Managing recurring tasks can feel like trying to juggle flaming torches while riding a unicycle. It’s tricky, and one wrong move can throw everything off balance. But what if I told you there’s a way to simplify this process in Tana without relying on the a button-based setup? That’s right—no buttons, no problem.

In this post, I’ll walk you through how to create a custom recurring task system in Tana that’s tailored to your workflow. Whether you’re a seasoned Tana user or just dipping your toes into its powerful features, this guide will help you streamline your recurring tasks and take your productivity to the next level. This lesson is a little bit more technical in nature, but it will help you see the power and flexibility of Tana that is unmatched by tools like Notion, Obsidian or Roam Research. Tana offers unique strengths— in its design, functionality, or adaptability—that set it apart from these well-known alternatives. Tana can handle handle complex workflows, organize information, or adapt to user needs in ways that outshine the capabilities of Notion (known for its all-in-one workspace approach), Obsidian (focused on linked notes and knowledge graphs), or Roam Research (pioneering networked thought and backlinking) and we haven't even touched on the AI capabilities in this post.

Let’s dive in!

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Understanding the Basics

Before we jump into the nitty-gritty, let’s talk about the foundation of recurring tasks in Tana. If you’ve ever used Theo’s recurring task template (you will want to download it here), you know it’s a great starting point. But not everyone wants to rely on the buttons to manage their tasks that way. A woman on X just wanted to use the built in complete feature.

This is where “vibe coding Tana” comes in—a term I like to use for tinkering with templates and making them your own. Think of it as customizing a recipe to suit your taste. Instead of following the instructions to the letter, you tweak it to create something that works perfectly for you. This to me is the most powerul thing about Tana. It allowed me to build my "TanaPlan" system into it after using endless tools that didn't give me the flexibility I wanted.

In this case, we’re going to take Theo’s template, strip away the buttons, and build a recurring task system that’s clean, efficient, and uniquely yours.

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Setting Up the Template

First things first: let’s set up the foundation for your custom recurring task system.

• ​1. Start with Theo’s Template: Import Theo’s recurring task template into your Tana workspace.
• ​2. Modify the Fields: If you’re like me and prefer using “due date” instead of “date,” go ahead and make that change. This small tweak ensures the template aligns with your existing workflow.

By the end of this step, you’ll have a basic template that’s ready for customization.

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Command Structure and Node Filters

Now, let’s talk about the magic behind the scenes: command structures and node filters.

Commands in Tana are like little instructions that tell the system what to do when certain conditions are met. For example, when you mark a task as “done,” a command might update the due date and reschedule the task.

Node filters, on the other hand, determine when and where commands can run. Think of them as the gatekeepers of command list. They decide which commands show up based on criteria like due dates, tags, or status.

In our custom setup, we’ll tweak these commands and filters to ensure tasks are rescheduled automatically without relying on buttons.

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Implementing the Custom Solution

Here’s where the fun begins. We’re going to roll up our sleeves and build a recurring task system that works seamlessly with the built in completion checkmark.

• ​1. Remove Unnecessary Commands: Start by identifying and removing any commands tied to the buttons in Theo's template. For example, if a command duplicates tasks when you mark them as done, get rid of that.
• ​2. Adjust the Template: Modify the template so that tasks are rescheduled automatically when marked as completed. This involves updating the due date and ensuring the task moves forward without creating duplicates.
• ​3. Test the Setup: Create a test task, apply the recurring tag, and mark it as done. If everything is set up correctly, the task should reschedule itself without leaving a record of the completed task.

As I like to say, “We’re going to do a little bit of vibe coding right now.” This process is all about experimenting, learning, and refining until you get it just right.

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Testing and Troubleshooting

No system is perfect on the first try, so don’t be discouraged if things don’t work as expected. Here are a few common issues and how to fix them:

• Duplicate Tasks: If tasks are duplicating instead of rescheduling, check the commands tied to the “done” status. Remove any commands that create duplicates.
• Incorrect Date Updates: If the due date isn’t updating correctly, double-check the command structure. Make sure the system is set to insert a relative date based on the interval you’ve chosen.
• Tasks Not Rescheduling: If tasks aren’t rescheduling at all, the issue might lie in the node filter. Try removing or adjusting the filter to ensure tasks are processed correctly.

Testing is all about trial and error. Keep tweaking until everything runs smoothly.

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Finalizing the Setup

Once your system is working as intended, it’s time to put on the finishing touches.

• Apply the Recurring Super Tag: Make sure all recurring tasks have the appropriate tag. This ensures the system knows which tasks to reschedule.
• Verify the Workflow: Run through a few test scenarios to confirm everything is functioning as expected.
• Save the Template: Once you’re happy with the setup, save it as a template if you want to share it with others.

By the end of this step, you’ll have a fully functional recurring task system that’s button-free and tailored to your needs.

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Advanced Customizations (Optional)

Feeling adventurous? Here are a few ideas for taking your system to the next level:

• Track Completion Dates: Add a command to record the last completion date for each task. This can be useful for tracking progress over time.
• Add Custom Commands: Experiment with additional commands to enhance functionality. For example, you could create a command that sends reminders for overdue tasks.
• Integrate with Other Systems: If you use other productivity tools, consider ways to integrate your Tana setup with them for a seamless workflow.

The possibilities are endless, so don’t be afraid to get creative!

And there you have it—a custom recurring system in Tana that doesn’t rely on buttons. By taking the time to understand the basics, tweak the template, and refine the commands, you’ve created a system that’s efficient, flexible, and uniquely yours.

Ready to take your productivity to the next level? Download the above customized template here and start building your own recurring system today or just use it the way it is.

I’d love to hear how you’ve modified the setup to suit your needs. Share your experiences in the comments or reach out to me directly. And don’t forget to subscribe for more tips and tricks on using Tana effectively.

Special thanks to Theo for creating the great Recurring ToDo template in the first place.

Let’s unlock the full potential of Tana together!

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