2 Basic concepts
Contents
1. 2 4 Quick Notes pane Quick Notes are organized solely by date and time of the creation that cannot be changed by user Also Quick Notes pane is used to show and edit notes contained within selected task or contact which is an additional convenience This behavior can be turned off in options 48 dialog W Quick Notes O id bee td G ls 12 13 11 12 2007 12 13 41 I got an interesting idea about F Tahoma 8 v A x P gt B 7 U 11 12 2007 12 13 41 I got an interesting idea about how to make cincilator Maroon area above note text box shows date and time of note creation or task description if it s a note contained in some other item If this area is empty typing text into the box it will automatically create a new note Notes support simple formatting Rich Text Format just use an incorporated toolbar or standard keyboard shortcuts Quick Notes navigation can be accomplished by Previous Next Note toolbar buttons or by combo box You can also save and load notes to from file See also Quick Notes menul 2 Quick Notes toolbar 32 Quick Notes options 531 Keyboard shortcuts 6 2003 2013 Dataland Software User interface Part 20 Agenda At Once 3 User interface 3 1 Main menu 3 1 1 File menu This menu contains basic file and print operations New Database Open Database Recent Databases lid Save Database As Database Shortcuts i Refresh FS2. 3 3 11 Deleted items If you deleted one of items accidentally or simply changed you mind you can use Deleted items option to correct that mistake and undelete it Deleted items _ Description Name El To do tasks Drink and snacks _ Prepare meal Call friends Prepare Undelete Buy airplane tick _ Book a room Call to confirm b Empty deleted items Party Delete Permanently When you delete an item it s not actually deleted it s rather marked as deleted so it doesn t show up in standard user interface If you choose to revert item back it will contain exactly same data as before deletion Use Undelete option to restore item Delete permanently to remove selected item physically and Empty deleted to remove all items physically O 2003 2013 Dataland Software User interface 63 3 3 12 Backup In order to keep your data safe it is advisable to perform regular backups Agenda At Once helps you with this by integrating Backup option which can be started manually or automatically after specific period of time elapsed Backup Backup path Z Backups Agenda At Once Y Remember last path Next backup in 1 gt days 0 never C x J cms When this backup window is invoked automatically 10 seconds countdown will start If you don t take any action backup will be performed according to currently selected options Backup options are incorporated in da
3. 35 O 2003 2013 Dataland Software 36 Agenda At Once 3 3 2 Scheduled task properties In this window you can edit scheduled task Scheduled task properties a LS 5 ute 11 12 2007 Begin 04 12 2007 v 10 30 00 End 04 12 2007 y 13 00 00 0 lt before Business Notes Attachments Tahoma 2 4 2 B171 E338 Call Peter to ask about his solution Description Enter short task description Begin Start date and time End End date and time Completed Completion percent Created Date when task is created Color Task color Status Task status Active Inactive Delegated Deferred Completed Reminder Reminder options how much time before start Recurring Recurring options same as in To do task properties 33 Whole Day Event If checked task will be placed in the planner header Categories List of assigned categories same as in To do task properties 33 Assignees List of assignees same as in To do task properties 33 Notes Notes for the task Attachments List of attachments 2003 2013 Dataland Software User interface See also To do task properties 334 Categories 41 Notes editor 40 Attachment editor 42 37 O 2003 2013 Dataland Software 38 Agenda At Once 3 3 3 Contact properties In this window you can edit contact YY Contact Dataland Software Detal
4. Commands y Customizer Toolbars Commands Shortcuts E Schedule Contacts Notes Deleted amp Go to Schedule 3 Duplicate Task 4 Secondary Sort Je Manual Sorting a Hide Completed Tasks hp Cut To add command buttons drag and drop commands onto a toolbar To remove command buttons drag them off the toolbar and drop them on the commands list After switching to Commands tab you can drag and drop tool buttons actions from and to the toolbar in order to create most acceptable configuration 2003 2013 Dataland Software 70 Agenda At Once Shortcuts A Customizer Toolbars Commands Shortcuts q Hide to Systray Exit New Task fa New Subtask gf Edit Task X Delete Task 3 Duplicate Task Send by e mail h Cut E Copy ra n Shortcut Ctl E If you don t like the way how we assigned keyboard shortcuts s to actions you can change them here See also Default keyboard shortcuts s 2003 2013 Dataland Software Advanced using Part 72 Agenda At Once 4 4 1 Advanced using To do inline editing It is possible to edit values directly in to do list by pressing Enter or F2 key inline editing We strongly encourage you to use this feature whenever possible as it can save you significant amount of time and increase your productivity Not all columns can be edite
5. O 2003 2013 Dataland Software 92 Agenda At Once 5 2 Support www Company page http www datalandsoftware com Product page http www agendaatonce com E mail Tech support support datalandsoftware com General office datalandsoftware com Physical address Dataland Software Milovana Glisica 7 21000 Novi Sad Serbia Phone Fax 381 21 553 893 please consider that we are in CET time zone 2003 2013 Dataland Software Index 93 Index A activities 38 advanced reports 57 aggregation 50 77 alarm 33 36 54 API 67 assignee 38 assignees 33 attachments 42 automatic backup 63 autominimize 86 autorun 82 B backup 63 basic 10 aC calendar 15 categories 33 41 colors 51 columns 12 combined view 48 commandline 87 compact 64 completion 77 compression 42 concepts 10 confirmations 48 contact 92 contact properties 38 contacts 17 38 contacts menu 26 contacts options 52 contacts print 60 contacts toolbar 31 credits 90 criteria 44 CSV 65 66 D database shortcuts options 49 davidallen 84 default font 53 deleteditems 62 drag and drop 74 duration 33 e embedded attachment 42 encryption 56 86 errors 64 export 66 ay ie file locking 79 file menu 20 filters 44 find 45 flash drive 82 folder attachment 42 font 53 formatting 40 full text search 45 G general options 47 getting things done 84 glob
6. Es To do fe ee Schedule B Contacts Sort notes in reverse order Timestamp contains date only ya Quick Notes A Reminder gS Global Shortcuts PO scary Use quick notes for item notesUser Quick Notes area to show notes from selected task or contact preview Font Change default font for Quick Notes Sort notes in reverse order Reverse Quick Notes sorting order newer above older Timestamp contains date only When checked Insert timestamp option will insert current date only without current time See also Quick Notes panel 18 Quick Notes menu 247 O 2003 2013 Dataland Software 54 Agenda At Once 3 3 9 8 Reminder 3 3 9 9 Reminder settings Options Ra General Q User Interface v Play sound Sound file GB Database Shortcuts Es To do _ ee Schedule Y Repeat if no activity Play sound Play reminder sound Sound file Custom sound file path Leave blank for Windows default Notify sound Repeat if no activity Repeat sound every 10 seconds if there is no mouse movements above window See also Task properties 33 Global Shortcuts Configure global Windows shortcuts for quick access to Agenda At Once If used application will monitor system wide keyboard presses and react if needed 2003 2013 Dataland Software User interface 55 Configure global Windows shortcuts for quick access to Agenda At Once Y Show
7. Print s7 Ctrl P Import 657 gt Export ss gt L_ Hide to Systray Esc B Exit Alt F4 See also Main toolbar 287 Database shortcuts 49 Print 5 Import 5 Export 66 Create new database file aao Open existing database file aao List of recently used databases Save database under another name Configure database shortcuts 497 Refresh data Print data Import to do scheduled tasks contacts vCalendar iCalendar Export to do scheduled tasks combined contacts vCalendar iCalendar Minimize application to system tray Close application 2003 2013 Dataland Software User interface 21 3 1 2 To do menu Here you can find options to manipulate to do items _ New Task New Subtask Edit Task Delete Task Duplicate Task Cut Copy i Paste Priority Increase Priority Decrease Set Completed Increase by 10 Decrease by 10 100 80 50 20 0 Schedule Task To f Go to Schedule Task Up Task Down 4 Move To Parent Y Move Level Down 2 Manual Sorting Sort Subtasks By Ctrl T Ctrl Y Ctrl E Ctrl Enter Ctrl U Ctrl X Ctrl C Ctrl V Ctrl Ctrl Ctrl Ctrl Ctrl 1 Ctrl 0 Ctrl Alt S Ctrl Alt Up Ctrl Alt Down Ctrl Alt Left Ctrl Alt Right Create new to do task Create new subtasks Edit selected task Delete selected tasks Duplicate selected tasks Cut selected tasks to clipboard Copy selected tasks
8. Aggregate priority y Critical By date marking Number of days Y Bold parent tasks Bold root tasks Whole row selection Animated open dose vi Hide completed tasks vi Completed tasks at the end Y Horizontal grid lines Vertical grid lines Strong grid lines Task color Paint task text oa J caei _ Aggregate parent s properties If checked tasks with subtasks will not have own property values Aggregate priority Critical By date marking Bold parent tasks Bold root tasks Whole row selection Animated open close Hide completed tasks Completed tasks at the end Horizontal grid lines Vertical grid lines Strong grid lines Task color but they will be aggregated 77 from subtasks If checked priority of parent task will be shown as maximum of priorities of subtasks Otherwise it will be possible to change it manually Mark By dates in red if they are near enough Format parent tasks as bold Format root tasks as bold Mark whole row as selected Animated open and close node animation could improve performance a bit Don t show completed tasks Sort completed task to the end of list Draw horizontal grid lines Draw vertical grid lines Draw strong thicker grid lines Determine where task color will be painted Possible choices Nowhere Color column only Task text and Task background 2003 2013 Dataland Software User interface See also To do panel 127 To do menu 217 Aggregated
9. and take one task at the time If it takes less than 2 minutes GTD guideline do it immediately Otherwise change status file it to a Project or assign a category Context Once in a while recommended at least once a week browse through Projects root tasks assign Next Action to appropriate subtasks Switch to and browse through Waiting for and Someday Maybe list and organize each task See also Filters 447 Categories 41 2003 2013 Dataland Software 86 Agenda At Once 4 7 Security It is possible to password protect database file by using Options window ss If password is set file is encrypted with powerful algorithm so anyone who wants to open it must enter a correct password You need to separately protect all files with sensitive data as unprotected files will still be readable by anyone using Agenda At Once Caution if you forget password we will not be able decrypt file for you For security reasons password is not written into the database and cannot be retrieved In order to increase security we have implemented additional options By default user needs to enter password only at startup or file open but what if you step away from the computer for a while You can choose an option to request a password each time when AAO is restored At startup and restore option Additionally if you left AAO visible on the screen it can be automatically minimize after period of inactivi
10. considering priorities and earlier defined schedule In our application this step is easily completed by simple drag and drop mechanism drag task from to do list and drop it to planner You can also drag multiple tasks at same time and application will automatically determine exact times while taking in consideration durations O 2003 2013 Dataland Software Basic concepts 11 5 Adjust plan afterwards If something came up and you were unable to accomplish a task at planned time you should be able to correct that Agenda At Once allows you to reschedule tasks simply by moving them You can also drag scheduled task back to to do list which means that you wish to postpone it but you are still not sure about new time Scheduled task will become a to do task and you can get back to it later when you are ready to consider it again Although we probably haven t told anything that you already didn t know our wish was to present short overview of our thoughts and application concept All steps are easily covered by Agenda At Once via to do list management 12 schedule 157 and their cooperation 7 O 2003 2013 Dataland Software 12 Agenda At Once 2 1 To do pane To do pane is intended to give you simple and powerful functions for managing to do list tasks Actually to do list is not quite a list it s a tree Because real life task can be divided into more subtasks we decided to ma
11. 2003 2013 Dataland Software 82 Agenda At Once 4 5 Install to portable device Agenda At Once keeps all personal settings in INI files which means that you can easily transfer application and all becoming data to a different computer This is particularly useful when you want to keep Agenda At Once on USB pocket drive USB pen drive flash drive USB stick USB memory portable disk etc so you can plug it in any computer you come across and access your data as you were working on your own computer To accomplish this you can change destination path while installing application or you can manually copy necessary files to USB drive Point Windows Explorer to the installation path to find these files usually C Program Files Agenda At Once or C Programs Agenda At Once Here s the list AgendaAtOnce exe Mandatory Main application file globalshortcuts dll Optional Needed if you want to use Global Shortcuts 54 AgendaAtOnce chm Optional Help file copy if you need user manual tips txt Optional Only if you want to read Tip of the Day INI files locations Another requirement for portable applications is not to leave any trace on target computer Agenda At Once uses smart guessing where generated files should be placed INI file settings default save path temporary path etc If it s installed to regular Program Files or Programs folder it uses Application Data folder because MS Vista doesn t a
12. C MyFolder MyFile doc which is usually still not what you meant to achieve If file is and should remain on your local disk use MyComputer MyFolder MyFile doc instead of course MyFolder should be shared and visible on the network Make sure you adjust backup path As backup s path is written in the database same directions apply as mentioned in previous tip Additionally it doesn t matter which computer actually executes backup last backup time is also part of the database file so other users will not be bothered again if it s not necessary File locking 2003 2013 Dataland Software 80 Agenda At Once Some operations require exclusive access to the file in order to be executed properly For example Compact and Repair and upgrading database due to new version installation are a critical low level processes that require full control and locking while doing backup 63 ensures that each user s instance physically writes everything from the queue Locking is handled automatically by software First instance that needs full access sends a signal lock request to other users small info window will appear to indicate this step Other instances when they detect this signal temporary disconnect from the database assuming that user is not in the middle of data editing Similar info window pops up to inform what s happening When all instances are disconnected first instance continues with ope
13. Ctl Shift A J New task Cti Shift New sch task New contact New quick note Show Activate Agenda At Once New task Add new to do task New sch task Add new scheduled task New contact Add new contact New quick note Add new quick note This option requires globalshortcuts dll file in order to work If you don t want to use these options you can freely delete this file O 2003 2013 Dataland Software 56 Agenda At Once 3 3 9 10 Security Security options Options de coan Use password Q User Interface 9 Atopen only A Q Da Shortauts t open and restore Es To do l Protect file with password E schedule Auto minimize E Contacts Bon QQ Reminder gS Global Shortcuts y searity Use password Indicates when application will ask for password if file is encrypted Protect file with Encrypts current database file so it can t be accessed without typing password correct password Auto minimize If checked application will automatically minimize after specified number of minutes of inactivity See also Security 86 2003 2013 Dataland Software User interface 57 3 3 10 Print To print specific data select corresponding page e To dol577 Schedule 597 e Contacts 60 e Quick Notes 61 In the toolbar at the top of the Print window you can select and configure printer choose font size and define number of copies t
14. a value from drop down list or you can type it manually When typing you can type full or abbreviated phrase for example 90 minutes 90min or 90m Completion percent Click here to schedule task to a specific date and time Date when task is created Task color Task priority Task status Active Inactive Delegated Deferred Completed Reminder options date and time Recurring options see below If checked task will be always visible even if it s completed useful for some parent tasks 2003 2013 Dataland Software 34 Agenda At Once Categories List of assigned categories see below Assignees List of assignees see below Notes Notes for the task Attachments List of attachments Recurrence options Recurrency Settings Exceptions Recunency pattern Pattern detais None Interval 1 Hourly Daily O Weekly Monthly Yearly Mon v Tue Fri Sat Range 9 Infinite For 10 occurences Until date 17 12 2007 Recurrence pattern Select patter for recurrent task Pattern details Depending on selected pattern set corresponding options here Range Set ending date for this recurrent task Exceptions Enter exceptions Select Categories and Assignees 2003 2013 Dataland Software User interface NY Select categories Multiple choices are allowed See also Scheduled task properties 367 Categories Notes editor 407 Attachment editor 27
15. and schedule recurring To do and schedule reminder Quick Notes 13 simple notes management Printing 5 possibility with advanced reports Simple and fast Full Text Search 451 CSV import es1 and export 6 Password 8 protection and file encryption Low memory and disk requirements Can be installed to USB stick drive 2 Very customizable 47 toolbars behavior keyboard shortcuts etc O 2003 2013 Dataland Software Introduction 3 Although Agenda At Once is designed to be intuitive and user friendly you may want to read this manual to achieve maximum functionality It especially refers to Keyboard shortcuts section Manual contents Manual is divided into several chapters 1 Introduction 2 Basic concepts 3 User interface 4 Advanced using 5 Other information Chapter Introduction you are reading it right now contains general information about software and this manual Second chapter helps you start using Agenda At Once by explaining basic Third chapter is a detailed reference of user interface elements such are menus toolbars and windows Fourth chapter contains more detailed information about some advanced topics Last fifth chapter contains additional mostly non technical information 2003 2013 Dataland Software Agenda At Once 1 1 Main screen Agenda At Once main window consists of 1 Main menu and toolbar 2 Main progr
16. careful Compact and Repair needs exclusive access to a file See also Backup 637 Multi user support 79 2003 2013 Dataland Software User interface 65 3 3 14 Import Import submenu contains options to import data from Comma Separated Values CSV file These files can be generated by some other application or by Agenda At Once s Export ss option You can import To do Schedule and Contacts External fields ID UID Description Priority Color TaskOrder Created Color By day Completed Completed Date Duration Import window contains three lists Internal fields This is the list of fields that Agenda At Once supports External fields Fields found in CSV file collected from the first header line Connections List of connected fields After selecting one field from both upper lists use Add link button to connect them and use Remove link button to remove existing connection Auto connect option connects fields with same names you just need to browse through them to correct possible mistakes and or to add additional links See also Export 6s7 O 2003 2013 Dataland Software 66 Agenda At Once 3 3 15 Export Export submenu contains options to export data to Comma Separated Values CSV file Later you can import this file to another application for processing or edit it with some spreadsheet software or text editor You can export To do Sche
17. completion calculation 777 3 3 9 5 Schedule Schedule pane settings Show time Working time Break time Week starts on Y Show current time mark Y Show week numbers Y Show today s date on calendar voting nec RN sont one co EY Calendar layout Top Show time Time to show in daily planner Working time Start and end of working time Break time Start and end of break lunch time Week starts on First day in week to show on calendar Show current time mark Show tick mark representing current time Show week numbers Week numbers in calendar Show today s date on Indicate today s date on calendar calendar Working time color Working time background color Non working time color Non working time background color Calendar layout Month calendar aligned to the top or to the left of pane O 2003 2013 Dataland Software 52 Agenda At Once See also Schedule panel 15 Schedule menu 257 3 3 9 6 Contacts Contacts pane settings User Field 1 4 See also Contacts panel 1 Contacts menu 26 Caption to show in front of user fields 2003 2013 Dataland Software User interface 53 3 3 9 7 Quick Notes Quick Notes pane settings Options Pa General Q User Interface vi Use Quick Notes for task notes preview Font Choose GF Database Shortcuts And the lazy dog finally catches that PITA quick brown fox
18. to toggle completion task must be selected first Reminder indicates that task has an active reminder Recurrence indicates that task is repeated over the time Link task is linked to a to do task amp Inactive task is inactive i e canceled meeting A Delegated task is delegated to someone else gt Deferred task is postponed or delayed C Attachments task has attachments If you want to see more than one day at the same time you can choose custom number of days to see them side by side or switch to week or month view for quick overview See also Schedule menu 25 Schedule toolbar 305 Scheduled tasks properties 36 Schedule options 51 Keyboard shortcuts 6 Drag and drop remarks 74 2003 2013 Dataland Software Basic concepts 17 2 3 Contacts pane This is simple contact management pane Originally Agenda At Once wasn t planned to be a most ultimate contact management solution so we are trying to keep it simple while allowing basic operations that will satisfy most users a b First name Dataland Last name Software E mail office datalandsoftware com Web http fwww datalandsoftware com Pane consists of main card list and alphabetic index at the left for quick searching See also Contacts menu 267 Contacts toolbar 31 Contact properties 387 Contacts options 52 Keyboard shortcuts 6 2003 2013 Dataland Software 18 Agenda At Once
19. 0 21 22 23 24 25 26 2 3 51 23 24 25 26 27 28 29 4 27 28 29 30 31 52 30 31 5 Multi month calendar is intended for choosing a date period you want to see If date number is drawn in bold it means that you have at least one defined task for that day Click at calendar text saying Today jumps view to today s date Black arrows can be used to change visible month s by one increment or decrement and click on month name at the top opens popup menu for fast month and year switching Graphical view can be switched between one day multiple days side by side week and month view One and multiple days view shows time of the day in a selected resolution 25 with scheduled tasks as rectangles You can move rectangles tasks up or down and resize them i e change duration if you position mouse pointer above the top or bottom horizontal line Note mouse pointer shape to be sure what operation will be executed Moving task by mouse moves task inside a planner area If you wish to unglue task from planner and drop it to a header as a whole day task or to to do list press Ctrl key once while moving Mouse pointer will change to indicate different method of moving See Drag and drop remarks 74 chapter for detailed information Task rectangle contains task description icons and notes if present Icons are explained in this table 2003 2013 Dataland Software 16 Agenda At Once m Completion click
20. A E E E E eet a eee eas 86 Command line A EE EE ii e TET TEE 87 Other information 90 CredilS Cai A ead ee eda eee TEA 90 TI m a AES AES E vcs E vassaeuhenueuhidtvascustecuestsluvvvcuecseecees 92 Index 93 2003 2013 Dataland Software Introduction Part Agenda At Once Introduction How many personal organizers you have tried to use in the past With how many of them you were satisfied How many of them fulfill the most basic requests for this kind of software to be simple to use fast low memory consuming and yet powerful enough to support all tasks that you need to accomplish Agenda At Once could be just what you are looking for a long time A carefully designed user interface reduces the number of mouse clicks and keyboard presses and memory consuming is so low that you will not notice any delay while working Features overview Simultaneous connection from multiple users 72 Multiple databases support To do list 127 hierarchically organized as tasks and subtasks Percent based tasks completion Manual and drag amp drop 7 task scheduling and planning Categorizing tasks by Categories and Assignees 4 multiple selections allowed GTD 4 Getting Things Done 7 ready Tasks linked to each other Enhanced and clickable systray tooltip tasks for today Powerful filters 44 can be saved for future use Daily Weekly Monthly planner 15 view Auto and manual sorting To do
21. Agenda At Once O 2003 2013 Dataland Software Agenda At Once User Manual by Dataland Software Thank you for choosing Agenda At Once We are certain that you won t be dissapointed with its abilities to help you become or remain organized We hope that this manual will serve you well as an additional guide Contents l Table of Contents Part Part Il kh OD Part Ill 1 2 3 Introduction 2 Main SOrD ii ii 4 Default keyboard ShortCutS cicinorcioncconococcicn narnia irrealidad crac rai 6 Basic concepts 10 TOdo Pane rocna aerial ae aaa eS aa ER as Sa at a Schedule pane Contacts pane QUICK N tes Pane ice siccsdcecceesccecscvessetecctsans ce ccteams sucreattieaceacapencctacencsteanetaqcesauetacetsunesacesatedaereaarease 18 User interface 20 A soos ants ccecenstvceesoteeuetecencoectecteececzeccteteeeetecdstedes 20 File menu _ En s m 20 To do menu 21 View menu _ vw 23 QUICK Notes Menu a A a Ai 24 Schedule MENU A AEE E E AS TET 25 Conadi 26 Tools menu Toolbars Li ai Main toolbar To do toolbar Schedule coto oT 1 ii A IEE EE 30 Gontacts toolbar sipingan Aea aaa aaia dd 31 Quick Notes too A eee E E E E AEA el es 32 E O EP A ER eee ee Pee eee 2 33 Task properties omoommccnoco o wv 33 Scheduled task Properties seecvecstteecedtces lt iveacevdescascneutbeveesdeeduesaeeeoepueeetieecivagesecse 36 Contact propi ibi 38 DA AR A AO TA 40 Caos
22. Attachments Se AddLinked X Open d Y Close File name Size Embedded L329 KB j 26 5 KB There are three types of attachments Linked attachment It s described by full path to the file that must be present on file system If database file is shared between different computers you should make sure that path doesn t change i e add files from shared network folders instead from local hard disk On the other hand in this case size of database does not suffer from attachment size Embedded attachment Whole file content is written into the database compressed After adding it s safe to delete original file from hard disk and you don t need to think about access from different computers However you should be careful as extensive use can lead to large database aao file Size column shows size of embedded attachment Note that actual space taken is smaller than indicated here as embedded content is compressed Folder attachment Basically it s same as linked attachment instead it points to a folder same guidelines apply Menu and toolbar options 2003 2013 Dataland Software User interface 43 Add Linked Add Embedded Add Folder X Delete Open tal Save Convert to Embedded Convert to Linked See also Task properties 33 Scheduled task properties 367 Contact properties 38 Add linked attachment Add embedded attachment Add link to a folder Delete selected attachm
23. Go to Today Jump to today One Day One day view T Custom Days Multiple days side by side Week Weekly view Month Monthly view Time Resolution Change time resolution Show Calendar Calendar visible F Go to To do Ctrl Alt T Jump to linked to do task See also Schedule pane 197 Schedule toolbar 30 Scheduled tasks properties as Schedule options 51 O 2003 2013 Dataland Software 26 Agenda At Once 3 1 6 Contacts menu Here you can find options to manipulate contacts ag New Contact Ctrl K Edit Contact Ctrl L 23 Delete Contact Send E mail Go to Web See also Contacts panel 1 Contacts toolbar 31 Contact properties 87 Contact options 52 Create new contact Edit selected contact Delete selected contacts Send e mail to selected contacts Go to web sites of selected contacts O 2003 2013 Dataland Software User interface 27 3 1 7 Tools menu Here you can find additional and advanced options 4 Find 45 de Options lt Edit Categories 4 amp Backup 6 Compact and Repair Es Open Folder Plugins s See also Find 45 Options 6 Categories 41 Backup 631 Compact and Repair 6 Plugins s Ctrl F Ctrl 0 Search all items Configure application options Edit list of categories tags Backup database Compact and repair database Easy locate important files database file INI settings backup a
24. al shortcuts 54 globalshortcuts dll 54 grid lines 50 gtd 84 H hours scheduled 57 import 65 inconsistency 64 2003 2013 Dataland Software 94 Agenda At Once INI files 82 inline editing 72 introduction 2 10 K keyboard shortcuts 6 ls layout 4 48 linked attachments 42 locking 79 mailing address 92 main screen 4 main toolbar 28 maintenance 64 minimizing 48 moving tasks 74 multiple files 79 multi user 79 N network mode 79 notes 18 40 53 notes menu 24 notes print 61 notes toolbar 32 O One on one report 57 optimization 64 options 47 48 49 50 51 52 53 54 56 overview 2 P parent completion 77 password 56 86 pen drive 82 physical address 92 planner 15 plugins 67 portable 82 print contacts 60 printnotes 61 print schedule 59 print to do 57 properties 33 36 Q questions 92 quick notes 18 53 quick notes menu 24 quick notes print 61 quick notes toolbar 32 R recurrency options 33 recycle bin 62 reminder 33 36 54 repair 64 rules 44 S schedule 15 36 schedule menu 25 schedule options 51 schedule print 59 schedule toolbar 30 scheduled task edit 36 scheduled task properties 36 seach 45 security 56 86 select assignees 33 select categories 33 settings files 82 shareddata 79 shortcuts 6 54 size 42 sound 54 status 33 36 stick 82 support 92 2003 2013 Dataland Software Index a Ee ta
25. am area see below 3 View tabs 4 Status bar YY Agenda At Once Sample ado lala File To do View Quick Notes Schedule Contacts Tools Help i _g New Database co ld 3 Refresh Q Find sde Options Print lt Style 49 Help BL Hideto Systray G Exit Y To do JO ear ERG oe 7 Fan 1 3 EMS 6 7 10 11 12 13 14 15 13 14 15 16 17 AAA ma 0 2 O sy a 17 18 19 20 21 2 2 21 22 23 24 ma 27 28 29 30 31 5 A O Today Tuesday 11 12 2007 a A 22123 gt Tue 04 12 NA BD bend BD mni 02a 100 8 4 Prepare y CEJ 119 kE sa Orirkandsneds 2hows 22 12 2007 gt v E Prepare meal O 2hows 23 12 2007 i 10 AAA A Quick notes 1d OO e 12 13 11 12 2007 12 Tahoma 28 75 A 2 Bit 11 12 2007 12 13 41 1 got an interesting idea about how to make xo Combined Y To do Schedule Contacts Notes 2 Z 10 1 10 70 15 1 11 43364 Main program area In order to keep all relevant data always visible Agenda At Once introduces combined view which means that main program area is divided into up to four sub areas Each quadrant can contain one of four panes Default layout looks like in the image above or O 2003 2013 Dataland Software Introduction 5 To do pane Schedule pane Notes pane Empty invisible Of course panes can be resized to match your needs and layout can be configured via options 67 wind
26. d For example Row number Scheduled duration Path and aggregated values are all read only Editable columns ma EEE Drop down list custom typing possible same as in Task properties 33 Created date Completed date Date editor Due date Categories Standard text editor where you can type values separated with and click at button to open a list 4 same as in Assignees Task properties 33 Drop down list Attachment editor 21 window Opens standard task properties window O 2003 2013 Dataland Software Advanced using See also To do panel 127 Task properties 33 Categories 41 Attachment editor 27 73 O 2003 2013 Dataland Software 74 Agenda At Once 4 2 Drag and drop remarks Drag and drop is an important feature in Agenda At Once that we paid certain amount of attention to In this chapter we will explain how it works To do How can be recognized What happens Another to do task At empty white area of the to do list Between two to do tasks on the same level Between two to do tasks on the different level Date number in monthly calendar Graphical planner marked as selected No secondary task is selected and no blue line Blue line between tasks Blue line between tasks but note small arrows at line ends Calendar date is changed and planner refreshed Another task s description i
27. di 41 PACA MENT editor ciar ai a e A E A AA ARA DA AAA 42 Filter 44 Find 45 Options 46 General turis id de aso 47 User Interface ci A A A cad 48 Database SAO US ii A A tel Ms 49 A NO 50 Schedule A A e OS cda 51 COmtacis II A AA AEA A A Ms ee dE Se EIA 52 QUICK INOTES curtir a A A obadveearsebaue nb E AA RA tlre 53 RemMindeT ate TER 54 Global Shortcuts 54 2003 2013 Dataland Software Agenda At Once A dd cta oct Me Bl ches al at can Ma A here A E EE A ties 56 Print o 57 FOO tt nte ae ERO ove Aaa cots ieee 57 SA A A 59 AE O RN 60 QUIEN A e e 200 61 Deleted dra ini ARA 62 BACKUP ii E E RD A OEA Dani 63 Compacta Rp ise 64 Importi a snupusscspuanechatatedcevsndvevaetesdlsuvoudauncdeduavadkdouneesauuaabenseaes 65 o O NO 66 A OOO DON 67 CUSTOMIZE TOOI DANS e a a E a aa ae A a aa ae Eee aaa a a a ae aa a eaaa dp an aaae eaa raea dia aa EEE erana ea EEE 68 Advanced using 72 To do inline editing iii dcir died 72 Dr g nd drop remarks erursan aea AAE AAEE eek eee 74 Aggregated completion calculation ssssssssusunnennnnnennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnmnnn nnmnnn 77 Multi user SUP PONT coo anaana aAa anaa aria Ea AA NAN a EA 79 Install to portable device coommmmmcccnncccnnonanccnnnnncrnnnnn rre 82 GTD Getting Things Done sssssssenseunseenneennneunneunnnunnnuunnnunnnnnnnnnnnunnnnunnnnnnnnnnnnunnnnnnnnnnnn nnne n anene na 84 STOOT A A lt gt cei E E E E
28. do options 507 To do panel 127 O 2003 2013 Dataland Software Advanced using 79 4 4 Multi user support Agenda At Once allows multiple users to access same file from different computers This is useful for teams working on same projects they can share same to do list appointments schedule notes and contacts Additionally you can use Assignees s field combined with saved filters 4 to specify who is in charge for specific task Multi user support is simply achievable by placing database file to a shared folder available through Windows Network and using File Open 2 to point to it example path SomeComputer SomeFolder TeamFile aao General guidelines Place file at public location Make it available for all computers involved at least for most of the time Avoid placing it on workstation local disk unless you are sure that access wouldn t be needed when specific workstation is off or it doesn t get restarted too often Always on file server would be ideal place Keep file small Avoid inserting large embedded attachments 4 unless it s really necessary Delete old and unused items 477 and do regular Compact and Repair 64 gt Don t use local paths for attachments When you use linked attachments 42 make sure you use UNC path so it can be accessible to anyone on the network Generally don t use paths such is C MyFolder MyFile doc as it will not work for other users unless they all have
29. ds and selects linked scheduled task Ctri Alt Up Move task up Ctrl Alt DownMove task down Ctrl Alt Left Move task to parent Ctrl Alt Right Move task one level down Ctrl Right Expand selected task Ctrl Left Collapse selected task Ctrl Tab Switch to next filter tab Shift Ctrl Tab Switch to previous filter tab Ins Fast add new task at same level as selected task inline Ctri Ins Fast add new subtask to selected task inline Enter F2 Edit selected value inline Del Delete selected task s Arrow keys Move through tasks and columns 2003 2013 Dataland Software Introduction Fast type Incremental search through task description Schedule related Ctrl S Add new scheduled task dialog Ctri R Edit selected scheduled task dialog Ctri Alt T Finds and selects linked to do task Arrow Up Down Moving task up or down Shift Up Down Resizing up or down Drag and drop Moving task Ctrl Drag and drop Detach task from planner to allow drop to to do or planner Alt Drag and drop header Contacts related Ctri K New contact Ctrl L Enter Edit contact Arrow keys Moving through list Quick Notes related Ctri N New note Ctri Alt D Insert Date and Time to note Ctrl Alt Left Previous note Ctrl Alt Right Next note Ctrl Shift L Switch bulleted numbered list type See also Global Shortcuts 547 Database Shortcuts 497 Customize toolbars 87 O 2003 2013 Dataland Software Ba
30. dule Combined To do and Schedule both types with link information and Contacts Note because CSV files are plain text files all formatting from notes will be ignored See also Import 65 O 2003 2013 Dataland Software User interface 67 3 3 16 Plugins Probably each user has own requirements and specific needs especially when it comes to productivity applications such is Agenda At Once As it is hard to accomplish all of them without losing simplicity we have decided to implement Plugin system This feature is still in experimental phase so at this moment there is no public plugins available but this will hopefully change soon O 2003 2013 Dataland Software 68 Agenda At Once 3 3 17 Customize toolbars Agenda At Once allows you to customize toolbars per your preferences Feel free to experiment with different configurations and if you wish to revert back to default settings choose View Toolbars from main menu or right click at any of them to use Reset Toolbars option Toolbars Customizer Toolbars Commands Shortcuts Toolbars v To do toolbar v Quick Notes toolbar v Main toolbar Text Options Y Schedule toolbar No text labels Contacts toolbar Options v Visible Use these options to set specific toolbar visibility text options and to set global application style O 2003 2013 Dataland Software User interface 69
31. eate category Next Action and optionally one category for each possible context At work At home Calls etc You can also create categories Someday Maybe and Waiting for but you can also find more appropriate to use Status field for this purpose and create appropriate filters 2 Create and save filters 4 Inbox Categories is Empty AND Status is Active Next Actions Categories contains Next Action O 2003 2013 Dataland Software Advanced using 85 Context 1 Categories contains Context 1 Add additional filters for each context 3 If you are using Status field you can also add these filters Waiting for Status is Deferred Someday Maybe Status is Inactive 4 Regarding projects you can also use a Category field but we think that it s slightly easier to use to do hierarchy features You can even use hierarchy for contexts instead of categories if you find it s more appropriate for you GTD describes five phases collect process organize review and do Collecting information with Agenda At Once is easy just add a task and don t assign it to any category If you look at Inbox filter above you can see that new tasks will be easily accessed If you are using Global Shortcuts 54 it becomes even easier press a keyboard shortcut type few words and hit Enter Your current work remain almost uninterrupted To process new tasks switch to Inbox tab filter
32. ent Open selected attachment in default editor If it s embedded it is saved to a temporary file first If file is edited and saved Modified time is changed you can choose to update database with new content Save selected attachment Convert attachment to embedded Convert attachment to linked you will need to choose path to save a file 2003 2013 Dataland Software 44 Agenda At Once 3 3 7 Filter Agenda At Once features powerful and easy to use filters Filters can be saved for future use so they appear as tabs at the top of to do pane By right clicking at tabs you will be able to select an option to Save Rename or Delete and you can move them by dragging tab to the left or right All Custom filter X Filter k x BZ e Matcha Match any Duration is greater than x m tl By Begin Date is greater than 24 12 2007 ek is equal td Save Save filter Add rule Add another rule to the filter X Delete filter Delete selected filter 2 Apply to Schedule Apply this filter to schedule too Match all Match any Match all or Match any of defined rules AND OR Each rule line contains three controls Use first combo box to choose field Second combo box contains list of relations depending on data type of the selected field and third control can be text list or date editor again depending on type of the field You can remove specific rule by clicking at X button at the right end
33. ize toolbars 68 O 2003 2013 Dataland Software 32 Agenda At Once 3 2 5 Quick Notes toolbar Quick Notes toolbar contains mostly used notes options oO 213 af 4 New Note Ctrl N Create new quick note z Delete Note Delete selected quick note Load Note Load file content into the note txt or rtf tal Save Note As Save note content to a file txt or rtf Insert Date and Time Ctrl Alt D Insert current date and time into the note Attachments Ctri Alt View and edit attachments 424 Left Previous Note Ctri Alt Go to previous Quick Note Left Next Note Ctrl Alt Go to next Quick Note Right See also Quick Notes menul 2 Customize toolbars 68 2003 2013 Dataland Software User interface 33 3 3 3 3 1 Dialogs Task properties In this window you can edit to do task Task properties Description By day 1 hour y lees 04 12 2007 Color v Select or type Am 2 5h 4d Priority Scheduled No Status Categories Assignees Notes Attachments Travel Tahoma 12 Don t forget If you want to go _ Recurring Z Visible when completed A 2 BIU E E BEE Description By day Duration Completed Scheduled Created Color Priority Status Reminder Recurring Visible when completed Enter short task description Task must be done before this day Estimated task duration You can choose
34. ke Agenda At Once in a same manner To do o Jay ar ERG 7 an X Filter x B Match all lt gt Match any x x P Task Fi Duration By Categ Completed Toes eee A Paybils pe 28 12 2007 0 To do list tree manipulation can be accomplished by using main menu 21 to do toolbar 2 context right click menu or by inline editing 72 In addition for your convenience refer to tree keyboard shortcuts 6 By default some fields of parent tasks tasks that have subtasks cannot be editing by hand For example duration is calculated as a sum of subtask durations By date is a maximum subtask By date and completion percent is average subtask completion percent This behavior can be easily changed by using Aggregate parent s properties 507 option Note that calculated aggregated data is enclosed in square brackets and slightly dimmed for easy recognition List can be sorted by clicking at column header and clicking it again causes sorting to go in reverse order Note that tasks are sorted within the scope of same parent task Additionally subtasks can be sorted differently than root tasks We have tried to add as much columns as possible but it s clear that too much data in the list can be overwhelming That s why we implemented possibility to turn on or off individual columns and rearrange columns according to your preference If you check Completed Tasks at the E
35. llow writing to it Otherwise if it s installed or copied to some other folder on disk or portable device it uses application folder For example if AgendaAtOnce exe is placed in F AAO or C MyFiles AAO it will use same path of INI files Autorun If you want to run Agenda At Once upon plugging USB disk you can follow this simple procedure 1 In the root of your portable drive create file named autorun inf if it doesn t exists already and double click it to open a text editor 2 Add this text to it to add AAO to Autoplay window Code 1 AutoRun icon AAO AgendaAtOnce exe 2003 2013 Dataland Software Advanced using 83 open AA0O AgendaAtOnce exe m action Open Agenda At Once 3 If you want AAO to appear in the context shell menu for a drive add these lines Code 2 shelllaao Agenda At Once shelllaaolcommand AAOYAgendaAtOnce exe shell aao 4 Save file Notes Starting from Windows XP SP1 due to security reasons program will not run automatically user will still need to choose an appropriate action in Autoplay window Replace path aao to reflect your own folder Feel free to remove icon line if you don t want AAO icon to appear You can also remove m from open option if you don t want to run it minimized Command action is mandatory for Win XP SP1 and newer otherwise open command would be ignored see first note You can use either Code 1 or Code 2 or you ca
36. ly Font name Font size Font text color Background color Bold Italic Underline Align paragraph to left Center paragraph Align paragraph to right Justified paragraph Bulleted Numbered list switch type by pressing Ctrl Shift L It is also possible to paste pictures from the clipboard but this is not recommended unless pictures are very small For larger pictures and files it would be better to use attachments 42 See also Task properties 337 Scheduled task properties 36 Contact properties 3 Attachment editor 27 O 2003 2013 Dataland Software User interface 41 3 3 5 Categories You can edit list of categories by choosing Tools Edit Categories from main menu Also while choosing categories to assign to task you can see slightly different window Only difference is that first column contains check boxes Select categories aude category a Business C Personal Urgent Use New and Delete buttons to add new or delete selected category See also Task properties 33 Scheduled task properties 36 2003 2013 Dataland Software 42 Agenda At Once 3 3 6 Attachment editor Attachment editor is a tool intended to maintain list of files assigned to tasks notes or contacts Picture below shows windowed attachment editor but same functionality can be found in editor embedded in Task 33 and Contact properties 387 Y
37. n use both If you use Code 2 running AAO will became default action double click from My Computer instead of showing content of a drive 2003 2013 Dataland Software 84 Agenda At Once 46 GTD Getting Things Done David Allen s Getting Things Done GTD methodology is simple and effective productivity system Getting Things Done commonly abbreviated as GTD is an action management method of The David Allen Company registered trademarks of The David Allen Company and the title of the book which describes the method by David Allen GTD rests on the principle that a person needs to move tasks out of the mind by recording them somewhere That way the mind is freed from the job of remembering everything that needs to be done and can concentrate on actually performing those tasks What distinguishes GTD from other time or action management systems is the idea of grouping tasks by the context defined as a place or set of available resources in which they are to be performed Quote from the Wikipedia http en wikipedia org wiki Getting_Things_Done If you want to learn more about this great and popular system please refer to official web site http www davidco com and consider buying a book GTD and Agenda At Once If you wish to use GTD system our software can help you with that Note that method described here is nothing more than a sample and you can adjust it according to your own needs 1 Cr
38. nd error log file Plugins management O 2003 2013 Dataland Software 28 Agenda At Once 3 2 Toolbars 3 2 1 Main toolbar This toolbar contains several most important options in the software i f New Database k oS Refresh Q Find le Options gt Print S Style 9 Help amp Hideto Systray 0 Exit mr L New Database Create new database file aao Open Database Open existing database file aao Click at arrow opens menu with recently used databases k Save Database As Save database under another name Refresh F5 Refresh data Find s57 Ctrl F Search all items de Options 4 Ctrlt O Configure application options amp Print 57 Ctrl P Print data L_ Hide to Systray Esc Minimize application to system tray Exit Alt F4 Close application See also File menu 20 Tools menu 277 Customize toolbars 68 2003 2013 Dataland Software User interface 29 3 2 2 To do toolbar To do toolbar contains mostly used to do options Jar e ERR oe 7 _ New Task Ctrl T a New Subtask Ctrl Y Y Edit Task Ctrl E X Delete Task 4 Priority Increase Ctrl w Priority Decrease Ctrl Increase by 10 Ctrl Decrease by 10 Ctrl E Flat View Ctrl B Expand All Collapse All Task Up Ctrl Up Task Down Ctrl Down Move To Parent Ctrl Alt Left Y See also Filter pane To do menu 217 View menul 23 Task properties 334 Customize toolba
39. nd option completed tasks will always be sorted at the end of the list again within parent task Hide Completed Tasks option hides completed tasks in the list so you can focus on unfinished tasks 2003 2013 Dataland Software Basic concepts 13 Powerful filters 47 allow you to focus to a specific subset of tasks It s possible to enter multiple criteria and you can save a filter which then appears as a tab above a to do list Use drag and drop features 74 extensively so you can easily reorganize and schedule tasks Scheduling can be done by dragging one or more tasks to the schedule pane in order to assign them to a specific time If you entered task duration earlier it will automatically adjust it s duration in schedule pane Also if you moved more than one task at the same time they will be arranged one by one When task is moved from to do list to schedule it will remain in the to do list Task and its corresponding scheduled tasks will be linked together so you can quickly jump between them In to do list task that have scheduled respondent will be marked with icon of wrist watch in Scheduled column Columns reference Name Description Dire editable Row number Absolute row number O Priority Task priority 9 possible choices Yes Color Task color Yes Task Description Yes Finished Check box checked only if 100 completed Yes Duration Task duration Yes Created Date Date of task creation Yes C
40. ned view 4 Maximize To do panel 121 Maximize Schedule panel 157 Maximize Contacts panel 174 Maximize Notes panel 187 View deleted items 62 gt 2003 2013 Dataland Software 24 Agenda At Once 3 1 4 Quick Notes menu Here you can find options to manipulate notes 4 New Note Ctrl N Create new quick note 6 Delete Note Delete selected quick note Load Note Load file content into the note txt or rtf tl Save Note As Save note content to a file txt or rtf Insert Date and Time CtrI Alt D Insert current date and time into the note Attachments Ctri Alt View and edit attachments 4 Left Previous Note Ctri Alt Go to previous Quick Note Left Next Note Ctril Alt Go to next Quick Note Right Cut Ctrl X Cut selected text to clipboard Copy Ctrl C Copy selected text to clipboard B Paste Ctrl V Paste text from clipboard Paste Special Shift Ctrl Opens Paste Special window V See also Quick Notes pane 187 Quick Notes toolbar 32 Quick Notes options 53 Attachment editor 424 O 2003 2013 Dataland Software User interface 25 3 1 5 Schedule menu Here you can find options to manipulate scheduled tasks 6 New Scheduled Task Ctrl S Create new scheduled task Edit Scheduled Task Ctrl R Edit selected scheduled task Delete Scheduled Delete selected scheduled task Task Duplicate Scheduled Ctrl I Duplicate scheduled task Task a
41. o be printed 3 3 10 1 To do This tab page allows you to print to do tasks Print Printer Microsoft Office Document Imac 5 Fontsize 10 Copies 1 Y Todo Ti schedule Contacts W QuickNotes Report type Standard s Aj Print pending only Y Print checkboxes lected se Y Print priorities Y Print categories Y Print assignees Print notes Report type Type of report see below for details All Print all tasks Filtered Print tasks that match active filter if applicable Selected Print selected tasks only Date range Print tasks with By date in selected range Group By How tasks will be grouped for Hours scheduled per to do task report type Print All pending or completed Print checkboxes Select which columns you want to be printed priorities categories 2003 2013 Dataland Software 58 Agenda At Once assignees notes Summaries only Tasks will not be printed just summary durations for Hours scheduled per to do task report type Report types Standard Standard to do list is printed Hours scheduled per to do task This report shows tasks and total hours scheduled per tasks Tasks are grouped by Categories and Assignees in selected order To do completion report This report shows tasks and their completion information dates days taken completion percentage One on one to do list print This report will print the content of the to do list exactl
42. of each line 2003 2013 Dataland Software User interface 45 3 3 8 Find Full text search option helps you to quickly find items that contain typed text in any of fields Y Find Find text call Find in Y To do Y Schedule Y Quick Notes Y Contacts Item Call dentist a Schedule Work on project Y Todo Call friends F Todo Call to confirm booking Found 4 items Note that software will search only currently visible items In other words if Hide completed tasks option is checked it will not search through completed tasks Similarly it will search only items that meet active filter In the Find text area type words that you want to search for separated by space In the list next to this box select search method available options are Any word All words and Exact phrase In Find in select item types that will be processed After search is performed list at the bottom will show all items that match search criteria If you select item in the list you can see that specific item is automatically selected in the main window and Right click Edit option or double click opens item s properties for editing or closer inspection O 2003 2013 Dataland Software 46 Agenda At Once 3 3 9 Options In this window you can set various application options Each page contains options for specific area of application e General 47 e User Interface 487 e Databa
43. ompleted Date Date of task completion Yes if completed By Due date Yes Categories List of assigned categories Yes typing or list Assignees List of assigned contacts Yes typing or list Scheduled Indication that task is scheduled among with No number of linked appointments Sch Duration Total duration of scheduled tasks No Attachments Indication that attachments are present among with Yes attach editor number of them Notes present Indication that notes are present Yes task window Status Task status Yes Completed Completion percent Yes Path Task s parents location visible only if Flat view No 21 is selected and cannot be turned off 2003 2013 Dataland Software 14 Agenda At Once See also To do menu 21 To do toolbar 297 To do inline editing 72 Task properties 334 To do options 507 Keyboard shortcuts 6 Drag and drop remarks 74 2003 2013 Dataland Software Basic concepts 15 2 2 Schedule pane You can see and manage scheduled tasks here Schedule pane is divided into two areas e Multi month calendar area top or left depending on preference e Graphical view bottom or right depending on preference T Schedule o aaa ajaja E s 2 El December 2007 January 2008 p WK i Sun Mon Tue Wed Thu Fri Sat WK gt Sun Mon Tue Wed Thu Fri Sat 47 1 52 E E e YA 48 2 3 MED 6 7 3 Ls E S 9 pR 4 9 10 ETI 12 13 14 15 13 14 15 16 17 18 19 50 16 17 18 19 20 21 22 2
44. ow Sometimes you temporary need more space when working with Agenda At Once so it is possible to maximize each pane to full area In addition to standard maximize restore buttons or double clicking at pane title you can conveniently use View tabs at the bottom of the screen 3 See also Basic concepts 10 e Pes A do Layout options To do pane 121 Schedule pane 159 Contacts pane 171 Quick Notes panel 18 2003 2013 Dataland Software Agenda At Once 1 2 Default keyboard shortcuts For best utilization and fast using we encourage you to use keyboard shortcuts especially to do related Also you may want to configure Global Shortcuts 5 Please note that keyboard shortcuts can be easily reconfigured by using Customize Toolbars es option General Ctrl P Print data Ctrl F Full text search Ctrl 0 Application options Esc Ctrl M Minimize to system tray Ctrl F1 CTRL F12 Switch database F1 Help F5 Refresh data Alt F4 Close application To do related Ctrl T Add new root task dialog Ctrl Y Add new subtask of selected task dialog Ctrl E Edit selected task dialog Ctrl Enter Ctrl Increase task priority Ctrl Decrease task priority Ctrl Increase completion of selected task by 10 Ctrl Decrease completion of selected task by 10 Ctri 1 Set completion of selected task to 100 Ctrl 0 Set completion of selected task to 0 Ctri Alt S Fin
45. p F Global Shortcuts 9 sey Minimizing Hide on close Hide on minimize Confirmations Exit application Delete tasks Combined layout To do font size See also Main screen 4 View menul 23 Minimizing Hide on dose vi Hide on minimize Confirmations v Exit application vi Delete tasks Combined layout Top eft To do font size Hide to systray when closing by X window title button Hide to systray when clicking at window minimize _ button Show exit confirmation Show delete tasks confirmation Customize combined view place panes into one of four containers Enlarge or reduce font size for to do list default 8 O 2003 2013 Dataland Software User interface 3 3 9 3 Database Shortcuts Configure Ctrl F1 to Ctrl F12 shortcuts for quick access to different database files Associate database files to keyboard shortcuts Ctrl F1 D iTestiTest aao Cti4F2 Wetwork Team aao Ctri F3 Ctri F4 Ctri F5 Ctri F6 Ctri F7 Ctri F8 Ctri F9 Ctri F10 Ctri F11 Ctri F12 Ge Gu 0 Go Y en 0 4 as Y Cox Jl eme J awi tee 49 O 2003 2013 Dataland Software 50 Agenda At Once 3 3 9 4 To do To do pane settings Options oe General Q User Interface Database Shortouts sd To do fr S Schedule Y Aggregate parent s properties Y
46. plains how exactly aggregated completion is determined Subtask without durations This is an easy case Parent completion is calculated as sum of all subtask completion divided by number of tasks It s a simple average function Example 1 Number of subtasks 4 Completions 50 20 0 and 0 Parent completion 50 30 0 0 4 20 All subtasks with durations Application makes a corrections based on task durations Basically it s same as in first example except completions are multiplied by durations Example 2 Number of subtasks 2 Completions 0 and 50 Durations 1h and 2h Parent completion 0 1h 50 2h 1h 2h 33 Some subtasks with durations some without This is a specific situation According to Example 2 formula tasks without durations Oh wouldn t impact aggregated completion at all X Oh 0 That s why Agenda At Once internally for this specific calculation replaces Zero with Almost zero durations Example 3 Number of subtasks 3 O 2003 2013 Dataland Software 78 Agenda At Once Durations Oh Oh and 1h Completions 100 100 and 20 Parent completion 100 0 01h 100 0 01h 20 1h 0 01h 0 01h 1h 22 Note that in this example it doesn t look like serious problem if we just ignored tasks without durations completion would be 20 but when more subtasks are involved it can make a big difference See also To
47. ration and after it s done sends a signal that database is available again If locking fails from whatever reason after 5 seconds you will see a warning window and you will be able to choose further action Retry or Abort After several unsuccessful retries which is not what should happen often you can call teammates and ask them to close Agenda At Once completely Combined personal and team usage Usually you would want to keep private data separately from team data There are two ways how you can accomplish this 1 Use Database shortcuts For easy switching between two databases use Database Shortcuts 491 Please note that if you choose this method only alarms defined in currently active file will be executed 2 Use two or more instances To avoid drawback from first method you can turn off Allow one instance only 4 option and start Agenda At Once twice one instance for each file It s very lightweight application when it comes to resource consumption so system performance won t suffer because of this If you wish to keep different personal settings for each instance copy application to another folder This way second instance will use own ini file similarly as in Portable device usage 82 See also Database Shortcuts 497 O 2003 2013 Dataland Software Advanced using General options 47 Install to portable device s2 Backup 637 Compact and Repair 67 Attachment editor 424 81 O
48. rs 63 Create new to do task Create new subtasks Edit selected task Delete selected tasks Increase task priority Decrease task priority Increase completion by 10 Decrease completion by 10 View leaf non parent tasks only Expand all visible tasks Collapse all visible tasks Move task up Move task down Move task one level up Filter pane visibility 2003 2013 Dataland Software 30 Agenda At Once 3 2 3 Schedule toolbar Schedule toolbar contains mostly used schedule options ajoja a E pays H New Scheduled Task Ctrl S Create new scheduled task 1 Edit Scheduled Task Ctrl R Edit selected scheduled task 8 Delete Scheduled Delete selected scheduled task Task One Day One day view 1 Custom Days Multiple days side by side Week Weekly view Month Monthly view Show Calendar Calendar visible Days Number days to show side by side See also Schedule menu 257 Scheduled tasks properties 36 Customize toolbars 621 2003 2013 Dataland Software User interface 31 3 2 4 Contacts toolbar This toolbar contains contact management options AAA ag New Contact Ctrl K Create new contact Edit Contact Ctrl L Edit selected contact 23 Delete Contact Delete selected contacts Send E mail Send e mail to selected contacts Go to Web Go to web sites of selected contacts See also Contacts menu 26 Contact properties 387 Custom
49. s Task becomes a subtask of second task Task is moved to the root level Task is moved between two tasks Arrow orientation UP task is moved after first task on the same level as first task Arrow orientation DOWN task is moved before second task on the same level as second task Task is scheduled to the day that mouse points to Task is scheduled to the exact time or day in case target is weekly or monthly planner 2003 2013 Dataland Software Advanced using 75 Indicated targets are possible only if Manual sorting 21 is on Scheduling explanation When to do task is scheduled this is what happens e Copy of to do task is made and placed into the schedule at specific date and time working timel 51 if not specified otherwise e Duration of second task is same as duration of original task e Both tasks become linked to each other e Number of linked tasks and scheduled duration are updated in the to do list e In case of scheduling several tasks at same time they appear one after another Schedule How can be recognized What happens Planner bounds Four arrow mouse pointer Moving task around changing time and or without Ctrl key date if multiple days are visible After pressing Ctrl Pointer changes to an Task is unglued from the planner and key arrow with rectangle that now it s possible to drop it outside see represents a paper below Anywhere on the Depending on drop
50. s Notes Activities Attachments ffice datalandsoftware com http www datalandsoftware X User fields Notes Company Job title User Field 1 User Field 2 User Field 3 User Field 4 Tahoma In this window fields are mostly self descriptive Assignee This field must be checked if you wish to assign this person to a task User fields Use these fields for custom data you might need Titles can be configured in Contact options 52 gt Activities tab Shows list of tasks that this person is assigned to O 2003 2013 Dataland Software User interface See also Contacts options 527 Notes editor 407 Attachment editor 424 39 O 2003 2013 Dataland Software 40 Agenda At Once 3 3 4 Notes editor Apart from editor in Quick Notes panel 18 same functionality is contained in editors embedded in other windows Task properties 33 Scheduled task properties s6 Contact properties 38 W Quick Notes o bg db Gr td G dsd 12 13 11 12 2007 12 13 41 I got an interesting idea about h Tahoma 28 detente BZU 11 12 2007 12 13 41 I got an interesting idea about how to make cincilator In Agenda At Once notes are RTF Rich Text Format enabled which means that you can use formatting toolbar to highlight parts of text Elements of the formatting toolbar are respective
51. se Shortcuts 49 e To do 507 e Schedule 51 e Contacts 524 e Quick Notes 537 e Reminder 54 e Global Shortcuts 54 e Security 567 O 2003 2013 Dataland Software User interface 47 3 3 9 1 General General application options Options Ma General r User Interface A Database Shortcuts Show splash screen Start with Windows Allow one instance only Autodelete Completed tasks Scheduled tasks Quick notes Autosave On Minimize Timed autosave Auto check for updates Startup vi Show splash screen Y Start with Windows Allow one instance only Autodelete Completed tasks Scheduled tasks Quick notes Autosave On Minimize v Timed autosave Y Auto check for updates Exe esp Show splash welcome screen at startup Start application with Windows Allow only one instance of application running Autodelete options Delete all completed tasks from to do list at exit Delete scheduled tasks older than specified number of days Delete quick notes older than specified number of days Autosave options Automatically save when minimizing Automatically save at time interval Automatically check our web site for updates O 2003 2013 Dataland Software 48 Agenda At Once 3 3 9 2 User Interface User interface options Options Ra General GB Database Shortcuts Es To do b Schedule amp Contacts WD Quik notes i anar am
52. sic concepts Part 10 Agenda At Once Basic concepts While designing Agenda At Once we tried to make user interface as simple as possible and follow natural method of time planning As it becomes mature and well rounded product we kept basic principles while adding additional features in unobtrusive way By default Agenda At Once shows all important data in one screen Combined View 4 and this principle eliminates unnecessary clicks and key presses Natural method of time planning may consist of following steps 1 Add task to to do list It should be as simple as possible Using pen and paper is probably still fastest way to do this but than you wouldn t be able to use advanced features that computers allow By using our software tasks can be entered just by pressing Insert key and typing its description 2 Approximate task duration and deadline date optional This step will help you with later scheduling However not every task is intended to be scheduled so this step might be skipped 3 Schedule fixed appointments You should reserve time for appointments that are hard or impossible to postpone meetings trips vacations and other fixed appointments If you enter these appointments first you will have a nice overview of free time that you can fill anyway you find appropriate 4 Assign to do tasks to free time Browse through to do list and determine when each one of them can be done Arrange tasks
53. sk edit 33 task properties 33 tasks 12 teamwork 79 text style 40 third party products 90 to do 12 33 to do completion report 57 to do editing 72 to do list 12 to do menu 21 to do options 50 to do print 57 to do toolbar 29 tools menu 27 U undelete 62 USB stick 82 user fields 38 52 user interface options 48 view menu 23 W wav 54 web site 92 95 O 2003 2013 Dataland Software
54. tabase file aao which means that backups can be accomplished differently for each file When backup is performed aao file is compressed into zip archive to save disk space File name of the archive depends on file name of aao file and date and time when backup is executed For example Default 2007 12 23 144117 zip Note that because of this old archives are not overwritten by newer version After some time you can find lot of old backups in backup folder so you might want to delete them one in a while If you wish to backup file to a temporary location just this time you can turn off Remember list path option Backup action needs exclusive access to a file to ensure that nobody else is changing a database See also Compact and Repair 6 Multi user support 79 2003 2013 Dataland Software 64 Agenda At Once 3 3 13 Compact and Repair If you encounter strange problems with database file you can run Compact and Repair option Furthermore you can run it as part of regular maintenance because besides of detecting and fixing database errors and inconsistency it performs internal data optimization and eliminates unused space resulting in smaller file Progress Step 2 of 3 Optimizing data Before process is started Agenda At Once will offer to execute backup 63 so there s no consequences in case something wrong happens with critical operation such is this you can never be too
55. target task is moved schedule pane to a specific day and time Basically same as moving to do task to schedule see above To do list If task is linked to to do task e Scheduled task is removed e To do task remains same except updated number of linked and scheduled duration 2003 2013 Dataland Software 76 Agenda At Once If task is NOT linked to to do task e Scheduled task is moved and becomes to do task e Placement rules are same as applied in to do task moving see above We would like to emphasize different behavior when it comes to moving task from to do to schedule and vice versa This could seem illogical at first sight so allow us to explain the meaning To do task moved to schedule I want to focus on this task at a specified time Both to do and scheduled tasks exists now i e task is copied Scheduled task moved to to do list I will not focus on this task at this time and 1 don t know when I will focus to this task yet or I want to postpone this task Scheduled task is removed to do task is created if it doesn t exists i e task is moved See also To do panel 121 Schedule pane 157 O 2003 2013 Dataland Software Advanced using 77 4 3 Aggregated completion calculation In case you set Aggregated parent properties option on parent completion is calculated according to task Duration and cannot be manually edited Following text ex
56. to clipboard Paste tasks from clipboard Increase task priority Decrease task priority Completion options Increase completion by 10 Decrease completion by 10 Set completion to 100 finished to 80 50 or 20 to 0 Schedule task to a specific date and time Jump to linked scheduled task Move task up Move task down Move task one level up Move task one level down Manual sorting enabled Subtask sorting options O 2003 2013 Dataland Software 22 Agenda At Once See also To do panel 127 To do toolbar 297 Task properties 334 To do options 507 O 2003 2013 Dataland Software User interface 23 3 1 3 View menu In this menu you can set various view options Style Toolbars View pane Y Filter pane Completed Tasks at the End Hide Completed Tasks E Flat View Expand Selected Collapse Selected Expand All Collapse All Combined Y To do D Schedule Contacts Notes Deleted See also Main screen 4 Customize toolbars 68 Deleted items 62 Ctrl B Alt 0 Alt 1 Alt 2 Alt 3 Alt 4 Alt 5 Select visual style skin Toolbar options View pane tabs visibility Filter pane 4 visibility Sort completed task to the end of list Don t show completed tasks View leaf non parent tasks only Expand selected tasks Collapse selected tasks Expand all visible tasks Collapse all visible tasks Switch to combi
57. ty Although main purpose of this is to increase security you can use it even if you don t use other security options if you wish See also Security options 56 2003 2013 Dataland Software Advanced using 87 4 8 Command line Command line switches supported by Agenda At Once m Start application minimized quit Close application if active file name Open specified database file 2003 2013 Dataland Software Other information Part 90 Agenda At Once 5 1 Other information Credits We would like to use this page to thank to developers who made their products and libraries available commercial or OpenSource Borland CodeGear Delphi Main development environment http www borland com http www codegear com Absolute Database Database System http www componentace com TMS Component Pack Various components including planners http www tmssoftware com SpTBXLib Menus toolbars and custom themes skins http club telepolis com silverpointdev sptbxlib Virtual TreeView Tree list component http www soft gems net TurboPower Abbrevia Compression components http tpabbrevia sourceforge net JEDI components Various components http www delphi jedi org Icons 2003 2013 Dataland Software Other information http www icons icons com http www famfamfam com http www dsbglobal com 91
58. y as it appears on the main screen including sorting filters column visibility etc O 2003 2013 Dataland Software User interface 59 3 3 10 2 Schedule This tab page allows you to print scheduled tasks Printer Microsoft Office Document Imac Fontsize 10 Copies 1 a i Contacts W QuickNotes E T To do O Schedule Y Print categories Y Print assignees Y Print notes All Print all tasks Filtered Print tasks that match active filter if applicable Date range Print tasks within selected range Print categories Select which columns you want to be printed assignees notes O 2003 2013 Dataland Software 60 Agenda At Once 3 3 10 3 Contacts This tab page allows you to print contacts Printer Microsoft Office Document Imac Font size 10 Copies 1 T todo T schede Contacts W QuickNotes Selected All Print all contacts Selected Print selected contacts only 2003 2013 Dataland Software User interface 61 3 3 10 4 Quick Notes This tab page allows you to print quick notes Printer Microsoft Office Document Imac lt gt Font size 10 Copies 1 ES E sree 23 contacts All Print all quick notes Selected Print selected note only Date range Print notes created in selected date range O 2003 2013 Dataland Software 62 Agenda At Once
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