Skip to content
Book a demo Try the demo MacWindows

See every task in All Tasks

All Tasks lists every task across every desk. Filter by Today, Overdue, Upcoming, All open or Done, search, sort, mark tasks done or start 5 minutes.

All plansUpdated

All Tasks gathers every task in your workspace into one list: your desks, the tasks filed on them and their subtasks. It opens on what needs you today, and from the list you can tick a task off, open it, or start five minutes of focused work on it.

Use it when you want to see your work across every room at once, rather than one desk at a time. For the list on a single desk, use the Tasks widget.

Before you start

  • All Tasks is available on every plan.
  • It shows the tasks in the workspace you are in. To see another workspace's tasks, switch workspace first. See The side menu.

Open All Tasks

Any of these opens it:

The page is titled All Tasks, with "Every task across every desk, in one list." underneath.

Choose what the list shows

The chips along the top filter the list. Each chip shows how many tasks it holds, and the list opens on Today each time.

Filter What it shows
Today Tasks due today, tasks that are overdue and tasks that are In progress.
Overdue Tasks whose due date has passed.
Upcoming Tasks due in the next seven days, starting tomorrow.
All open Every task that is not finished.
Done Finished tasks.

Every filter except Done leaves out Parked tasks, so a task you have set aside does not crowd your day. To find a parked desk, use All desks and filter by Parked. See Browse All rooms and All desks.

The line under the list counts what you are looking at, for example 12 of 85 tasks shown.

Search and sort

  • Search. Type in Search desks… to narrow the list to tasks whose name or notes contain what you typed. The search works within the filter you have chosen, so switch to All open or Done to search more widely.
  • Sort. Use the menu beside the search box:
    • Sort: Smart (the default): overdue tasks first, then the soonest due, then the most urgent and important.
    • Sort: Due date: soonest due first. Tasks with no due date come last.
    • Sort: Recently updated: the tasks changed most recently first.
    • Sort: Alphabetical: by name, A to Z.

What each row shows

From left to right:

  • A circle to mark the task done. It shows a play symbol while the task is In progress, and a green tick once it is done.
  • The task's name. A finished task is struck through.
  • Where it lives, under the name: the rooms and desks it sits in, separated by arrows.
  • When it is due, if it has a due date: for example 2d late, today, tomorrow, 3d for three days' time, or the date when it is more than a week away. Late tasks are marked in red and tasks due today or tomorrow in amber.
  • Urgency and importance, as two rows of five dots, when the window is wide enough. Rest the pointer on them to see the values.
  • 5 min, which appears when you point at an unfinished task.

Work from the list

Mark a task done

Click the circle at the left of the row (its tooltip says Mark done). The task is marked done, a short chime plays, and it leaves the open filters. It moves to Done.

To reopen a finished task, open it and change its status there. See Track a desk's status and time.

Open a task

Click the task's name. PlexiDesk opens it on its own page. A desk opens its canvas.

To open the desk or room a task belongs to, click the last name in the line under the task's name.

Start five minutes on a task

  1. Point at the task's row. 5 min appears at the right (its tooltip says Start a 5-minute focus session on this task).
  2. Click 5 min.

PlexiDesk starts a five-minute focus session on that task and opens it. If the task was still to do, it is marked In progress. See Start a focus session.

When the list is empty

Each filter tells you when there is nothing in it, for example Nothing overdue. Sweet. or Nothing in the next 7 days. On every filter except Done, a New task button underneath opens the New Desk window so you can add something. See Create a desk.

Good ways to use it

  • Start the day on Today. Work down what is due, overdue or already in progress, and use 5 min on the one you keep putting off.
  • Look ahead on Monday. Switch to Upcoming to see the week's deadlines across every desk.
  • Find anything fast. Choose All open, then type part of a task's name in the search box.

Common questions

Why are my desks in the list?

A desk is a task with a canvas of its own, so All Tasks includes it. See Tasks, desks and subtasks.

A task I parked has disappeared

Parked tasks are left out of the open filters. Find it in All desks with the Parked filter, or open the desk it belongs to.

The list went back to Today

All Tasks opens on Today, sorted Smart, each time you come to it.

Long lists load as I scroll

Large lists show the first part straight away and add more as you scroll down. Every task is still there; keep scrolling to reach it.

Still need help? Contact support at [email protected].