Omni Roadmap 2019

by Ken Case on January 28, 2019

Welcome! Each January, we like to pause and reflect on the past year’s accomplishments and to share a roadmap of where we’re headed in the coming year. Not that we always get where we’re headed by the end of the year—the future is never certain!—but even if we don’t quite make it there, I think it’s always useful to understand the direction we’re headed in.

Looking back at 2018

We had a lot of ambitious goals in our roadmap for 2018. Over the course of the year, we shipped around 90 updates to our native apps. If those releases had been distributed evenly across the whole year, it would average about three updates per month for OmniFocus, an update every few weeks for OmniGraffle, and updates every month for OmniPlan and OmniOutliner. Of course, the distribution of those releases wasn’t even, so some months (or weeks) saw more updates than that—and I’m also not including all the TestFlight and public test builds that led up to our big product releases of the year: OmniOutliner 3 for iOS, OmniFocus 3 for iOS, and OmniFocus 3 for Mac.

Looking beyond all the product releases, one of the most interesting things about 2018 at Omni is that for the first time in our 26-year history we’ve been working on making a product for something other than an Apple (or NeXT) platform. In our previous roadmap I noted that we were working on building OmniFocus for the Web, and at the end of July we invited people to sign up to help us test it. Over the next three months, we pushed out frequent updates to the web service and sent out nearly 10,000 invitations before opening the doors wide so anyone who signed up would get an instant invite.

When planning each year’s roadmap, we reserve some time to adapt to changes in the platforms we develop for. Apple gave us a lot of great new technology to work with over the summer, with Siri Shortcuts for iOS and Dark Mode for Mac—and then gave us even more in the fall, with Apple Watch Series 4. We adopted all of these, with several updates shipping the day Apple shipped those features and most others coming within a few weeks. In the case of adopting the latest 10.14 Mojave features, this did mean saying goodbye to support for 10.12 Sierra—which made for a good opportunity for me to write a forum post explaining how we determine system requirements.

We also spent some time last year on site licensing, making it easier for businesses, schools, and other organizations to license and deploy our iOS apps. In December, we shipped OmniGraffle 3.9, the first of our apps to support site licenses on iOS.

For those interested in a peek behind the curtain at Omni, our podcast “The Omni Show” really came into its own in 2018, going from 4 episodes to 30 (now 32 as of this week). It truly has been a great way to get to know the people and stories behind our apps—I’ve certainly learned things about my coworkers that I hadn’t known before! It’s also been a good place for us to discuss our roadmap, to explain design decisions or the ramifications of new features (like tags or revamped custom perspectives), and even to talk about implementation details like how we built OmniFocus for the Web. And for those who need prefer or need to read (or skim or search) rather than listen, I should note that we provide a written transcript of each episode.

While we did get a lot done last year, we didn’t finish everything I hoped to get done! As I noted at the top, our annual roadmaps are a statement of direction, not timing. Last year, I mentioned both OmniFocus Automation and OmniFocus Collaboration in the roadmap, with the caveat that I didn’t know the exact timing of when those features would ship—other than that they wouldn’t be in the initial OmniFocus 3.0 release. Well, it’s true, they weren’t in the initial 3.0 release. Neither were the new repeatedly-prompting notifications—or for that matter, Mac notifications of any sort. But while the timing was unknown, the direction was sound! Everything on that list is still very much a part of our plans—and this seems like a good point to transition over to talking about our plans for 2019!

Looking ahead at 2019

We’ve kicked off 2019 by shipping OmniFocus 3.2 for Mac, bringing rich support for custom notifications to the Mac. We’re also very close to shipping some updates to OmniGraffle for Mac and iOS which improve text handling—including the ability to wrap text to the edges of arbitrary shapes, a feature I’ve wanted in OmniGraffle since we shipped its first version nearly 18 years ago.

But our primary focus now is shipping OmniFocus for the Web, along with the optional OmniFocus subscriptions which are needed to support that web service. OmniFocus for the Web is currently in a wide-open public test period, and—other than billing—all the features we planned for the initial launch are now in place! What features are those? Well, quoting from last year’s roadmap:

It will be greatly simplified from the OmniFocus you know: it won’t have custom perspectives or notifications or maps. It won’t have Review. It won’t let you set up new repeating tasks (though it will correctly handle repeating tasks that are already set up). Its capabilities will be a lot more like what we shipped in our very first iPhone app: you’ll be able to see the lists of tasks in your Inbox, Projects, and Tags, with their associated notes and due dates. You’ll be able to edit basic information about those tasks (checking them off, assigning a due date, changing a title or note) and of course you’ll be able to add new tasks.

Now, I really shouldn’t undersell what’s already there—in fact, I’m quite happy to report that most testers giving us feedback have been impressed with the level of functionality and polish we have in place, which goes beyond the initial goals listed above. But for this initial launch, most of the work we’ve been doing has been less focused on features, and more focused on providing a scalable, reliable service which works on a variety of browsers and which can be used by thousands of people at once.

Assuming this foray into completely new territory goes well, we certainly do look forward to bringing additional features to the web app! We’re already starting to think about how to implement other features our native apps have, like the built-in Forecast view and synced custom perspectives. And, of course, we’re looking at localizing the web app into a dozen languages—just like we do with our native apps. What comes first, though, depends at least partially on feedback: we look forward to hearing from our subscribers about the things that matter most to you!

Beyond the web app, we do have several big features left over from last year that are still very much on our plates. We’re continuing to work on site licensing, JavaScript-based automation in OmniFocus and OmniPlan, and sharing linked tasks in OmniFocus—which will also lay the groundwork for sharing linked tasks between OmniFocus and OmniPlan. We’re still planning to implement persistently-reminding notifications in OmniFocus, that will keep reminding you to do something until you’ve told the app you’ve done it. And we’ve heard from many customers about how painful it is to switch due times around when traveling, so we’re planning to add support for times with floating time zones.

So we do have some new features coming this year. But while 2018’s roadmap was almost entirely focused on new features (with tags and manual sorting and flexible scheduling and flexible notifications and batch editing), the overall theme of our work for 2019 across all our product lines will be to improve the flow of using our apps. We’ll be reviewing the ways customers navigate our apps—making them easier to navigate on small touch devices, more efficient to use from a keyboard, and more accessible to the sight-impaired. We’ll be improving integration between our own apps (such as linking tasks between OmniFocus and OmniPlan), between our apps and others (such as OmniGraffle’s import and export of Visio and SVG files), and with the rest of the system. We’ll be tracking down and fixing rare crashes and other bugs. And we’ll be taking a hard look at performance issues, so our apps respond to your input faster.

We do love building new features. (We’ve done a lot of that recently!) But we’re also dedicated to making apps of the highest quality—and to accomplish that we think it’s important to take a step back from time to time, to make sure that all the features we’ve already built are as polished and useful to everyone as they can be!

(Feedback? I’d love to hear from you! You can find me on twitter at @kcase, or send me email at

Introducing Optional OmniFocus Subscriptions

by Ken Case on December 3, 2018

As long-time readers know, we’ve worked very hard over the last ten years to implement our flexible, customer-friendly licensing model in the App Store. When we started, the App Store only supported a pay up front model, which was far more limited than what we’d been used to with our own direct sales. But over the years, with the introduction of new technologies like in-app purchases and updated policies, we’ve gained the flexibility we now enjoy which lets us offer trials, upgrade discounts—and even price protection (so recent purchasers get a free upgrade to a new major version of the app when it ships).

In my last blog post, I also described how we’re working on making it easier for businesses, schools, and other organizations to license and deploy our iOS apps.

We think our current licensing model meets a lot of needs, and we will continue to offer this model for licensing our apps: we prefer for customers to view our apps as an investment, not an expense.

But our current model doesn’t cover every situation. It’s designed for software that you run on your own devices, where you can buy something from us and run it for as long as you wish (so long as you keep a compatible system around to run it). With this model, we still have customers running software they purchased from us 20+ years ago. (That’s a good investment!)

But as I mentioned in January’s roadmap, OmniFocus for the Web is a different sort of product. It’s a version of OmniFocus that runs on our computers, not yours. Running it on our computers means we have to maintain those computers, their network connections, power, and so on, as a constantly available online service, for as long as customers use the product. Running that service costs us money every month, so if we want the service to be sustainable we need an income stream which brings in money every month to cover those costs. In other words, this service model requires subscriptions—an arrangement where customers pay us money each month to keep the service going.

Beyond supporting this new service model, there are some other benefits to offering subscription pricing as an option. Some of you have told us that you’re frustrated by our current “a la carte” pricing model, where each edition of the app is purchased separately. That you would prefer the option to pay a subscription each year which covers the price of future upgrades and unlocks the app everywhere. That you’d rather not have to worry about when the next major upgrade is coming, budgeting for how much that will cost. That you don’t want to have to think about whether you’ve bought the app for Mac or for iOS; that instead, you just want to use it on whichever device you happen to be using. Offering a subscription option for our desktop and mobile apps would help with all of these requests.

To that end, when OmniFocus for the Web ships we’ll be rolling it out as part of a new OmniFocus subscription offering. This subscription will grant you access to OmniFocus for the Web, and will also unlock the Pro edition of OmniFocus on all of your other devices. Your subscription will cover the cost of all upgrades, so you’ll get the new OmniFocus 3 release today—and, when OmniFocus 4 ships some years down the road, you’ll get an automatic upgrade to it as well.

Now, some of you have already paid to upgrade to OmniFocus 3. If you have what you need, you don’t need to change anything: you can keep using OmniFocus 3 as you have been doing. New customers will also continue to be able to make a simple one-time investment to unlock OmniFocus 3 on their devices. We’re offering subscriptions as an additional purchasing option, not as a replacement for the existing options.

The OmniFocus subscription will cost $9.99/month, giving you access to the web service as well as OmniFocus Pro on all your Mac and iOS devices. If you’ve already invested in OmniFocus 3 and just want to add the web service, the cost for that will be $4.99/month.

These subscription options will be available when OmniFocus for the Web ships next month quarter.

I should note that subscriptions do have significant downsides. The initial cost to start using the product is lower, but over time subscriptions will end up costing more—and unlike our one-time purchases, it’s not an investment: when you stop subscribing to OmniFocus you’ll lose access to the things that were being provided by that subscription. When a subscription ends you won’t be able to use OmniFocus for the Web any more—and any OmniFocus apps running on your own devices will go back to whatever state they were in before you subscribed. (If you never unlocked those apps, that means they’ll go into a free viewer mode where you can access your data and export it, but can no longer edit it.)

Whether subscriptions make sense for you is something only you can decide. But we’re pleased that we will soon be able to offer you that choice!

(Feedback? I’d love to hear from you! You can find me on twitter at @kcase, or send me email at

Business Licensing for Omni’s iOS Apps

by Ken Case on October 29, 2018

We’re working on making it easier for businesses, schools, and other organizations to license and deploy our iOS apps.

In 2016, we started switching our apps over to free downloads with in-app purchases. This solved a lot of problems for consumers who purchase our apps through the App Store, by enabling free trials, upgrade discounts, and free upgrades for recent purchases. Unfortunately, switching to in-app purchases made it much more difficult for businesses and schools to purchase our apps through the App Store, since Apple’s Volume Purchase Program (which lets organizations purchase apps) doesn’t support in-app purchases.

For the last few years, we’ve been working around this limitation on Mac by simply avoiding the App Store for sales to businesses and other organizations. Our apps all predate the Mac App Store, so customers have always had the option of purchasing and downloading those apps directly from us with options for volume and educational discounts. But our iOS apps are exclusively distributed through the App Store, and until now the only way to unlock our iOS apps has been to use in-app purchases.

Looking around at how other people have solved this problem, one of the better approaches is to offer a single sign-on based licensing solution. (This is an approach Microsoft supports for licensing Office 365, for example.) The idea is that an organization will purchase licenses for use by a team, and the app will offer to let team members sign in with a set of credentials which will be verified by that organization using their single sign-on server. This lets the organization be responsible for purchasing and distributing their team’s licenses—including redistributing licenses when appropriate.

We’re currently working with some of our large enterprise customers to make sure this solution works for them—and we would love to hear from any other businesses or schools who might be interested in licensing our iOS apps so we can make sure this approach will work for you as well.

So if you work for a business or school that might be interested in purchasing the iOS edition of any of our apps (OmniGraffle, OmniPlan, OmniFocus, or OmniOutliner), please get in touch! Our solution to this problem isn’t finalized yet, and we’d love to work with you to make sure that we solve this in a way that will work for you. You can reach us by emailing or by calling 800-315-OMNI (or +1 206 523-4152)—and you’re welcome to cc me directly, at

We look forward to hearing from you!

Omni Roadmap 2018 — Q4 Update

by Ken Case on October 29, 2018

Welcome! What an incredible year we’ve been having!

Back in January’s roadmap, I shared our plans for 2018. The big news from that roadmap was OmniFocus 3—which shipped for iOS in May, and for Mac in September.

Now that isn’t all we’ve been doing: we also shipped a number of major updates to OmniGraffle (improving SVG import/export, line routing, auto layout, mouseless editing, and adding Dark Mode), OmniPlan (making it easier to sync and share projects, and improving its integration with Google Calendar), and OmniOutliner (with version 3 for iOS). And, of course, we also shipped some major updates to support iOS 12’s Shortcuts, Mojave’s Dark Mode, and the new Apple Watch Series 4.

With the release of OmniFocus 3 came a lot of new OmniFocus customers, and I’m afraid this means we haven’t been able to respond to OmniFocus queries within one business day the way we usually do. Let me offer our apologies to anyone who has had to wait longer than usual for a response! Our sales and support teams have been working overtime to catch up, and we’ll get back to each of you as soon as we can. But in the meantime, if you have an urgent issue which is blocking you from using the app please don’t hesitate to escalate your problem to so we hear about it sooner.

So what’s next?

If you review our January roadmap and this year’s blog posts, you’ll see that we’ve shipped a lot of the things we’d planned—and a number of things we didn’t. But we’re not done with 2018 yet! The OmniGraffle team is currently working on a number of improvements to our text support. OmniOutliner has a Dark Mode update in public test which is nearly ready to ship. OmniPlan also has a Dark Mode update ready to go, but has been waiting as they try to squeeze in a few last fixes before dropping support for macOS 10.12 (Sierra). And the OmniFocus team is working on adding support for background notifications on Mac.

OmniFocus for the Web has been coming along well, and this week we’ve been sending 1,000 invitations a day to people who have volunteered to help test it at scale. (I anticipate that people who sign up today will be receiving their invitations to help test on Wednesday.)

We’re also working on new options for licensing our software, to make it easier for businesses to buy and deploy our apps. Switching our apps over to free downloads with in-app purchases solved a lot of problems for consumers who purchase our apps through the App Store: enabling free trials, upgrade discounts, and free upgrades for recent purchases. Unfortunately, those changes made it much more difficult for businesses customers to purchase our apps through the App Store, since the Volume Purchase Program (which lets businesses purchase apps) doesn’t support In-App Purchases. We’ve been working on solving this problem, and I’ll be sharing more about that in my next blog post!

Some other items mentioned in January’s roadmap, like OmniFocus automation and collaboration, are still very much in our plans—but we can only work on so many things at once, so they’re unlikely to be done by the end of the year (which is now only two months away!). Stay tuned for more news on those fronts early next year.

Thank you for all your support in 2018! We have some more great releases coming your way in these last few months, and I look forward to sharing our 2019 roadmap in January.

(Feedback? I’d love to hear from you! You can find me on twitter at @kcase, or send me email at

Omni Roadmap 2018

by Ken Case on January 26, 2018

Welcome! Each January, we like to pause and reflect on the past year’s accomplishments and to share a roadmap of our plans for the coming year. There’s a lot to share this year—particularly about our plans for OmniFocus in 2018—so let’s dive right in!

Looking back at 2017

Last year (our 25th!), our 2017 roadmap talked about switching our App Store apps to free downloads to let us offer trials and upgrade discounts, and shipping OmniOutliner 5 for Mac. It also talked about bringing more of the power of the desktop to our iOS apps—introducing powerful JavaScript-based automation, and reducing the number of taps it takes to do things by updating our app designs to take advantage of the iPad’s larger screens.

OmniOutliner 5 for Mac

With OmniOutliner 5 for Mac, we wanted to help people discover and understand the benefits of a general-purpose outlining tool: it’s the tool that helps us capture a bunch of chaotic, abstract thoughts and put them together into an organized, coherent whole. We started by rolling together the old functionality of the old Standard and Pro editions into a new, lower-priced and more capable than ever Pro edition with new support for advanced filters, encrypted documents, and JavaScript-based automation. We also introduced a low-cost ($9.99!), easy-to-use Essentials edition for beginners who want to get a taste of what outlining is all about. (And by offering the app as a free download in the App Store, we were able to give people a free two-week trial, as well as offering existing customers a 50% discount on the upgrade.)

OmniGraffle 3 for iOS

When OmniGraffle 3 for iOS shipped, it gave iPad customers a first look at our new slide-in pane design. Rather than tapping to open an inspector every time you want to change a shape’s attributes (and then tapping again to close it before you can return to work on your canvas), you can just open the slide-in inspector and leave it open while you work. On a large 12.9” iPad Pro you can go even further, leaving open a persistent navigation pane on the left at the same time as your inspector pane is open on the right. (Of course, you can also dismiss either pane with a tap whenever you want to eliminate those distractions to focus on your document’s content.)

These slide-in panes have made the app much more efficient to work with, so we brought them to OmniPlan 3 for iOS last year in a free update (v3.6, which also introduced a Dark theme) and will also be bringing them to OmniOutliner and OmniFocus very soon. (But that’s getting ahead of myself: I still have more to say about 2017!)

iOS 11 updates: Siri, Drag and Drop, Files and more

It turns out we weren’t the only people thinking about how to bring more of the power of the desktop to iPads last year. In June, Apple unveiled iOS 11 at their Worldwide Developer Conference (WWDC), and they added support for all sorts of great productivity features, including Siri integration, system-wide support for Drag and Drop, and centralized document management. We had free updates to OmniFocus, OmniGraffle, and OmniPlan ready to take advantage of these new capabilities on the day iOS 11 shipped.

We rounded out 2017 with updates to our JavaScript-based automation for OmniGraffle 7 and OmniOutliner 5, a public TestFlight of OmniOutliner 3 for iOS, and a first hint at our plans for OmniFocus 3. (Oh, and we started a little podcast called The Omni Show, where you can get to know the people and stories behind our apps. We’re also now on Slack.)

Looking ahead to 2018

Yes, yes, last year was great. But that’s the past! What’s next for the Omni Group? When will OmniOutliner 3 be shipping? And what’s this about OmniFocus 3?

OmniGraffle for Mac: 7.6, 7.7, 7.8, …

We’re kicking off the year with a free OmniGraffle 7 update for Mac, v7.6—also known as “The Big Stencils Update.” You can now place the Stencil Browser in the left sidebar of your document, so it’s available while you work on your canvas and inspect other objects. (You can also place it in the right sidebar, or a popover, or open the whole browser—or even just individual stencils—in their own floating windows.) And it’s easier than ever to customize lightweight stencil collections by dragging objects from the canvas right onto the stencil browser (rather than having to open the stencil in a separate editing window).

Customers have been writing to tell us how much more efficient 7.6’s updated stencil design is for their workflow; if you haven’t tried it yet, I hope you’ll do so and let us know what you think! (Again: if you already own OmniGraffle 7, this is a free update. If not, we have a free two-week trial available!)

Right on the heels of 7.6, we’ve already started the public test for 7.7, which focuses on improving our support for importing and exporting SVG. And after that, 7.8 will be focused on diagramming improvements—so if you have any diagramming needs you’d like us to be thinking about, we’d love to hear from you: please email us at!

OmniPlan 3.9, 3.10, …

OmniPlan for Mac’s first release of 2018 will include two popular feature requests: a new “Project Summary Inspector” that offers quick access to project total values (like total cost and total duration), and a new timescale feature for customizing Dashboards created in OmniPlan Pro.

Looking further into 2018, we are excited about our plans to refine and enhance OmniPlan Pro’s publish & subscribe sync functionality. We also plan to bring the powerful JavaScript-based automation that has already been introduced in OmniGraffle and OmniOutliner to OmniPlan for Mac and iOS.

OmniOutliner 3 for iOS

We’ve been working hard on OmniOutliner 3 for iOS for the past year, and we’re just putting the finishing touches on it now before submitting it to Apple for their approval to distribute the app on the App Store. We’ll have a lot more to say about OmniOutliner 3 when it’s shipping next month, but let me just note that this will bring both the Essentials and Pro editions to OmniOutliner for iOS for the first time: Essentials with its clean, simplified outlining experience, and Pro with its advanced feature set (including saved filters, encrypted documents, and powerful JavaScript-based automation). Upgrade discounts will be available—but it’s also worth noting that anyone who has purchased OmniOutliner 2 within the last year(!) will get a free upgrade to the Pro edition of 3 when it ships.

OmniFocus 3, for iOS and Mac

OmniFocus is now ten years old! A lot has changed in those ten years: when we first shipped OmniFocus, our primary use case was centered on the Mac. OmniFocus didn’t have a way to sync your data between devices; there were no third-party iPhone apps. No notifications. No iPad. No Siri.

Fortunately, there were some fundamental things that we worked hard on for v1.0 which have stood the test of time. Like how to tackle large problems by breaking them down into smaller pieces. How to indicate that some tasks won’t be available until other tasks are completed, so we don’t prompt you to work on something you can’t actually work on yet. Focusing on an important folder or project or context and hiding everything else to reduce distraction. Periodically reviewing (and potentially dropping or archiving) your projects to make sure that what your system is keeping track of is relevant, not noise. The strength and stability of those fundamentals has helped OmniFocus succeed through the past decade—and, of course, it also helps that with each year we’ve continued to update OmniFocus to take advantage of new technologies that have become available. But if we were to design OmniFocus all over again, knowing everything we know now (especially from the many thousands of conversations with you, our customers), there are definitely some things we would do differently.

Well, it’s time: 2018 is the year we’re shipping OmniFocus 3—and it’s a great opportunity to revisit our original design and assumptions.

Goodbye, contexts. Hello, tags!

One of the design inspirations for OmniFocus was David Allen’s Getting Things Done (GTD) methodology, presented in his bestselling book by the same name. For people who were already practicing GTD, the idea of assigning a context to a task to help you know when and where to work on it was very familiar. When planning your work you’d break things down into small, actionable steps, and for each step you’d identify the context in which you were going to perform each of those steps, so that when you found yourself in that context later you could efficiently see the list of things you needed to get done there.

This system of contexts works well enough, but OmniFocus was never intended to be limited to a GTD audience—and as our customer base has grown over the years we’ve seen a lot of confusion over just what these “contexts” are and how people ought to make use of them. The term that makes more intuitive sense to most people is tags: you can tag an item with a tag—or multiple tags—and later you can look at that tag to see all the items assigned to it.

The ability to apply tags without replacing existing tags opens up all sorts of possibilities. You can have a set of tags representing locations (#home, #work, #grocery-store), and an orthogonal set of tags representing things you might want to tackle based on difficulty or energy level (#tough, #easy, #routine). You can track priority (#urgent, #important) or people (#tim, #molly), or even use tags to track a list of things to do #today. Tags are incredibly flexible, letting you organize things in whatever ways make the most sense to you.

In our design for OmniFocus 3, tags are also more clearly an optional feature: just because you can assign a tag to something doesn’t mean every task needs a tag. The end goal of placing tasks into OmniFocus isn’t to curate those tasks into a perfectly groomed and organized collection; the goal is to get those tasks done so you never have to worry about them again. Our hope is that making it possible to organize things in whatever way you wish will serve that goal, rather than becoming a goal in and of itself.

Manual Sorting

Speaking of organizing things as you wish, many customers have asked over the years why it’s only possible to reorder their tasks within projects and not when looking at those tasks within a context. If I’m planning my day and looking at a context’s list of tasks, I might want to place those tasks into a particular order—but right now in OmniFocus 2, tasks either appear in their original project order, or in an automatically sorted order (say, alphabetically or by due date).

OmniFocus 3 solves this issue by letting each tag track its own independent ordering of tasks. If I’m planning a run to the grocery store, I can look at my #grocerystore tag and drag those items into whatever order I prefer, without changing the order of those tasks in the project list or in other tags. And if I’ve tagged a bunch of tasks to do #today, I can reorder those tasks in whatever way makes the most sense to me.

Flexible Scheduling

Dates are an essential element of any task management system. OmniFocus actually tracks five dates for every task, but when it comes to scheduling there are two dates which are particularly key: when a task becomes available, and when it will become due.

Those two dates are pretty easy to manage for one-off tasks: you can just assign some dates (if you need any) and you’re done. But the interactions of those dates start to get complicated when tasks repeat: if a task is supposed to happen again after three months, does that mean three months from when it was last due (e.g. filing taxes) or three months from when it was last completed (getting a haircut)? And, beyond what was possible in OmniFocus 2: should the next repetition be scheduled for the same numeric day of the month (e.g. always on the 15th), or is its schedule based on weekday patterns (e.g. the second Tuesday of the month)?

For OmniFocus 3, we wanted to add more flexible scheduling, but we also wanted to avoid overwhelming anyone with a bunch of decisions that they might not care about. To solve this, we turned to a design principle called progressive disclosure: we ask you to make simple decisions up front (like checking the option “does this repeat or not”), and as you proceed through the interface we progressively disclose more and more options based on what we already know about the task. (For example, there’s no need to ask whether you want to repeat from your due date if you’ve never assigned a due date.) This lets us provide all of that flexibility for those times when you need it (like when you have a task due before a meeting that’s scheduled for the second Wednesday of every quarter)—but when your needs are simpler, you won’t have to worry about all that detail.

Flexible Notifications

It’s great to have more flexibility around task scheduling so things become available and due at the right times. But what happens when those times are reached?

OmniFocus 2 supports two types of notifications: time-based notifications that fire when a due date is reached, and location-based notifications that fire when you approach a context that has an associated location. When OmniFocus 2 wants to notify you about multiple tasks at once, it ends up showing you a notification that says something like “… and 3 more” and you have to follow up by opening the app to see the full list. That may have been acceptable when OmniFocus 2 shipped, but devices have become much more capable in the last five years and we can do better.

OmniFocus 3 will still coalesce related notifications (so that you won’t receive lots of different alerts when an entire project’s remaining tasks become due at once), but it will show you a lot more detail and context for that notification as part of the notification itself:

Screenshot of rich notifications

In the screenshots above, the left notification is showing the details for several tasks all at once. The right notification shows a map to the nearby location that triggered it, along with listing the tasks that OmniFocus is reminding you to do there.

That looks great. But the thing that really bothers me about OmniFocus notifications is not how the notifications are presented, but how the app doesn’t remind me about a task until it’s already overdue. That’s too late!

Beyond improving the way notifications are delivered, OmniFocus 3 is adding a lot more options for what type of notifications you’d like to see. You can change the default notifications so that you’re told when a task becomes available. Or you can be notified when a task reaches its “latest time to start”, calculated from the time you said it would take to do a task and its due date.

You’ll also be able to add multiple custom notifications to individual tasks—so you could say, for example, that you’d like a reminder one week before something is due, then one at two days, with a final notification at two and a half hours.

Finally, for those cases where there is something that really absolutely must get done now, without delay (like taking your medication), we’re adding a new type of repeating notification that will keep reminding you about a task every few minutes until you tell OmniFocus that you’ve completed that task.


At the Omni Group, our mission is to make great software. We spend a lot of time thinking about design, and we think it’s one of the most important components of a really great product.

In the case of OmniFocus, we’ve created something very powerful—but that doesn’t mean it needs to be complicated. We want people to be able to open the app and start using it without any special training. We want its features to be easy to discover and use (even when the features themselves may be incredibly flexible). And we want the actual experience of using the app to be a delight.

We also think it’s very important for an app to fit in well with the design aesthetic of the platform. When we were redesigning OmniFocus for version 2 five years ago, we switched directions midstream to follow the dramatic shift in direction Apple made for iOS 7 (with its emphasis on deference, clarity, and depth). That course correction was an important one for a platform and ecosystem that had embraced skeuomorphism—but it was somewhat extreme, relying heavily on conveying a sense of place in an app by using subtle font cues and line art icons. Where we had previously been distracted from the fundamental use of an app by focusing on its choice of wood grain, we were now struggling to find visual cues in a sea of white.

Fast forward five years. Apple hasn’t reembraced skeuomorphic design by any means, but we’re starting to see a return of contrast and shading and other useful visual cues. And with OmniFocus 3, we think it’s time to do the same. We can design our icons to stand out better and be easier to scan, without making them overwhelming or distracting. We can make better use of indentation and other subtle cues in the interface to help guide your eyes to see the underlying structure we’re trying to represent. And, as noted above, we can use progressive disclosure to show you additional details about things when you’re ready for them rather than overwhelming you with everything up front.

With those goals in mind, here’s what we’ve done so far:

Screenshot of the OmniFocus task list with multiple items selected

Note that in this screenshot, two items are selected—that’s why they’re both highlighted in blue. When multiple items are selected, you can tap the (i) button in the toolbar to open them all at once and make changes that will affect all of those items at the same time. You can also drag them all at once to add them to another project or tag (or, on an iPad, even drag them all to another app).

When you open items to look at their details, OmniFocus 3 will no longer present you with an overwhelmingly busy list of every possible bit of information for that item. Instead, we’ll show you the fields people most commonly want to see—but if you ever want more detail, you can get to the remaining details with a single tap. (You can also customize which fields are visible and hidden, if for example you always want to see completion dates but never want to see due dates.)

We haven’t finished the redesign process yet, but we hope you like where we’re headed!

Powerful Automation

From its very beginning, OmniFocus has had great support for automation. The AppleScript support in version 1.0 was powerful enough to support a Ruby on Rails web interface to the app, letting you view, create, and edit your tasks—all from a script. But AppleScript doesn’t exist on iOS, so when we brought OmniFocus to iOS those capabilities were left behind. You could still do all of those things on a Mac, of course, but as more and more of our customers primarily interact with OmniFocus through their iOS devices we realized we needed something more powerful that would work on all devices—and not just for creating new content (which you can do now using the Workflow app, by way of our URL automation).

For OmniFocus 3, we’ll be adding powerful JavaScript-based automation much like what we’ve already shipped in OmniGraffle (Mac in v7, iOS in v3) and OmniOutliner (Mac in v5, iOS coming in v3). This will enable dual-platform scripts which can be used to manipulate tasks in all sorts of ways, such as filtering, reporting, or creating content based on templates.


OmniFocus was designed as a tool to help people manage their own personal work. But for many of us, our work involves collaborating with other people: we might have tasks that we can’t do until someone else finishes something, or we might have tasks that block other people from completing their work.

We don’t think OmniFocus is the best tool for coordinating large interdependent project schedules (we make OmniPlan for that), and we think that giving multiple people access to the same database would be confusing—but we do think there’s a place for automatically relaying status updates for specific tasks between people.

For OmniFocus 3, we’re adding support for linking tasks between unrelated databases. The idea is that I can send you a task (with its notes and attachments and due date) and propose that our tasks be linked, and you can choose whether to accept the link or not. While our tasks are linked, we can each see updates to the status of that specific task. But in each of our databases, that task can live wherever we want: so I can turn my task into its own project with a number of subtasks, while you might have that task as one step in a sequential project.

This approach of sharing linked tasks will let people continue to manage their own personal work however they wish, while making it easier to communicate shared status with collaborators.


OmniFocus 3 isn’t done yet—otherwise it would be shipping—so some of the features described above haven’t been written yet. Automation and collaboration are coming, but won’t be part of the initial 3.0 release: and without knowing the future, it’s impossible to say for certain that everything will turn out as described. But this is a roadmap blog post: the time and place where I describe where we think we’re headed, so you can decide whether you’d like to join us on that journey.

That said…

Many of those features are already written, and we’re getting ready to start a TestFlight of OmniFocus 3 for iOS. Would you like to join us? If so, sign up now for the OmniFocus 3 TestFlight!

OmniFocus for the Web

Over the last decade of customer feedback, one of the common refrains we’ve heard is that customers love OmniFocus on the Apple devices where it’s currently available, but that those aren’t the only devices they use—that they really wish they could have at least some basic access to their task list on other platforms. Sure, we do provide Mail Drop now, and that’s useful for adding new tasks. But sometimes it would be nice to just view their active task list when sitting at the big Windows desktop they’re required to use at work.

For all our customers in that situation, I have good news to share: we’re building OmniFocus for the Web. It will be greatly simplified from the OmniFocus you know: it won’t have custom perspectives or notifications or maps. It won’t have Review. It won’t let you set up new repeating tasks (though it will correctly handle repeating tasks that are already set up). Its capabilities will be a lot more like what we shipped in our very first iPhone app: you’ll be able to see the lists of tasks in your Inbox, Projects, and Tags, with their associated notes and due dates. You’ll be able to edit basic information about those tasks (checking them off, assigning a due date, changing a title or note) and of course you’ll be able to add new tasks.

OmniFocus for the Web will not be offered as a standalone service: it will only be able to sync with existing databases set up by the OmniFocus app. Since this is another version of the app that we’ll be maintaining as a constantly available online service, we’ll be charging a subscription fee for access.

But when you’re stuck using that big Windows desktop at work, you’ll be able to access your task lists using OmniFocus for the Web.

If you’d like to be notified when OmniFocus for the Web is available for testing, sign up for our newsletter.

(Feedback? I’d love to hear from you! You can find me on twitter at @kcase, or send me email at