They're like saved searches for things you do often. This lets you create what are called Perspectives: custom ways of looking at your To Do tasks. You can easily use OmniFocus without any tags at all, though, and actually to get the very most out of them you need to buy OmniFocus Pro. But, that same intelligence should be available when you create tags in the first place. So if you're entering a new task and you tap on Tags, OmniFocus will display every matching tag the moment you start typing "Rachel". OmniFocus is very, very good at predicting what you want as you type.
You can indeed have two or more tags of the same name. As it stands, if you did create a new tag named "Rachel" today and then next week forget, there's nothing at all to stop you creating another identical tag. Without any limits constraining you, there also aren't any limits helping you. You might create a tag called "Invoices" and another called "Invoice". That is an issue, though - you can so easily create new tags that you risk overwhelming yourself with them. There is no limit to the number of tags you can use: OmniFocus has gone from a single Context to as many tags as you can handle. Use a tag for any way that you're likely to want to search for a task later. Under the new tagging system, you could write a To Do labelled "Talk to Rachel about the tax lien" and give it one tag called "Phone", another named "Office" and another named "Rachel".
Sometimes you'll want to discuss a task with Gurpeet, sometimes with Rachel, sometimes with them both. Then, imagine that the pair of you share an assistant named Gurpeet. If you've been smart and just created a "Rachel" context, that's great but you can no longer tell which ones are urgent. However, if you've given them some a context of "Phone" and some, say, "Office", then you have to remember to look in two places for everything you want to say to her. There will be some tasks that are so important you need to phone her right now but there will be others that you'll just mention to her whenever you meet. However, it took some effort because you could only have one Context per task and so you had to choose wisely.įor instance, imagine Rachel is a colleague at work. This idea of Contexts works and it has worked fine for the 10 years of OmniFocus's life. When you find you've unexpectedly got half an hour's wait for a train, you could tell OmniFocus to just show you what phone calls you can make. So if your task is "Call Rachel about the tax lien" then you could have a context called Phone or one called "Rachel". Previously, you could enter a To Do task and give it one single context to describe where you needed to be do it, what tool you had to have, or who you should be with at the time. With this new version, however, it takes a step away from that system by replacing GTD's Contexts with Mac- and iOS-like tags. OmniFocus is still one of the strongest apps for using David Allen's hugely effective Getting Things Done or GTD method of productivity.
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