist sync indicator (small Todoist icon, if synced)
- Three-dot menu button
Tap the three-dot menu on any task row for quick actions:
- Mark as completed / Mark as incomplete
- Go to page (navigate to the source page or recording)
- Delete (with confirmation dialog)
Tap the info icon in the header to open the Tasks Help page a built-in guide explaining how XNote recognizes tasks from your handwriting, valid task formats, checkbox usage, priorities, deadlines, and frequently asked questions.
Filter by:
- Status : Incomplete (default) or Completed using the top filter tabs
- Advanced filters : Tap the filter button to open the filter screen where you can filter by status, notebook, and priority simultaneously
- Tap "Clear filters" to reset all active filters
2.12.2 Create / Edit / Delete Tasks
Tasks are primarily created automatically from:
- Audio recordings : AI extracts action items from transcriptions (see 2.9.6)
- Page content : Tasks linked to specific pages
Tap a task to open its detail sheet. The detail sheet is read-only you cannot edit the title, priority, due date, or emoji. It displays:
- Task emoji and title
- Priority, due date, and status pills
- Source link : "Go to Audio" for audio tasks (navigates to the recording), or page number link for page tasks (navigates to the notebook page)
- Todoist link : If synced, "View on Todoist" opens the task in the Todoist app or website
Available actions in the detail sheet:
- Add to Todoist (if Todoist is connected and task not already synced) (see 2.12.4 for details)
- Mark as Complete / Mark as Incomplete
-Delete : Shows a confirmation dialog before removing the task
2.12.3 Sort & Search Tasks
Search: Use the search bar at the top to filter tasks by title (with a slight delay for smoother typing).
Sort: Tap the sort button to open the sort screen with the following options:
- Date created (newest / oldest)
- Task title (A-Z / Z-A)
- Due date (earliest / latest)
- Priority (high to low / low to high)
Active sort and filter indicators are shown on the respective buttons.
2.12.4 Todoist Integration
Connect your Todoist account to sync tasks from XNote to Todoist.
How to access: Go to Settings -> Integrations -> Todoist.
Setup:
1. Tap "Connect Todoist" on the Todoist welcome screen. An internet connection is required.
2. Sign in with your Todoist account in the browser and authorize XNote.
3. After successful connection, an onboarding screen shows three key features: Automatic Sync, Manual Control, and Note Integration. Tap "Get Started".
4. Configure your default Todoist settings:
- Sync Mode : Choose "Auto" (tasks are automatically sent to Todoist) or "Manual" (you manually send individual tasks).
- Workspace : Select which Todoist project to save tasks to.
- Priority : Set default priority P1 (Highest) to P4 (Low), each color-coded (P4 red, P3 orange, P2 blue, P1 white).
- Labels : Enter default labels (comma-separated, e.g., "work, meeting").
5. Tap "Save" to complete setup.
These default settings are applied when sending tasks from XNote to Todoist. You can change them anytime from Settings -> Integrations -> Todoist.
Sync a task to Todoist:
1. Open a task's detail sheet and tap "Add to Todoist".
2. A "Send to Todoist" sheet opens where you can override the defaults for this specific task:
- Labels (text input)
- Workspace (dropdown)
- Priority (P1-P4 dropdown, with note: "This priority level was detected by XNote AI. You can change it before sending.")
3. Tap "Send". On success, the button turns green with "Sent" text and the sheet closes automatically.
Synced tasks show a small Todoist icon on the task row in the meta area (next to priority and due date). In the detail sheet, a "View on Todoist" link appears:
- On iOS/Android: Opens the task directly in the Todoist app if installed
- If the app is not installed: Opens the App Store or Play Store page for Todoist
- On macOS: Opens the task in the Todoist web app
Note: Sync is one-way (XNote to Todoist). Completing or uncompleting a task in XNote updates its status in Todoist, but changes made in Todoist are not synced back to XNote. Pull-to-refresh on the Tasks screen refreshes synced task statuses.
To disconnect: Go to Settings -> Integrations -> Todoist -> "Disconnect Todoist". A confirmation dialog will ask: "Are you sure you want to disconnect your Todoist account?"