Workflows

Pinwork can stay simple: capture tasks, plan the day, and finish what matters.

When you need more structure, you can add projects, tags, and optional GTD-style workflow tools. Use only the parts that help you.

Start simple

You do not need to set up a full system first. Capture tasks, use Today, and add projects or GTD tools only when they solve a real problem.

Process the Inbox

Inbox is where unscheduled captured tasks wait until you decide what they mean.

When processing Inbox, you can:

• schedule a task for Today or a future date
• move it into a project
• add tags
• complete it if it is already done
• archive or delete it if it is no longer needed

The goal is simple: get loose tasks out of Inbox and into the place where you will actually act on them.

Inbox is temporary

Inbox is best used as a holding area. Move tasks out when you know whether they belong on a date, in a project, under a tag, or out of the system entirely.

Plan with Today and Upcoming

Today is the default starting view. It shows tasks scheduled for today and work that needs current attention.

Upcoming shows work ahead on an interactive schedule. You can drag tasks between days to change their When date.

Use projects

Projects group related tasks, goals, or areas of work.

A project can be:

• Active
• On Hold
• Completed
• Dropped

Completing a project changes the project status to Completed. It does not complete every task inside the project.

Dropping a project changes the project status to Dropped. It does not delete the project or cascade-delete its tasks.

Putting a project On Hold keeps it non-terminal and visible in project flows. Reactivating a completed or dropped project clears its completed timestamp because it is no longer terminal.

Project status changes are undoable.

Project status is not task status

Completing or dropping a project changes the project. It does not automatically complete, cancel, or delete every task inside it.

Delete a project

Deleting a project is destructive.

When you delete a project, Pinwork deletes the project and all tasks assigned to it. This is a cascade delete, not an unassign or archive action.

If deleted tasks have linked Calendar events, Pinwork attempts to remove those events too.

The confirmation names the project and shows the number of tasks that will be deleted when tasks exist.

Project deletion is undoable. Undo recreates the project, recreates the deleted tasks with their original project assignment, and restores project ordering records.

Project deletion deletes tasks

Delete a project only when you also want to delete its assigned tasks. To keep a task, remove it from the project instead.

Remove a task from a project

If you want to keep a task but take it out of a project, use No Project or remove the project from the task’s project field.

That clears the task’s project assignment. It does not delete the task.

Use tags

Tags are flexible labels that can be used across projects and lists.

A task or project can have multiple tags. Tags are useful when a task belongs to a context, person, client, tool, or area that cuts across project boundaries.

Delete a tag

Deleting a tag removes that tag from every task and project using it.

The tasks and projects stay in Pinwork. Only the tag is removed.

Tag deletion also unpins the tag if it was pinned and removes any custom color for that tag.

The confirmation says tag deletion cannot be undone.

Tag deletion is global

Deleting a tag removes it everywhere that tag is used. The tasks and projects stay, but the tag itself is gone.

Turn on GTD mode

GTD mode is optional. It adds extra workflow surfaces when you want them, and stays out of the way when you do not.

GTD is optional

Pinwork works as a normal task app without GTD mode. Turn it on only if Waiting For, Someday/Maybe, Next Actions, and Review match the way you work.

Turn on Enable GTD Mode in Settings under Behavior or Workflow.

When GTD mode is on, Pinwork adds:

• Waiting For
• Someday/Maybe
• Review
• Waiting and Someday/Maybe status choices
• GTD project controls
• Next Action tools

On iPhone, GTD destinations appear in Browse. On iPad and Mac, they appear in the sidebar’s GTD section.

Turn off GTD mode

If Waiting or Someday/Maybe tasks already exist, Pinwork asks what to do with them when GTD mode changes.

You can keep Waiting and Someday/Maybe tasks as they are, or move them to Not Started.

Keeping them leaves task statuses intact and changes only visibility.

Moving them converts all Waiting and Someday/Maybe tasks to Not Started before the setting changes.

Changing GTD mode can change tasks

If you choose to move Waiting and Someday/Maybe tasks to Not Started, Pinwork updates those tasks in bulk. Review the choice before confirming.

Waiting For

Use Waiting For for tasks you are blocked on because someone or something else needs to act.

Moving a task to Waiting:

• sets its status to Waiting
• clears its Next Action flag
• keeps it in the Waiting For list even if it is deferred or rescheduled
• hides it from Today by default

New tasks created directly from Waiting For are seeded as Waiting.

Someday/Maybe

Use Someday/Maybe for ideas you want to keep but not actively work on.

Moving a task to Someday/Maybe:

• sets its status to Someday/Maybe
• clears its Next Action flag
• clears its When date
• clears calendar link metadata
• removes recurrence
• clears rollover state

New tasks created directly from Someday/Maybe are seeded as Someday/Maybe.

GTD projects and Next Actions

A project can be marked as a GTD project.

GTD project status is separate from the project’s lifecycle status. A project can be Active or On Hold and also be marked as a GTD project.

Once a project is marked as a GTD project, you can choose a Next Action.

A Next Action must:

• belong to that project
• not be Waiting
• not be Done
• not be Canceled

Only one task can be the current Next Action for a project. Setting a new one clears the previous Next Action flag in that project.

Review

Review is a guided check of the lists that tend to drift.

It has four steps:

• Clear Inbox
• Projects Need Next?
• Waiting For
• Someday/Maybe

On iPhone, Review uses a paged flow. On iPad and Mac, it uses a dashboard with a step rail and selected-step content.

Review completion is based on the current state of your Inbox, GTD projects, Waiting For, and Someday/Maybe lists.

Clear Inbox during Review

The Clear Inbox step uses normal task-list components plus review actions.

It can help you complete, schedule, or archive Inbox tasks so Inbox becomes empty.

The empty state is Inbox Empty.

Projects Need Next?

This Review step lists active GTD projects that do not have an active Next Action.

Each project loads actionable project tasks. Select one task to set it as the project’s Next Action.

If every active GTD project already has an active Next Action, the step shows All Projects Covered.

Review Waiting For and Someday/Maybe

These Review steps reuse the Waiting For and Someday/Maybe task lists.

Task actions inside Review use their normal task behavior, including undo where available.

Related

• Working with tasks: status, gestures, duplicate, delete, archive, and convert-to-project behavior.
• Scheduling a task: When, Deadline, defer, snooze, and recurrence.
• Calendar: how project and task actions interact with linked Calendar events.