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This post is a follow up to my post on “How to use Buttons in Notion”. If you’re unsure of how buttons work, then read that article before you dive in here.
Create routine tasks in a database
As business owners we have a lot of tasks that we do on the regular. You may be able to automate the creation of those tasks in Notion by using a button automation.
Here is an example.
Let’s say every single week you are creating a certain amount of content for your business. And you want to just press a button and have it create all of those tasks for you, with certain properties already set.
Here’s how we do that in Notion.
Add a button to your page (if you don’t know yet how buttons work, read this article first, so you understand the technical part) and then add all of the tasks that you want to be created in your task database.
Then one the day when you’re going to create this content, simply hit the button and watch it auto create the tasks for you!
Limitation: The Dynamic Date I use for the Due Date of this task is always just “now” or “today”, so I don’t press the button until it is actually my content writing day for that business. An alternative way of doing that would also be through setting up recurring tasks via the templates, however I don’t really want to have 30 different templates in my task database, so this works for me.
Moving due dates on all incomplete tasks
Sometimes there is tasks we have in the task database that didn’t get done the day they were supposed to get done. That happens.
You can easily use a button in Notion to move all of your tasks that are overdue to today and then you can sort through them and remove any that are no longer relevant.
Here is what the setup for that looks like:
⚠️ CAUTION ⚠️ The important part here is the filter that is set up.
This filter ONLY changes the due dates of tasks, where the due date is BEFORE today - we don’t want all of our tasks to have their due date changed to today, but only the ones that are overdue - otherwise you’ll have task chaos.
Quick capturing of tasks across your Notion workspace
You know that feeling when you’re working on something, but then you randomly remember something else you needed to do?
Now you can add a quick capture button to each and every single page (for example your projects) - allowing you to quickly add a task into your task database.
It’s important here to add a second action to actually OPEN the page when you click the button as otherwise you have no way of actually adding information to the task that you’ve just added.
To make sure that any changes you make to the name or the icon of that page get passed on to all other pages, copy the link to the block and then paste it on to the page where you want to insert it. Then click “paste and sync” and any updates to that button will be reflected on all other pages.
Adding tasks to a team members database
Sometimes you may want to add tasks to another team members or another team’s database.
For that you can also use a button - but with a twist.
Let’s say you have a tech support person (maybe your VA) and you want to add a potentially bug to the database.
You can set the button up as before, but you can include a message that the person has to confirm first BEFORE the task will be created.
With one of my clients the customer support team would often create tasks for me to fix that could have fixed itself by for example asking the customer to clear their cache or try using a different browser to see if the issue clears up. Or sometimes I would get tickets that were missing information, so I couldn’t actually work on them.
Here is how you set up that button with a confirmation message:
Use button in templates for new project setup
You can also include buttons inside your page templates. This comes in handy for multiple things.
I personal use it for my weekly and monthly reviews but this would also work if you have a fixed service that you deliver that always contains the same tasks.
Once a week my Tasks Database automatically gives me a task that says “complete weekly review” - once I open this task I have multiple buttons inside the template that basically allow me to go to all of the actions that I need to do when the week has ended.
Here is what that looks like:
Creating default page content for example for meeting notes
A simple and easy way to use a button is to add regular components that might be needed on to a page at the click of a button.
For example you could auto-populate a meeting notes page with the structure for the specific type of meeting you’re about to have.
Create the meeting as a template and then click the button to populate the right kind of meeting.
Here is what that might look like:
As you can see, there are a lot of ways in which you can make use of buttons in your Notion Workspace. It’s really not about the tool but more about the creative ways you can find to streamline your workflow.