Organizing Projects

overviews
projects
categories

#1

Projects

The notes you take in Agenda are grouped together in projects, and appear in a timeline. Projects appear on the left, in the source list. You can create new projects and assign them to your categories (e.g. Work, Home).

Creating a Project

You can create a new project by…

  • Using the File menu and choosing New Project…
  • Clicking the + button bottom-left in the Window.

If you use the + button, you are presented with a popover menu.

  1. Choose New Project from the menu.
  2. Select a category to add the new project to.
  3. Type in a name for the project, and press enter.

Moving a Project

To move a project to a different category…

  1. Click and drag the project.
  2. Drop it in the destination category.

Renaming a Project

To rename a project…

  1. Select the project by clicking on it.
  2. Click again on the project name.
  3. Enter the new name and press enter.

Deleting a Project

To delete a project…

  1. Select it.
  2. Press backspace.
  3. When prompted, choose to delete the project.

Note that deleting a project cannot be undone.

Changing Project Appearance

Each project has an icon. The lines in the icon give a rough indication of how many notes are in the project.

A color can be set for each category, and each project in a category takes the color of the category for its icon.

To change the color of the project icons in a given category…

  1. Click the ellipses that appear when you hover the mouse over the title of the category.
  2. In the popover that appears, choose a color.

Categories

Categories offer a means of grouping together projects. For example, you might have a category for Travel, containing different projects for each vacation you are planning to take. For a business project, you might use different categories for your different areas of responsibility (e.g. Budget, Policy Meetings).

Creating a Category

To create a new category…

  • Choose File > New Category…
  • Click on the + button bottom-left in the window.

If you use the + button…

  1. Choose New Category in the menu that appears.
  2. Enter a title for the category.
  3. Choose a color for the category icons.
  4. Click the Create Category button.

Deleting a Category

To delete a category…

  1. Move the mouse over a category.
  2. Click the ellipses button that appears.
  3. In the popover, click the Delete Category button at the bottom.

Overviews

Agenda has a number of built in overviews that can make navigating your notes easier. These overviews are like searches that update automatically as you make changes. You can find the overviews in the source list on the left at the top.

On the Agenda

The On the Agenda overview is perhaps the most important. It shows any notes that have been flagged with the yellow dot button. When you are actively working on a note, or need to access it regularly, you can use the yellow dot to keep it “on the agenda”. To quickly find notes you are actively working with, you can go to the On the Agenda overview and see them listed there, where you can edit them directly.

Today

The Today overview shows any note that has the current date, or has a date range that includes today. This is useful for quickly locating notes for events occurring today (e.g. a meeting), or are current, such as a conference you are attending over several days.

Search All

Whenever you perform a search using the magnifying glass button, you have the option to broaden it to search across all projects. When you do that, the Search All overview is selected.

You can also use the Search All overview for directly making a global search of your projects. Simply select it in the sidebars and enter your search terms.

Saved Searches

You are not only restricted to the built in overviews that Agenda provides — you can create your own. You do this by saving a search you have made. Whenever you select the saved search overview, it shows an up-to-date list of notes, just as if you were searching again.

To create a saved search overview…

  1. Perform a search, using search terms and/or dates.
  2. Choose Save Search as Overview from the drop down menu.
  3. Enter a name for the overview item.

Saved Searches are a premium feature and only become available after purchasing a feature upgrade.


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#2

I see that we can change the color of each category, but only some predefined colors can be chosen. Is choosing a custom color planned?

Thanks!


#3

Is choosing a custom color planned?

Not at the moment, but we’ll see what we can do.


#9

2 posts were split to a new topic: Sort all on the agenda notes


#10

A post was split to a new topic: Highlighting text


#11

Is there a way to mark the project completed? Or have I miss a step?


#12

I move finished projects into a different category i.e. „XYZ done“. Or just delete the project if not important to keep.


#13

I’ve only recently started using Agenda so haven’t yet completed a whole Project with it, but I like @csterneck’s idea of setting up a Category to move them to - being able to see things I’ve achieved should be good encouragement & motivation on a rainy Monday morning! :smile:


#14

I just started using Agenda last week. On my Mac, there does not seem to be an obvious way to change the flag color of a project after it has been created. I am using the upgraded / purchased version. Is there something I am missing?


#15

On my Mac, there does not seem to be an obvious way to change the flag color of a project after it has been created.

You can do so by tapping the three dots shown when hovering over a category:

21


#16

Would you at one point consider, being able to ‘hide’ projects from the side bar? It may well be useful for either any not active projects or future projects that is not required immediate attention


#17

Yes, we have plans to allow archiving projects. Of course you could in the mean time already make a “Archive” Category, move a project there and collapse it.


#18

Many Thanks for the tip.


#19

Oh, I see. All projects have the same color flag. Thanks, I thought I could set them individually.


#20

We set the color based on the category. This is very useful to see, for example, whether a project is for “Work” or “Home” or “Sport” etc. If every project had a different color, this would be less effective.


#21

Hi there! Just accidentally discovered that tapping a project in the sidebar of the app brings up the option to delete – and that’s not what you have here. Am on an Iphone x. Have these instructions been updated somewhere else?


#22

It seems frustrating that you can move a project from one category to another but you can’t move the projects around within the same category. It seems it would be helpful to have more control over the order of projects.


#23

If you start your project names with a number you can get them to appear in the order you want, & if you need to change the order you can just renumber them to get them to move to where you want them :blush:


#24

Great idea! Thank you.


#27

Is there a way to search projects only instead of notes? (My project list is growing exponentially (have a lot of parallel work streams) I would like to be able to search for a prticular project instead of scrolling through the list.
Currently I make sure I create a tag for the project in the first note of the project, search tags and then click show project to see the notes….