# OmniFocus Workflows with Kaitlin Salzke  ## Welcome [(00:00:00)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=0s) - A warm welcome is extended to the audience for the discussion on [[OmniFocus]] workflows with Kaitlin Salzke [(00:00:00)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=0s). - The host is happy to have Kaitlin Salzke as a guest, having followed her work, particularly in Omni automation [(00:00:10)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=10s). - Kaitlin Salzke has innovative ways of using OmniFocus, and the host expects to learn from her, as well as the audience [(00:00:18)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=18s). ## About Learn OmniFocus [(00:00:23)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=23s) - Learn OmniFocus was originally launched in June 2014, with the goal of supporting people in living a fulfilling and productive life with the help of OmniFocus and complementary productivity apps [(00:00:25)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=25s). - The platform aims to teach productivity principles, focusing on what can be best applied within [[OmniFocus]] and what other apps can help complete the picture [(00:00:57)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=57s). - Learn OmniFocus live sessions fall into four categories: productivity themes, deep dives on specific apps, workflow guests, and interactive group sessions [(00:01:13)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=73s). - Sessions covering productivity themes include topics such as bringing ideas to life, checklists, and core productivity principles, and how to apply them using OmniFocus and other apps [(00:01:18)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=78s). - Deep dives on specific apps explore how to use OmniFocus with other apps, and upcoming sessions will be announced [(00:01:36)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=96s). - Workflow guests showcase the many different ways OmniFocus can be used, allowing viewers to take what's useful from each approach and style [(00:01:50)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=110s). - Interactive group sessions provide an opportunity to meet and get to know people within the international community, which has members from 87 countries [(00:02:15)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=135s). - The community is supportive, and the mix of people from different countries adds richness to the library of resources [(00:02:21)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=141s). ## Coming Soon [(00:02:31)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=151s) - Upcoming events and sessions include "Office Hours" and "Virtual Co-Working", which provide opportunities for people to work on their [[OmniFocus]] tasks and projects while interacting with others in a virtual setting [(00:02:32)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=152s). - "Office Hours" are small group sessions with a maximum of 10 people, not recorded, and focused on sharing experiences, asking questions, and getting inspiration and motivation around using OmniFocus [(00:02:35)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=155s). - "Virtual Co-Working" sessions involve 25-minute focus sessions, welcome and check-in sessions, and a virtual lounge for socializing, aiming to help build focus and accountability [(00:03:21)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=201s). - Registration is currently open for several "Office Hours" and "Virtual Co-Working" sessions in March and April, with varying times and days to accommodate different schedules [(00:03:07)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=187s). - A focus session on using OmniFocus with the business management and CRM app Daylite is scheduled for April 27th, covering how to link and automate interactions between the two apps [(00:05:17)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=317s). - OmniFocus 4 is in development, with the goal of having content ready for its launch, and efforts to establish solid workflows in OmniFocus 3 will carry over naturally to OmniFocus 4 [(00:06:28)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=388s). ## Introducing Kaitlin Salzke [(00:07:08)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=428s) - Kaitlin Salzke is joining from [[Wagga Wagga]], which is located in [[New South Wales]], [[Australia]], approximately halfway between Melbourne and [[Sydney]] [(00:07:09)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=429s). - The name "Wagga" is believed to mean "crow," and "Wagga Wagga" means "many crows" [(00:07:31)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=451s). - Kaitlin Salzke has a website, caitlinsalzke.com, where she shares great OmniFocus-related posts, including details about her system and how it's organized [(00:07:42)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=462s). - Kaitlin Salzke has a large library of [[OmniFocus]] plugins, which can be found on her website, and offers custom plugin development services for specific features that may not be available in the OmniFocus app [(00:08:08)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=488s). - She can be contacted through her website's "Request Custom OmniFocus Plugin" page for more information on custom plugin development [(00:08:48)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=528s). - Kaitlin Salzke can be followed on [[Twitter]] at @kaitlinsalzke [(00:08:55)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=535s). ## Kaitlin's OmniFocus Dashboard [(00:09:06)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=546s) - The OmniFocus dashboard is the primary view used, which is also set up on the [[IPhone | iPhone]] using widgets, allowing for easy access to six perspectives at all times [(00:09:22)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=562s). - The six perspectives include: anything due soon, available tasks, tasks that can be done in a specific context, tasks that can be done in a specific time block, a routine perspective, and a habits perspective [(00:09:56)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=596s). - The "anything due soon" perspective includes tasks due in the next three days, as well as remaining tasks due today, serving as a backup to prevent missed tasks and to keep important tasks front of mind [(00:10:19)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=619s). - The icons for the perspectives are numbers, and tasks are generally worked on in order, starting from the first perspective [(00:11:03)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=663s). - The habits perspective includes recurring tasks that follow the same patterns throughout the week, with tasks being ticked off as they are completed and reappearing when they are due again [(00:11:26)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=686s). - The habits perspective includes tasks that are important for maintaining a functional life, such as exercise and cleaning, and are done as soon as they become available [(00:11:51)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=711s). - The routine perspective will be discussed later, with a distinction made between what is considered a habit and what is included in this perspective [(00:12:12)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=732s). - The "today" perspective is also used, but its details will be discussed later in the video [(00:12:23)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=743s). - The flagged perspective includes tasks that are considered bigger rocks of the day, such as university work or preparing for a session, and the goal is to clear these tasks first for a productive day [(00:12:28)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=748s). - A good day is considered one where the first three perspectives are completely cleared, and then additional tasks can be tackled from other perspectives [(00:13:16)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=796s). - The ASAP perspective includes tasks that are time-sensitive but do not have a specific due time, such as responding to emails or questions from others [(00:13:24)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=804s). - The routine perspective differs from habits and includes tasks that recur and need to be done but do not require immediate attention, such as backing up a computer or scheduling a dentist appointment [(00:14:08)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=848s). - The start perspective picks up tasks that are available and have been marked with a star emoji, usually 2-4 projects that are the main focus for the week, such as university subjects or assignments [(00:14:45)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=885s). - The start perspective is used to focus on bigger projects and tasks can be planned out to gradually come into the today view, allowing for a productive workflow [(00:15:28)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=928s). - The current view of the workflow is a realistic representation after a couple of days of being fairly distracted by other tasks [(00:15:48)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=948s). - The workflow is expected to be cleared out quickly within the next day or two [(00:15:59)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=959s). - This view is a typical representation of what the workflow looks like [(00:16:04)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=964s). ## Organizing Windows with Keyboard Maestro [(00:16:08)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=968s) - Managing multiple [[OmniFocus]] windows can be a challenge, but this issue can be resolved using [[Keyboard Maestro]], a tool that helps with window management [(00:16:09)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=969s). - A Keyboard Maestro macro has been set up to manage the windows, and this macro is linked to an Alfred keyword, allowing for easy invocation [(00:16:22)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=982s). - The macro is available on the website, and users can modify it to suit their needs [(00:16:25)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=985s). - To generate the OmniFocus dashboard view, Alfred is invoked, and a specific keyword, "set up omnifocus dashboard here," is typed in [(00:16:47)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1007s). - There are different versions of the dashboard setup, depending on whether the focus is on work or personal tasks, which are separated into different folders [(00:16:54)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1014s). - The dashboard can be easily switched between work and personal tasks by selecting the corresponding option [(00:17:09)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1029s). - Running the macro is straightforward, requiring only a few seconds to set up the dashboard, and it typically remains open all day [(00:17:31)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1051s). - The dashboard rarely needs to be recreated, unless a window is accidentally closed [(00:17:49)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1069s). ## Managing Everything in OmniFocus [(00:17:54)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1074s) - Keeping everything in [[OmniFocus]], from small tasks to bigger projects, is a personal preference that works well for managing daily life and tasks, especially in chaotic situations [(00:17:54)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1074s). - Having a comprehensive task list in OmniFocus helps ensure that all necessary tasks are completed, even when dealing with significant life changes or challenges, such as having a new baby [(00:18:40)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1120s). - The benefits of keeping everything in OmniFocus include having reminders for basic tasks, such as personal care and self-care, which can be easily overlooked in stressful situations [(00:19:02)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1142s). - The dopamine hit from completing tasks in OmniFocus can be a motivating factor in staying on top of tasks and building new habits [(00:19:16)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1156s). - Having a deeply ingrained habit of checking and following OmniFocus tasks makes it easier to add new habits or tasks and stick to them [(00:19:38)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1178s). - This approach may not be suitable for everyone, but it has proven to be an effective tool for managing tasks and building new habits in a chaotic environment [(00:19:27)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1167s). ## Using Search Terms in Custom Perspectives [(00:20:03)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1203s) - Custom perspectives in [[OmniFocus]] can be built using various rules, including the "search results contain" rule, which allows users to create perspectives based on specific search terms [(00:20:18)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1218s). - This rule can be used to create perspectives for habits and routines by searching for specific symbols or keywords in action groups, such as a star symbol or a circular arrow [(00:20:54)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1254s). - By including a specific symbol or keyword in the name of an action group, users can create a custom perspective that pulls in tasks from that group, without having to tag or name each task individually [(00:21:09)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1269s). - This technique can be used in various perspectives, such as habits, routines, and start perspectives, to create a customized workflow [(00:21:18)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1278s). - The "search results contain" rule can also be used to match tasks based on the name of the project itself, rather than the task name or tags [(00:21:27)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1287s). - Using specific symbols or keywords in action group names can be a useful way to create custom perspectives and streamline workflows in OmniFocus [(00:21:31)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1291s). ## Using Multiple Perspectives to Avoid Overwhelm [(00:21:36)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1296s) - Breaking up views in [[OmniFocus]] is done to keep lists feeling doable and achievable, preventing a sense of overwhelm that can occur when looking at a single, large list of tasks [(00:21:36)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1296s). - Combining all tasks into one big list can be overwhelming, leading to feelings of being unable to complete tasks and potentially causing inaction [(00:21:47)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1307s). - A key philosophy in managing an OmniFocus database is to present only actionable tasks to prevent overwhelm and ensure that only tasks that can be acted on in the moment are visible [(00:22:02)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1322s). - The goal is to avoid feeling overwhelmed by the number of tasks and instead focus on the tasks that can be completed, making it easier to take action and make progress [(00:22:10)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1330s). ## Switching Broad Contexts [(00:22:22)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1342s) - Tasks are organized using two broad contexts represented by a filled-in star or an empty star tag, indicating whether a task can be done when the 14-month-old child is napping or awake [(00:22:28)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1348s). - The two states of the child's napping and awake status determine which tag is applied to a task, allowing for filtering the task list to show only relevant tasks [(00:23:22)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1402s). - A custom plugin is used to mark one of the tags on hold and make the other one active, temporarily hiding tasks with the held tag [(00:23:38)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1418s). - The plugin is triggered using a keyboard shortcut, and the attention level is set to "unfocused" when the child is awake, hiding tasks that require a high level of focus [(00:24:20)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1460s). - When the child is asleep, the focus mode is entered, and only tasks that require a high level of focus are shown, allowing for efficient use of time [(00:25:00)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1500s). - This system helps keep tasks manageable by showing only relevant tasks based on the child's status and the available time [(00:25:39)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1539s). ## Taking a Deeper Dive into Omni Automation [(00:25:41)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1541s) - The introductory part of [[OmniFocus]] workflows has been covered, and the focus will now shift to more advanced topics, specifically Omni Automation, which is a powerful tool added by [[The Omni Group | the Omni Group]] to the software [(00:25:41)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1541s). - Omni Automation allows users to run the same actions on their [[MacOS | Mac]], [[IPhone | iPhone]], or [[IPad | iPad]], offering a lot of potential for customization and automation [(00:26:15)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1575s). - The goal is to encourage more people to use Omni Automation, write their own plugins, and utilize existing plugins created by others [(00:26:27)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1587s). - The rest of the session will focus on showcasing some of the OmniFocus plugins used on a day-to-day basis [(00:26:34)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1594s). ## Installing an Omni Automation Plug-In [(00:26:40)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1600s) - Installing an [[OmniFocus]] plugin is a simple process that doesn't require knowledge of JavaScript or coding, and there are many resources available, including a directory on Learn OmniFocus and Omniautomation.com, as well as resources on the speaker's website [(00:26:40)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1600s). - To install a plugin, download the zip file, open it in Finder, find the OmniFocus.js file, and open it, which will prompt OmniFocus to install the plugin [(00:27:40)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1660s). - Once installed, the plugin can be configured by going to the Omni Automation menu, selecting Configure, and setting a keyboard shortcut for the plugin [(00:28:10)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1690s). - [[The Open Championship | The Open]] URL from Note plugin is a simple example that looks for a URL in the note of the selected task and opens it, and can be used for web addresses, [[Obsidian (software) | Obsidian]], Drafts, or any other app that can be launched with a URL [(00:28:46)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1726s). - The plugin can also be used to link to other parts of the OmniFocus database, such as tags, and there are preferences for how OmniFocus links should be opened [(00:30:08)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1808s). - The plugin is not limited to web links and can be used with various apps, and if any issues are encountered, the plugin can be modified to fix them [(00:29:50)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1790s). ## Automatic Scheduling: Omni Automation + Keyboard Maestro [(00:30:32)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1832s) - A scheduling plugin is used to manage tasks in [[OmniFocus]], focusing on three key dates: the deferred date, due date, and the date the task is planned to be done [(00:30:35)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1835s). - The deferred date is the earliest date a task can be started, the due date is the date by which the task must be completed, and the planned date is when the task is actually intended to be done [(00:31:06)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1866s). - Time blocking can be used to schedule tasks, but it may not be suitable for everyone, especially those with unpredictable daily routines [(00:32:12)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1932s). - The scheduling plugin helps manage the planned date of tasks and generates tags with dates for the next seven days, as well as recurring days [(00:32:43)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=1963s). - The plugin can automatically roll forward the dates each day, and tasks can be flagged or tagged to be pulled into a "today" perspective [(00:33:25)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2005s). - [[Keyboard Maestro]] is used to automate a series of actions at 1 am every day, including tasks related to the OmniFocus database [(00:33:42)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2022s). - There are five [[OmniFocus]] workflows that run daily: the first one drops tasks with a specific tag, the second and third add projects from templates depending on the day, the fourth tags tasks due today using a plugin available on the website, and the last one is a scheduling plugin that rolls for the day, checks planned tasks, and marks them with a flag [(00:33:57)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2037s). - The plugin that tags tasks due today goes through tasks and adds a tag that can be specified, which is then used to create a "Do Soon" perspective [(00:34:10)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2050s). - The scheduling plugin can schedule tasks further in the future than the next week, and as long as it is run after a task is planned, it will be pulled into the workflow, flagged or tagged, and can be used in custom perspectives [(00:34:45)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2085s). - The plugin updates tags, and tasks can be rescheduled for a particular date using an action within the plugin, which also allows for regular date passing and a calendar option [(00:36:11)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2171s). - When a task is rescheduled, it loses its flag and is tagged with the new date, and it will leave the "Today" perspective if it no longer has the original tag [(00:36:43)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2203s). - The scheduling plugin is available for download and can be useful for managing tasks and workflows in OmniFocus [(00:37:01)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2221s). ## Plug-In: Templates for OmniFocus [(00:37:08)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2228s) - A [[Keyboard Maestro | keyboard maestro]] macro has been created to generate tasks based on templates in [[OmniFocus]], which can be used in various ways [(00:37:12)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2232s). - The macro allows users to choose a template and create a new instance in their OmniFocus database, with the option to select where the new project will be created [(00:37:46)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2266s). - The plugin has the potential to do more complex tasks, and a simple example of its use is demonstrated by creating a new project to sanitize cloth nappies [(00:37:59)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2279s). - The plugin can also be used to create more complex projects, such as those required for a tax accountant's day-to-day job, which involves reviewing and checking jobs drafted by others [(00:38:54)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2334s). - The tax accountant's workflow involves a series of structured steps, but the specific steps and their order can vary depending on the job, making it challenging to set up a single template to manage the entire process [(00:39:21)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2361s). - To address this challenge, the tax accountant has broken down the process into components and created separate templates for each component, which can be combined as needed [(00:40:12)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2412s). - The templates are stored in a designated folder in [[OmniFocus]], and an action can be used to open this folder and access the available templates [(00:40:22)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2422s). - An example of a template for a 2021 tax job review is shown, which consists of only two actions but sets out the format for the project [(00:40:34)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2434s). - The process of creating a new project involves applying consistent tags and names, which can be achieved by using a template to ensure everything is consistent every time [(00:40:51)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2451s). - A keyboard shortcut can be set up to quickly create a new project from a template, which includes placeholders for variables such as client, preparer, and partner [(00:41:13)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2473s). - The template uses variables specified in the note for the project to fill in details such as the client's name and the preparer's initials [(00:41:20)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2480s). - The created project includes a due date that is automatically set, a specified folder, and tags that use the placeholders from the template [(00:42:26)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2546s). - The plugin allows for creating instances of templates as new projects or action groups within existing projects, and it can use placeholders from the project note to populate variables [(00:43:01)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2581s). - A custom Omni Automation action can be set up to quickly add next steps to a project, but the same result can be achieved using regular templates and actions without coding [(00:43:47)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2627s). - The custom action uses a keyboard shortcut to add a template to the project, which populates variables using the same information from the project note [(00:44:07)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2647s). - The templates offer flexibility in what can be done with them, allowing for efficient creation of new projects and action groups [(00:44:34)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2674s). - Tasks or action groups can be made optional when creating a template, allowing for customization and flexibility in workflow setup [(00:44:41)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2681s). - The optional feature is useful for tasks that may not be necessary every time, such as a packing list for trips [(00:44:50)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2690s). - Defer dates can be set for tasks, and variables can be used in dates to create dynamic due dates [(00:44:57)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2697s). - OmniFocus's relative dates can be used when setting due dates, allowing for flexibility and customization [(00:45:03)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2703s). - Due dates can be set relative to the creation date of a task, such as making a task due a week after it is created [(00:45:07)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2707s). - The use of variables and relative dates in task setup can potentially add a lot of power and customization to workflows [(00:45:16)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2716s). ## Plug-In: Defer Tag(s) [(00:45:27)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2727s) - The Defer Tags plugin is used to manage tasks by limiting the number of visible tasks at any given time to only those that can be acted on immediately [(00:46:06)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2766s). - The plugin allows users to set a tag on hold until a specific date or time, which is not a built-in capability in [[OmniFocus]] [(00:46:26)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2786s). - The plugin can be used to temporarily hide tasks that are not actionable at the moment, such as tasks that require a specific location or person's availability [(00:46:40)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2800s). - When a task is selected and the Defer Tags plugin is activated, it pulls all applied tags to the top, making it easier to find the desired tag [(00:47:18)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2838s). - The plugin can also be used to set up recurring schedules for tags, allowing users to limit task availability to specific times or days [(00:48:32)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2912s). - This feature can be useful for tasks that need to be done during business hours or at specific locations, such as the supermarket or library [(00:48:48)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2928s). - The plugin uses [[Keyboard Maestro]] to run an action that checks for due dates and makes tags available again, which runs every five minutes [(00:47:56)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2876s). - The plugin is useful for managing tasks that are dependent on external factors, such as someone's availability or a specific location [(00:48:22)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2902s). ## Plug-In: Dependency [(00:49:12)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2952s) - The Dependency plugin is a special plugin that was created to manage dependencies between tasks in [[OmniFocus]], particularly when tasks are in different projects [(00:49:14)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2954s). - OmniFocus has built-in support for managing dependencies using parallel action groups and sequential action groups, but it can become messy and doesn't allow for tasks in different projects to be dependent on each other [(00:49:30)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=2970s). - The Dependency plugin uses Omni Automation to implement a way of making tasks dependent on each other, even if they are in different projects [(00:50:36)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3036s). - To make a task dependent on another task, a keyboard shortcut is used to run an action that makes the second task dependent on the first task [(00:51:21)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3081s). - When a task is made dependent on another task, it will disappear from the dashboard until the first task is completed [(00:51:35)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3095s). - The plugin also has the option to update due dates automatically, so if a task is dependent on another task with a due date, it will also inherit that due date [(00:51:45)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3105s). - When a task is marked as complete, the dependent task will become available, and this can be automated using a keyboard shortcut or a background process using [[Keyboard Maestro]] [(00:52:20)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3140s). - The Dependency plugin is useful for managing university tasks and other projects where tasks need to be completed in a specific order, but are in separate projects [(00:53:07)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3187s). ## Q & A [(00:53:23)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3203s) - Caitlin's [[OmniFocus]] workflow is impressive and showcases the possibilities of Omni automation, but it's recommended to start with simpler plugins and build upon them over time [(00:53:24)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3204s). - For those new to plugins, it's suggested to begin with a simple one, such as opening a link, and then layer on more complex ones after gaining experience [(00:53:42)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3222s). - Caitlin has done a lot of the work in creating well-documented plugins, making it easier for others to use and tweak them to suit their needs [(00:54:05)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3245s). - Typically, everything starts in OmniFocus, and the inbox is used as a capture tool for thoughts, ideas, and notes [(00:54:33)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3273s). - There isn't a good setup for managing supporting information, but [[Obsidian (software) | Obsidian]] is being explored as a potential solution [(00:54:53)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3293s). - Supporting materials for personal projects are stored in the regular file system, and work-related information is managed on work systems [(00:55:07)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3307s). - There's no need to overwhelm [[OmniFocus]] with too much information, and it's essential to find a balance [(00:55:40)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3340s). - Someday or maybe tasks are being experimented with in Obsidian, but there's no concrete workflow in place yet [(00:55:50)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3350s). - The idea is to keep everything in one place, but it's not crucial to worry about where ideas are stored as long as they're somewhere [(00:56:21)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3381s). - Work emails that need to be responded to are not put in OmniFocus, and the current workflow for managing work emails is not specified [(00:56:31)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3391s). - The workflow for managing emails involves using built-in filtering in [[Microsoft Outlook | Outlook]] to manage the initial onslaught of emails and filter away unnecessary ones [(00:57:09)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3429s). - Only emails that require action or review are typically kept, and a template is set up in OmniFocus once a job is started [(00:57:21)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3441s). - A list of upcoming work and jobs is maintained, and projects are not added to [[OmniFocus]] until they are started, as priorities can change [(00:57:25)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3445s). - Other emails that require action are added to OmniFocus and saved in a specific section in Outlook, but there is no great integration between the two tools due to low email volume [(00:57:54)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3474s). - The current email volume is not high, and once newsletters and company-wide emails are filtered out, the volume of emails to deal with is relatively low [(00:58:17)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3497s). - The workflow is kept simple and not over-engineered, with a focus on what needs to be done next [(00:57:45)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3465s). ## Plug-In: Defer This Instance [(00:58:24)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3504s) - The way [[OmniFocus]] handles recurring tasks can be a reason to drift away from using it, particularly when deferring a repeating task also defers all future instances of that task [(00:58:25)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3505s). - A problem with deferring repeating tasks in OmniFocus is that it will also defer all future instances of the task, which may not be the desired outcome [(00:58:46)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3526s). - To address this issue, a plug-in called "Defer This Instance" can be used to drop the task and treat it as skipped, allowing the user to defer only the particular instance of the task [(00:59:11)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3551s). - The "Defer This Instance" plug-in helps in managing recurring tasks by allowing users to skip or defer a single instance of a task without affecting future instances [(00:59:39)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3579s). - With the plug-in, users can have a task that repeats every day at a specific time, but change the time for a single occurrence without affecting future instances [(00:59:50)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3590s). - The plug-in provides an option to change only the selected occurrence of a task or all future ones, which is a useful feature for managing recurring tasks [(00:59:58)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3598s). ## Plug-In: Duplicate and Drop [(01:00:05)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3605s) - The "Duplicate and Drop" plugin is a tool that duplicates a task and marks the original as completed or skipped, allowing users to create a fresh copy that can be manipulated independently [(01:00:06)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3606s). - This plugin is useful when users want to add a tag or make changes to a specific instance of a task without affecting the original task [(01:00:11)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3611s). - The duplicated task can be moved to different projects, have tags added, or be modified in other ways without impacting the original task [(01:00:25)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3625s). - The "Duplicate and Drop" plugin helps address limitations in [[OmniFocus]] by providing new features through Omni Automation [(01:00:35)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3635s). - Caitlin has created this plugin, making it available for users to benefit from the new features she has added through Omni Automation [(01:00:39)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3639s). ## Using Emojis in Projects and Tags [(01:00:47)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3647s) - Using a star emoji followed by a name in a project is preferred over applying the star emoji as a tag, as it avoids potential issues such as the inability to include tasks with a specific tag in a perspective and the automatic application of the tag to new tasks within the project [(01:00:50)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3650s). - Applying a tag to a project does not automatically include tasks with that tag in a perspective, and this limitation may not be addressed by built-in rules, at least not currently [(01:01:21)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3681s). - Adding a tag to a project can result in all tasks within that project inheriting the tag, which may cause clutter and is not desirable in some cases [(01:01:36)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3696s). - Using an app like [[Rocket]] can make it easier to add emojis to tags, as it allows users to start typing the name of an emoji and then select it from a list [(01:02:04)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3724s). - Adding an emoji to a tag can be done quickly and easily, and it can also help to make the tag more visible in certain views, such as the Today view [(01:02:26)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3746s). - Using only an emoji for a tag can help to keep the tag compact and visible, especially when there are multiple tags applied to a task [(01:02:58)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3778s). - A pro tip for using emojis in tags is to nest the emoji under a tag with a descriptive name, which allows users to easily search for and add the tag to tasks while still keeping the tag compact [(01:03:17)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3797s). - This approach also serves as a form of documentation, as it explains the meaning of the emoji in the context of [[OmniFocus]] [(01:04:02)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3842s). ## Where do your store Omni Automation plug-ins? [(01:04:17)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3857s) - Omni Automation plug-ins can be stored on a [[MacOS | Mac]] or in iCloud Drive, and the choice depends on where the user intends to use them [(01:04:18)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3858s). - Built-in plug-ins can be used on a Mac or iCloud Drive, and the default option is to store them on the Mac, but they can be moved to iCloud Drive [(01:04:28)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3868s). - If the user intends to use the plug-ins across multiple devices, it is recommended to store them in iCloud Drive, as this eliminates the need to install them in multiple places and allows for easier management of changes [(01:04:46)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3886s). - Plug-ins stored in iCloud Drive can be organized into folders, which will appear as sub-menus in the Automation menu, allowing for a structured organization of plug-ins [(01:04:58)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3898s). - Users can choose to store some plug-ins on their Mac and others in iCloud Drive, depending on their specific needs and usage [(01:05:12)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3912s). - Storing plug-ins in iCloud Drive also allows for easy access to them when setting up a new Mac from scratch, as they will be available as soon as [[OmniFocus]] is installed [(01:05:52)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3952s). - Ultimately, the choice of where to store Omni Automation plug-ins is flexible, and users can change their mind and move them later if needed [(01:05:48)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3948s). ## How much time do you spend maintaining OmniFocus? [(01:06:03)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3963s) - The time spent on maintaining an OmniFocus system is relatively low, as automations take care of a lot of tasks, with the initial setup being the most time-consuming part [(01:06:03)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3963s). - The initial setup time was significant, but it was not solely for productivity purposes, as it was also a learning exercise in computer science and a hobby [(01:06:20)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=3980s). - The system was not set up all at once, but rather incrementally over time, with the Omni automation side being a separate entity that is not considered part of the main system [(01:08:14)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=4094s). - The system is self-maintaining, with [[Keyboard Maestro | keyboard maestro]] running in the background, performing tasks automatically, and habits and routines ticking along without needing to be touched [(01:08:30)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=4110s). - Weekly reviews are done in about an hour or two, maximum, and involve clearing out inboxes, going through project lists, and planning for the next week [(01:07:50)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=4070s). - The system allows for easy switching between tasks and modes, making it adaptable to unexpected situations and changes in schedule [(01:09:18)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=4158s). - The use of Omni automation and hotkeys enables quick adjustments to be made in response to unexpected events, and stress-testing the system in unpredictable modes can help identify areas for improvement [(01:09:56)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=4196s). - The benefits of having a well-set-up system, including the ability to adapt to changing circumstances, make the initial time investment worthwhile [(01:09:02)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=4142s). ## Where do you stage projects? [(01:10:35)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=4235s) - Projects are not added to [[OmniFocus]] until they are started, and before that, they are staged elsewhere, with work projects being documented in work systems and not added to OmniFocus until they are started [(01:10:35)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=4235s). - Personal projects are added to OmniFocus as soon as they are decided upon, but ideas that are not yet committed to are stored in a list in [[Obsidian (software) | Obsidian]] [(01:11:17)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=4277s). - A distinction is made between "someday" projects, which are committed to but do not have a set start date, and "maybe" projects, which are ideas that may or may not be done in the future [(01:11:32)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=4292s). - Separating "someday" and "maybe" projects is useful for organization and prioritization [(01:11:47)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=4307s). - Kaitlin Salzke uses the star symbol to denote certain projects, rather than flagging, because she is already using the flag for the today view [(01:12:52)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=4372s). - Text expander can be used to quickly type certain phrases or emojis, such as the colon symbol, and is available on [[IPhone | iPhone]], [[IPad | iPad]], and [[MacOS | Mac]] [(01:12:19)](https://www.youtube.com/watch?v=Ga00BNlbiDk&t=4339s).