MkSaaS DocsTask Properties Guide
Detailed explanation of each Property in the Task Database of the FLO.W Template
This document will provide a detailed explanation of each Property in the FLO.W Template's Task Database, helping you better understand and use the task management features.
Schedule vs Todo
| Feature | 📅 Schedule (Appointment) | ✅ Todo (Assignment) |
|---|---|---|
| Time Characteristic | Fixed time point (3 PM meeting) | Deadline (complete by Friday) |
| Flexibility | Not adjustable (meeting room booked) | Self-arrangeable (based on status) |
| Common Scenarios | Meetings, flights, weddings, birthdays | Writing reports, shopping, picking up packages |
| Notes | Must arrive on time, ensure time slot isn't disturbed | Time flexible, pay attention to deadline |
Next Action
Set an immediately executable action for the current task, so that next time you see the current task, you can execute it without any thinking, then rely on inertia to further break down and complete this task
Task Cleanup
Filter out tasks without scheduled dates. If confirmed useless, delete directly to reduce system burden
- Filter all tasks with status Todo, and Schedule Date is empty
- Use a Formula to calculate how many days separate Created Time from Today
- Sort by days separated
Task Reminders
FAQ
Task Reminder Logic
For the Formula logic of Task Reminders, you can click me to view more detailed explanations.
Task Status Usage Guide
In the FLO.W system, task status is used to mark which life cycle stage a task is in. Understanding the meaning of each status helps you manage task flow more efficiently.
Todo Stage
🟣 Collect
Definition: Ideas not yet clarified or items to be organized
When an idea suddenly pops into your mind, like "should I add a new feature" or "maybe I could write an article about this topic," but what exactly to do or whether to do it isn't certain yet, record it in the Collect status.
Usage Scenarios:
- Sudden inspiration
- Suggestions from others
- Items needing further thought
- Tasks uncertain whether to execute
Next Action: Periodically review tasks in Collect, decide whether to convert to Todo, or directly delete/abandon.
🟢 Todo
Definition: Clear and confirmed tasks to do
When a task already has clarity on "what it is," "why do it," "how to do it," just hasn't reached the execution time point yet, mark as Todo.
Usage Scenarios:
- Tasks planned for next week
- Clear next actions
- Tasks waiting for right timing to start
- Work assigned a schedule but not yet started
Next Action: When ready to start executing, change status to In Progress.
🟤 On Hold
Definition: Not doing for now, but may restart in the future
When a task cannot continue progressing for some reason, but you don't want to completely abandon it, can mark as On Hold.
Usage Scenarios:
- Tasks temporarily unable to proceed due to insufficient resources
- Work waiting for others' feedback to continue
- Projects with decreased priority, but may restart in the future
- Tasks halfway done when timing isn't right
Difference from "Abandoned": On Hold is "pause," Abandoned is "terminate." Tasks on hold remain in the system, and you can periodically review whether to reactivate.
In Progress Stage
🔵 In Progress
Definition: Task currently in progress
As long as you've started working on this, or are starting it today, mark as In Progress. This is your current work focus.
Usage Scenarios:
- Tasks to complete today
- Work currently in progress
- Matters needing immediate handling
Recommendation: Don't have too many tasks in In Progress status simultaneously—suggest controlling within 3-5 to maintain focus.
Next Action: After completion, change status to Completed; if temporarily can't continue, can change back to Todo or On Hold.
Completed Stage
⚫ Completed
Definition: Tasks already finished
After a task achieves its goal, mark as Completed. This is the normal ending of a task.
Usage Scenarios:
- Task goal achieved
- Work deliverables completed
System Behavior: Completed tasks will automatically archive, and you can view statistics of completed tasks in review reports.
🟠 Abandoned
Definition: Tasks confirmed no longer to be executed
When you clearly decide not to do a task, mark as Abandoned.
Usage Scenarios:
- Discovered task has no value
- Goal has changed, task no longer needed
- Task replaced by other solutions
Difference from "On Hold": Abandonment is a definite ending, meaning this task won't appear in your workflow again.
Practice Recommendations
Daily Usage Flow:
- Anytime record ideas in Collect
- Daily or weekly organize Collect, convert clear tasks to Todo
- Daily select tasks from Todo, change to In Progress when starting
- Mark as Completed after finishing, or if can't continue can On Hold or Abandon
Common Pitfalls:
- ❌ Mark all tasks as In Progress → leads to inability to focus
- ❌ Use Collect as a trash can → need periodic cleanup, otherwise loses meaning
- ❌ Afraid to use Abandoned → promptly abandoning worthless tasks is key to keeping system clean
Core Principle: The essence of status is to help you see the right tasks at the right time. Tasks with different statuses will appear in different views, keeping your workflow clear and efficient.