Here - Sailalong Software
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1. fm People to call 7 Daily notes Go down to the business center and pick up papers Kid s indoor soccer practice tonight at 6 30 pick up after 7 Meeting Notes Overview of Supply Chain Special Project from Dennis 7 Warehouse restructuring project schedule for completion next month To indent press the tab key to outdent hold the shift key while pressing tab or use the Indent and Outdent functions under the Outline menu Continue entering line items until your outline is complete Backing up ActionItems Data To create a backup of your data file go to Backup Database under the File menu The window will prompt you to select a location for your backup Backup can be done at any time to any location Restoring ActionItems Data To restore your data file go to Revert to Database Backup under the File menu The window will ask you to select a backup file This will replace your current file with the selected backup data and requires that ActionItems be restarted for the change to take effect Think of the Journal as a spiral bound notebook or sticky note both places where one might traditionally write notes in long hand with one major difference ActionItems turns linear hand written notes into dynamically sortable trackable and distributable action items Viewing Journal Notes The journal default view displays the present day If you need to view a different d2. assigned to various people projects or groups by utilizing the built in drag and drop features of ActionItems or via the use of Hot Keys Both are incredibly easy to use and are best suited for certain applications 11 Sailalong Software Establishing Hot Keys A Hot Key is shorthand for a particular person or project Hot keys instantly assign ownership to items as you type and if desired inserts Hot Text inside the item Hot Keys consist of a symbol etc followed by a short text string the initials of the person or project or a short name for example You can designate the hot key symbol of your choice inside the Preferences area under the ActionItems menu see window right The text string is entered at the time a person or project is set up or after import Use a different symbol to create standard action items and SuperItems The default Hot Key symbols are for a standard action item and fora Superltem For information on SuperItems see page 14 12 Preferences General Outlines Data File Network Updates Spelling if Check spelling while you type Default Fant Helvetica 14at Change Hot Keys re for a standard item i ie for a super item i Check for hot keys while you type Dragging ff Assignment done a5 a standard item l Assignment done as a super item Completed Items A Hide after complete for 7 days ni f
3. entered for each project at this time lis complete For more information on Hot Keys see page 13 Notes ActionItems keeps track of original due dates revised due dates and Add Another Cancel completion dates for each overall project as well as any notes you may wish to keep on file The Notes field is the perfect place to capture a general description of the project how it came about and its stated purpose and goals Creating Groups Groups are the perfect way of organizing related people and projects such as Marketing Family Hobby etc People and Projects can belong to more than one group 1 Click on the arrow beside the button and select New Group 2 Type the name of your new group and click OK People and Projects can be assigned to Groups by performing a simple Drag and Drop You may create new People and Projects while inside the group they will be automatically added to that group Creating Favorites for People and Projects ActionItems allows you to quickly access frequently viewed outlines by listing them across the top of the program window otherwise known as the Favorites bar A quick click on a header takes you to the desired outline The Journal is the only default favorite however recently viewed People and Projects will appear across the top as you view them You can customize the number of recent items displayed as favorites You may also create permanent favori
4. for reports are limited only by your personal needs and creativity You may have several outlines appear in one report all with different search criteria Any text headers placed between outlines will automatically flow to the proper location as the outlines expand and contracts K For example to create a Weekly Progress Report for all direct reports insert an outline for each person with a text header over each outline Continue to do so for all direct reports in the design section In Preview mode you will notice that the headers flow automatically to the end of the previous outline without being overwritten Saving an Outline in PDF format To save an outline as a PDF select PDF from inside the Print dialog box The application will automatically save your text to the destination of your choice in PDF format 24 Actionltems 2 5 for Mac OS X Importing ActionItems supports several kinds of import and export functions as listed below Importing from Address Book ActionItems allows you to import contacts from your address book either maintaining links or importing data to act independently of address book record For complete info on importing from address book see page 7 Importing Data When you run ActionItems 2 5 for the first time it will search your system to see if there is an existing version 2 0 data file If one is found you will be asked if you would like create a blank dat
5. item and click Reject This removes it from your Inbox and changes the bullet color to red in the sender s Pending outline Never again will an important work project get lost between the inter office jokes junk mail solicitations and endless carbon copies found in your e mail Inbox today Important directives are managed by ActionItems own Inbox technology keeping them out of the clutter and in plain sight 17 Sailalong Software Working with Assigned Action Items Once you have People Projects and Groups composed and action items assigned it is now time to monitor progress ActionItems allows you to do this through both the Assigned Action Items outlines and in the Upcoming panel Assigned Action Items Outlines Assigned Action Items Outlines are a compilation of notes and action items for a Project or Person Here is where items are organized prioritized amended and monitored for progress and completion Viewing Assigned Outlines Assigned Outlines are viewable by clicking on the person or project in the Favorites bar across the top of the program window or by clicking on People or Projects inside the Directory and selecting a record in the Listing panel Expanding Contracting Viewable Area To expand the viewable area pull down or double click on the splitter bar between Assigned and Pending or click on the button to collapse the Pending area To restore the original view
6. item more trackable 18 Actionltems 2 5 for Mac OS X Priority F ActionItems gives you the ability to assign priority codes to items inside an Assigned outline To assign a code click in the column under heading Ff and assign a code from 1 5 with one being the greatest You may change the Priority codes from numeric to alphabetic from inside the General Preferences window Attachments To attach an external document to an item simply click in the column under the heading The dialog box will prompt you to create a path to where the document is stored Once completed a page icon will appear in the links column Clicking on the icon pops up a menu so you can open or delete existing attachments as well as add another You can also drag and drop a file onto the item s attachment column Date Completed displays item completion date Date Created displays item creation date Modified displays date the item was last modified Changing Order of Adding Removing Columns To change the order of the columns simply drag and drop them to the desired position To add or remove any of the columns click on the arrow to the right of the column headings and either activate or deactivate the header in the drop down box Changing Colors of Status Codes The default colors of status codes are as follows Pending items Blue Assigned items Black Completed items Gray Use the Preferences window to customize colors o
7. not you want to print the checkboxes and the font used fire Epi Heb BS sped e De Be mas 5 fee ia ede Pe Page 1 if 21 Sailalong Software Reports ane iem ice To create a report select New from the Reports menu A blank report template will appear complete with design tools mm across the top of the window Moving your cursor over each tool will display its i name Functions are described below et Sanpe Bop l han Salao Sofware Move Tool Use the move tool to select move and or resize graphic elements outlines and text boxes To move more than one element at one time click and drag to draw a box around the desired items Or click on the first item and shift click on the others until all are highlighted then move accordingly Insert Outline Tool Use this tool to draw an outline for a custom report The search criteria selection window will automatically appear with a series of filters Select the desired criteria and add new filter levels by clicking the button You may remove selected filters by clicking the button to the right of the row Continue selecting criteria until you are done then click OK Next choose the columns you wish to show by clicking on the back arrow in the upper right hand corner of the outline and checking off the appropriate headers The complete outline will appear in Preview mode T Insert Text Label Use this too
8. of Status Codes 20 Inserting an Item 20 Deleting a Standard Item 20 Deleting a Super Item 21 Moving an Item 21 Editing an Item 21 Upcoming 21 Adjusting Days Ahead View 22 Sorting Items 22 Printing and Reporting 22 Printing 23 Creating Reports 23 Report Inspector 24 Saving Outline as a PDF file 26 Importing 27 Importing from Address Book 27 Importing Data 2 Completing Action Items 27 Adding and Removing Checkboxes 27 Preferences 29 General 29 Outlines 29 Data Files 29 Network 29 Update 29 Glossary 30 Reference 35 Sailalong Software About ActionItems ActionItems is a one of a kind software application made specifically for note taking and action item tracking It s the perfect information management tool that keeps the busy individual organized focused and on schedule Consider ActionItems an electronic assistant that goes with you everywhere and archives info timelines and initiatives at your fingertips for instant recall retrieval and action Use ActionItems as a personal journal to record notes of all kinds from business meetings to grocery lists Organize action items by people projects and groups Send and receive items over your network Easily track their progress and completion in one centralized location Create custom reports that can be saved and shared Sort to do lists by importance and or due date with the click of a mouse Best of all never EVER again waste time re typing ha
9. the Person menu This allows others to see you on the network When done the icon next to your name will appear in blue 2 In order to see another person using ActionItems their name must appear in your database and in their own personal record in exactly the same way For example Peter Smith must be entered as Peter Smith in all places not as Pete Smith in one program and Peter Smith in another 3 Each person must enable the networking feature from inside their Preferences window To do this simply go to Preferences Network Receiving items and check the box next to Allow others to send items to me If all of the above is done correctly a green dot appears in the People listing identifying each user that is visible Should you be missing someone in your group please ensure that all steps above have been taken 16 Actionltems 2 5 for Mac OS X Sending Live Action Items To Live Assign an item to someone on your local network go to their Pending area and click on an item Next click on Live Assign The item will remain in Pending but the bullet will change color to yellow If the recipient has ActionItems running the item will appear in their Inbox within seconds If they are off line it will remain in your Pending until they become available and either accept or reject it If a person accepts a sent item the bullet will change to green and
10. the Favorites bar To access options for favorites go to the General Preferences menu Groups Create custom groups to organize people and projects A person or project can belong to more than one group Hot Keys Hot Keys are a shorthand way of including a person or project in an item When typing in an item type the hot key character followed by the hot key and that item will automatically be sent to pending for the person or project Example For Joseph Ball you may specify his hot key as JB Hot Key Character The hot key character is a signifying character used before the hot key when typing in an item You can select the hot key character of your choice under Outlines in Preferences Note The default hot key character for a standard item is 28 Actionltems 2 5 for Mac OS X The default hot key character for a super item is Hot Key Text Hot Key Text is a text string designated by you to replace the hot key characters entered inside an item Example You have a person names Joseph Ball with a Hot Key of JB and Hot Text of Joseph Ball The JB you type inside an item to assign it to Joe will be replaced with Joseph Ball You may disable this feature when setting up an individual person or project by leaving the field blank Import from Address Book Imports selected contacts from your Address Book Inbox The ActionItems Inbox holds incoming action items sent to you by a co wor
11. ALTIONICtems NOTES TO ALCTION SOFTWARE User Manual Version 2 5 Updated July 27 2005 Copyright 2004 Sailalong Software e All Rights Reserved Sailalong Software Table of Contents About ActionItems Features Journal Entering Journal Notes Backing up ActionItems Data Restoring ActionItems Data Viewing Journal Notes Viewing Consecutive Days Viewing Non consecutive Days Parent and Children People Projects and Groups Adding a Person Importing Contacts from Address Book Adding a Project Creating Groups Creating Favorites for People and Projects Recently Viewed Items Creating Permanent Favorites Changing Order Deleting Favorites Navigation Area Directory Listing People Projects Groups Upcoming Search Reports Inbox Assigning Action Items Establishing Hot Keys Drag and Drop SuperItems Pending Assign Remove ActionItems Live Preparing the Workgroup to Send and Receive Live Action Items Sending Live Action Items Modifying the OS X Firewall Setting Viewing Accepting and Rejecting Action Items A DADNAAU UU UI UI OO0OWMAWAAWAONNN Actionltems 2 5 for Mac OS X Working with Assigned ActionItems 19 Viewing Assigned Outlines 19 Expanding Contracting Viewable Area 19 Column Headers 19 People 19 Projects 19 Origin 19 Due Date 19 Priority 20 Attachments 20 Date completed 20 Date created 20 Modified 20 Changing Order of Adding Removing Columns 20 Changing Colors
12. a file or import your 2 0 data Completing Action Items As individual items are completed clicking on the check box next to the item marks them as done When the item is checked off the due date will change to grey indicating completion ActionItems employs Smart Checkbox technology so that checking off a parent item will also mark the children of that item as complete Similarly completing all of the children under an item will check off the parent as well Checking off a SuperItem in one outline will check it off across all other outlines to unlink a SuperItem so that this does not occur highlight the item and go to Outline Detach from Super Item Once an item is checked as completed it will be hidden from your outline after a specified amount of time the default setting is seven days You can change the duration in the Preferences area under Outline Completed Items Simply adjust the number inside the box to the desired interval Adding and Removing Checkboxes If you wish to view an item in pure note form as opposed to a checkable item you may remove the checkbox by highlighting the item and selecting Remove Checkbox from the Outline menu To add a checkbox to an item highlight the item and select Add Checkbox from the Outline menu You may also choose whether newly created items start with or without checkboxes by using the Outline menu option Show Remove checkboxes or by using the checkbox b
13. anaz Training Depi Reports _ Talk to Robert about patting ready forthe budgetmesings Ganso Dennis Cave Inbox r m a Bite 7 Days ahead be _ Only for selected favorite _ ae LT HE ee Upcoming Selecting Upcoming will display all items due within the selected timeline Sort upcoming items by Owner Due Date and or Priority by clicking on the respective header To view Upcoming items for a particular Person or Project select Upcoming from inside the Directory and then click For current selection along bottom of window Items may then be sorted by Owner Due Date and or Priority by clicking on the respective header If you are in the Journal and select Upcoming you will see a list of all items due across all people and projects Search ActionItems searches your data for specific items with a variety of selected criteria Searches can be saved for re use Select New Search from the file menu Choose your search criteria and enter your text string in the area provided You may add additional criteria by clicking on the button When your selection is complete click Search Reports Allows you to run a QuickReport template create a custom report and run saved custom reports For more on reports see page 21 Inbox Displays all items that have been assigned to you via Live Assign For more on Live Assign see page 17 Assigning Action Items Items can be
14. ature Navigation Area The lower half of the program window is referred to as the Navigation area which allows you to easily switch between views and functions Navigation consists of two panels Directory and Listing The viewing area of each panel can be adjusted both horizontally and vertically via the splitter bars Collapse the area completely when working on your outlines expand it to navigate to different views to set up new People and Projects and to send and receive Live Action Items see page 17 Directory From the Directory you can select a group project or person click to view Upcoming Items perform and access searches access reports and report templates and check your ActionItems Inbox Listing Use the black arrow in the upper right hand corner to add delete viewable columns You can also change the display order of the columns by performing a drag and drop to the desired location Directory Name Pinot Key rot Text Peredireg Assigned i Ta People i Jozeph Ball E oe F 4 i F Projects F sabisa T amp Sheila Bruce 4 3 m Laupa Dennis Coyle de Dennis l E Upcoming George Dillon ad 5 3 Q Searches fh Toni Frankel tf 2 i a Reports Michgel Gerace mg g 2 E Inbox Ewan Grant eg h amp Theresa O brien hg l a i i r Russell Emand iT iu ia oe People Sailalong Software When People is selected inside the Directory the Listin
15. ay simply use the calendar to select the desired date You may also use the calendar to select multiple days for viewing in a combined Journal outline Sailalong Software Viewing Consecutive Days in the Journal In the Journal view use the mouse to click the start date on the calendar Drag your cursor through to the end date Or click on the start date hold down the shift key and click on the end date Viewing Non consecutive Days in the Journal Click on the start date then while holding down the command key click the other dates individually When more than one day is selected your journal outline will combine the individual daily outlines into one master outline Parents and Children Any item that has one or more items indented beneath it is known as a parent The indented items below it are known as children Parent items can be expanded and collapsed for easier viewing by using your mouse to click on the arrow next to the item You can also use the left and right arrow keys to expand and collapse when the parent item is highlighted From the Outline menu you can change the layout of your entire Journal outline for easier viewing and usage Expand All opens the entire notes field Expand To expands all outline items to a selected level Items below the selected level will be collapsed Collapse All collapses all outline items to the root or top level The standard program window view includes the Jour
16. click on the icon again Column Headers U v People Various columns are available for display Projects inside each Assigned Action Items outline Origin You may display all or some of the Due Date columns at any given time by selecting or Priority de selecting them in the pull down menu Attachments along the right hand side of the column Date Completed header row Date Created Date Modified People displays any additional people the item may be assigned to Clicking on a person listed in this column will take you to the corresponding item from inside their outline If there are no additional item owners the column remains blank Projects displays any additional projects the item may be assigned to Clicking on a project listed in this column will take you to that item inside the project outline If there are no additional item owners the column remains blank Origin clicking on the date for a Journal entry or outline name for an Assigned Outline in the origin column takes you to the source notes inside the Journal area or Assigned Outline This is helpful when researching the context of an item or when amending a SuperlItem Due Date shows the assigned due date for the item If a due date has not yet been assigned you may assign one by clicking in the column and selecting a date on the pop up calendar Note items will not appear in Upcoming unless a due date has been assigned Assigning a due date makes an
17. e dates will appear in Upcoming Adjust the number inside the days ahead box to view items due within a specific time frame Directory The Directory panel allows you to browse between People Projects Groups Upcoming Searches Reports and Inbox Drag and Drop Drag and drop is a simple way to assign items to a person or project It also allows you to attach external documents to an item inside an assigned outline To perform a drag and drop click on the item you wish to move drag it to the desired location and then release Date Modified Date modified updates each time a change is made to an assigned item To view the date modified column inside Assigned Outlines click on the arrow in the row across the top of the outline window and scroll to Date Modified which adds that column to the window Due Date Indicates when a project or item is due for completion Items that have assigned due dates will appear in Upcoming To assign a due date click in the due date column and select a date from the calendar Items in either Pending or Assigned Outlines can be given due dates Favorites Favorites appear across the top of the window just above the outline They represent recently viewed people or projects Along with the Journal you can choose to have your most frequently accessed projects or people remain in permanent view for easier access by dragging them between the two vertical lines next to the Journal display in
18. f these links Once you have established an outline with assigned items feel free to insert delete move and edit items as you see fit Inserting an Item Place the cursor at the end of the item above where you want the new one to appear or select the item and press return A new item is created at the same level as the previous item Press tab or shift tab to indent or out dent as desired Once the item is complete you can perform any of the functions above including due dates priority codes etc Deleting a Standard Item Highlight the item or use the arrow keys to navigate to it Once the item is highlighted you can either press delete or you can select Delete from the Edit menu You can also insert the cursor at the end of the item and backspace through it 19 Sailalong Software Deleting a Super Item To delete a single occurrence of a SuperItem first highlight the item and select Unlink from Source from the Outline menu You will be able to delete this item without affecting the other items To delete all occurrences of a SuperItem click on the Origin column to get to the source note Deleting this item will delete all occurrences Moving an Item TO move an item click on the bullet or arrow and drag the item to a new location Note Dropping an item to the left of another item s bullet will add it at the same level while dropping on the right side of the b
19. g panel will display a list of all people entered into your ActionItems database along with their respective Hot Key Hot Text if entered number of pending and assigned items and online status if using in a workgroup situation Status bullets for people appear as follows Your personal record each person should have a personal entry created in the normal fashion see page 7 Highlight your personal record then select Identify as Me under the Person menu The icon next to your name will appear in blue Note designating a record as you is critical when using ActionItems in a workgroup situation This will enable you to send and receive action items amongst other ActionItems users Imports from address book will appear with a small address book icon Unless on your network these people are not able to send or receive Live ActionItems page 17 but you may create and maintain outlines for them Users on the local network When a local user has their ActionItems software running their bullet appears in green when offline the bullet disappears Users must have their program open in order to receive Live Action items otherwise items will remain in your Pending with a yellow button For more on Live Action Items see page 17 Directory i Name A HotKey Hot Text Pending Assigned 3 a Peppe Adnising Campaign ac F E Projects Budg t Committee Eee l 2 Groups Call Backs CB People to Call L d Co
20. ion on the page Useful for headers and footers Appears on every page repeats element on every page useful for logos stylized headers and footers Watermark adds opaque quality to graphic element so that type may overlay Useful for logos etc Size Displays the size of a y Size da selected text box or graphic is e Increments are measured in pixels x 396 ly 39 oy You may resize the element by Width Height changing the values in the boxes via Maintain Proportions the up and down arrows Maintain Proportions select this for distortion free resizing of photos logos etc W Graphic Graphic Allows you to adjust line width and color and fill color with an SS almost endless selection of M Line enhancement capabilities T l px a Line resize width by adjusting value in the box via up and down arrows or by entering a value inside the box Adjust Opacity the color by double clicking on the iae rectangle and bringing up the color tools Fill Click on the gray scale slider to adjust brightness Choose from a variety of color enhancement selection tools via the Color Palette as shown right Opacity move the slider bar to achieve a translucent quality to the highlighted element W Text Text Use the tools inside the text area to choose font color size alignment and more Insert page numbers date stamp time stamp and template text Sailalong Software Outline Use
21. ker on your local network Once you Live Assign an item to another person you will receive a message in your inbox indicating whether the recipient has accepted or rejected the assignment You may also receive a notification when the item is complete Journal The Journal is the primary place to record notes of all kinds The Journal is the default view when opening ActionItems Use the Journal as a scratchpad to jot down notes and ideas that are not yet related to other people or projects or to record meeting notes lists etc Listing The Listing panel allows you to view all records for a selected Directory item Live Assign Send action items to others on your local network who are running the program by clicking Live Assign when the item is highlighted in their Pending file Recipients must be on the network in order to receive action items items will stay in your Pending until the person is available Navigation Area The Navigation area allows you to select a group project or person view Upcoming Items perform searches and access your Inbox Open in Address Book Opens address book record for person highlighted in ActionItems Origin The Origin indicates where the item came from The Origin can be a date person or project Clicking on the Origin will take you to the source item Parent An item that has one or more items indented below it Pending 29 Sailalong Software Pending is a place to revie
22. l in your first and last name as others would use it plus all other pertinent info Then highlight the record and go to Person Identify as me This will allow others on the same subnet to see you e99 Assistant Importing Contacts from Address Book To import contacts from your address book Import People from Address Book select Import from the File menu The Import Assistant will automatically pull in selected beards A contacts from your address book complete with _ Group Kana all vital information Select Keep synchronized e so that anytime you change information in the Work Ms Theresa O Brien Address Book the info is automatically updated inside ActionItems Or choose Import only to download the data with no linkage To access the address book for a particular record from inside ActionItems double click Keep synchronized import only the person s name and click the Open in Address Book button Chose impor Hot Key designations may be entered for each person at this time For more information on Hot Keys see page 13 Sailalong Software Bor Hew Project Adding a Project Project name 1 Click on the arrow beside the Hot key button and select New Project Hot text Replaces bhot key when used 2 Fill out the requested information in the dialog box and click save oa cee Li Curent due dat Leal Hot Key designations may be Completion date a
23. l to draw a text box for headers company name etc For info on text selection etc see the Report Inspector section below Insert Line Use this tool to draw vertical horizontal and diagonal lines to enhance your reports For info on line width color opacity etc see the Report Inspector section below Insert Image Use this tool to insert any image into your report Insert Rectangle Use this tool to draw squares and rectangles For info on line width color fill opacity etc see the Report Inspector section below Show Inspector Click on Show Inspector to bring up the Report Inspector palate To learn more about the Report Inspector please see below Report Inspector The Report Inspector is a floating palate used to select and adjust the many design elements of your reports Below is a complete description of the Report Inspector controls and their respective functions Y Position Position Displays the position of a pas an selected outline text box or graphic 37 5 46 5 element in relation to the upper left os oS l Fixed Position 22 Appears on Every Page Watermark Actionltems 2 5 for Mac OS X hand corner of the report sheet Increments are measured in pixels The value will change as the item is moved on the page Additionally you may move the element by changing the values in the boxes via the up and down arrows Fixed position anchors element to its posit
24. llege ter the Kids CK iF 3 E Upcoming Grocery List GL P amp Searches House Te Dos HT w F oo Reports B Projects is i ie a Inbox Kids E Kids l Pala eti rey BAK 0 0 iis Operations PH r E ees Projects The Projects selection inside the Directory results in a list of all created Projects inside your ActionItems database Use the black arrow to display additional info including Hot Key Hot Text number of pending and assigned items Original due date current due date and date completed Directory a Name People meee Projects r Pending Acsigned ic i Pape Familly Di 5 D E T Projects Wark 0 Ft 3 lz TG Groups ramily m Work E Upcoming P amp Searches i Reports 10 Actionltems 2 5 for Mac OS X Groups Select Groups inside the Directory to create custom groups such as Family Marketing Hobby etc Expanding Groups will also allow you to select a specific group to view Use the black arrow to display additional info including Hot Key Hot Text number of pending and assigned items online status original due date current due date and date completed Dir cte Mpcoming E Due Dane Oner g B People _ Set final projections for the year pizo Budget Commilti Le Projects People io Call 02202004 Call Backs b 9 Groups O Revita reports package for improwe ments 02272004 Joseph Ball cy Upcoming B Top 5 Reports 2 O3062004 Joseph Ball H Q Searches Follow up 1 d
25. n items sent to the Pending area are still dynamically linked to the source item in the Journal If the Journal entry is amended those changes will be reflected in the Pending item Remember that items do not necessarily have to originate in the Journal you can create an item from inside an Assigned Outline and assign it to other entities It will go to their Pending Outline maintaining a link to the source item until formally assigned A a O Actionltems journal O Ca tacky Bob Billings Training Dept 2S Peper People Propi Origin Due Date j Review aporis package lor improvements ice ras Or S004 E Top Reports Cee 00 T ci Wonder has assigned extra resources to megi Ch ee bathe ree g rt af Ware Pee Gob managemeni wari nay gaigre ean we Guy lunch for hee people Pep a Fe Web site saul to do CTs Pending People Properts Higin Dus Daie a Fr E Wei cast neal weak ble Leos Da Sone PP Schepdulo maging with Training and Donnis to fa pa Bees ee Per alize lasi delats Friday Woes gmi for al _Assign _ _Liwe Assign Completed items hidden after 7days i E i a Tere ee Due Daie A PATET E B People _ Set final prowections for the year piian Budge Cammimes 4 Projects F People 6 Call 1220204 Call Backs E Grupi F Review epo Paceage tor improvements AZT dpsiph Eal PTT EREE TPO Top 5 Reports 2 020ecod4 Joseph Bal b Searches Bi Folow up i datami Tianna Degi DL Talk to Abert about geing ready
26. nal on top with the Navigation area along the bottom For variable panel sizes pull down up on the vertical and horizontal splitter bars which will minimize or enlarge the viewable areas To completely expand the Journal click on the button in the lower left hand corner of the program window This action hides the Navigation area giving you a full screen view of Journal notes you may also double click on the splitter bar To restore the original view click on the icon again Clicking on the button will hide and unhide the calendar Actionltems 2 5 for Mac OS X People Projects and Groups The two major entities that receive action items are ee Joseph Ball labeled People and Projects In order to assign an item to a person or project the person or project Firstname Joseph F i TM must first be set up inside the ActionItems lace armas Ball database Hotkey JE Hot text Joe B Replaces hot key when used Adding a Person Mew Pergo AH New Project H 1 Click on the arrow ay ae A beside the Mew Search mE Add Another Close Hew Report MR REEEEEREEEEE SEES SrSeres meeer button and select New Person 2 Fill out the requested information in the dialog box and click save Or to add another person click on Add Another Continue in this fashion until you are done Note in order to use ActionItems in a workgroup environment you must create a record for yourself Fil
27. nd an item to pending for a person or project without any extra steps Simply type their hot key inside the item and it s all taken care of for you Use hot text for things like callbacks etc where the project or person s name makes sense inside the item see example above Note you have the option of disabling the HotText feature if so desired Leaving the hot text field blank will prevent text from entering into the item 13 Sailalong Software SuperItems Items may be assigned to more than one person or one project They may also be assigned to both people and projects at the same time To do this Simply drag and drop the item to each entity you would like to assign ownership or enter as many hot key designations as required When assigned to multiple entities the items exist independently of each other changes to the item in one outline will not change it in a different outline You may however choose to link the items together by creating a Superltem SuperItems are useful when assigning an item to more than one owner Changes to the original item will automatically take place wherever the item exists inside your database Creating SuperItems Superltems are created by using a different Hot Key signifier as designated in the Preferences window see page 12 SuperlItems are differentiated from a standard action item by a blue bullet point versus grey for a standard item If an item is assigned to a projec
28. nd written meeting notes into your computer ActionItems turns your Mac into the ultimate note taking and action item tracking device ActionItems is the perfect workgroup solution enhancing communication and follow through between co workers and direct reports Action items and notes are easily shared between groups complete with due dates and priorities and will come up for review at the click of a button ActionItems archives person and project data indefinitely so recall and tracking is a breeze for both employee and boss ActionItems is a feature rich program that allows the end user to take command of their tasks and priorities Start using ActionItems and instantly improve your efficiency organization and follow up at work and at home Actionltems 2 5 for Mac OS X Features Below are detailed sections on the unique features inside ActionItems Notes to Action Software Please read carefully it is loaded with useful information Journal The Journal is the primary place to record meeting notes lists thoughts anything you need or want to annotate Entering Journal Notes ActionItems captures notes in outline form generally regarded as the most efficient way of organizing information To begin entering notes inside the Journal click on the date and press return This automatically activates the first line Enter your text then press return to start the next item 7 Tuesday July 12 2005
29. ng Software Expand Item Click Right Arrow Using the Mouse Edit Item Click on Item Text Stop Editing Click Outside the Item Text Drag Item Click on Bullet or Arrow Expand Collapse Item Click Arrow Columns Hide Show Column You can hide or show any column by clicking on the arrow at the right side of the column headings and selecting the column name Sort Column Click on the column heading to sort in either ascending or descending order Move Column To move a column click on the column heading and drag it to the left or right to customize the order in which the columns are displayed 32
30. or a pending item link Colors i Blue Be flack for an assigned item link Me Gray M Use altermating row background in outlines fora complted item link Actionltems 2 5 for Mac OS X Example For a person named Joseph Ball choose the hot key designation JB and hot text designation as Joe B Let s assume you ve established your hot key symbol as W To assign an item to Joseph Ball while typing in the Journal or an Assigned Outline enter JB anywhere in the item Y Follow up from JB Operations As the program recognizes the hot key it will instantly replace it with hot text if entered and a copy of the item will instantly appear in Joseph Ball s Pending File You will also see Joseph Ball s name appear in the People column next to the item Y Follow up from Joe B oseph Ball Operations You now have an action item in Pending ready to be assigned ActionItems prevents you from using the same hot key designation for more than one person or project ensuring the integrity and cleanliness of your data Drag and Drop Drag and drop is another way to assign an item to a person or project that is currently visible in the Listing window Dragging and dropping an item onto a Person or Project puts that item into their Pending outline for review Items may then be formally assigned amended or deleted more detail below Hot keys are a timesaver because you can se
31. or standard item and super item enable or disable check for hot keys while you type select assignment type when dragging an item assigned as a standard item or a super item select number of days completed items are hidden from outlines or disable Select number of days completed items are archived or disable modify colors for pending items assigned items and completed items Enable or disable alternating row background colors in all outlines select location for Reports Directory storage elect to accept incoming items or not must be selected to use in workgroup environment elect to search the network for available users adjust frequency in which items are re sent 26 Actionltems 2 5 for Mac OS X Updates adjust frequency application checks for updates on Sailalong com web site or Check for updates now Glossary Address Book Integration Selecting Import from the File menu will bring up a list of contacts from your system address book You can select one or more contacts and import them into ActionItems Assigned Action Items Outline Assigned Outlines are compilations of notes and items assigned to specific People or Projects Use this view to keep track of your favorite people and projects Attachments External documents and files can be linked to Assigned Outline items keeping all pertinent documents stored in one place To link a document to an item click in the column with
32. ring inside any all outlines as specified You may also perform a search and replace from inside QuickFind Recently Viewed Favorites Viewing assigned and pending outlines for a person or project will create a favorite status for that person or project at the top of the window To modify the number of recent favorites shown adjust the number under General in the Preferences window Restore from file Re writes the existing ActionItems data file with your previously established backup file Rich Text Format RTF Support ActionItems supports bold italic underline colors system fonts and sizes You can customize the text of an item by selecting a style from the Format menu Search Create your own searches using a variety of criteria All custom searches are automatically saved for re use at a later date You can also delete custom searches you don t wish to keep 30 Actionltems 2 5 for Mac OS X Smart Checkboxes ActionItems uses Smart Checkbox technology This allows you to check off a parent item and the outline will check off all the children as well If you check off a child and there are other items yet to be completed the parent item will display a dash in the checkbox denoting a mixed state among the children Once all children are checked off the parent will automatically check as complete Special Characters Brings up character palate with menu of symbols available for use Speech The s
33. t or person as a SuperItem the person or project link will appear in italics Modifying and Unlinking SuperItems To modify a SuperItem click on the link in the Origin column which takes you to the source notes for that item Modifications here will transfer to all outlines where the item also exists SuperItems cannot be changed from inside individual outlines only at the source However you may unlink SuperItems by highlighting the item and selecting Unlink from Source from the Outline menu That particular item is now independent from the others and may be modified deleted without affecting the rest The others will remain linked and behave accordingly In other words detaching from the other SuperItems makes the item behave like a standard item Create a standard action item when assigning an item to only one person or project or when you might like to modify the items independently of one another Use a SuperItem when you want to assign items to more than one person and project and when you want changes to one item to appear across all people and projects You may change the behavior of drag and drop items so that all items dropped are SuperlItems by default by selecting this option inside the Preferences Outline window 14 Actionltems 2 5 for Mac OS X Pending Pending is a review area where you can perform a final check of an item before officially assigning it to a Person or Project Actio
34. te status for frequently viewed outlines change the display order of favorites and delete favorites Recently Viewed Items ActionItems will automatically display the most recently viewed People or Project outlines across the top window along with the Journal To adjust the number of recently viewed items displayed as favorites go to General in the Preferences menu Select a number between one and nine in the clickable window Creating Permanent Favorites 8 Actionltems 2 5 for Mac OS X To create permanent favorites for frequently viewed People or Projects simply drag the item between the divider bars to the right of the Journal header All headers appearing between the bars are permanently displayed for easy access Changing Display Order Deleting Favorites To move favorites to the left or right perform a drag and drop until all titles are in the desired position You can also remove a favorite by dragging it outside the divider bars until the item ghosts It will disappear upon release The favorite will now be displayed only when it has been recently viewed Journal fessomek Call Backs Bob Billings Training Dept ActionItems allows you to organize store and retrieve data much as you would with a paper filing system Keep folders on people and projects group related items in larger Group folders and store frequently accessed data at your fingertips via the Favorites fe
35. the item will move to its Assigned Outline If the person rejects the sent item the bullet will become red and the item will remain in your Pending From there you may choose to delete it re send it or do a non Live assign NOTE Modifying the OS X Firewall Setting If you are using the OS X built in firewall and would like to receive action items over the network you need to add an entry for the ActionItems application in your firewall settings Inside System Preferences under Internet and Network click on Sharing and then go to the firewall tab Click on New You will be presented with a sheet asking for the port information Select Other for the Port Name and type in the port number that ActionItems is using By default the port number used by ActionItems is 5351 Finally type in ActionItems for the Description and click OK Viewing Accepting and Rejecting Live Action Items Your Inbox lets you know how many items are in it at any time by displaying a number to the immediate right To view items simply click on your Inbox A complete listing of items appears in the Listings window along with Sender Due Date Priority and Received Date To accept an item in your Inbox highlight it and click Accept When accepted the bullet becomes green and the item moves from your Inbox to your personal assigned outline To reject an item in your Inbox highlight the
36. the outline controls to adjust font selection and size inside your outlines and column headers Pull up a list of all available fonts and styles by clicking the box to the right of the text selection window Margins The margin controls allow you to adjust top and side margin size and elect to show or hide margin guides Grid Clicking on grid will create a background on your report to use as a guide for alignment purposes The grid will not appear in Preview mode nor will it print Selecting Snap to grid will magnetize the grid line helping to line up various elements in the report creation process ny Ing pectar Position Size Graphic gt Text T Outline Outline Text Use assigned fontis a Lise different font for printing Calumn Tithes Helvetica 1 lipe Margins 0 50 flin 0 50 2 lin Tap Bachan oso in o 50 2hin Left Right int Show margins guides Y Grid a o eaiiamaaaiaiamiaaaaaia mee zi Shiv Grid _ Snap to Grid Once your report is created you will want to preview them before printing Clicking the Preview button at the top of the report will bring up all pages of your reports complete with outline data page numbers repeating elements etc To adjust any of the features return to Design mode to make the appropriate corrections Once the preview is just the way you like it save and name your report for re use before printing The options
37. the paperclip heading This pops up a menu for opening adding or deleting linked documents Or drag and drop a file onto the attachments column inside the item File formats supported MP3 PDF TIFF JPEG GIF BMP PSD PICT PNT EPS PS EPI TARGA RGB SGI PNG MAC FPIX FAX ICNS ICO and CUR files AutoSave ActionItems will periodically save the contents of your data file according to the frequency selected inside your Preferences file The program will also perform an automatic save upon closing AutoSend The AutoSend feature instantly sends Live Assign items over the network to the intended recipient If the recipient is not online at the time the item is sent it will remain in your Pending until the recipient is online Backup to file Creates a backup of your ActionItems data file in the location of your choice Calendar The calendar appears along the left hand side of the Journal view The typical display is a three month view which varies depending on the size of your program window The calendar allows you to navigate to journal notes for one or more dates by clicking on the desired date s Check for Updates Accesses the Sailalong site for new version upgrades to the ActionItems program Child ren An item that is indented below another item Created Date 27 Sailalong Software The created date indicates when an item was either created or assigned Days Ahead Items that have been given du
38. tor the budget meetings Oc 0d Dennis Conde Cy Reports i T ibys i lal E 7 pmp win a wa 1 Pe Days ahead E L Only for selected favorite Pending is visible inside all outline views except for Journal Once an item is in Pending it can either be officially assigned to a Person or Project or deleted To Assign an Item highlight item by clicking on it then click Assign To Delete an Item highlight item by clicking on it then press Delete this will not delete the source note only the item in pending To Assign via Live Assign please see next section below Text cannot be changed from inside the Pending area however you may assign due dates and priorities from inside Pending these functions can also be performed later inside Assigned Outlines Items can be amended for spelling or content when assigned to a Person or Project or from inside the original notes Clicking on the origin date from inside Pending will take you back to the source item 15 Sailalong Software Once a standard item leaves Pending and has been assigned it becomes independent of it s origin Changes made to the original note inside the Journal will not be reflected in an assigned outline If you wish for this to take place you must create a SuperlItem The true beauty of the Pending area is the ability to weed out real actionable items versus items you may decide not to act upon Many ideas seem
39. ullet will make it a child item Editing an Item To edit an item click inside the item at the appropriate spot and enter your changes If the item is highlighted you can press the Space Bar to begin editing and Esc to stop Use Assigned Outlines to collect notes and action items regarding a project person make changes on dates priorities etc Start directly inside the assigned outline when the notes are specific to that person or project Link external documents and files keep all pertinent info under one easy header Retrieval becomes a breeze no more hunting for related documents or ancillary notes Upcoming The Upcoming view allows you to monitor and sort all action items coming due for a particular project or person It also provides a global view of all items across all categories Items belonging to a particular person or project can be viewed by clicking on the Upcoming icon in the Directory while inside a specified outline Please be sure the For current selection box at the bottom of the window is selected Upcoming items for a Projects and People can be viewed by making sure the For current selection box is de selected All items with due dates within the days ahead selection will appear inside the viewing area see screenshot below You can adjust the time frame from which the action items are displayed by using the slider box or calendar controls at the bottom of the window Adjusting Da
40. utton at the right hand bottom side Ready to Go Now that you are familiar with the many features of ActionItems 2 5 Notes to Action software you are ready to begin Please refer to the Help section inside the program for any help you may require or e mail techsupport Sailalong com for technical issues pertaining to the functioning of the software You may also select Provide ActionItems Feedback from the ActionItems menu which will bring you to Sailalong com s feedback page We hope you enjoy the increased productivity and efficiency that ActionItems will bring to your everyday life 25 Sailalong Software Preferences The Preferences window can be found under the ActionItems menu and allows you to make the following customizations General Favorites Name Format Date Format Priority Format Journal Outlines Spelling Outline Font Column Font Hot Keys Dragging Completed Items Appearance Reports Report Directory Network Receiving Items Sending Items select number of favorites shown in favorites bar show names as first last or last first sort by last or first select date display format from a variety of options choose first day of week alpha numeric or combination whether or not to allow checkboxes enable or disable spell checking while you type select font to be used for outline text select font to be used for text in the columns designate signifiers f
41. w items before actually assigning them to a person or project Pending items simply point to the source item in the Journal or Assigned outline and therefore cannot be modified or edited However you can assign priorities and due dates If you need to modify the item click on the Origin link People Individual contacts to whom you can assign action items Preferences There are many ways to customize ActionItems for your usage You can access Preferences under the ActionItems menu and select from General Appearance outlines Data files Network and Update A complete description of each selection is contained in the Preferences section of this manual Priority Code F Items in pending upcoming items or assigned may all be given a priority code The default codes are 1 5 with 1 being the most important Priority code designations may be customized inside the Preferences window Projects Create Project for your major activities and undertakings Once your projects are set up you can assign action items to it and take notes directly in the specific outline In creating the project you can give it a Hot Key designation original due date and completion date as well as notes about the purpose and mission of project Provide ActionItems feedback Brings you to Sailalong com where you can provide feedback and product related issues to our technical development team QuickFind Allows you to quickly access a text st
42. worthwhile initially in a meeting etc and upon later review become less viable It also allows you to prioritize new items against existing items and vice versa Use Pending as a holding area for items still to be discussed with its potential owner s Once Pending items are discussed and reviewed they can then be amended assigned and or deleted It is logical to assign priorities and due dates from inside Pending before it is assigned since they will travel with the item to the intended recipients outline ActionItems Live Anyone on your local network subnet is capable of sending receiving and accepting rejecting items via the ActionItems Inbox feature making ActionItems the ultimate workgroup solution As co workers launch ActionItems it turns the bullet next to their name in the Listings window to green This person can now receive items into their Inbox If the intended party is off line any sent messages remain in your Pending until that person signs on Preparing the Workgroup to Send and Receive Items Before sending and receiving action items between individuals several important steps must be taken to ensure that each person in the group is recongnized 1 Each person should have a personal entry in their own ActionItems database created in the normal fashion see page 7 and identified as themselves To do this highlight your personal record then select Identify as Me under
43. ys Ahead View 20 Actionltems 2 5 for Mac OS X To adjust the Days Ahead view either within or beyond the default 7 day window you have two options 1 Click the arrow box up or down until the desired number appears in the window or 2 Click on the calendar icon and select a fixed date Fi Days ahead Wi For current selection Ff ry r LTJ T Sorting Items Items inside the Upcoming Items window can be sorted many ways Click on a column heading to sort in either ascending or descending order To change the order of the columns simply drag and drop them to the desired position Use Upcoming as your to do list Sort by and review upcoming dates for either an individual or for all projects people Arrange items by due date people projects and priority code Remember you can adjust the number of days ahead you are viewing by day by week by month or longer or by a static deadline Printing and Reporting ActionItems outlines can be printed as outlines as reports or saved as a PDF for sharing and distribution Printing ActionItems allows you to print any of the outlines Journal Assigned Pending or Upcoming eer teas Select Print from the File menu dait 2 oe bite aiii The print dialog allows you to select an outline to print from the outlines Se you are currently viewing You can L ba tent select the number of levels of children to print whether or
44. ystem can speak your outline to you To hear the entire outline highlight item s in the outline and select Speech under ActionItems gt Services gt Speech Spell Checking You can spell check your entire outline by selecting Spelling under the Edit menu Collapsed items will not be spell checked You may also select check spelling as you type which will automatically underline unrecognizable words in red SuperItem Superltems are action items appearing in multiple outlines that are dynamically linked to each other Changing the original item will automatically change all instances of the item SuperItems are useful when assigning an item to more than one owner Superltems are created by using a different Hot Key signifier as designated in the Preferences window Superltems are differentiated from a standard action item by a blue bullet point versus grey for a standard item and an italicized owner project due dates which also appear in blue Upcoming Upcoming keeps track of all due dates assigned to people projects and tasks Use it as a to do list for individual projects or spanning across all projects and people in your file Reference Keyboard Shortcuts menu Insert Item Return Delete Item Del Indent Tab Outdent Shift Tab Edit Item Space Bar or Ctrl Return Stop Editing Esc Insert New Line Shift Return Move Between Items Up Down Arrow Collapse Item Click Left Arrow 31 Sailalo
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