Smart Filter

Smart Filter Available Now

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In version 2.0.21 Smart Filters are introduced and NotePlan learned how to filter, search and arrange your data in more meaningful ways. With the Smart Filter you can answer questions like:

  • “What’s coming up next week?”
  • “What are all the open tasks [in notes and the calendar]?”
  • “Which tasks have been completed last week?”
  • “What are the open tasks with tag #release?”

See image below showing all open tasks inside the non-calendar notes only:

You can build your lists which answer questions like these and save them in the sidebar. Build your custom views for your very specific work-flow!

Here is how it works

Create a filter to show just open tasks for “this week”.
  1. [Optional] Type out what you want to search for or your tags into the search field. You can leave that also blank.
  2. Click on the filter icon beside the search field (on iOS you need to tap on the search button first).
  3. Choose the filters so it shows the items you are looking for. For example check “Open”, if you want to see all open tasks. An explanation of the “States” will follow in this blog post.
  4. Open the filter list one last time to hit “Run Filter”.
  5. Now NotePlan should load your list. You can adapt it further from here. Optionally save it to the sidebar by hitting “Save” inside the filter dropdown.

See the video below how to create a filter to show all open tasks, events, and reminders only for this week, excluding non-calendar notes.

Filter Options Explained

Search In

  • Notes: Retrieves results from your non-calendar notes.
  • Calendar: Retrieves results from your calendar notes.
  • Events: Searches your calendar events (iCloud, Google, Outlook…).
  • Reminders: Searches your reminders (iCloud).

Status (Tasks)

  • Open: Shows tasks that are not marked as done, canceled or scheduled. So anything with an asterisk (or depending on your preferences). Like “* todo”.
  • Done: Shows tasks that are marked as completed, which means “* [x] done” for example (in markdown).
  • Scheduled: Shows tasks that are marked as scheduled. In calendar notes that is “* [>] scheduled” and in non-calendar notes its enough if there is a date attached like “* todo >2019-11-12”. Scheduled tasks are shown in your notes with a scheduled icon and filtered that way, but in your calendar notes, they are shown as open tasks (since they have been scheduled to some date and need to be handled).
  • Canceled: Shows tasks that are marked as canceled, that is “* [-] canceled”.
  • No Status (Non-Tasks): This is anything that is not a task. Like just plain text, an inline note (“> inline note”) or list items. For example, if you are journaling, you might not always make it a to-do, but leave it as just plain text.

Timeframe (Calendar)

  • Last Week: Retrieves all calendar results which fit into the last week only (tasks, non-tasks, events, and reminders, depending on what you have selected before).
  • This Week, Next Week, Last Month, This Month, Next Month: Self-explanatory. Same as Last Week, but different timeframes.
  • All Time: No timeframe, looks for all tasks ever, but with maximum bounds of a few years so that you don’t get flooded with items.
  • Past: Only past items (useful to look up overdue tasks).
  • Future: Only future items (useful to look up what’s coming up).
  • Custom: Choose your own timeframe (start and end). For example, you might have a project which lasts only for 3 months. Set the start and end dates and you can look for this timeframe only.

(Actions)

  • Save…: Saves the current selection + the search keyword (or tag) into your iCloud Drive and it appears inside your sidebar. So it will be also synced to iOS or vice-versa to macOS.
  • Run Filter: After selecting all the parameters you need to run the filter by clicking on this option.