📍Tasks How-to Guide

Introduction

Motion’s Tasks feature is more than just creating to-dos — it’s about making work reusable, flexible, and easy to manage. Archiving keeps old work out of the way while still retrievable when needed. This guide walks through the key ways to customize and organize tasks so Motion works the way you do.

At a glance

• Create templates from tasks to reuse your work.

• Build templates from scratch for common workflows.

• Utilizing templates when starting a new task.

• Archive and restore tasks to keep your workspace clean without losing history.

• Turn a task fixed to keep it from anchored down.

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Create a template from an existing task

Create a Template From an Existing Task

With task templates, you can save time on repeatable workflows, to create a template from a task, you can:

1. Open a task you want to turn into a template.

2. Click on the 3-dots icon located atop the task modal.

3. Select Save as template.

4. Enter the template name and add any additional details you'd like.

5. Click on “Create a template” to save it.

Note: A task template can also be created by selecting an existing task directly from the calendar, however, we advise keeping note of the specific workspace this task is associated with, as the new task template will be saved in that workspace.

Create a template from scratch

Creating a Template from Scratch

You can create a new template by following these steps:

1. Navigate to the Settings tab by clicking the ⚙️ icon.

2. On the left sidebar, choose the workspace you want to create the new task template.

3. Click on the Task Templates tab atop the workspace.

4. Click on Create Template.

5. Provide a name for the template and save it.

6. Your new task template will be available in this workspace under 'Task Templates'.

Import an existing task template for a new task

Importing an Existing Task Template for a New Task

1. Select + New to create a new task in Motion.

2. Select the Use Template option located atop the task modal.

3. Any previously created templates will populate for selection.

4. Select your preferred task template and the new task parameters will automatically update to match the selected task template.

Note: If you see the 'No Templates Found' notification, please ensure you have selected the correct workspace for this newly created task.

How to archive & restore tasks

How to Archive & Restore Tasks

Archiving tasks in Motion helps keep your workspace(s) clean and organized by removing inactive tasks from your active views. This feature enhances productivity by minimizing clutter and ensuring your focus remains on your active priorities.

In this article, we will highlight why archiving tasks are beneficial and how to manage your archived tasks efficiently and effectively.

How to Manually Archive a Task:

1. Navigate to the specific workspace where the task is located.

2. Hover over the task you wish to archive. Note: Only non-auto-scheduled tasks can be archived (e.g., Completed, Canceled).

3. Click the three-dot icon next to the task.

4. Select ‘Archive' from the dropdown menu.

5. The task will now be moved to the Archived Tasks. (see below to access archived tasks)

💡 Alternatively, you can click the checkbox to enable bulk operations and select multiple tasks if you would like to archive them at once. See walkthrough below.

How to view archived tasks

How to View Archived Tasks

The ability to view and restore archived tasks ensures that important but inactive tasks remain accessible when needed. Viewing and restoring archived tasks allows users to retrieve project details, revisit old work, and continue work on previously inactive tasks without the need to recreate them from scratch.

1. In Calendar view, hover over the relevant workspace.

2. Click the three-dot icon that appears.

3. Select Archived Tasks from the dropdown menu.

4. The Archive Bin will display archived tasks in chronological order.

How to restore archived tasks

How to Restore Archived Tasks

1. Open the Archive Bin following the steps above.

2. Locate the task you wish to restore.

3. Click on the task to open its details.

4. Select Restore Task at the top of the modal.

5. The task will return to its original workspace and project (if applicable).

💡You can also hover over the task, click the checkbox, adjust the task details, and auto-schedule it directly from the archive bin.

Example: The Task "Remodel Home Office" was archived after months of inactivity due to a delay in the project. When you are finally ready to begin the remodel, you can restore the task and its details to continue working on it.

Create a fixed-time task

Create a Fixed-Time Task

1. In your calendar view, click and drag over the desired time block to create a new fixed-time task.

2. Or, take an existing task from your task list and drag it directly onto the calendar at the specific time you want it scheduled.

3. The task will now stay locked to that time block instead of moving dynamically.

Conclusion:

By utilizing Motion’s archiving feature, you can maintain a cleaner, more efficient workspace while ensuring that inactive tasks are securely stored and easily retrievable.