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Chapter 5: TODO items

5.2.6 Faces for TODO keywords

Org mode highlights TODO keywords with special faces: org-todo for keywords indicating

that an item still has to be acted upon, and org-done for keywords indicating that an item

is ﬁnished. If you are using more than 2 diﬀerent states, you might want to use special

faces for some of them. This can be done using the option org-todo-keyword-faces. For

example:

(setq org-todo-keyword-faces

'(("TODO" . org-warning) ("STARTED" . "yellow")

("CANCELED" . (:foreground "blue" :weight bold))))

While using a list with face properties as shown for CANCELED should work, this does

not always seem to be the case. If necessary, deﬁne a special face and use that. A string is

interpreted as a color. The option org-faces-easy-properties determines if that color is

interpreted as a foreground or a background color.

5.2.7 TODO dependencies

The structure of Org ﬁles (hierarchy and lists) makes it easy to deﬁne TODO dependencies.

Usually, a parent TODO task should not be marked DONE until all subtasks (deﬁned as

children tasks) are markedas DONE. And sometimes there is a logicalsequence to anumber

of (sub)tasks, so that one task cannot be acted upon before all siblings above it are done.

If you customize the option org-enforce-todo-dependencies, Org will block entries from

changing state to DONE while they have children that are not DONE. Furthermore, if an

entry has a property ORDERED, each of its children will be blocked until all earlier siblings

are marked DONE. Here is an example:

* TODO Blocked until (two) is done

** DONE one

** TODO two

* Parent

:PROPERTIES:

:ORDERED: t

:END:

** TODO a

** TODO b, needs to wait for (a)

** TODO c, needs to wait for (a) and (b)

You can ensure an entry is never blocked by using the NOBLOCKING property:

* This entry is never blocked

:PROPERTIES:

:NOBLOCKING: t

:END:

C-c C-x o

org-toggle-ordered-property

Toggle the ORDERED property of the current entry. A property is used for this

behavior because this should be local to the current entry, not inherited like

atag. However, if you would like to track the value of this property with a

tag for better visibility, customize the option org-track-ordered-property-

with-tag.

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Chapter 5: TODO items

C-u C-u C-u C-c C-t

Change TODO state, circumventing any state blocking.

If you set the option org-agenda-dim-blocked-tasks, TODO entries that cannot be

closed because of such dependencies will be shown in a dimmed font or even made invisible

in agenda views (seeChapter10[Agendaviews],page100).

You can also block changes of TODO states by looking at checkboxes (seeSection5.6

[Checkboxes], page 56).Ifyousettheoptionorg-enforce-todo-checkbox-dependencies,

an entry that has unchecked checkboxes will be blocked from switching to DONE.

If you need more complex dependency structures, for example dependencies between

entries in diﬀerent trees or ﬁles, check out the contributed module org-depend.el.

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Chapter 5: TODO items

5.3 Progress logging

Org mode can automatically record a timestamp and possibly a note when you mark a

TODO item as DONE, or even each time you change the state of a TODO item. This

system is highly conﬁgurable; settings can be on a per-keyword basis and can be localized

to a ﬁle or even a subtree. For information on how to clock working time for a task, see

Section 8.4 [Clocking work time], page 80.

5.3.1 Closing items

The most basic logging is to keep track of when a certain TODO item was ﬁnished. This is

achieved with

(setq org-log-done 'time)

Then each time you turn an entry from a TODO (not-done) state into any of the DONE

states, a line ‘CLOSED: [timestamp]’ will be inserted just after the headline. If you turn the

entry back into a TODO item through further state cycling, that line will be removed again.

If you turn the entry back to a non-TODO state (by pressing C-c C-t SPC for example),

that line will also be removed, unless you set org-closed-keep-when-no-todo to non-nil.

If you want to record a note along with the timestamp, use

(setq org-log-done 'note)

You will then be prompted for a note, and that note will be stored below the entry with a

‘Closing Note’ heading.

In the timeline (see Section 10.3.4 4 [Timeline], page e 107) and in the agenda (see

Section 10.3.1 [Weekly/daily agenda], page 102),youcanthenusethelkeytodisplaythe

TODO items with a ‘CLOSED’ timestamp on each day, giving you an overview of what has

been done.

5.3.2 Tracking TODO state changes

When TODO keywords are used as workﬂow states (see e Section5.2.1[Workﬂowstates],

page 47),youmightwanttokeeptrackofwhenastatechangeoccurredandmaybetake

anote about this change. You can either record just a timestamp, or a time-stamped note

for a change. These records will be inserted after the headline as an itemized list, newest

ﬁrst

. When taking a lot of notes, you might want to get the notes out of the way into a

drawer (seeSection2.8[Drawers],page15). Customize org-log-into-drawer to get this

behavior—the recommended drawer for this is called LOGBOOK

. You can also overrule the

setting of this variable for a subtree by setting a LOG_INTO_DRAWER property.

Since it is normally too much to record a note for every state, Org mode expects con-

ﬁguration on a per-keyword basis for this. This is achieved by adding special markers ‘!’

(for a timestamp) or ‘@’ (for a note with timestamp) in parentheses after each keyword. For

example, with the setting

(setq org-todo-keywords

The corresponding in-buﬀer setting is: #+STARTUP: logdone

The corresponding in-buﬀer setting is: #+STARTUP: lognotedone.

See the option org-log-states-order-reversed

Note that the LOGBOOK drawer is unfolded when pressing SPC in the agenda to show an entry—use C-u

SPC to keep it folded here

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Chapter 5: TODO items

'((sequence "TODO(t)" "WAIT(w@/!)" "|" "DONE(d!)" "CANCELED(c@)")))

To record a timestamp without a note for TODO keywords conﬁgured with ‘@’, just type

C-c C-c to enter a blank note when prompted.

You not only deﬁne global TODO keywords and fast access keys, but also request that a

time is recorded when the entry is set to DONE

,and that a note is recorded whenswitching

to WAIT or CANCELED. The setting for WAIT is even more special: the ‘!’ after the

slash means that in addition to the note taken when entering the state, a timestamp should

be recorded when leaving the WAIT state, if and only if the target state does not conﬁgure

logging for entering it. So it has no eﬀect when switching from WAIT to DONE, because

DONE is conﬁgured to record a timestamp only. But when switching from WAIT back to

TODO, the ‘/!’ in the WAIT setting now triggers a timestamp even though TODO has no

logging conﬁgured.

You can use the exact same syntax for setting logging preferences local to a buﬀer:

#+TODO: TODO(t) WAIT(w@/!) | DONE(d!) CANCELED(c@)

In order to deﬁne logging settings that are local to a subtree or a single item, deﬁne a

LOGGING property in this entry. Any non-empty LOGGING property resets all logging

settings to nil. You may then turn on logging for this speciﬁc tree using STARTUP

keywords like lognotedone or logrepeat, as well as adding state speciﬁc settings like

TODO(!). For example

* TODO Log each state with only a time

:PROPERTIES:

:LOGGING: TODO(!) WAIT(!) DONE(!) CANCELED(!)

:END:

* TODO Only log when switching to WAIT, and when repeating

:PROPERTIES:

:LOGGING: WAIT(@) logrepeat

:END:

* TODO No logging at all

:PROPERTIES:

:LOGGING: nil

:END:

5.3.3 Tracking your habits

Org has the ability to track the consistency of a special category of TODOs, called “habits”.

Ahabit has the following properties:

1. You have enabled the habits module by customizing org-modules.

2. The habit is a TODO item, with a TODO keyword representing an open state.

3. The property STYLE is set to the value habit.

4. The TODO has a scheduled date, usually with a .+ style repeat interval. A ++ style

may be appropriate for habits with time constraints, e.g., must be done on weekends,

or a + style for an unusual habit that can have a backlog, e.g., weekly reports.

It is possible that Org mode will record two timestamps when you are using both org-log-done and

state change logging. However, it will never prompt for two notes—if you have conﬁgured both, the state

change recording note will take precedence and cancel the ‘Closing Note’.

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Chapter 5: TODO items

5. The TODO may also have minimumandmaximum ranges speciﬁedby using the syntax

‘.+2d/3d’, which says that you want to do the task at least every three days, but at

most every two days.

6. You must also have state logging for the DONE state enabled (seeSection5.3.2[Tracking

TODO state changes], page 52),inorder for historicaldatatobe representedinthe

consistency graph. If it is not enabled it is not an error, but the consistency graphs

will be largely meaningless.

To give you an idea of what the above rules look like in action, here’s an actual habit

with some history:

** TODO Shave

SCHEDULED: <2009-10-17 Sat .+2d/4d>

:PROPERTIES:

:STYLE:

habit

:LAST_REPEAT: [2009-10-19 Mon 00:36]

:END:

- State "DONE"

from "TODO"

[2009-10-15 Thu]

- State "DONE"

from "TODO"

[2009-10-12 Mon]

- State "DONE"

from "TODO"

[2009-10-10 Sat]

- State "DONE"

from "TODO"

[2009-10-04 Sun]

- State "DONE"

from "TODO"

[2009-10-02 Fri]

- State "DONE"

from "TODO"

[2009-09-29 Tue]

- State "DONE"

from "TODO"

[2009-09-25 Fri]

- State "DONE"

from "TODO"

[2009-09-19 Sat]

- State "DONE"

from "TODO"

[2009-09-16 Wed]

- State "DONE"

from "TODO"

[2009-09-12 Sat]

What this habit says is: I want to shave at most every 2 days (given by the SCHEDULED

date and repeat interval) and at least every 4 days. If today is the 15th, then the habit ﬁrst

appears in the agenda on Oct 17, after the minimum of 2 days has elapsed, and will appear

overdue on Oct 19, after four days have elapsed.

What’s really useful about habits is that they are displayed along with a consistency

graph, to show how consistent you’ve been at getting that task done in the past. This

graph shows every day that the task was done over the past three weeks, with colors for

each day. The colors used are:

Blue

If the task wasn’t to be done yet on that day.

Green

If the task could have been done on that day.

Yellow

If the task was going to be overdue the next day.

Red

If the task was overdue on that day.

In addition to coloring each day, the day is also marked with an asterisk if the task was

actually done that day, and an exclamation mark to show where the current day falls in the

graph.

There are several conﬁguration variables that can be used to change the way habits are

displayed in the agenda.

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Chapter 5: TODO items

org-habit-graph-column

The buﬀer column at which the consistency graph should be drawn. This will

overwrite any text in that column, so it is a good idea to keep your habits’ titles

brief and to the point.

org-habit-preceding-days

The amount of history, in days before today, to appear in consistency graphs.

org-habit-following-days

The number of days after today that will appear in consistency graphs.

org-habit-show-habits-only-for-today

If non-nil, only show habits in today’s agenda view. This is set to true by

default.

Lastly, pressing K in the agenda buﬀer will cause habits to temporarily be disabled and

they won’t appear at all. Press K again to bring them back. They are also subject to tag

ﬁltering, if you have habits which should only be done in certain contexts, for example.

5.4 Priorities

If you use Org mode extensively, you may end up with enough TODO items that it starts

to make sense to prioritize them. Prioritizing can be done by placing a priority cookie into

the headline of a TODO item, like this

*** TODO [#A] Write letter to Sam Fortune

By default, Org mode supports three priorities: ‘A’, ‘B’, and ‘C’. ‘A’ is the highest priority.

An entry without a cookie is treated just like priority ‘B’. Priorities make a diﬀerence only

for sorting in the agenda (seeSection10.3.1[Weekly/dailyagenda],page102); outside the

agenda, they have no inherent meaning to Org mode. The cookies can be highlighted with

special faces by customizing org-priority-faces.

Priorities can be attached to any outline node; they do not need to be TODO items.

C-c ,

Set the priority of the current headline (org-priority). The command

prompts for a priority character ‘A’, ‘B’ or ‘C’. When you press SPC instead,

the priority cookie is removed from the headline. The priorities can also be

changed “remotely” from the timeline and agenda buﬀer with the , command

(seeSection10.5[Agendacommands],page113).

S-up

org-priority-up

S-down

org-priority-down

Increase/decrease priority of current headline

. Note that these keys are also

used to modify timestamps (see e Section8.2[Creatingtimestamps], page 74).

See alsoSection15.10.2[Conﬂicts],page234, for a discussion of the interaction

with shift-selection-mode.

You can change the range of allowed priorities by setting the options org-highest-

priority, org-lowest-priority, and org-default-priority. For an individual buﬀer,

you may set these values (highest, lowest, default) like this (please make sure that the

highest priority is earlier in the alphabet than the lowest priority):

#+PRIORITIES: A C B

See also the option org-priority-start-cycle-with-default.

Chapter 5: TODO items

5.5 Breaking tasks down into subtasks

It is often advisable to break down large tasks into smaller, manageable subtasks. You

can do this by creating an outline tree below a TODO item, with detailed subtasks on the

tree

. To keep the overview over the fraction of subtasks that are already completed, insert

either ‘[/]’ or ‘[%]’ anywhere in the headline. These cookies will be updated each time the

TODO status of a child changes, or when pressing C-c C-c on the cookie. For example:

* Organize Party [33%]

** TODO Call people [1/2]

*** TODO Peter

*** DONE Sarah

** TODO Buy food

** DONE Talk to neighbor

If a heading has both checkboxes and TODO children below it, the meaning of the

statistics cookie become ambiguous. Set the property COOKIE_DATA to either ‘checkbox’ or

‘todo’ to resolve this issue.

If you would like to have the statistics cookie count any TODO entries in the subtree

(not just direct children), conﬁgure org-hierarchical-todo-statistics. To do this for

asingle subtree, include the word ‘recursive’ into the value of the COOKIE_DATA property.

* Parent capturing statistics [2/20]

:PROPERTIES:

:COOKIE_DATA: todo recursive

:END:

If you would like a TODO entry to automatically change to DONE when all children

are done, you can use the following setup:

(defun org-summary-todo (n-done n-not-done)

"Switch entry to DONE when all subentries are done, to TODO otherwise."

(let (org-log-done org-log-states)

; turn off logging

(org-todo (if (= n-not-done 0) "DONE" "TODO"))))

(add-hook 'org-after-todo-statistics-hook 'org-summary-todo)

Another possibility is the use of checkboxes to identify (a hierarchy of) a large number

of subtasks (seeSection5.6[Checkboxes],page56).

5.6 Checkboxes

Every itemin a plain list

(seeSection2.7[Plainlists],page12) canbe made into a checkbox

by starting it with the string ‘[ ]’. This feature is similar to TODO items (seeChapter5

[TODO items], page 46),butismorelightweight.Checkboxesarenotincludedintheglobal

TODO list, so they are often great to split a task into a number of simple steps. Or you can

use them in a shopping list. To toggle a checkbox, use C-c C-c, or use the mouse (thanks

to Piotr Zielinski’s org-mouse.el).

Here is an example of a checkbox list.

To keep subtasks out of the global TODO list, see the org-agenda-todo-list-sublevels.

With the exception of description lists. But you can allow it by modifying org-list-automatic-rules

accordingly.

Chapter 5: TODO items

* TODO Organize party [2/4]

- [-] call people [1/3]

- [ ] Peter

- [X] Sarah

- [ ] Sam

- [X] order food

- [ ] think about what music to play

- [X] talk to the neighbors

Checkboxes work hierarchically, so if a checkbox item has children that are checkboxes,

toggling one of the children checkboxes will make the parent checkbox reﬂect if none, some,

or all of the children are checked.

The ‘[2/4]’ and ‘[1/3]’ in the ﬁrst and second line are cookies indicating how many

checkboxes present in this entry have been checked oﬀ, and the total number of checkboxes

present. This can give you an idea on how many checkboxes remain, even without opening a

folded entry. The cookies can be placed into a headline or into (the ﬁrst line of) a plain list

item. Each cookie covers checkboxes of direct children structurally below the headline/item

on which the cookie appears

. You have to insert the cookie yourself by typing either ‘[/]’

or ‘[%]’. With ‘[/]’ you get an ‘n out of m’ result, as in the examples above. With ‘[%]’

you get information about the percentage of checkboxes checked (in the above example,

this would be ‘[50%]’ and ‘[33%]’, respectively). In a headline, a cookie can count either

checkboxes below the heading or TODO states of children, and it will display whatever was

changed last. Set the property COOKIE_DATA to either ‘checkbox’ or ‘todo’ to resolve this

issue.

If the current outline node has an ORDERED property, checkboxes must be checked oﬀ in

sequence, and an error will be thrown if you try to check oﬀ a box while there are unchecked

boxes above it.

The following commands work with checkboxes:

C-c C-c

org-toggle-checkbox

Toggle checkbox status or (with preﬁx arg) checkbox presence at point. With

asingle preﬁx argument, add an empty checkbox or remove the current one

With a double preﬁx argument, set it to ‘[-]’, which is considered to be an

intermediate state.

C-c C-x C-b

org-toggle-checkbox

Toggle checkbox status or (with preﬁx arg) checkbox presence at point. With

double preﬁx argument, set it to‘[-]’,which is considered to be anintermediate

state.

If there is an active region, toggle the ﬁrst checkbox in the region and set

all remaining boxes to the same status as the ﬁrst. With a preﬁx arg, add

or remove the checkbox for all items in the region.

If the cursor is in a headline, toggle checkboxes in the region between this

headline and the next (so not the entire subtree).

Set theoption org-checkbox-hierarchical-statisticsif you want suchcookies to count allcheckboxes

below the cookie, not just those belonging to direct children.

C-u C-c C-c on the ﬁrst item of a list with no checkbox will add checkboxes to the rest of the list.

Chapter 5: TODO items

If there is no active region, just toggle the checkbox at point.

M-S-RET

org-insert-todo-heading

Insert a new item with a checkbox. This works only if the cursor is already in

aplain list item (seeSection2.7[Plainlists],page12).

C-c C-x o

org-toggle-ordered-property

Toggle the ORDERED property of the entry, to toggle if checkboxes must be

checked oﬀ in sequence. A property is used for this behavior because this

should be local to the current entry, not inherited like a tag. However, if you

would like to track the value of this property with a tag for better visibility,

customize org-track-ordered-property-with-tag.

C-c #

org-update-statistics-cookies

Update the statistics cookie in the current outline entry. When called with

a C-u preﬁx, update the entire ﬁle. Checkbox statistic cookies are updated

automatically if you toggle checkboxes with C-c C-c and make new ones with

M-S-RET. TODO statistics cookies update when changing TODO states. If you

delete boxes/entries or add/change them by hand, use this command to get

things back into sync.

Chapter 6: Tags

6 Tags

An excellent way to implement labels and contexts for cross-correlating information is to

assign tags to headlines. Org mode has extensive support for tags.

Every headline can contain a list of tags; they occur at the end of the headline. Tags are

normal words containing letters, numbers, ‘_’, and ‘@’. Tags must be preceded and followed

by a single colon, e.g., ‘:work:’. Several tags can be speciﬁed, as in ‘:work:urgent:’. Tags

will by default be in bold face with the same color as the headline. You may specify special

faces for speciﬁc tags using the option org-tag-faces, in much the same way as you can

for TODO keywords (seeSection5.2.6[FacesforTODOkeywords],page50).

6.1 Tag inheritance

Tags make use of the hierarchical structure of outline trees. If a heading has a certain tag,

all subheadings will inherit the tag as well. For example, in the list

* Meeting with the French group

:work:

** Summary by Frank

:boss:notes:

*** TODO Prepare slides for him

:action:

the ﬁnal heading will have the tags ‘:work:’, ‘:boss:’, ‘:notes:’, and ‘:action:’ even

though the ﬁnal heading is not explicitly marked with those tags. You can also set tags

that all entries in a ﬁle should inherit just as if these tags were deﬁned in a hypothetical

level zero that surrounds the entire ﬁle. Use a line like this

#+FILETAGS: :Peter:Boss:Secret:

To limit tag inheritance to speciﬁc tags, use org-tags-exclude-from-inheritance. To

turn it oﬀ entirely, use org-use-tag-inheritance.

When a headline matches during a tags search while tag inheritance is turned on, all

the sublevels in the same tree will (for a simple match form) match as well

. The list of

matches may then become very long. If you only want to see the ﬁrst tags match in a

subtree, conﬁgure org-tags-match-list-sublevels (not recommended).

Tag inheritance is relevant when the agenda search tries to match a tag, either in the

tags or tags-todo agenda types. In other agenda types, org-use-tag-inheritance has

no eﬀect. Still, you may want to have your tags correctly set in the agenda, so that tag

ﬁltering works ﬁne, with inherited tags. Set org-agenda-use-tag-inheritance to control

this: the default value includes all agenda types, but setting this to nil can really speed

up agenda generation.

6.2 Setting tags

Tags can simply be typed into the buﬀer at the end of a headline. After a colon, M-TAB

oﬀers completion on tags. There is also a special command for inserting tags:

C-c C-q

org-set-tags-command

Enter new tags for the current headline. Org mode will either oﬀer completion

or a special single-key interface for setting tags, see below. After pressing RET,

As with all these in-buﬀer settings, pressing C-c C-c activates any changes in the line.

This is only true if the search does not involve more complex tests including properties (seeSection7.3

[Property searches], page 66).

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