Notion Tasks Analyzer Skill Skill

Notion Tasks Analyzer Skill

This skill helps you analyze and understand your Notion task backlog through different lenses: zero inbox status, critical/urgent work, and overall task health metrics.

When to Use This Skill

Use this skill when:

Check tasks without Focus dates (need scheduling)
Find urgent work (Critical priority, due/overdue/unscheduled)
Get priority breakdown, age distribution, backlog health
Identify what needs attention today

Quick Start Checklist

When user wants task analysis:

[ ] 1. Determine analysis type: zero inbox, critical tasks, or full analysis
[ ] 2. Build Notion query filter (Focus date empty OR Priority Critical)
[ ] 3. Query tasks database with proper Assignee filter
[ ] 4. Calculate metrics: count by priority, age distribution
[ ] 5. Format output with clear breakdown and action items
[ ] 6. Include direct Notion URLs for each task

5-Second Decision Tree:

User asks "zero inbox"? → Query tasks with Focus date = empty
User asks "critical tasks"? → Query Priority = Critical AND Focus <= today
User asks "what to work on"? → Show both zero inbox + critical

Practical Workflow

CRITICAL: FAST OUTPUT - NO VERBOSE LOGGING

When user asks for "zero inbox" or "critical tasks":

Use dedicated fast scripts - quick_zero_inbox.py and quick_critical_tasks.py
Clean format - simple list with task name and URL
NO API call details - suppress all "Отправляем запрос...", "Применяются фильтры..." messages
Direct execution - run Python script directly, get clean output only

Implementation:

For zero inbox:

$PROJECT_ROOT/claude_venv/bin/python \
  $PROJECT_ROOT/.claude/skills/notion-tasks-analyzer/quick_zero_inbox.py

Output format:

Clean table with: #, Task (truncated to 60 chars), Priority, Status
Separate clickable links section with FULL task names + URLs on separate lines
Excludes subtasks of "Daniel task to AI agent Epic" (normalized ID comparison)
Automatically extracts titles from Name OR Summary (title type) fields

For critical tasks:

$PROJECT_ROOT/claude_venv/bin/python \
  $PROJECT_ROOT/.claude/skills/notion-tasks-analyzer/quick_critical_tasks.py

These scripts suppress all NotionClient verbose logging by redirecting stdout during API calls.

Example rapid application:

User: "zero inbox"

Agent output:
📥 Zero Inbox: 6 tasks (excluded 8 subtasks of 'Daniel task to AI agent Epic')
+-----+--------------------------------------------------------------+------------+------------+
|   # | Task                                                         | Priority   | Status     |
+=====+==============================================================+============+============+
|   1 | Отправить basis, prompt injection                            | None       | In backlog |
+-----+--------------------------------------------------------------+------------+------------+
|   2 | Introducing the File Search Tool in Gemini API               | None       | In backlog |
+-----+--------------------------------------------------------------+------------+------------+
|   3 | 🎯 Реализовать 17-минутную тренировку панорамного зрения для | None       | In backlog |
+-----+--------------------------------------------------------------+------------+------------+

🔗 Click to open:
  1. Отправить basis, prompt injection
     https://www.notion.so/basis-prompt-injection-2a79aec6212580df8ba7c164f2c28d5d

  2. Introducing the File Search Tool in Gemini API
     https://www.notion.so/Introducing-the-File-Search-Tool-in-Gemini-API-...

  3. 🎯 Реализовать 17-минутную тренировку панорамного зрения для снижения морганий внимания
     https://www.notion.so/17-2a89aec62125815cb2adddc860c00be2

Analysis Types

1. Zero Inbox Analysis

What is "Zero Inbox"? All your active tasks have a Focus date assigned. Tasks in your inbox need attention.

Zero Inbox Criteria:

✅ Assigned to YOU (from NOTION_YOUR_EMAIL)
✅ Focus date is EMPTY (null/not set) ONLY
✅ Status is active (In backlog OR In progress)
✅ EXCLUDES subtasks of "Daniel task to AI agent Epic" (ID: 2289aec6212580e5a1e8f6b90b81fe1b)
✅ INCLUDES all other subtasks and top-level tasks

Note: Zero inbox shows ALL tasks without Focus date, including subtasks from other parent tasks. Only subtasks of the specific "Daniel task to AI agent Epic" are filtered out.

What You'll See:

Total zero inbox count
Priority breakdown (Critical, High, Medium, Low)
Age distribution (tasks aging in backlog)
Oldest unscheduled tasks
Tasks due today or overdue

Trigger phrases:

"Show my zero inbox"
"What tasks need scheduling?"
"Check my unscheduled work"
"Tasks without focus dates"

2. Critical Tasks Analysis

What are "Critical Tasks"? Tasks with Priority = "Critical" that need immediate attention (due today, overdue, or unscheduled).

Critical Tasks Criteria:

✅ Assigned to YOU
✅ Priority is Critical
✅ Status is In backlog OR In progress
✅ Focus date is <= today OR empty

What You'll See:

All critical tasks needing attention
Sorted by age (oldest first)
Focus date status (today/overdue/unscheduled)
Task creation date and age
Direct Notion URLs for each task

Trigger phrases:

"Show my critical tasks"
"What critical work do I need to do today?"
"List urgent items"
"Check critical priority tasks"

3. Combined Analysis

Get comprehensive view of your task health:

Zero inbox count
Critical tasks count
Priority distribution (all priorities)
Age metrics (oldest, average age)
Status breakdown
Recommendations for scheduling

Trigger phrases:

"Analyze my tasks"
"Task health report"
"Backlog overview"
"What should I work on?"

Authentication & Setup

Required Environment Variables

# .env file
NOTION_TOKEN="secret_abc123..."           # Required: Integration token
NOTION_YOUR_EMAIL="your.email@domain.com" # Required: For task filtering

Getting Your Notion Token

Go to https://www.notion.so/my-integrations
Create new integration or use existing
Copy the "Internal Integration Token"
Set as NOTION_TOKEN environment variable

Important Constants

Tasks Database ID: 42bffb6bf5354b828750be69024d374e
Your User ID: Automatically looked up via NOTION_YOUR_EMAIL

Implementation Details

Python Client Usage

from data_sources.notion.notion_client import NotionClient

client = NotionClient()

# Zero Inbox Query - ONLY tasks without Focus date
zero_inbox_filter = {
    "and": [
        {
            "property": "Assignee",
            "people": {"contains": YOUR_USER_ID}
        },
        {
            "property": "Focus date",
            "date": {"is_empty": True}
        },
        {
            "or": [
                {"property": "Status", "status": {"equals": "In backlog"}},
                {"property": "Status", "status": {"equals": "In progress"}}
            ]
        }
    ]
}

results = client.query_database(
    database_id="42bffb6bf5354b828750be69024d374e",
    filter_conditions=zero_inbox_filter,
    sorts=[
        {"property": "Priority", "direction": "ascending"},
        {"property": "Created time", "direction": "ascending"}
    ]
)

# Critical Tasks Query
critical_filter = {
    "and": [
        {
            "property": "Assignee",
            "people": {"contains": YOUR_USER_ID}
        },
        {
            "property": "Priority",
            "select": {"equals": "Critical"}
        },
        {
            "or": [
                {"property": "Focus date", "date": {"is_empty": True}},
                {"property": "Focus date", "date": {"on_or_before": "today"}}
            ]
        },
        {
            "or": [
                {"property": "Status", "status": {"equals": "In backlog"}},
                {"property": "Status", "status": {"equals": "In progress"}}
            ]
        }
    ]
}

critical_tasks = client.query_database(
    database_id="42bffb6bf5354b828750be69024d374e",
    filter_conditions=critical_filter,
    sorts=[
        {"property": "Created time", "direction": "ascending"}
    ]
)

CLI Usage

# Zero Inbox
python -c "
from data_sources.notion.notion_client import NotionClient
client = NotionClient()
# ... (use filter from above)
"

# Critical Tasks
python -c "
from data_sources.notion.notion_client import NotionClient
client = NotionClient()
# ... (use critical filter)
"

Output Format

Zero Inbox Report

📥 ZERO INBOX - Tasks Needing Attention
========================================

📊 Summary:
   Total: 15 tasks without Focus date
   Critical: 2, High: 5, Medium: 6, Low: 2

🔴 CRITICAL (2 tasks):
   1. Fix production bug - Age: 3 days
      URL: https://notion.so/...

🟠 HIGH (5 tasks):
   1. Complete Q4 planning - Age: 7 days
      URL: https://notion.so/...

Critical Tasks Report

🔴 CRITICAL TASKS - Immediate Action Required
============================================

Total: 3 tasks needing attention

1. [OVERDUE] Fix production outage - 5 days old
   Focus date: 2 days ago
   URL: https://notion.so/...

2. [TODAY] Complete security audit - 10 days old
   Focus date: Today
   URL: https://notion.so/...

3. [UNSCHEDULED] Review access controls - 15 days old
   Focus date: Not set
   URL: https://notion.so/...

Troubleshooting

"No tasks found"

✅ Check NOTION_YOUR_EMAIL matches your Notion account
✅ Verify integration has access to Tasks database
✅ Ensure you have tasks assigned to you

"Authentication failed"

✅ Verify NOTION_TOKEN is valid (starts with "secret_")
✅ Check integration hasn't been revoked
✅ Ensure token has correct permissions

"Database query failed"

✅ Verify database ID: 42bffb6bf5354b828750be69024d374e
✅ Check integration has access to database
✅ Ensure required properties exist (Focus date, Priority, Status, Assignee)

Best Practices

Daily Routine:
- Morning: Check critical tasks
- Afternoon: Review zero inbox, schedule tasks
- Evening: Ensure tomorrow's tasks have Focus dates
Priority Management:
- Use "Critical" sparingly (truly urgent only)
- Most work should be High/Medium
- Low priority for nice-to-haves
Focus Date Strategy:
- Every task should have a Focus date
- Don't over-schedule (be realistic)
- Review and adjust weekly
Task Aging:
- Tasks >30 days old need review (still relevant?)
- Tasks >90 days old should be archived or deleted
- Keep backlog fresh and actionable

Related Skills

notion-tasks-operations: Create, update, query tasks (CRUD operations)
claude-code-sessions: Search past Claude Code sessions
fireflies-calls: Analyze call transcripts and recordings

Examples

Example 1: Morning Planning

User: "What do I need to work on today?"

Output:
🔴 CRITICAL TASKS: 2 tasks
🟠 HIGH PRIORITY: 5 tasks
📥 ZERO INBOX: 12 tasks need scheduling

Recommended action:
1. Handle 2 critical tasks first
2. Schedule the 12 unscheduled tasks
3. Work through high priority items

Example 2: Zero Inbox Check

User: "Show my zero inbox"

Output:
📥 Zero Inbox Status: 15 tasks

Priority Breakdown:
- Critical: 2 tasks (oldest: 5 days)
- High: 7 tasks (oldest: 12 days)
- Medium: 4 tasks (oldest: 20 days)
- Low: 2 tasks (oldest: 45 days)

Oldest Unscheduled:
1. Update documentation - 45 days old
2. Review API endpoints - 20 days old
...

Example 3: Critical Tasks Only

User: "Show critical tasks"

Output:
🔴 3 Critical Tasks Need Attention

[OVERDUE] Production bug fix - 3 days old
          Due: 2 days ago
          URL: https://notion.so/...

[TODAY] Security review - 1 day old
        Due: Today
        URL: https://notion.so/...

[UNSCHEDULED] Incident response plan - 7 days old
              No Focus date set
              URL: https://notion.so/...

Technical Notes

Uses Notion API v2022-06-28
Queries Tasks database: 42bffb6bf5354b828750be69024d374e
Filters by Assignee (your user ID)
Sorts by Priority (ascending) then Created time (oldest first)
Excludes completed/closed tasks
Age calculated from Created time to now

Version History

v1.0 (Nov 2025): Initial unified analyzer (merged zero-inbox + critical-tasks + critical-tasks-analyzer)

Agent Skills: Notion Tasks Analyzer Skill

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