Todoist Automate

For Todoist, automate task prioritization based on user-defined projects, enhancing organization and efficiency. This workflow runs on a schedule, retrieves inbox tasks, categorizes them using AI, and updates their priority accordingly, ensuring important tasks are always prioritized.

7/8/2025
12 nodes
Medium
schedulemediumtodoistschedule triggersticky notelangchainfilterautomationadvancedcron
Categories:
Schedule TriggeredMedium WorkflowProject Management
Integrations:
TodoistSchedule TriggerSticky NoteLangChainFilter

Target Audience

This workflow is ideal for:
- Project Managers: Who need to automate task prioritization in Todoist based on specific criteria.
- Freelancers: Looking to streamline their task management and ensure timely prioritization of their work.
- Teams: That require a consistent approach to managing tasks and projects, ensuring everyone is aligned on priorities.
- Productivity Enthusiasts: Who want to enhance their workflow efficiency by automating repetitive tasks.

Problem Solved

This workflow addresses the challenge of manually prioritizing tasks in Todoist. It helps users to:
- Automate Task Management: By categorizing tasks based on predefined project priorities, reducing manual effort.
- Enhance Productivity: By ensuring that tasks are prioritized according to user-defined criteria without the need for constant oversight.
- Reduce Errors: By minimizing the risk of human error in task prioritization.

Workflow Steps

  • Schedule Trigger: The workflow starts on a defined schedule, automatically initiating the process at specified intervals.
    2. Get Inbox Tasks: It retrieves all tasks from a specific Todoist project (ID: 938017196).
    3. Filter Subtasks: The workflow checks if the retrieved tasks are not subtasks, ensuring only main tasks are processed.
    4. Categorize Tasks: Using OpenAI, it determines the appropriate project for each task based on its content, returning either the project name or "other" if it doesn't fit any category.
    5. Check for Errors: If the AI fails to categorize the task correctly or if the task is deemed 'other', it triggers the next step.
    6. Update Priority: Finally, it updates the priority of the tasks in Todoist based on the categorization results, ensuring that tasks are prioritized correctly.

    • Customization Guide

    Users can customize this workflow by:
    - Modifying Project IDs: Change the project ID in the 'Get inbox tasks' node to target different projects in Todoist.
    - Updating Project Names and Priorities: Adjust the project names and their corresponding priority values in the 'Your Projects' node to fit specific needs.
    - Changing the Schedule: Alter the schedule trigger parameters to control how often the workflow runs (e.g., daily, weekly).
    - Adjusting AI Instructions: Edit the messages in the 'Categorize' node to refine how the AI categorizes tasks based on different criteria.