How to Set Up Custom Perspectives in OmniFocus

Edited 17 days ago by ExtremeHow Editorial Team

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OmniFocus is a powerful task management application designed specifically for macOS and iOS. It is based on the principles of David Allen's productivity system, Getting Things Done (GTD). One of the key features of OmniFocus is its flexibility, including the ability to set a custom perspective. Custom perspectives allow users to view their tasks in a specific way that suits their workflow, beyond the default perspective provided by the app. Setting a custom perspective can help you improve productivity by giving you a focused view of your tasks based on certain criteria.

Understanding perspective in OmniFocus

Perspectives in OmniFocus can be compared to predefined filters or views in an application. They help you view your tasks filtered or grouped by certain criteria such as tags, projects, due dates, or other attributes. While OmniFocus offers a few default perspectives such as “Inbox,” “Projects,” and “Tags,” custom perspectives provide a higher level of customization, allowing you to tailor your task list the way you want.

Requirements for creating a custom perspective

To create custom perspectives in OmniFocus, you need the Pro version of the app. The Standard version does not support creating custom perspectives. Check if you have the Pro version before proceeding. If you have the Standard version, you will need to upgrade to access this feature.

Setting up a custom perspective

Follow these steps to set up a custom perspective in OmniFocus:

Step 1: Open the perspective window

Launch OmniFocus on your macOS or iOS device. Go to the "Perspectives" menu. On macOS, you can find this in the menu bar at the top of your screen. Click "Perspectives" and then select "Show Perspectives" from the dropdown menu. This action will open the Perspectives window, where you can manage your existing perspectives and create new ones.

Step 2: Create a new perspective

In the Perspectives window, look for a button or option labeled "Add Perspective" or similar. Click this button to begin creating a new custom perspective. You'll then see a form or interface where you can configure the parameters for your new perspective.

Step 3: Name your approach

Each perspective in OmniFocus needs a name. This is how you will identify it in the list of perspectives. Choose a name that clearly describes the perspective or the type of tasks it will perform. For example, you could name it "Task Tasks," "Daily Overview," or "Long-Term Goals."

Step 4: Determine the perspective parameters

In this step, you will specify the criteria that OmniFocus uses to filter and display tasks in this perspective. This is probably the most important step in creating a useful perspective. Options for criteria selection often include:

• Project hierarchy: You can display tasks from specific projects or folders. This is useful when you want a focused view of a particular area of responsibility in your life.
• Tags: Select tasks associated with one or more specific tags. Tags can be used to indicate context, people, locations, or preferences.
• Availability filter: Decide which tasks you want to show based on their availability. You can filter to show only available tasks or include deferred or due tasks.
• Sort order: Determine how to sort tasks in the perspective. Options often include sorting by due date, project order, or flagged status.

Each of these options contributes to the logic that OmniFocus applies when generating the list of tasks in your perspective.

Step 5: Define the presentation

In addition to filtering tasks, you can also influence how they are presented in your perspective. OmniFocus allows you to organize tasks hierarchically or show them in a flat list. You can also group tasks within the perspective based on projects or tags. Determine how you want to sort and view tasks so that it best suits your workflow.

Step 6: Save the perspective

After setting all the parameters, remember to save your new perspective. Look for the "Save" button, or it may automatically save the changes you made. Once saved, your perspective will appear in the Perspectives menu, and you can access it whenever you need it.

Simple example of custom perspective setup

For example, let's create a simple custom perspective for tasks tagged as "urgent" and sorted by their due date:

1. Open the Perspective window.
2. Click "Add Perspective."
3. Name the perspective "Immediate Tasks."
4. Set criteria to show tasks with the "urgent" tag.
5. Filter to show only available tasks so you know what you can work on right now.
6. Sort tasks by “due date” so that the most urgent tasks are listed first.
7. Alternatively, you can group tasks by project if it helps you focus.
8. Save the perspective.

Tips for an effective approach

Creating an effective approach is an art that may take some experimentation. Here are some suggestions to consider:

1. Stay focused: Customize the approach with specific goals in mind. Avoid cluttering them with unrelated tasks.
2. Test the perspective: Experiment with different criteria to find the one that works best. Don't hesitate to change the perspective until they fit perfectly with your workflow.
3. Use colors and tags: Use tags and color coding to make perspectives more intuitive at a glance.
4. Plan regularly: Take time each week to review and adjust your approach as priorities change.

Advanced perspective features

If you're already familiar with the basics, OmniFocus also includes more advanced features for explorable perspectives:

• Scripted Perspectives: If you are skilled at scripting, OmniFocus supports automation scripts to extend the power of your perspective.
• Integration with Shortcuts: On iOS, you can leverage the Shortcuts app to automate opening perspectives based on triggers like location or time.

Conclusion

Custom perspectives in OmniFocus allow for a high level of personalization in managing tasks, ensuring you have the right information at the right time. With focused views, you can efficiently manage tasks that align with specific projects, contexts, or goals. Start by setting up simple perspectives and gradually explore more complex configurations to further customize your workflow. By doing so, you harness the full potential of OmniFocus as a capable task management tool tailored to your personal and professional life.

Remember, the implementation outlined here is primarily directed at comparing OmniFocus for macOS and iOS as interface options may vary slightly on different platforms. Always refer to the latest OmniFocus documentation or support for particular technical differences you may need to consider.

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