# 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. 

***

### Create a template from an existing task

<details>

<summary>Create a Template From an Existing Task</summary>

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.*

</details>

{% @supademo/embed demoId="cmflbfi9xf34739ozkf98cq4e" url="<https://app.supademo.com/demo/cmflbfi9xf34739ozkf98cq4e>" %}

### Create a template from scratch

<details>

<summary>Creating a Template from Scratch</summary>

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'.

</details>

{% @supademo/embed demoId="cmflbl3exf3g239oz8f27iodt" url="<https://app.supademo.com/demo/cmflbl3exf3g239oz8f27iodt>" %}

### Import an existing task template for a new task

<details>

<summary>Importing an Existing Task Template for a New Task</summary>

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.*

</details>

{% @supademo/embed demoId="cmflbqrkxf3qk39oz7c50qrxi" url="<https://app.supademo.com/demo/cmflbqrkxf3qk39oz7c50qrxi>" %}

### How to archive & restore tasks

<details>

<summary>How to Archive &#x26; Restore Tasks</summary>

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.

</details>

{% @supademo/embed demoId="cmkr20ite00nd12hhmnp3a443" url="<https://app.supademo.com/demo/cmkr20ite00nd12hhmnp3a443>" %}

### How to view archived tasks

<details>

<summary>How to View Archived Tasks</summary>

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.

</details>

{% @supademo/embed demoId="cmkr23nnu00t712hhn00paf50" url="<https://app.supademo.com/demo/cmkr23nnu00t712hhn00paf50>" %}

### How to restore archived tasks

<details>

<summary>How to Restore Archived Tasks</summary>

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).

{% hint style="info" %}
💡You can also hover over the task, click the checkbox, adjust the task details, and auto-schedule it directly from the archive bin.
{% endhint %}

**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.

</details>

{% @supademo/embed demoId="cmkr26w1y015e12hhiw5hqhfi" url="<https://app.supademo.com/demo/cmkr26w1y015e12hhiw5hqhfi>" %}

### Create a fixed-time task

<details>

<summary>Create a Fixed-Time Task</summary>

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.

{% hint style="info" %}

#### What Is a Fixed-Time Task?

A fixed-time task is a task that must happen at a specific date and time, such as a meeting, appointment, or deadline-driven event.

To create a fixed-time task, you toggle off auto-scheduling for that task and set the exact time you want it to occur.

Fixed-time tasks are placed on your calendar exactly where you set them. Motion does not move or reschedule them. Instead, they act as constraints that Motion plans other tasks around.

This allows time-sensitive work to stay locked in, while Motion automatically schedules everything else around it.
{% endhint %}

</details>

### 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.


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