gh-krishagel-geoffrey/skills/omnifocus-manager/SKILL.md

name, description, triggers, allowed-tools, version

name	description	triggers	allowed-tools	version
omnifocus-manager	Manage OmniFocus tasks, projects, and inbox with proper tagging and organization	add task create task new task follow up with triage omnifocus triage my omnifocus omnifocus inbox clean up omnifocus check omnifocus show tasks what's due omnifocus review	Read, Bash	0.1.0

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

Available Scripts

Scripts are in ./scripts/ directory. Run via:

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

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

Key JXA patterns:

• 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

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