How to Create Tasks with Structured AI

The ✨ Structured AI is an AI-based tool, which assists you in organizing your days even easier and quicker. You can either write or tell instructions to the Structured AI, or scan a physical day planner or to-do list to create, edit or delete tasks.

This feature is not available on 🤖 Android and 🌐 Structured Web yet.
Please note that this is a premium feature that requires ⭐️ Structured Pro.

There are three ways in how the Structured AI can handle tasks:

1. Create new tasks:
   The Structured AI can create new tasks to your timeline or inbox and considers existing tasks. This Help Center article mainly describes how to create new tasks with Structured AI.

2. Edit existing tasks:
   The Structured AI can edit existing tasks. This is especially helpful if your plans have changed or you're running late, and you wish to reschedule tasks. You can learn more about editing tasks with Structured AI here.

3. Delete existing tasks:
   The Structured AI can also delete existing tasks. This can be useful if your plans change, e.g., when you're on Holiday and wish to delete all work-related tasks. You can learn more about deleting tasks with Structured AI here.

To find the Structured AI, tap the ✨ AI symbol in the tap bar. On iPad and Mac, you will find the Structured AI in the top-right corner.

There are four different ways of instructing the Structured AI:

1. Instruct via text input

2. Instruct via voice command

3. Instruct by scanning a document

4. Instruct by uploading a document

The first option to instruct the Structured AI is via text:

1. Tap the ✨ Structured AI in the tap bar.

2. To write out your instructions, tap into the text field at the bottom of the screen.

3. Describe in max. 2,000 characters what you intend to plan, using timeframes and precise instructions. When you are finished declaring your plans, tap on the Generate button.

4. Based on your instructions, the Structured AI will now generate tasks or suggest changes for exiting tasks for you.

5. You can check the suggested tasks and if you're happy with the results, you can simply tap Accept All at the end of the suggested tasks.

6. Alternatively, if you want to change something, like the color or add subtasks, you can do so by tapping on the Edit button.

7. Once you're happy with the task, tap Add to add the task to your timeline. You can check your newly added task by switching between the timeline view and the Structured AI editing mode.

If you are unhappy with the results, you can discard single task suggestions by tapping on Discard. You can also tap on the Your plans field at the top to adjust your verbal instructions and tap Regenerate.

The second option to instruct the Structured AI is via voice command:

1. Tap the ✨ Structured AI in the tap bar.

2. To instruct the Structured AI verbally, tap on the little microphone symbol at the bottom right.

3. Start telling the Structured AI in max. 2,000 characters what you intend to plan, using timeframes and precise instructions. When you are finished declaring your plans, tap on the Square button in the bottom-left corner.

4. Now you can reread what you recorded and if you are satisfied, tap the Generate button.

5. Based on your instructions, the Structured AI will now generate tasks or suggest changes for exiting tasks for you.

6. You can check the suggested tasks and if you're happy with the results, you can simply tap Accept All at the end of the suggested tasks.

7. Alternatively, if you want to change something, like the color or add subtasks, you can do so by tapping on the Edit button.

8. Once you're happy with the task, tap Add to add the task to your timeline. You can check your newly added task by switching between the timeline view and the Structured AI editing mode.

If you are unhappy with the results, you can discard single task suggestions by tapping on Discard. You can also tap on the Your plans field at the top to adjust your verbal instructions and tap Regenerate.

The third option to instruct the Structured AI is by scanning physical documents, such as day planners or to-do lists.

1. Tap the ✨ Structured AI in the tap bar.

2. Put your document you want to scan onto an even background in a straight position.

3. To scan a document, tap on the little scan symbol at the bottom right. Select the Scan with Camera option.

4. Your camera will open and you can start scanning your document. Usually, the Structured AI will automatically finish the scanning process, but you can also tap on the round trigger button on the bottom.

5. You can take a look at your scanned document and check whether it is in the right position and adjust the corners. Tap on Save in the bottom-right corner to save your scan.

6. Now, you can instruct the Structured AI on what to do with the scan. For example, you can tell it to add all tasks from your scan to your timeline.

7. Once you're happy with your input, tap on Generate.

8. Based on your instructions, the Structured AI will now generate tasks or suggest changes for exiting tasks for you.

9. You can check the suggested tasks and if you're happy with the results, you can simply tap Accept All at the end of the suggested tasks.

10. Alternatively, if you want to change something, like the color or add subtasks, you can do so by tapping on the Edit button.

11. Once you're happy with the task, tap Add to add the task to your timeline. You can check your newly added task by switching between the timeline view and the Structured AI editing mode.

If you are unhappy with the results, you can discard single task suggestions by tapping on Discard. You can also tap on the Your plans field at the top to adjust your verbal instructions and tap Regenerate.

The fourth option to instruct the Structured AI is uploading existing pictured or scans from your camera roll.

1. Tap the ✨ Structured AI in the tap bar.

2. Tap the little scan symbol at the bottom right and tap on Add from Photos. Before adding a photo from your camera roll, you might have to grant Structured permission to access your photos or at least select single photos.

3. After uploading the picture, you can instruct the Structured AI on what to do with the scan. For example, you can tell it to add all tasks from your scan to your timeline.

4. Once you're happy with your input, tap on Generate.

5. Based on your instructions, the Structured AI will now generate tasks or suggest changes for exiting tasks for you.

6. You can check the suggested tasks and if you're happy with the results, you can simply tap Accept All at the end of the suggested tasks.

7. Alternatively, if you want to change something, like the color or add subtasks, you can do so by tapping on the Edit button.

8. Once you're happy with the task, tap Add to add the task to your timeline. You can check your newly added task by switching between the timeline view and the Structured AI editing mode.

If you are unhappy with the results, you can discard single task suggestions by tapping on Discard. You can also tap on the Your plans field at the top to adjust your verbal instructions and tap Regenerate.

The Structured AI supports basically all languages that are supported by Open AI. For verbal instructions, we recommend using the language the Structured app is set up to.

You can learn more about the languages supported in Structured and how to change them here.

Try using these tips when using the Structured AI to get optimal results:

• Refer to specific times now and then. In between, you can also use relational terms. For example, say “I will eat breakfast at 8:00 for half an hour, afterward I will go to work.”

• Say which day you are talking about. The Structured AI already knows the current day and time, so you can say “Tomorrow at 9 AM”.

• List multiple things to create subtasks. This can be a grocery list or a morning routine. For example, say “I will do my morning routine, which consists of a shower, brushing my teeth and drinking a coffee”

• Add notes by telling it more details. For example: “At 12, I’ll eat lunch at the Italian restaurant downtown”.

• When scanning documents, ensure your tasks have timeframes, e.g. "3 PM - 4 PM dance class".

The Structured AI unleashes almost endless opportunities to plan your days. Following, we will provide you with some examples:

• Create a recurring task for weekly sports classes on Thursdays from 5 to 6 pm.

• Create an inbox task including household duties as subtasks.

• Create a grocery shopping list with ingredients to make Thai curry, as well as another task with instructions on how to cook this Thai curry for tonight at 6pm.

• Create a beginner's run schedule for the next 4 weeks, preferably in the morning with increasing durations.

• Create a vacation schedule for planning sights to see in the city you are visiting.

• Create a positive affirmation for every morning at 8 am.

The Structured AI is capable of mmanyfunctionalities. However, every AI makes mistakes and has some limitations.

• For long requests, the Structured AI will take some time to respond. Structured will warn you if your input is too long. Then you might have to split it up into multiple requests.

• If you don't allow Structured AI to read your existing tasks, it doesn't consider them.

• If your instructions are too vague or if you don't add instructions to your scan, the Structured AI might struggle to come up with an input.

• Tasks that extend into the next day cannot be created with the Structured AI.

• Sometimes the Structured AI can be overloaded, preventing Structured from connecting to it. This might lead to an error when you are trying to set up tasks.

If the connection fails, or you receive an error message when using the Structured AI, click here to check out our troubleshooting.

This feature uses an external service by OpenAI to generate the response. Therefore, some data will be sent to our and OpenAI's servers. The data includes our query and an anonymous user identifier, and may be stored for up to 30 days on our and OpenAI's servers to help improve the feature.

We do not sell any data or use it for anything else! Also note that the AI is always deactivated when you are not using the Structured AI. You can learn more about our Privacy Policy here.