Monday, October 28, 2013

Create Powerful Saved Searches in GQueues

Two weeks ago GQueues added full text searching of tasks - one of the most requested features from the GQueues community.  While the search box makes it easy to quickly find any task, saved searches give you a powerful way to filter and organize your work for retrieval at any time.

Many users often ask how to see a specific set of tasks, such as "everything I completed yesterday," "tasks due next week", or "all tasks with notes."  Custom Smart Queues can be created to show many of these sets, but some are not possible with the available options. Now with Advanced Search you have the power to filter tasks on a much wider variety of criteria and can save searches as Smart Queues for quick access later.

You can search for tasks based on specific criteria using the Advanced Search panel, and then click save search to make it a Smart Queue.

The Advanced Search panel is very intuitive, but some searches can only be expressed using the GQueues query language, which is easy to learn with a few examples.  For instance, to view all tasks completed in September type this into the search box:
Once you've tested and fine-tuned your search criteria, open the Advanced Search panel by clicking the arrow on the right, and then click save search at the bottom.
Give it a name and click Save to create a Smart Queue with this search.

Below are some more searches using the query language which you can copy and modify as needed to use in your own account.

Completed today

Completed in the last 7 days

Created today

Due in November

Tagged, but no due date

Without a certain tag

With 2 or more tags

With this tag, but not that tag

Either of these tags, but not that tag

With no tags

Not assigned to anyone

Without notes

Are there other searches you use or would like to know how to setup? Share them in the comments.


  1. I'm struggling. I want to search for tasks that either have no tags at all or that do have tags of which one MUST be project. I used numTags=0 OR tag:project which doesn't work and also numTags=0 OR (numTags>0 AND tag:project) which also doesn't work

    1. Hi donnee -

      Using "numTags=0 OR tag:project" should show tasks that either have no tags or have the tag "project". I just tested this here and it seems to work. If you post over on the discussion forum from the account you use with GQueues I can help troubleshoot the situation further with you.

    2. Hi Cameron,
      Thanks...I was about to do as you suggest, but encouraged by your own success I tried it again. I have been entering the search term in the search box at the top of Gqueues and it hasn't worked. Just thought I would try saving a search and entering it in that query box. The saved search worked as it should.

      Maybe I am misunderstanding the use of the general search box.

      Anyway, many thanks...all is well now


  2. Hello,
    Is it possible to set up an advance search for a Next Actions Smart Queue?
    So containing the first 1, 2 or 3 tasks from specific categories or queues?

    1. Sorry, at this point this is not possible through Advanced Search. Next Actions are only available through the standard Smart Queue settings, and can only be applied to a single category or queue.

  3. I would like to add my desire to have a "next action" _like_ capability in smart searches. Smart Searches are really powerful. Adding a way to do next actions would be really great. But I'd like to request something different from the current Next Actions. I also think this would be easier to implement in a smart search. What I'd like is something where I specify the "level" of the next actions. Let's call this "next action" function NextTask for descriptive purposes. The argument would be the level. Now let's say I created a queue called Projects. In that queue, I could create individual projects as tasks and the actual tasks for each project would be sub-tasks. Here's my queue:

    * Project1

    OK, that's pretty simple. Now if I used this new NextTask() function and gave it level 2 by typing NextTask:(2) then it would match all the first incomplete items at level 2. That would match "P1-task1" and "P2-task2". Then say I marked P1-task2 complete. Now it would match "P1-task2" and "P2-task1".

    I would, of course, want to match this with other search primitives. So if I added tag:(@phone) then it would only match the first items at level 2 that also had the tag @phone.

    OK, now for extra credit... What I wrote above works great for sequential tasks where one thing needs to happen after another. What if I have a project with a mix of sequential and non-sequential tasks? Imagine i need to do task1 first, then tasks 2-5 can all be done once task1 is finished, then task6 after 2-5 are done. This is easily entered like this:


    For this, the NextTask:(2) should match task1 until that is complete. Then it would match the 4 tasks (task2-task5).

    Any interest... I'll beta test it. :-)