How to Manage Work Projects on the iPad with OmniFocus

By Galen Gruman

After your work projects have tasks, OmniFocus gives you many options for managing what you do with them on your iPad. You can mark tasks as done, review your projects, add more tasks later on, and reorganize your projects.

Marking actions and projects as done

Marking an action as done is simple: In any of the views that show the action, tap the big circle to the right of its name to mark (with a check mark) it as complete. That’s it! (Tap a item to remove the check mark if it’s not completed.)

You can also mark a project as done by opening the project and tapping the Completed button (the ✓ icon) in the Status area. Other statuses you can set are On Hold (the pause icon), Dropped (the X icon), and Active (the play icon).

Reviewing projects

To review projects, first you need to make the project reviewable. To do so, tap and hold a project’s name in the right pane — tapping and holding a project’s name in the left pane does nothing. In the contextual menu that appears, tap Review. You then see the Reviewing bar at the bottom of the right pane for that project and can come back to that Reviews view by tapping Reviews in the left pane.

Tap the “Every” or “Next” text to the left of the coffee-cup icon at the bottom of the pane to get the Project Review pop-over, where you set how often you want to review the product and when the next review date is. The text changes to that setting.

Tap Mark Reviewed at the bottom right of the screen to mark the project as reviewed until the next review date comes up.

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If you have multiple projects set for review, you can navigate among them using the caret (Ù) and (Ú) caret buttons — or just scroll through the projects in the right pane.

Finally, you can control what you’re reviewing by tapping the View button (the eye icon) and choosing First Available (only the first task in each project), Available (all tasks), Remaining (all active tasks), or All (includes completed and dropped tasks).

Reorganizing projects

When you create tasks, you typically add them to a project. But you may discover that some tasks that aren’t in a project need to be added to one, or that tasks may need to move to a different project. You may have created folders to contain tasks and now want to make those tasks part of your projects.

To simply move a task from one project to another, tap the task to edit it and choose a different Project in the Project field. But you can do more by using the two buttons at the upper left of an task’s form:

  • Move Inside Another Item (the icon of a circle with an arrow into another circle): This button makes the current task a subtask of another task, as well as lets you move a subtask up to a higher-level task or into the project’s main level. The View button (the eye icon) controls which tasks are visible for moving this task into.

  • Convert (the icon with five circles and a curved arrow): This button makes the task into its own project if you choose Convert to Top Level Project. If you have folders, you can choose to put the new project in a folder.

If you open a folder, you can move it and its contents into another folder to create a folder hierarchy. Use the Move Inside Another Item button to do that.

How do you get projects into folders? By tapping a folder in the Projects list and then tapping the Add button (the + icon) and choosing New Project in the pop-over. What you cannot do is move an existing project into a folder — only new projects and existing tasks.