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Organize for Windows

//task fabric

Organize for Windows

Welcome to Organize1

The Welcome Dialog 51.1

New Features and Changes2

Change-log for Organize 1.2.0 92.1

Change-log for Organize 1.0.1 102.2

The Organize User Interface3

User Interface Overview 123.1

Managing Collections - Projects, Folders and Meetings4

Adding new Projects 174.1

Deleting Projects 184.2

Moving Collections and creating Subprojects 194.3

Collection Categories - Projects, Folders, Meetings 204.4

Collection Status - Traffic Light and Activity 224.5

Flagging Collections 244.6

Using Collection Defaults (Task Templates) 264.7

Managing Contexts5

Adding new Contexts 285.1

Deleting Contexts 295.2

Moving Contexts and creating Subcontexts 305.3

Setting Context Details 315.4

Review your tasks6

Review your Next Steps 336.1

Using the Project Dashboard 356.2

Task Lists in Detail7

Adding new Tasks 397.1

Completing and Deleting Tasks 407.2

Moving Tasks to another Project 427.3

Managing Subtasks 437.4

Sorting List Entries 447.5

Show/Hide Completed Tasks and Subtasks 457.6

Searching Items 477.7

Sharing - Email and Printing 497.8

Task Details and Settings Task Options8

Task Details Explained 528.1

Scheduling Recurring Events 548.2

Security and Authorization9

Security Levels 589.1

Setting and Changing Passwords 619.2

Get Clearance for a Security Level (Authorize) 639.3

Classifying Tasks and Changing Default Classification 659.4

Sharing Tasks and Lists10

Import 6710.1

WiFi Sync11

WiFi Sync Manual 6911.1

Cloud Sync12

Cloud Sync Manual 7112.1

© 2011 //task fabric. All Rights Reserved. | 2011-01-10Organize for Windows - 4

Welcome to Organize


The Welcome Dialog

Where to start?

On starting Organize for the first time, you will see the Welcome dialog displayed above. The

Welcome dialog allows you to access online ressources, like short introductions to the concepts

behind Organize or the manual and tutorials. Additionally it helps you to set up Organize and learn

how to use it.

If you are new to Organize "Run Organize for the first time" is the place to start for you. Press the

down arrow in the Welcome dialog and continue reading with the "Run Organize for the first time"

section.

If you are already running Organize on another platform, like iPhone, iPad, "Sync with Organize for

iPhone or iPad" is the best way to easily set up task transfer between your devices. Press the down

arrow in the Welcome dialog and continue reading with the "Sync with Organize for iPhone and iPad"

section.

If you just curious and can't wait to try it yourself, press the "Close" button to hide the Welcome

dialog. You can always come back to the Welcome dialog by selecting Help > Show Welcome

Dialog... from the menu.


Run Organize for the first time

If you want to learn how Organize works, "Create Tutorial Entries" is the best way to do so. Click it to

automatically fill the Organize database with sample Projects, Contexts and Tasks. After the entries

are created click on "Start Organize Tutorial" to learn more about how to manage your private tasks

and your work day with Organize.

If you already tried another task manager before and want to upgrade to Organize, you can use the

Import button to load the tasks from your previous application into Organize - this way you don't

have to waste your time entering tasks you've already entered before. For more information on how

to import tasks go to the Import section in the manual here.


Sync with Organize for iPhone or iPad

Organize support synchronization via the Cloud (Internet) or direct synchronization via WiFi for as

many devices and installations as you like. So which kind of synchronization is better? There's no

easy answer, but consider the following:

Cloud Sync

- You're data is stored on a Server in the Cloud and can be integrated with additional services

provided in the Cloud

- Connection to the Server is made by regular web access - so you can sync wherever you get an

Internet connection

- You can configure to use your local proxy server for network connections, if your Mac is behind a

firewall

- No direct connection between your Organize installations is necessary

WiFi Sync

- Data is only stored on your systems, no copy is made anywhere

- All Organize installations need to be on the same network to be able to synchronize

- Synchronization is usually faster on your local network

- Devices detect each other with Apple's Bonjour service for synchronization. You have to make

sure no firewall blocks Bonjour broadcasts

To learn how to setup Cloud and WiFi Sync with Organize press the button "Open Organize Cloud

Sync Manual" or "Open Organize WiFi Sync Manual". They contain step-by-step instructions for all

platforms. The Cloud Sync Setup dialog can be accessed by clicking "Setup Organize Cloud Sync".


New Features and Changes


Change-log for Organize 1.2.0

Organize 1.2.0 brings many improvements and bug fixes. The most requested change is a new way

to handle recurring tasks. The recurring task model now works more like many are used from their

Office package. Other improvements include better sync stability and speed, enhanced task view

and sorting options.

Bug Fixes and New Features• Recurring Tasks: Recurring tasks now have a special icon displayed next to the task date. In the

“Review Next Steps” view they are displayed for each recurrence as actual task and as template,

so you can either modify (i.e. check) one recurrence or the whole series.

• Project Dashboard: Added an explanation how to work with the Dashboard at the bottom of the

page.

• Drop Frame: Shows a tooltip explaining the Drop Frame after it has been on screen for more

than 2 seconds.

• Drop Frame: Click the items in the Drop Frame to open Organize and select the view from the

Drop Frame

• Proxy Support: Proxy server connection details can now be entered manually.

• WiFi Sync: Added a WiFi Sync section to the Options/Preferences dialog. You can

enable/disable WiFi Sync there and see the current connection details.

• WiFi Sync: Fixed a bug that prevented attachments to be synced via WiFi

• Backup: Fixed a bug with the backup routine after changing the database location

• Task List: Changed the task list selection marker to improve visibility of the currently selected

task

• Windows XP: Organize is now officially supported for Windows XP.

• Windows 7: Organize now displays an icon badge in your taskbar. Use the Options/Preferences

dialog to select the number to display (i.e. overdue tasks)

• Automation: Organize will get many predefined tasks for automation in the future. The first is

to move all overdue tasks to today for review.

• Outlook Integration: we’re preparing an Outlook Add-In right now, so you can mark an email

or task in Outlook and convert it to a task in Organize with a simple menu selection. Organize

1.2.0 is already prepared for the Outlook Add-In. The Add-In itself will be available for preview

next week.

• Apple Mail Support: Organize now accepts direct drops from Apple Mails. Drag and Drop any

mail message on Organize to create a new task based on the mail message.

• Printing: Fixed a bug that destroyed the print layout when printing a task list on Windows.

• Library: Show/Hide paused, cancelled and completed projects.

DocumentationThis document is now available online and as PDF document at

http://www.taskfabric.com/support.php



Change-log for Organize 1.0.1

Organize 1.0.1 fixes some minor issues and brings several enhancements to Organize for Mac and

Organize for Windows.

Bug Fixes and New Features• Project Dashboard: Re-order dashboard tiles by drag and drop

• Project Dashboard: New special tile “Priority”

• Focus: New “Review Priority” list

• Library: Select different font sizes with the preferences/options dialog

• Task List: Color marker for tasks

• Task List: Different fonts for tasks and subtasks can now be selected using the

preferences/options dialog

• Task List: Customize your “Add Task” behavior with the preferences/options dialog. Use

shortcuts to create subtasks, tasks on the same level or on the top level

• Task List: ToolTips to display full project path and comment for a task

• Date/Time Picker: Improved support for localized date and time input

• Backup: Create a manual backup with the click of a button (preferences/options dialog)

• Backup: Automatically create a database backup on shutdown

• Synchronization: Full support for international characters sets

• Mac OS Integration: Supports the organize:// url format to automatically add tasks sent by

email with Organize for iPad or Organize for iPhone

• Mac OS Integration: Organize can now be accessed through the Services menu from any

application. Mark some text and select “Organize: Create Task in Inbox” from the Services

menu.

• Windows Integration: Supports the organize:// url format to automatically add tasks sent by

email with Organize for iPad or Organize for iPhone

DocumentationThis document is now available online and as PDF document at




The Organize User Interface


User Interface Overview

The Organize Library

The library is displayed on the left side of the main window. You can show and hide the library by

selecting View > Show Library from the menu.

Library Sections

The Library contains four sections. Focus for quickly creating new tasks you want to organize later

and for reviewing your tasks, Projects for all you projects, Contexts for people, locations, situations

and Archive for completed and deleted tasks.

The FOCUS Section

Inbox: Add Tasks to the Inbox to get them of your mind quickly. The Inbox is not meant as

permanent storage. It should be reviewed on a regular basis and all items from the Inbox should be

moved to an appropriate Project.

Project Dashboard: It shows you what to do next for your projects at a glance. Add only your most

important projects to the Project Dashboard and take a look at it every morning. This way you can

be sure you don't miss anything important. This is kind of a personal early morning briefing.

Review Next Steps: As soon as you assign a review date to your tasks they will show up in the


Review Next Steps view. The Next Review Date for each task means that you should have a look at it

and decide if you can take any actions or delay it till later (i.e. because you're still waiting on a

feedback from somebody else). This view allows you to access your tasks by date (for yesterday,

today and the next few days), week or month.

Review Flagged: You can set a flag on any task to mark it as especially important. All flagged tasks

show up in this list.

Review Everything: Want a look at all tasks - no matter which Project they are in. Review Everything

is just that.

Review Priority: This list displays all tasks with a priority above normal.

Review Repeating: This list displays all Repeat Templates.

The PROJECTS Section

Create your own projects here. You can divide any project in as many subprojects as you like and

re-order them by drag and drop. To assign a task to a project just drop it on the project entry.

The CONTEXTS Section

Create your own contexts here. Contexts are situation, locations or people that are closely linked to

a task. I.e. if you need to discuss a task with Joe, you can create a context "Joe" and assign it to the

Task by dragging the context "Joe" and dropping it on the task. Later on if you meet Joe, click on his

context and you will see all tasks that have the context "Joe" assigned.

As with projects you can create as many contexts and subcontexts as you like and re-order them

by drag and drop.

The ARCHIVE Section

Completed: This list shows all completed items - no matter which project they have been assigned

to. If you want to see only the completed items for a specific project, you can select the project and

click the "Show Completed" button at the bottom of the task list view.

Trash: This list shows all deleted items.


The Task List View

The Task List View is displayed on the right side of the window. It is made up of the following

sections:

Scope Bar (1): This section displays all Projects and Contexts that appear in the currently displayed

task list. If you have a larger list and want to limit the items displayed to a specific project (i.e. in the

Review Next Steps view) or to a specific context, press on the context or project in the Scope Bar

and all other items are temporarily hidden.

Search Field (2): The search field is in the upper right corner displayed as part of the Scope Bar.

Enter any text you want to search for and Organize immediately searches it's full database for the

keyword entered. The Search Field always operates on a global basis. That means it does not only

search in the current list, but in all projects and entries.

Task List (3): The actual Tasks are displayed as task bars, which give you a compact view on the

most important task details, like priority, assigned contexts, project, next review date and wether

there are any comments or attachments releated to this task.

Next Review Quick Reschedule Bar (4): Select the Next Review Date here to quickly reschedule the

currently selected task.

Action Bar (5): The Action Bar contains the most important actions for quick access. Here you can

add a new Task, show/hide completed tasks and subtasks or access the integrated attachment

preview.


The Quick Access Bar on Windows

The Quick Access Bar contains on Windows shortcuts for common tasks:

Undo: Undo the last task action.

Redo: Redo the last task action.

Print Task List: Displays Print Manager to print the currently selected task list.

Send Task List by Email: Send the currently selected task list with your default email application.

Cloud: Quick access to go directly to the Cloud Sync dialog.


Managing Collections -

Projects, Folders and

Meetings


Adding new Projects

Organize allows you to add projects in multiple ways:

Ribbon UI > Start Page > Add Project: Select Add Project from the menu to create a new

subproject. That means if you have a project selected, the new project is created as subproject for

the current selection. If you have no project selected, the new project is created on the top level.

You can also right-click on any project to display a context menu and select "Add Project". This

works the same way as the Add Project item in the Ribbon UI


Deleting Projects

Organize allows you to remove the currently selected project by

- right-clicking the project you want to remove and selecting "Delete Project" from the menu

- selecting the project you want to remove and pressing the DEL or BACKSPACE key on your

keyboard

No matter how you delete the project the following happens:

- If the project is empty (no subprojects and no tasks) it is deleted immediately

- If Organize finds any subprojects or tasks it requests a confirmation to also delete all tasks and

subprojects. This way Organize ensures you get no orphaned tasks, which means tasks without

associated project.


Moving Collections and creating Subprojects

Creating a SubprojectProjects can be moved by drag and drop:

- click and hold the mouse on a project

- drag it to the destination project

- release the mouse button to drop it

The dragged project is moved below the project you dropped it on.

Moving a Subproject to Top Level

To move a subproject back to the top level drag the subproject an drop it on the "PROJECTS" section

title.


Collection Categories - Projects, Folders,

Meetings

Organize know three types of collections:

1. Projects: Projects have a defined start and end date and a defined target.

2. Meetings: One-time or regular event with a defined number of participants and an agenda

3. Folders: Everything else - mostly used for reference information, data collection or just that

interesting thing you've seen yesterday, but don't know yet what to do with it.

Setting the Collection Category using the

context menu

To set the collection category you have to:

- Select the project in the Organize Library (1)

- Right-Click the project to show the context menu

- Move your mouse over "Folder Type" to open the Folder Type submenu

- Select the Folder Type


By changing the Folder Type the icon for your project is updated accordingly.

You can also directly access the Folder Type setting using the Organize tab on the Ribbon UI.

Setting the Collection Category using the

Inspector

To set the collection type you have to:

- Select the project from the Organize Library (1)

- Show the Inspector by clicking the Inspector Button (i) in the Start Page of the Ribbon UI (2)

- Make sure the "Type and Status" section is selected (3)

- Select the "Folder Type" (4)

By changing the Folder Type the icon for your project is updated accordingly.


Collection Status - Traffic Light and Activity

Each collection type - Project, Folders and Meetings - can have two status details:

Traffic Light

This is a high-level perspective of how well the project performs:

• Green: in time/in budget. Everything is fine!

• Yellow: in risk of running out of time/out of budget

• Red: not in time or running out of budget. In short: urgent actions and attention needed!

Activity

This shows if there are still action that have to be done in a project and if the project is currently

managed and processed:

• Active: Project is ongoing.

• On Hold: Project has been halted (maybe due to lack of resources or intermediate change of

priorities), but is expected to be continued

• Cancelled: Project has been stopped without completion.

• Completed: Project has been successfully completed.

Setting the Project Status using the context

menu

To set the collection category you have to:




- Move your mouse over "Status" to open the Status submenu

- Select the Traffic Light or Activity

By changing Traffic Light or Activity the icon for your project is updated accordingly.

You can also directly access the Folder Type setting using the Organize tab on the Ribbon UI.

Setting the Project Status using the Inspector

To set the Project Status you have to:




- Select the "Traffic Light" and "Activity" (4)

By changing Traffic Light and Activity the icon for your project is updated accordingly.


Flagging Collections

To mark a project as especially important you can flag it. Every flagged project is displayed with a

red flag in the icon to improve visibility in a large project list.

Flagging Collections using the context menu

To flag or unflag a collection you have to:



- Move your mouse over "Folder Type" to open the Folder Type submenu

- Select "Flagged" to toggle the current flagging

By changing the flagging the icon for your project is updated accordingly.

You can also directly access the Folder Flag using the Organize tab on the Ribbon UI.


Flagging Collections using the Inspector

To flag or unflag a collection you have to:




- Turn the "Flagged" switch on/off by clicking the switch (4)

By changing the flagging the icon for your project is updated accordingly.


Using Collection Defaults (Task Templates)

Organize allows you to define default values for collections. If you use a Folder for collecting

interesting articles about work related stuff they all should be created as Information (see AID). You

can set the AID-Value to Information manually for every new entry. But wouldn't it be much nicer, if

Organize would do this automatically? This is what Collection Defaults are for. Use them to set

default values for Priority, AID, Context and RACI for each item created in a Collection.

To set the Collection Defaults you have to:



- Click on "Item Settings" in the Inspector window (3)

- Select the "Default Item Priority", "Default Item Type" and "Default Item Security Level" (4)

If you want to automatically assign a context or RACI entry to every newly created task in this

project, click on the according line in the Defaults section and select the context assignments.


Managing Contexts


Adding new Contexts

Organize allows you to add contexts in multiple ways:

Ribbon UI > Start Page > Add Context: Select Add Context from the Ribbon UI to create a new

subcontext. That means if you have a context selected, the new context is created as subcontext

for the current selection. If you have no context selected, the new context is created on the top

level.

You can also right-click on any context to display a context menu and select "Add Context". This

works the same way as the Add Context item in the Ribbon UI


Deleting Contexts

Organize allows you to remove the currently selected context by

- right-clicking the context you want to remove and selecting "Delete Context" from the menu

- selecting the context you want to remove and pressing the DEL or BACKSPACE key on your

keyboard

No matter how you delete the context the following happens:

- If the context is empty (no subcontexts and no tasks) it is deleted immediately

- If Organize finds any subcontexts or tasks it requests a confirmation to also delete all context

assignments for the tasks and subcontexts. Organize will never delete a task when deleting a

context - only the context assignments are removed.


Moving Contexts and creating Subcontexts

Creating a SubcontextContexts can be moved by drag and drop:

- click and hold the mouse on a context

- drag it to the destination context


The dragged context is moved below the context you dropped it on.

Moving a Subproject to Top Level

To move a subcontext back to the top level drag the subcontext an drop it on the "CONTEXTS"

section title.


Setting Context Details

As contexts are in many cases persons or locations we provided Organize with the ability to store

additional information for each context, like contact details and location.

Providing those details is especially helpful if you synchronize Organize with your iPhone or iPad.

I.e. on your iPhone you can dial the provided phone number with the tap of a button.

Providing Context Details

To enter context details you have to:

- Select the context from the Organize Library (1)

- Show the Inspector by clicking the Inspector Button (i) in the Status Bar (2)

- Enter the Contact or Location details for the context (3)

If you enter location details you can click "Preview Map" (4) to show a preview of the location with

Google Maps in the preview area.


Review your tasks


Review your Next Steps

You can review your tasks the following ways:

• Project Dashboard: Displays the 5 Next Steps for your most important Projects

• Review Next Steps: This lists all items with a Next Review Date set in order of the Next Review

Date.

• Review Flagged: Review only items that are flagged.

• Review Everything: Show all tasks entered into any Project or Context (Attention: can be a

long list!)

Using the Projects and Context sections you can review by:

• Project: This lists all items belonging to a Collection (Project, Folder or Meeting)

• Context: This lists all associated items for a context. This means items can show up multiple

times if they have more than one Context assigned.

Project Dashboard

The Project Dashboard displays the Next Steps for your most important Projects. For more

information on how to configure and use the Project Dashboard, see the Project Dashboard section

in this manual.


Review Next Steps

This "Review Next Steps" view show you only items with an assigned "Next Review" date. At the date

bar (1) you can select the time periode you want to see:

• Overdue: Show all tasks with a review date in the past.

• Month: Displays all tasks with a review date in the current month.

• Week: Displays all tasks with a review date in the current week. The number in the title bar next

to "Week" displays the current calendar week.

• Days: You can always directly access yesterday, today and the next two days to see all the

tasks marked for review at these dates.

• Upcoming: Displays all tasks with a review date more than 2 days into the future.

While you're in the "Review Next Steps" list all newly created tasked have an automatically assigned

Next Review date based on your current selection. I.e. if you are in the "Today" list and add a new

task, the new task is automatically scheduled for review today.


Using the Project Dashboard

Organize includes a Project Dashboard that gives you all the information you need about your most

important projects at a glance.

Setup your personal Project DashboardUnlike with a car where the most important things are speed and direction, with a business it's not

so easily decided how to measure progress and what the most important things are.

So you need to sit back by yourself and think a moment about what your strategic projects are,

what really matters if you don't get it done in the short and the long term. These are the projects

you need to put on your personal dashboard!

To add your projects to the Project Dashboard:

- Select Project Dashboard from the Organize Library to display the Project Dashboard

- Drag any project you want to add from the Organize Library and drop it on the blue Project

Dashboard background (not on a white task list)

To add pre-defined Special Folders activate / deactive them from the Organize tab in the Ribbon UI.

You can activate the following pre-defined folders:


- Inbox

- Overdue

- Today

- This Week

- Flagged

- Someday

- Everything

- Priority

Please don't overload the Project Dashboard! The goal is to give you a quick overview - so try to

stick to the 5-10 most imporant things! This is sufficient for most of us. In this case, restriction to

the really important stuff is the key to successfully using the Project Dashboard.

How to use the Project Dashboard

The Project Dashboard in Organize shows you the 5 Next Steps (1) for every project added - the 5

tasks you qualified as most important by settings Flags and Priorities. It doesn't show you all the

not so critical stuff, but only the most important things to do. So this is your place to start to get

things done!

If you need a quick review you can tap on "Next Steps" (2) in the upper right corner to switch

between "Next Steps" and "Recently Completed". The Completed view will show you the last 5 tasks

you completed for this project.


If you need more information, tap the title (3) - this will bring you directly to your project, so you

can review all tasks in detail.

Each Projects title bar has a colored line (4). This line shows you the overall status of your Project

as set by you (Traffic Light Status):

Red: Major Problems, immediate Action necessary

Yellow: Problems expected, keep close attention

Green: All tasks in time and no problems expected

The Traffic Light for each Project can be set by tapping the accesory button for a Project as

described in the Collection Status section of this manual.


Task Lists in Detail


Adding new Tasks

Click "Add Task" (1) in the Action Bar to create a new task with the default settings for the selected

Task List.

You can also select click "Add Task" on the Start Page of the Ribbon UI or press CTRL - +.

Default Settings for new Tasks

The Inbox is meant as a temporary storage if you want to get tasks off your mind quickly. All tasks

in the Inbox are created with low priority and without context assignments as default. You cannot

change the defaults for the Inbox, but you can for all other projects following the instructions in

the Collection Default section.

Adding Action/Information/Decision

If you want to override the default settings for a project you can select Add Action, Add Information

or Add Decision from the File menu to create a new Task with the AID-Flag set accordingly.


Completing and Deleting Tasks

Completing a Task

To complete a task click the Checkbox on the left side of the Task (1). The task is then displayed

grayed out until you reload the list.

All completed Tasks from all projects are displayed in the COMPLETED list in reverse order of

completion (recently completed on top). If you only want to see the completed tasks from the

current list, you can show them in place by clicking "Show Completed" in the Action Bar or selecting

"Show Completed" from the View menu. More information can be found in the Show/Hide

Completed Tasks section of this manual.

Undoing Complete

If you accidentially completed a task, you can Undo the delete action by pressing CTRL - Z or by

selecting Undo from the Quick Access Bar.


Deleting a Task

To delete a task select the task and click "Delete" (1) in the Action Bar or press the DEL or

BACKSPACE key on your keyboard.

Deleted tasks are removed from the list immediately. You can see them in the TRASH.

Undoing Delete

If you accidentially delete a task, you can Undo the delete action by pressing CTRL - Z or by

selecting Undo from the Quick Access Bar.


Moving Tasks to another Project

Tasks can be moved by drag and drop:

- click and hold the mouse on a task

- drag it to the destination project


The dragged task is assigned to the new project.


Managing Subtasks

Creating a SubtaskTasks can be moved by drag and drop:

- click and hold the mouse on a task

- drag it to the destination task


The dragged task is moved below the task you dropped it on.

Moving a Subtask back to Top Level

To move a subtask back to the top level drag the subtask an drop it on the background of the task

list (1).


Sorting List Entries

Select the sort order from the View > Sort By Ribbon Tab:

• Flagged: Flagged items are displayed first, then ordered by Priority and Date

• Prioritized: Sort by Priority and Date

• Most Recent Entries: Sort by creation date with most recent entries first

• Due Next: Sort by Due Date descending

• Alphabet: Sort by Alphabet ascending (A to Z)

You can set the default sort order for Organize on the Preferences > Generic page in the Item List

section.


Show/Hide Completed Tasks and Subtasks

Show all Completed Tasks

Select COMPLETED (1) from the Organize Library to show the list of all completed items. The items

are sorted by completion date, with the most recently completed tasks on top of the list.


Show Completed Tasks In-Place

To show the completed tasks for a specific project:

- Select the project in the Organize Library

- Click "Show Completed" in the Action Bar or select View > Show Completed from the menu

After clicking "Show Completed" Organize will display you completed tasks in the list and the Action

Bar Button will change to "Hide Completed". Click "Hide Completed" to turn off the completed items

in the list again.


Searching Items

Start Searching

Organize displays the search field in the upper right corner in all task list view. To start a search

click inside the search field (or select Edit > Find from the menu) and start typing your search text.

Organize searches task title and comment/note text for your search term.

Organize will update the search results immediately and display the results list.


Ending Search

As soon as the search starts a (X) button is displayed inside the search field. Click the (X) to end the

search and get back to normal list view.


Sharing - Email and Printing

Sending a Task List by Email

Click the Share Button (1) in the Action Bar to send the currently displayed task list by email.

The email is composed as a text list and passed to your default email application. You can then

make final adjustments, enter recipients etc in your email application.


Printing a Task List

Select Print... from from the Share tab of the Ribbon UI or the from the Quick Access Bar to open the

Print Manager dialog.

With the Print Manager you can choose to print your list in different layouts:

Checklist: Prints a box for each task, including a checkbox on the left side, priority, task title,

contexts, project, flagging and next review date. Comments/Notes are not included in the checklist.

Tasksheet: Prints each task with a checkbox on the left side, priority, task title, contexts, project,

flagging and next review date. Comments/Notes are printed for each task. You can select how many

lines of comment you want to include with "Note Size" and choose from differen font sizes.

Click "Print" to send the list with the currently selected layout to your printer or click "Save as PDF..."

to save the list as PDF document.


Task Details and Settings

Task Options


Task Details Explained

Compact (List) and Expanded (Edit) Mode

Usually Tasks are displayed in compact or list mode (1). By double-clicking or pressing enter while

a task is selected, you can put it in expanded or edit mode (2).

Task Details in Compact Mode

- Checkbox: Click to mark task as completed. Click again to uncomplete.

- Priority dots: Click to change priority (cycles from low, normal, medium, high)

- Title: Text field for you task title. Can only be changed in edit mode.

- Context: Displays blue pills for each assigned context. Can only be changed in edit mode

- Flag: Click to mark task as flagged. Click again to unflag.

- Project: Current project for this task. Click to open the task list for this project. Change by

dragging the task and dropping on another project.

- Next Review Date: Scheduled date for next review. Can be changed by selecting the task and

assigning a new date with the Schedule Next Review Quick Access Bar or in edit mode.

Task Details in Edit Mode

- Checkbox: Click to mark task as completed. Click again to uncomplete.

- Priority dots: Click to change priority (cycles from low, normal, medium, high)


- Title: Single-line text field for you task title.

- Context: Displays blue pills for each assigned context. Type first characters of context to get

selection popover or click the "..." or RACI buttons on the right side of the input field to select using

the Context Picker.

- Note field (yellow): Multi-line text field for your comments.

- Flag: Click to mark task as flagged. Click again to unflag.

- Project: Current project for this task. Click to open the task list for this project. Change by

dragging task in compact mode and dropping on another project.

- Attachments: Displays the number of attachments assigned to this task. Click on Preview in the

Action Button Bar to display a list of attachments.

- Location: Single-line text field to enter a location for this task.

- Progress / % Completed: Number field to enter the current completion of this task in percent.

- Next Review Date: Scheduled date for next review. Click the calendar icon in the Next Review

Date field to display the Calendar Picker. Click the (X) button to remove the current date.

- Duration: Enter the estimated / planned duration for this task in hours. Click the (X) button in the

duration field to delete the current value.

- Repeat: Click the button to display the Repeat Picker to schedule recurring events.

- Security Classification: Press the lock button to display the Security Classification Picker


Scheduling Recurring Events

How to set make a Task recurring

Recurring Events are tasks that repeat on a regular basis, i.e. every first Tuesday in each month.

To schedule a Task as recurring you have to set the Start Date for the repeat pattern first:

- Open Task in Edit Mode (double-click)

- Open the Calendar Picker from the Next Review Date field (1)

- Select "Start Date" from the Calendar Picker (2)

- Choose the start month and click the day you want to start the repeat pattern (3)


Next click the repeat button to open the Repeat Picker (1) and choose the repeat pattern for your

task. You can choose any combination of daily, weekly, monthly or yearly repetitions with several

options based on your repeat cycle.


After choosing the repeat pattern click the repeat button again (1) to close the Repeat Picker again.

The repeat pattern is now displayed at the bottom of the task.


Security and Authorization


Security Levels

Document and Task/Item ClassificationThe security system used by Organize is aligned with government guidelines used to classify

information. This (or a similar) system is used by most countries, although not all countries have

the same number of classification levels. To make the system as universal as possible Organize

uses the following classification levels:

• Unclassified (L0): Without classification. No risk if publicly available.

• Controlled Classified (L1): Without classification. Only shared in controlled environments (i.e.

with known parties).

• Restricted (L2): Material that could cause 'undesirable effects' if it would become publicly

available.

• Confidential (L3): Material that could cause 'damage' if it would become publicly available.

• Secret (L4): Material that could cause 'grave damage' if it would become publicly available.

• Top Secret (L5): Material that could cause 'exceptionally grave damage' if it would become

publicly available.

For more details on the classification levels have a look at Wikipedia. This article provides a great

overview on classified information:

http://en.wikipedia.org/wiki/Classified_information

Each task must have a classification level assigned. By default this is "Unclassified". This cannot be

changed for the Inbox. For all other Projects, Folders or Meetings you can change the default

classification level in the Project Defaults.

Why so complicated?"The best secured item is not the one with the biggest lock, but the one you don't know it's there."

Actually the approach is not complicated. It's just a different approach to the "big password lock"

on front of every computer. You're not rubbing everybody in the face that you've got something

you want to hide, something they are not allowed to see.

The idea is that everybody can take a look if you're on clearance level 0 (Unclassified) and won't see

anything that matters. The interesting information is simply not there at all. Change the clearance

level and it appears.

I just want 1 Password for Everything!You got it! Just set the "Universal Password". This will give you access to all classification levels.

And if you want to automatically protect all items related to a Project, set the Project Defaults to a

http://en.wikipedia.org/wiki/Classified_information


Security Level above 0.

Disclaimer: Classification vs.

Encryption/ProtectionOrganize only provides you with a system to classify your tasks, but not to encrypt or otherwise

protect them! You need to make sure for yourself that you comply to the rules associated with the

classification levels you use. I.e. in most countries it is strictly forbidden to copy or cary any kind of

information classified by the government as Secret or Top Secret on any mobile device at all! If you

signed a compliance agreement, please refer to this for more details.

If you store confidential company data using Organize, make sure this is in compliance to any

confidentiality and compliance agreements you may have signed.

If you use the classification system for personal data only, it is up to you where you store or copy

your data.

Current Authorization Level (Clearance)

The Action Bar contains a Lock Button. Inside the lock you see the number for your current

authorization level:


• 0: Unclassified (L0)

• 1: Controlled Classified (L1)

• 2: Restricted (L2)

• 3: Confidential (L3)

• 4: Secret (L4)

• 5: Top Secret (L5)

• 99: Universal Access (Master Password has been entered)


Setting and Changing Passwords

Setting Passwords

Open Options (from the System Button) > Security to set your passwords.

Set the "Universal Password" (1) or the passwords for individual Classification Levels (2) by clicking

"Set..." for the password you want to change.

Later on when a user wants to Authorize, Organize will verify him for the highest possible

clearance. This means Organize will first try to check your entered password against the Universal

Password. If the password fits, you get Universal Access to all data. If not it will check the next lower

clearance (Top Secret) to see if the password fits. This will be repeated through all security levels. If

the password doesn't fit on any level, the clearance will be revoked to level 0 (Unclassified only).


Enter the "Current Password" (1) to authorize the password change, if you're already set a

password before. If you set the password for the first time, the current password is empty (not the

word "empty", but just don't enter anything in the current password field).

There are no enforced rules for the password. Just enter any password you like as "New Password"

(2) and again at "Confirm Password" to make sure there was not typo.

Now click "Set new Password" (3) to save the newly created password.

As always: You need your password to change it later on and to authorize. So keep it save!


Get Clearance for a Security Level (Authorize)

Current Authorization Level (Clearance)

The Action Bar contains a Lock Button. Inside the lock you see the number for your current

authorization level:

• 0: Unclassified (L0)

• 1: Controlled Classified (L1)

• 2: Restricted (L2)

• 3: Confidential (L3)

• 4: Secret (L4)

• 5: Top Secret (L5)

• 99: Universal Access (Master Password has been entered)


Click the Lock Button in the bottom bar (see Step 1) to bring up the Authorize dialog. Enter the

password and click "Authorize".

The password will be used to verify you for the highest possible clearance. This means Organize

will first try to check your entered password against Universal Access. If the password fits, you get

Universal Access to all data. If not it will check the next lower clearance (Top Secret) to see if the

password fits. This will be repeated through all security levels. If the password doesn't fit on any

level, the clearance will be revoked to level 0 (Unclassified only).

This means if you set passwords for the different clearance levels and want to leave your device

unattended just tap the Lock Button and press "Authorize" without entering a password. This will

set Organize to clearance level 0 and show only unclassified information. As soon as you get back,

tap the Lock Button again and enter your password to get a higher clearance. This will show the

additional items with assigned security levels.


Classifying Tasks and Changing Default

Classification

Classifying Tasks

To set the Security Classification for a task open the task in edit mode (double-click) and click the

lock button on the lower right (1). This will display the Security Classification Picker.

Click on the classification you want to assign for this task. Keep in mind that the task stays on

screen until the list is reloaded. After reload it will only be displayed if you have the appropriate

clearance.

Setting Default ClassificationYou can set a default security level for tasks for each project. Please follow the steps in the Using

Collection Defaults section.


Sharing Tasks and Lists


Import

Importing from OmniFocusTo move your tasks, projects and contexts from OmniFocus to Organize you need to export your

tasks with OmniFocus first:

Do in OmniFocus

- Select the project you want to export. If you want to export all projects, select "Library".

- Select File > Export from the menu

- In the export dialog select "Comma Separated Values (CSV)" as file format

Chosse a file name and press "Save" to export your tasks to a CSV file. Now go back to Organize:

Do in Organize

- Select File > Import... from the menu

- Select your OmniFocus export file you created before

- Click "Open" to start the import

The import module creates a project "CSV Import - OmniFocus" for you. All OmniFocus tasks and

Projects are added here as subprojects. The same with all contexts listed in the CSV file.


WiFi Sync


WiFi Sync Manual

To setup WiFi synchronization have a look at the Organize WiFi Sync Manual.

http://extensiblearchitectures.com/manuals/OrganizeWiFiSync/


Cloud Sync


Cloud Sync Manual

To setup Cloud Sync have a look at the Organize Cloud Sync Manual.

http://extensiblearchitectures.com/manuals/OrganizeCloudSync/index.html

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