This is an advanced topic! If you can't figure out how to accomplish what you want to do, just contact us and we'll get you sorted.
The Advanced filter allows you to filter and combine various properties by inputting a special filter description in Reverse Polish Notation.
You can add an Advanced filter by scrolling to the bottom of the Smart List dialog and clicking Advanced. Choose "matches..." in the dropdown menu and you will be shown some examples and prompted to enter a filter description.
Advanced filter descriptions are made up of expressions and operators. An example expression is
@quick meaning tasks/projects with the label "quick", and an example operator is
|| meaning OR, as in show tasks/projects having one label OR another (or both).
Whereas you might expect the operator to be placed between the expressions (
@easy), in RPN the operator is placed after the expression.
This makes it easier for Marvin to understand exactly what you mean without needing parentheses in more complicated filter descriptions.
So here's an example:
@quick @easy ||
which shows tasks/projects that are quick or easy or both. If you want to match tasks/projects that are quick or easy or simple, then it would look like:
@quick @easy || @simple ||
think of it as ((
@easy ) OR
@simple) and then put the operators after the expressions, in this case
@simple is one expression and
@quick @easy || is a compound expression.
The supported operators are:
||OR -- In
A B ||, check if
Ais true or
Bis true (or both)
&&AND -- In
A B &&, check if
Ais true and
!NOT -- In
A !, check if A is not true
A B ==, check if
Bare the same
A B !=, check if
Bare not the same
A B >, check if
Ais greater than
A B <, check if
Ais less than
A B >=, check if
Ais greater than or equal to
A B <=, check if
Ais less than or equal to
A B +, add
B. If one is a date and the other is a number, then the number is interpreted as a number of days.
A B -, subtract
A. If one is a date and the other is a number, then the number is interpreted as a number of days.
Examples of supported expressions are:
@quickmatch a label
@Blog:match an entire label group
@"quick win"match a label with multiple words
numLabelsthe number of labels a task/project has for comparing with a number (use
@A @B && numLabels 2 == &&to match exactly
@Band no others)
title:blogmatch word in title
title:"blog post"match multiple words in title
Title:xYzmatch word in title (case-sensitive)
Title:"X y Z"match multiple words in title (case-sensitive)
title0:workmatch titles that start with "work" (can also use quotes, as above)
Title0:Workmatch titles that start with "Work" (case-sensitive, can also use quotes as above)
title/^work/imatch titles that match regex "^work" with modifier "i". Can use any number of modifiers, and all regexes supported by your browser. Be careful as complex regexes (especially those with back references) can cause performance issues if you have a lot of tasks/projects.
Note:"Blog Post"as above, except for the note instead of the title
hasNoteincludes any item that has a note
pickedProjectmatches projects that have been selected for today using the Project Focus Picker strategy
hasChildrenmatches projects that have uncompleted task or subproject children, often combined with
anyChild(...) or allChildren(...)functions (see below)
#Inboxmatch a category/project parent
#"Spring Cleaning"match a category/project with multiple words
!Morningmatch tasks assigned to a section
!"Bonus Tasks"match tasks assigned to a section with multiple words
*mipis a MIP (crowned project)
*"yellow star"match on priority
*isStarredmatches any star
*"monster frog"match on frog
*isFroggedmatches any frog
isRecurringmatches recurring tasks and projects
isNextStepmatches the first open task in a project
hasRemindermatches tasks with upcoming reminders
hasTimematches tasks with a time in the title e.g. "8:00 am Yoga"
timethe exact time of a task can compare it to times in the format HH:MM
*backburnermatches backburner tasks/projects
*rewardmatches reward tasks
*stalematches stale projects and tasks
*newmatches tasks and projects with the "new" tag
*reviewmatches tasks and projects with the "review" tag
<~5mmatch time estimate less than 5 minutes
~0match items without a time estimate
Σ~0match projects with no total time estimate of (no tasks with estimates inside)
<=~1hmatch time estimate less than or equal to one hour
>~30smatch time estimate greater than 30 seconds
>=~20mmatch time estimate greater than or 20 minutes
<Σ~20mmatch total time estimate less than 20 minutes (i.e. the computed sum among project tasks/subtasks)
10just a number, for comparing with other numbers (like
numOpenTasks) or dates
numOpenTasksthe number of open (not completed) tasks
numDoneTasksthe number of completed tasks
numUnscheduledTasksthe number of tasks that have not been scheduled (or automatically scheduled if the Auto-Schedule Due Tasks strategy is enabled)
numScheduledTasksthe number of tasks that have been scheduled (or automatically scheduled if the Auto-Schedule Due Tasks strategy is enabled)
procrastinationCountthe number of a days a task has been procrastinated
procrastinationCount 5 >=
&plannedmatch week- or month-planned tasks/projects
&unplannedmatch tasks/projects that don't have a planned week or month
&weekPlannedmatch tasks that have a planned week
&lastWeekmatch tasks/projects planned for last week
&thisWeekmatch tasks/projects planned for this week
&nextWeekmatch tasks/projects planned for next week
&monthPlannedmatch tasks that have a planned month
&lastMonthmatch tasks/projects planned for last month
&thisMonthmatch tasks/projects planned for this month
&nextMonthmatch tasks/projects planned for next month
plannedWeekthe date of Monday at the start of the week when a task is planned. Can be used to compared with
isPinnedmatch pinned tasks
fromPinnedmatch tasks created from pinned tasks
isScheduledmatch tasks that are scheduled
isUnscheduledmatch tasks that aren't scheduled
scheduleDatethe date the task is scheduled
scheduleWeekthe date of Monday at the start of the week when a task is scheduled. Can be used to compare with
creationDatethe date the task was created
updateDatethe date the task was last updated
workedOnDatethe date the project or task was last worked on (time tracked or subtask completed)
doneDatethe date when you marked a task or project complete (not necessarily the same as when it was scheduled when you marked it done - for that you can continue to use
scheduleDatefor completed items)
selectedDatethe date of the My Day list you are currently looking at
dueDatethe date the task/project is due
endDatethe end date of a task/project (soft/artificial deadline)
startDatethe start date of a task/project
reviewDatethe next review date of a task/project
endOfWeek(based on work week start) for comparing with dates
endOfMonth(based on work week start) for comparing with dates
inCurrentTimeBlockchecks if the item matches whatever the filter on the current time block is. Note: if you've grouped your tasks by "time block section", then there may be items in your current time block's section that won't be matched by this filter. That's because they were manually added to this section, whereas
inCurrentTimeBlockrefers to items that match the time block's filter. Note: don't use
inCurrentTimeBlockin a smart list that's connected to a time block. This would create an infinite loop and is therefore not used.
missingNextStepmatches projects that don't have a next step defined
todayfor comparing with
tomorrowfor comparing with
yesterdayfor comparing with
1yfor comparing with
5dmeans 5 days from now and
-2mmeans two months ago)
isDependentfor checking if the item depends on another item
hasDependantsfor checking if the item has items that depend on it
isCalendarSyncedfor checking if an item is synced to a calendar via the calendar sync strategy
isSnoozedmatches snoozed items.
isTracked(experimental) matches tasks that have been time tracked.
The parent, child, and sibling functions
If you want to match tasks based on parent properties (for example all tasks that have a parent project that is either starred or due soon), then you can use the
parent function. The
parent function accepts all the same operators and expressions above, and matches children of items matching the expression instead of the items themselves.
*isStarred type:project && would give you a list of all starred projects,
parent(*isStarred type:project &&) would give you a list of all tasks within starred projects. The
parent function can also be combined with other expressions to match properties of the parent as well as properties of the tasks themselves. So, for example,
parent(*isStarred) isUnscheduled && would match unscheduled tasks inside starred projects, and
parent(&thisWeek) &thisWeek || procrastinationCount 0 > && would match procrastinated tasks inside projects planned this week.
If you want to search in the opposite direction, use one of the child filters.
anyChild(*isStarred) will show you the parent of any starred item, and
allChildren(*isStarred) will show you parents when all of their children are starred. Note: since 0 children is considered "all", you will often want to pair this with
hasChildren allChildren(isScheduled) && will show you projects whose children are all scheduled and that have one or more children).
Finally, if you want to match against sibling items, use on of the sibling filters. These will match against open items with the same parent. For example, if you wanted to match unscheduled tasks that don't have any scheduled sibling tasks, you could use
isUnscheduled allSiblings(isUnscheduled) && .
If you want to create a list with items that do not have a dueDate or startDate etc. use the advanced filter and use the NOT operator "!":
Please contact us if you want to match based on something not listed above and we'll try to add it right away.
And don't forget that your Advanced filter is combined with all of your other filters. So if you've got an Item Type="Tasks" filter and an Advanced="@easy @quick ||", then the Smart List will match only tasks with labels easy or quick.