OmniFocus Manager Skill

Manage OmniFocus tasks with proper project assignment, tagging, and organization based on user preferences.

When to Activate

Use this skill when user wants to:

• Add/create tasks
• Follow up with someone
• Triage or review inbox
• Clean up or organize tasks
• Check what's due or available
• Query task status

User Preferences

Task Creation Philosophy:

• Always assign to a project (never leave in Inbox)
• Always set expected completion date
• Tag with person + "Follow Up" for 1:1 discussions
• Use location tags for shopping tasks

Working with OmniFocus Scripting

JXA vs AppleScript: When to Use Each

Use JXA (JavaScript for Automation) for:

• ✅ Reading data (tasks, projects, tags, inbox)
• ✅ Creating/updating individual tasks
• ✅ Adding tags to tasks
• ✅ Moving tasks between projects
• ✅ Fast, single-purpose operations

Use AppleScript for:

• ✅ Creating projects inside folders
• ✅ Creating folders
• ✅ Bulk operations on multiple projects
• ✅ Complex nested structures (folder → project → tasks)

CRITICAL DIFFERENCE:

• External JXA scripts (via osascript -l JavaScript) have limitations
• OmniJS (built-in JavaScript in OmniFocus app) has more capabilities
• Documentation examples showing new Project(name, folder) work in OmniJS but NOT in external JXA scripts

Common Pitfalls & Solutions

Pitfall	Why It Happens	Solution
Projects created at root instead of in folder	JXA parentFolder property doesn't work externally	Use AppleScript with tell folder blocks
Duplicate empty folders	Script creates folder but projects fail to nest	Always verify count of projects of folder after creation
"Can't convert types" errors	JXA type mismatch between app objects and JavaScript	Use AppleScript for complex operations
Projects appear created but aren't	Script reports success but verification shows 0 projects	Always verify after creation, never trust script output alone
Can't delete folders via script	Folders don't support deletion commands	Manual cleanup in OmniFocus UI required

Verification Patterns

ALWAYS verify operations that modify structure:

# After creating projects in folder
tell application "OmniFocus"
  tell default document
    set projectCount to count of projects of folder "Folder Name"
    if projectCount is 0 then
      return "ERROR: Projects not in folder!"
    else
      return "SUCCESS: " & projectCount & " projects created"
    end if
  end tell
end tell

NEVER assume success based on:

• Script completing without errors
• Return value claiming success
• Absence of error messages

ALWAYS verify by:

• Counting items created
• Checking container relationships
• Querying actual data structure

Error Recovery Workflow

If you create projects incorrectly:

1. STOP - Don't create more until you understand the problem
2. VERIFY - Check actual state: projects of folder "X"
3. CLEAN UP - Drop wrong projects: mark dropped proj
4. NOTE - Empty folders must be manually deleted in UI
5. FIX - Use correct method (AppleScript for folders)
6. VERIFY AGAIN - Confirm correction worked

Available Scripts

Scripts are in ./scripts/ directory.

For JXA scripts:

osascript -l JavaScript ./scripts/script-name.js

For AppleScript:

osascript ./scripts/script-name.applescript

IMPORTANT: Always use pure JXA/AppleScript, NOT Omni Automation URL scheme. The URL scheme triggers security popups for every unique script. Direct scripting runs silently.

Key JXA Patterns (for individual tasks)

• doc.inboxTasks.push(task) - create new tasks
• app.add(tag, {to: task.tags}) - add existing tags (not push!)
• task.assignedContainer = project - move to project

get_inbox.js

Returns remaining inbox tasks (matches OmniFocus Inbox perspective).

Filter logic: Tasks with no project + not completed + not dropped + not deferred to future

Output: JSON with count and task array (id, name, note, tags, dueDate)

Use when: Starting inbox triage

get_tags.js

Returns full tag hierarchy with groupings.

Output: JSON with all 129 tags organized by parent/children

Use when: Need to find correct tags for a task

get_projects.js

Returns full project/folder structure.

Output: JSON with projects and folder paths

Use when: Need to find correct project for a task

add_task.js

Creates a new task with proper tags and project.

Parameters: name, project, tags[], dueDate, deferDate, note, flagged

Use when: Creating new tasks

update_task.js

Updates any existing task (not just inbox).

Parameters: name or id, project, tags[], dueDate, deferDate

Use when: Triaging/moving tasks, adding tags

create_tag.js

Creates a new tag, optionally under a parent.

Parameters: name, parent (optional)

Use when: Tag doesn't exist for a person or category

create_projects_in_folder.applescript

CRITICAL: Creates projects INSIDE folders (not at root level).

WHY APPLESCRIPT, NOT JXA: External JXA scripts (osascript -l JavaScript) cannot reliably create projects in folders. Projects appear created but end up at root level, not in the folder. This creates duplicate folders and organizational mess.

CORRECT PATTERN (AppleScript):

tell application "OmniFocus"
  tell default document
    set myFolder to make new folder with properties {name:"Folder Name"}
    tell myFolder
      set proj to make new project with properties {name:"Project Name", note:"Description"}
      tell proj
        make new task with properties {name:"Task Name"}
      end tell
    end tell
  end tell
end tell

WRONG PATTERNS (DO NOT USE):

• ❌ JXA: new Project(name, folderNamed('X')) - only works in OmniJS, not external scripts
• ❌ JXA: project.folder = folder - sets property but doesn't move
• ❌ JXA: project.parentFolder = folder - projects still at root level
• ❌ JXA: folder.projects.push(project) - fails silently

DELETION NOTES:

• Projects: Use AppleScript mark dropped proj command
• Folders: Cannot be deleted via script - must delete manually in OmniFocus UI
• Always verify folder contents before assuming success

Use when: Creating multiple projects organized in folders (annual planning, strategic priorities, etc.)

Interface for Other Skills

If another skill needs to create OmniFocus projects/tasks, use these patterns:

Creating Individual Tasks

Call directly from other skill:

osascript -l JavaScript /path/to/omnifocus-manager/scripts/add_task.js '{
  "name": "Task name",
  "project": "Project Name",
  "tags": ["Tag1", "Tag2"],
  "dueDate": "2026-01-15",
  "note": "Optional note"
}'

Creating Folder with Multiple Projects

Build AppleScript dynamically:

1. Generate AppleScript string with folder + projects + tasks structure
2. Write to temp file: /tmp/create_projects_TIMESTAMP.applescript
3. Execute: osascript /tmp/create_projects_TIMESTAMP.applescript
4. Verify: Check count of projects of folder "Folder Name" returns expected count
5. Clean up: Remove temp file

Example structure:

tell application "OmniFocus"
  tell default document
    set targetFolder to make new folder with properties {name:"FOLDER_NAME"}
    tell targetFolder
      # Repeat for each project:
      set proj to make new project with properties {name:"PROJECT_NAME", note:"NOTE"}
      tell proj
        # Repeat for each task:
        make new task with properties {name:"TASK_NAME"}
      end tell
    end tell
  end tell
end tell

CRITICAL: Always verify after creation. Don't trust return values.

Best Practices for Folder/Project Creation

Pre-Creation Checklist

BEFORE creating projects in folders:

1. Check for existing folders:

   tell application "OmniFocus"
     tell default document
       set folderNames to name of every folder
       return folderNames
     end tell
   end tell
   

2. Verify folder doesn't already exist to avoid duplicates

3. Plan the complete structure - folder name, all project names, all tasks

During Creation

CRITICAL RULES:

1. Use AppleScript, NOT JXA for external scripts creating projects in folders
2. Create folder FIRST using make new folder
3. Use tell folder block for all project creation
4. Nest tell project blocks for task creation

Post-Creation Verification

ALWAYS verify projects are in folder:

tell application "OmniFocus"
  tell default document
    set folderProjects to projects of folder "Folder Name"
    return "Found " & (count of folderProjects) & " projects"
  end tell
end tell

If count is 0:

• Projects created at root level (wrong!)
• Need to delete and recreate using correct AppleScript pattern

Cleanup After Errors

If you create projects incorrectly:

1. Drop projects: mark dropped proj for each wrong project
2. Empty folders cannot be deleted via script - must delete manually in OmniFocus UI
3. Always verify after cleanup before recreating

Complete Example: Creating Folder with Projects

# Build AppleScript dynamically
cat > /tmp/create_folder_projects.applescript << 'EOF'
tell application "OmniFocus"
  tell default document
    set myFolder to make new folder with properties {name:"Project Folder"}
    tell myFolder
      set proj1 to make new project with properties {name:"Project 1", note:"Description"}
      tell proj1
        make new task with properties {name:"Task 1"}
        make new task with properties {name:"Task 2"}
      end tell
    end tell
  end tell
end tell
EOF

# Execute
osascript /tmp/create_folder_projects.applescript

# Verify
osascript << 'VERIFY'
tell application "OmniFocus"
  tell default document
    set projectCount to count of projects of folder "Project Folder"
    return "Created " & projectCount & " projects in folder"
  end tell
end tell
VERIFY

Tag Hierarchy Reference

Top-level categories:

• Activity - What type of work (Creative, Coding, Writing, Reading, Research, etc.)
• Energy - Required mental state (Full Focus, Short Dashes, Brain Dead, Low, High)
• Location - Where to do it (Home, Grocery Stores, PSD Sites, Other Shopping)
• People - Who's involved (Personal family, PSD staff by department)
• Groups - Team meetings (Cabinet, Engineering Team, DLI Admin, etc.)
• Time - When to do it (Morning, Afternoon, Evening)
• Communications - How to communicate (Email, Phone, In Person, etc.)
• Online - Online tools (Freshservice, Github, Google Docs)
• Standalone - Follow Up, Waiting For, Waiting, Kiwanis

People → PSD breakdown:

• Tech: Mel, Bill, Reese, Mark, Brad, Mason, Jordan, etc.
• DCRC: Jodi, Terri, Laura
• Comms: Danielle, Jake, Shana
• ESC: Ashley, John Y, Patrick, Krestin, James, Wendy, Janna, etc.
• SSOs: Moose, Brent

Special tags:

• Geoffrey - tasks that AI can assist with
• Full Focus - requires dedicated focus time

Task Routing Rules

By Task Type → Project

Task Type	Project	Default Due
Discussions with people	Meetings	7 days
Phone calls	Meetings	7 days
CoSN-related	CoSN Work	7 days
Digital Promise work	Digital Promise	7 days
AI/automation projects	AI Studio	7 days
Coding/development	Coding Projects	7 days
Research/learning	Research for Future Plans	7 days
SOP/process development	Standard Operating Procedures	14 days
Form/procedure updates	Department Procedures	7 days
District reimbursements	Purchasing & Acquisitions	7 days
Travel approvals	(appropriate project)	14 days
Data governance	Data Governance	14 days
Tech support issues	→ Freshservice ticket	N/A

By Task Type → Tags

Task Type	Tags
Discussion with person	[Person name], Follow Up
Phone call	Phone, Follow Up
Research tasks	Research
AI-assistable tasks	Geoffrey
Focus time needed	Full Focus
Admin/organizational	Organization
Safety/security related	(relevant ESC person)

Routing Signals

Goes to Meetings project:

• "talk to [person]"
• "discuss with"
• "follow up with"
• "check with"
• "call [person/org]"
• "get [thing] to [person]"

Goes to Research for Future Plans:

• "look at/into"
• "what about"
• CISA resources
• Training to consider
• External resources to review

Goes to Coding Projects or AI Studio:

• AI/automation ideas
• "build a program"
• Geoffrey capabilities
• Technical tools to explore

Needs Freshservice (skip for now):

• User-reported issues
• Equipment requests
• "doesn't work/load"
• Form rebuild requests

Common Workflows

Add a Task

1. Parse user request for: task name, person (if any), context clues

2. Apply routing rules above to determine:

   • Project - based on task type
   • Tags - person + communication method + activity type
   • Due date - based on task type timing

3. If tag doesn't exist, create it with create_tag.js

4. Run add_task.js with parameters

5. Return standardized output

Example:

User: "Follow up with Mel about the drone program"

Actions:
- Task: "Follow up with Mel about the drone program"
- Project: PSD > General Technology > Digital Innovation Leads
- Tags: Mel, Follow Up
- Due: Next 1:1 date or 7 days

Triage Inbox

1. Get inbox tasks:

   osascript -l JavaScript ./scripts/get_inbox.js
   

   This returns only remaining tasks (no project, not completed, not dropped, not deferred)

2. Present assumptions in batches (10-15 tasks):

   • Read task notes for context clues
   • Apply routing rules to suggest project, tags, due date
   • Flag unclear tasks that need user input

3. Ask clarifying questions:

   • Who is [person/acronym]?
   • Which project for [ambiguous task]?
   • Should this be skipped (needs email context)?

4. Batch update confirmed tasks:

   osascript -l JavaScript ./scripts/update_task.js '{"name":"...", "project":"...", "tags":[...], "dueDate":"..."}'
   

5. Create missing tags/projects as needed:

   osascript -l JavaScript ./scripts/create_tag.js '{"name":"PersonName", "parent":"ESC"}'
   

6. Skip tasks that need:

   • Email context (user needs to read first)
   • Freshservice ticket creation
   • More information to route properly

Triage output format:

## My assumptions on remaining tasks:

| # | Task | Project | Tags | Notes |
|---|------|---------|------|-------|
| 1 | task name | Meetings | Person, Follow Up | context |

**Questions:**
- #X: Who is [person]?
- #Y: Which project for this?

Which numbers need correction?

Clean Up Tasks

1. Find tasks that are:
   • Overdue
   • Stale (no activity)
   • Missing tags
   • In wrong project
2. Suggest actions:
   • Complete
   • Defer
   • Delete
   • Re-tag
   • Move

Error Handling

If OmniFocus not running:

Status: ❌ Failed
Error: OmniFocus is not running. Please open OmniFocus and try again.

If tag not found:

• Check for similar tags (fuzzy match)
• Suggest creating new tag
• Ask user to clarify

If project not found:

• List available projects in that domain
• Suggest closest match
• Ask user to specify

Output Format

Always use standardized format:

## Summary
Created task with proper tags and project assignment

## Actions
- Created task: "[task name]"
- Project: [full project path]
- Tags: [tag1, tag2, tag3]
- Due: [date]
- Notes: [if any]

## Status
✅ Complete

## Next Steps
- Task appears in [relevant perspective]
- Follow up scheduled for [date if applicable]

Future Enhancements

• Batch task creation
• Smart project suggestion based on content
• Calendar integration for due dates
• Recurring task patterns
• Perspective queries
• Task completion tracking