The Routines section allows you to define tasks you have to perform regularly. The system will generate, automatically and as often as you have defined, the actions corresponding to each routine.
Click the New Routine button to define a new recurring task.
Write the new task or event in the text box, just as you would normally do to collect stuff (you can include both tags and inline commands). The minimum information you need to fill is the type of frequency and the day on which you want it to be done within that frequency.
You can define four types of frequency:
- By days. Using this type you can generate actions every day, every week day or on weekend days. You can also define an “every N days” frequency.
- By weeks. For actions that have to be done on a specific day of the week. You can also define if it must be done every week, every 2 weeks, etc.
- By months. For actions that have to be done on a specific day of the month. Likewise, you can define how often you should do it.
- By years. Reminders for a particular day of the year. Useful for birthdays, anniversaries, renewal of contracts, etc. You can also define an “every N years” frequency.
When a recurring task is created, a new scheduled action is automatically added to your Calendar. When you get this task done (or trashed), FacileThings will create another action for the following date, according to the defined frequency. And so on.
When you are creating or editing a routine, you can also define some more options by clicking on the Advanced tab:
- You can set a specific time in the day for the task to be done. Ideal for regular meetings which are always performed at the same time.
- You can set if it is a deadline, in which case the action generated will go to your Calendar (e.g. a working meeting that takes place every Monday at 10am), or just an expected date—desirable but not mandatory—, in which case it will go to your Next Actions list (e.g. fertilize the garden every 4 months).
- You can keep the task inactive until a few days before the scheduled date. By doing so it will not appear in your Calendar or Next Actions list until you want; meanwhile, it will stay in the TIckler File. For example, some birthdays and anniversaries often require only a call so you would not need to see them until almost the same day.
- You can use the completion date as the calculation basis for the next date. For example, if you define a task to get done every 2 days, but it takes you more than 2 days to do it, the next task will be generated 2 days after the date you set it as done, rather than 2 days after the date you should have done it.
- The first date of the sequence is calculated, by default, based on today, unless you explicitly define a calculation start date. For example, you could set a weekly task that must start within two months.
- You can define a certain number of repetitions. For example, you could set a medical rehabilitation program to be held in 20 sessions. After these 20 repetitions, the task will be disabled.
If the 255 characters in the description are not enough, you can add all the information you need in the Notes section:
Sometimes, having a list of checkpoints in a routine can be very helpful to ensure that you do not forget any details. Use the Checklist section to define those points:
Both notes and checkpoints in a Routine will be copied to each of the tasks it generates. There are special icons that indicate you whether an action has Notes and/or a Checklist (in this case, it shows how many checkpoints are there and how many are already verified). By clicking on these icons, you can view and edit the information:
To learn more about Checklists, click here.
You also can (and should) link your Routines and, therefore, all actions generated by them, to higher levels of perspective. The Perspective tab allows you to associate the routine to a goal and/or area of responsibility: