- Golden Rules Organizer
Contents
1. uueesensesnessessesnnnnesnennnenennennnennnnneonensennennennnnnnnnnnann 18 WORKING WITH TABLES dis 2 ese esaeo Nerea AEAEE EOE PEA E E VEASE ESEE AEE TESO EEEE EAE EEE EEEREN 19 Filtterit asirni crenn aea e A N EE EE E RE E E E E E EEE EERS 19 NYO E E E E T E E E A TE 19 Drag amp DOD erena a EE E EEEE E EEEE TAE RENE N E EEES 19 Inline Editing cireasa A E E E NE A EEEE A E N EE EEE 19 Create new Entities from Template uessersnesnnesnnesnnssnensnensnennnnnnnennnnnnnennnsnnnsnnnsnnesnnnsnnsnensnnnnnnnnennnnnn 19 Mave Up 7 DOWN anteilig 20 SEArChINg san nee E E E A ET R E R E R E AA R 20 Hiding 7 Showing Columns euere RIESE Run 20 Collapsing Expanding Tree Table Nodes 22u224022402200n200nnoennnnnnennnesnnennnesnnesnnnnnonsnensnensnennennnnnnn 20 Changing Column Width Moving Columns 222u224022n02snensnnnnnennnnnennnernnernnennnesnnnsnonsnonsnennnnnnennnnnnn 20 Enabling Horizontal Scrolling srecen Run 20 Navigation Between Entities Go To ccccccssccessceessecesscecnseceescecseceeceecsaeceaeecaeceeaeecaeeeeaeecnaeeeeaeeenseeeees 21 11ps and Tricks Rich Text Rinne 21 Navigational Sh rte ls un anenusenaibnsainelkiunnck RE kun ne 21 SHARED SPACES 925 eve ha ee En RER savas cus cote SERIE ee E Eee 22 Introduction ansehen ek E R 22 Space Administratoren E leeren Eiern 23 Working With the Space ne es ee E EAE ARSE 24 GOLDEN RULES ORGANIZER ADMINISTRATION cscseseescsseesesseseseseso2. consent prohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with the US Copyright Office Golden Rules Organizer v2 2 0 User s Manual page 6 of 30 This will later simplify agenda build up for time slot specific appointments using Schedule facility and allow viewing slot related activities from Slots facility Activity Tree Table Views Organizer provides two Activity views tree table view default and table view which may be switched using Toggle button shortcut F12 Table view is useful when looking for all activities to be done non regarding their place in the hierarchy This view is pre filtered to show only activities not yet done and allows any kind of sorting and filtering tree view doesn t allow neither Recurring Tasks Task represents template of periodical activity It is possible to manually schedule each activity instance or define periodicity for automatic scheduling Task Status Workflow When a task is created and until task frequency is specified it has status New Upon specifying frequency next activation date is automatically calculated based on current date and task becomes Sleeping Upon activity generation task becomes Active and stays so until activity is completed canceled or expired upon activity completion of any kind as listed above next activation date is calculated if periodicity i
3. copy and paste buttons Activity Events What are Events Events are certain states of activities and tasks that lead to automatic change in their status Which Events are handled Copyright 2008 2011 www golden rules org May be used free of charge Selling without prior written consent prohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with the US Copyright Office Golden Rules Organizer v2 2 0 User s Manual page 15 of 30 Recurring Tasks Activation When Activation Date of a task is reached new activity is generated Task is then acquiring status active Pending Activities Plans Activation When activation condition of a pending activity is reached activity is automatically changing status to active Expiration of Over Deadline Activities When Deadline of an activity is reached its status is changed to Expired Expiration and Renewal of Plans Plans are expired when their end date is passed Urgency Escalation When Escalation Date of an activity is reached its Urgency is incremented and next Escalation Date is calculated When are Events processed Events are monitored periodically Upon an event a new Reminder is added to Reminder Dialog joins appointment reminders if any It is possible to jump to selected entity from Reminder Dialog using Go To function Interacting with External World Portable
4. if cannot find value do not log e Asa good logging habit track time spent or start end time e Do weekly planning e Do weekly summary do logging for objectives define completion percentage move incomplete objectives to next week e Manage typical weekly schedule define useful time slot hierarchy allocate recurring appointments linked to specific time slots e Do daily scheduling at the day end create log per agenda entry appointment finalize next day appointments and build up their agenda as suitable to appointment time slot according to activities projects values objectives and incomplete agenda entries for preceding day they can be copied and pasted e Distinguish importance of values use positioning in the value tree as additional importance factor e Do long term planning quarterly yearly etc based on your value system each value should ideally have retainer of potential projects e g in Inactive Projects folder e Use Listings liberally for your bookmarks notes and lists define useful hierarchies but avoid deep nesting use Tags to compensate use positioning among siblings to distinguish importance e Assign listing entries to multiple tags instead of duplicating them within listing hierarchy define useful Tags hierarchy e Backup database on daily basis using Export Data to a folder under web backup scheme disk on key or standalone backup drive Copyright 2008 2011 www golden rules org May
5. ones above they will show up appropriately decorated in the tables Navigational Shortcuts Most of the navigational activities in the Organizer can be done using keyboard shortcuts Ctrl Shift C change status to completed new shortcut v2 0 1 Ctrl Shift A change status to active new shortcut v2 0 1 F2 inline cell editing F6 vertical panels traversal F7 Shift F7 horizontal tabs traversal F8 press twice in the grid control height of the current scroll pane by Up and Down keys press F6 to escape F10 go to menu F11 toggle between search text field and the tab area F12 toggle between tree and table view Activities Projects Context key invoke pop up menu for selected row Ctrl S save changes to database Ctrl P print table Ctrl C copy selected node Ctrl V paste copied node Ctrl Shift M move node new shortcut v2 0 1 Ctrl Shift V paste web link Listings References editor Copyright 2008 2011 www golden rules org May be used free of charge Selling without prior written consent prohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with the US Copyright Office Golden Rules Organizer v2 2 0 User s Manual page 22 of 30 Ctrl D duplicate selected rows Enter edit selected row Delete delete selected rows node Shift Delete delete w
6. the US Copyright Office Golden Rules Organizer v2 2 0 User s Manual page 17 of 30 Selected Data Export Import Selected data export To export data from table views Contacts Logs Tasks select one or more lines use Ctrl A to select all visible lines press Ctrl to select specific lines or Shift to select range of lines and press Export in pop up menu To export a sub tree Activities Projects Values Slots Listings choose a node and press Export in its pop up menu It is possible to choose a status node to export all entities of that status e g all new activities Selected data import To import specific data into table views use Import button in pop up menu To import data into tree views select the parent node and press Import button in its pop up menu Reporting Powerful reporting facility presents selected entities and their dependent entities in conventional HTML format in your Web browser where you can view them print send as e mail or save as file for future reference To produce a report select one or more entities similarly as for selected data import export and press Report in the pop up menu For example report for a contact will present full contact details and all activities tasks and logs related to this contact with effort summary Printing Golden Rules Organizer provides several printing options e Print screen Allows to print the screen or to save it into a f
7. work Note there is no need to press Save before Sync changes will be saved automatically Copyright 2008 2011 www golden rules org May be used free of charge Selling without prior written consent prohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with the US Copyright Office Golden Rules Organizer v2 2 0 User s Manual page 25 of 30 Resolving Conflicts When a record field is concurrently updated by two or more users GRO Space raises a conflict Change saved earlier wins and user who lost his change is informed via Reminders window Pressing Go To in Reminders for a conflict will highlight the record with conflict In Conflicts tab original value before change was done by both users and conflicting lost value for the field are shown Three possibilities are available e Apply original value and remove conflict e Apply conflicting lost value and remove conflict e Leave the field unchanged and remove conflict Another kind of conflict is raised when a record is removed while another user concurrently refers to that record Here manual resolution is required Note it is possible to view all records with conflicts using Advanced Search dialog Choose option Updated between lt date gt and lt date gt while choosing earliest conflict date you wish to follow then deselect all entities using Clear All and select just Conflicts Af
8. 30 Move Up Down Children of a node in a sub tree can be moved up and down using Up and Down arrows in the table s toolbar References can also be moved up and down using Up and Down arrows in the toolbar Shortcuts for move up and down Alt Shift Up Alt Shift Down Searching Pressing Ctrl F when a table is in focus will invoke Find dialog Since only visible rows and columns are searched you may wish to expand rows and or make certain columns visible prior to searching Note this function is better served in most cases by the cross organizer search facility added in version 1 0 Hiding Showing Columns Pressing column control widget in the right upper corner of a table shows the entire list of table columns Selecting unselecting a column will make it visible hidden Golden Rules Organizer remembers visible columns between invocations Collapsing Expanding Tree Table Nodes Pressing expand collapse control or double clicking on a tree table node with children rows will expand collapse this node To expand collapse all descendants of a node invoke pop up menu by clicking right mouse button on the node and choose Collapse All or Expand All Note the latter function is important when saving to comma separated file or printing tree table since collapsed nodes are not written printed Changing Column Width Moving Columns Columns can be resized by dragging column borders or moved by dr
9. Golden Rules Organizer It is possible to install Golden Rules Organizer GRO on USB stick as portable software for Windows Linux and UNIX workstations Portable GRO stores the database and the user settings in the installation directory and not in the user home directory This facilitates migration between computers even if only home and work computers are involved since there is no need in additional GRO installations on PCs and no need to restore the data every time location is changed Copyright 2008 2011 www golden rules org May be used free of charge Selling without prior written consent prohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with the US Copyright Office Golden Rules Organizer v2 2 0 User s Manual page 16 of 30 How to install portable GRO from GRO Home Page 1 Download Windows installer from GRO home page may be done on any computer with the only requirement that Java is available and start the installation 2 Change installation path to for example F GRO assuming F is your USB drive 3 Unselect option Create Shortcuts in the Start Menu and proceed How to install portable GRO from your local GRO installation version 1 6 4 or higher required Copy your GRO installation directory done using Windows installer to for example F GRO assuming F is USB drive How to run portable GRO Submit run bat Windows
10. Golden Rules Organizer v2 2 0 User s Manual 17 Feb 2011 Golden Rules Org By Michael Gvirtzman Golden Rules Organizer v2 2 0 User s Manual page 2 of 30 Table Of Contents GOLDEN RULES ORGANIZER ENTITIES reniir tarena EE E E EVES EESE AAE AA RE EEEE Eii 3 Shared SPACES aron aea ERE E E E a E E A R E E N 4 PaE A E E E E E E E E E seats dasseageeeen 4 Recurring TASKS eriesion siestis oenen inai ie E vin E rar NEEE E aE E Ee E iona EESE 6 Projects siisi ran aes eini e EEEE aeS E RRE E a NEE s EEEE AS ER Ea SEa EEES 7 Issues Shared Spaces ONLY cscccosssvesseecenssessacasessencens n AE E E EE AEE a ERY 8 Sehedu le cine oncais incasers EEE FIRE EEE ER TAE E E EIER EE SERRES EEE ESAE ATEO RE E NEES 9 Mission and Valles trasenie nia E REEE TEREE E E EE 10 Plans and Objectives un ee EE E E OE NEEE AE 11 TiO A cvacstacsceceostsupaceanscaavees e niccapatesnsauseeecestauesecanstevccasa vasteasceeecesnuees cent shes ocavetea dees puneceanceatysevsies ocpanssneats tee 11 CONLACIS eae EEE E E E AE EE EE OE Eee A ses E ENE EEE ES EHRE PERREURTEREEREREEERBEN 11 TASUN OS E EE E A EE E A EE A LEER HEILEN 12 Time Slots eire e aE EEE whee AEA EE E E NEE EE EEEE EENE REE 12 ABOUT GOLDEN RULES ORGANIZER VIEWS c ccscccsssssssesscsesescssecesesesoessecseseseaeseuesessesseeseseseseeseseeesoneeeees 13 ADDIOACH caistivsdeiesiesadertatssivacavs snccannataancavadecsesnausecuaussbduanvedeeveeudeusnensuabedeareascesave sbedeevagnevsaaneguacavans s
11. ace manual recovery should include these steps Copyright 2008 2011 www golden rules org May be used free of charge Selling without prior written consent prohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with the US Copyright Office Golden Rules Organizer v2 2 0 User s Manual page 27 of 30 1 Lock the shared space folder by creating lock txt file 2 Find the user user A who has the Space in local cache with most advanced revision number in Revisions tab 3 Remove all revision lt n gt xml and snapshot files from shared space 4 Copy snapshot xml file from user A s local cache to shared space 5 All users inclusive user A should delete local cache for the Space unsynchronized local changes will be lost 6 Remove lock txt file from shared space directory At this point users may start accessing the Space Copyright 2008 2011 www golden rules org May be used free of charge Selling without prior written consent prohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with the US Copyright Office Golden Rules Organizer v2 2 0 User s Manual page 28 of 30 Golden Rules Organizer Administration Installing and Uninstalling The software can be installed from the dedicated site http www golden rules org The installation will create Golden Rules Organizer
12. agging the column header Golden Rules Organizer remembers column size and position between invocations Enabling Horizontal Scrolling Column control widget invoked by pressing small column control square in the upper right corner of a table allows turning on off horizontal scrolling for the table By default horizontal scrolling is disabled Copyright 2008 2011 www golden rules org May be used free of charge Selling without prior written consent prohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with the US Copyright Office Golden Rules Organizer v2 2 0 User s Manual page 21 of 30 Navigation Between Entities Go To Navigation to related entities is done by right clicking selected row and choosing Go To function Jump to master entity e g Activity in Activity tab when standing on Activity in Contacts tab by pressing Ctrl Shift G Tips and Tricks Rich Text It is possible to add colors and change fonts of titles and other text fields except for descriptions by using HTML like notation Examples lt html gt lt b gt This is bold text lt html gt And this is lt b gt lt i gt bold italic lt i gt lt b gt fragment lt html gt lt font color red gt This text is in red lt font gt and this is not lt html gt lt font bgcolor green gt Here a text with green background The fields need to be coded in the details dialogs like the
13. be used free of charge Selling without prior written consent prohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with the US Copyright Office Golden Rules Organizer v2 2 0 User s Manual page 30 of 30 e Increase productivity by using keyboard shortcuts for both navigation like Windows Explorer and editing and by using search facility instead of looking up in the hierarchies e Use GRO forum to suggest improvements and ask questions participate in forum discussions subscribe to the forum feed Copyright 2008 2011 www golden rules org May be used free of charge Selling without prior written consent prohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with the US Copyright Office
14. ct costs may be viewed using Totals button in Projects toolbar or by selecting viewable cost columns using column control facility e Estimated Total sum of estimated expenses and estimated work cost e Total sum of actual expenses and total work cost remaining actual Issues Shared Spaces Only Shared spaces support advanced Issue Management Issue is a standalone to do item problem customer request that needs to be resolved Issue has a number of important attributes e Issue Number format YY YYMMDDHHSS lt user gt lt user issue number gt Assigned automatically lt user issue number gt is counted independently for each user starting with 1 e Topic Topics are managed using Edit gt Issue Topics menu choice e Status NEW newly created issue not assigned yet for handling OPEN issue assigned for handling to a user and or allocated to a project FIXED issue handled pending verification closing VERIFIED issue verified pending closing CLOSED issue handled and closed REJECTED issue rejected by assigned user CANCELED issue canceled by requestor Status has to be changed manually It is advised to add Logs when status is changed especially to FIXED REJECTED e Priority issue priority default NORMAL e Due Date due date when issue has to be resolved e User user assigned to handle the issue Note user gets a Reminder when an issue is assigned to him Copyright 2008 2011 www gol
15. den rules org May be used free of charge Selling without prior written consent prohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with the US Copyright Office Golden Rules Organizer v2 2 0 User s Manual page 9 of 30 e Project project the issue is allocated to for handling not the project that reported the issue e Contact main contact for the issue customer employee who discovered the issue etc e Estimated remaining hours estimation of time required to resolve the issue Note remaining hours are automatically decremented when a Log is added with actual effort specified e Title description references tags as for other GRO entities Schedule Organizer includes non graphical scheduler that supports advanced functionality e One time and recurring appointments Appointments may be specified using Schedule main tab and also from other tabs in the last way being linked to specific time slot activity contact objective project or value Note Recurring appointments inherit their attributes e g start time duration description references from the template appointment If there is a need to update some of the attributes choose an instance apply changes enter Recurrence Settings and press Ok to update settings e Appointment agenda facility Organizer allows compiling agenda with multiple agenda items determining d
16. eesecseeeseseesesesessessecneseeesseseseeeseeeseens 28 Copyright 2008 2011 www golden rules org May be used free of charge Selling without prior written consent prohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with the US Copyright Office Golden Rules Organizer v2 2 0 User s Manual page 3 of 30 Installing and Uninstalling ccccccccccccsscccceesceeseeescesccesecsecenecacecaseessecseeseenensneseeeseceaeceaecaecaeeeaeeeaeenseeenees 28 Standalone Installer for WitdOWS scseccecececsceseeseesseeseeeseeeceescesncsecseceaecaeceaecaeecaeeeseeeseseneeenennenaes 28 Upgrading the Organizer cccesccesccesecssecsseesseessesseesseescensecesecseceaecnecanecaeeeaeeeaeeeneeeceneeeeeeeeeeeeaeeeaeenaeenaeeas 28 Backing Up and Restoring the Data ccccccccccscceescesseeeeesecsecaseeseeeseeseesceeseeuseeeseceaeceaeceaecaeeceeeaeenseeenees 28 GOLDEN RULES ORGANIZER BEST PRACTICES ccscsesssscsseesessesssesesoeesecseseecseesesssesseesecsesesesaeseseseseeeeeees 29 Golden Rules Organizer Entities Golden Rules Organizer aims to fulfill the personal planning needs of people with systematic approach where things still need to be done very effectively but need to be organized into useful hierarchies be accountable for serve a larger system of values and plans and be integrated with personal information repository The following drawing illustrates typical applicati
17. emis tts 13 Specidl LADS cinirenen E pura vesdeteavacuuvaauendonsa E O ENET TEE 13 WAGGING ccsccsccevessicteesccsecenesneesackcstees nestersseccascencdvesves sbesdedecesdentsssestesecdevecestboadtevsddeeduessesu sock FEFREERFERFERLESRFETER 14 Tass Mam LA rane cece eeerrccecr pecrr E rete cerreerrereerrer ert S E E N 14 Tags Secondary TADS rimema neun E anne E E RNE 14 ACTIVITY EVENTS E EAT E E 14 Whatate Events leoneses n e a E E E E AE E EE RNOR ge 14 Which Events are handled 2002222402200rnnnnensnonsnnnnnsnonsnnnnnsnonsnnnnnsnonsnnnensnontnnnsnsnossnnnensnonsnnenssnossnnnn 14 When re Events Drocessed anna nennen mean siehe Beast 15 INTERACTING WITH EXTERNAL WORLD sc ccsscsscssccseseccsacseceseecesssoscoseescvecssndooessavscdvcgscdunse seve concdsndeceveosedeusyes 15 Portable Golden Rules Organizer u uusseu see seien 15 Commuting with Import and Export zueessessnesnnesnnesnensnonsnensnensnnnnnnnnnnnnnnesnnernnesnnesnnnsnensnonsnensennnennnnnn 16 Selected Data Export IMPO ne one eE EE nn 17 Reporting nern abe NEEE E EEE EEEE 17 Printing ennen e E seuss coe E PER EEE ERE S E E EE EEE EEEE 17 SAVING to SPFEGASNCELS crcianissussessiniieesripusvoperpnicedespegenyedeuacesenegisadedsnsdesedg EE EEE AEE KEEA 18 SEARCH FACILITY estresore a eee eres e EREE ee EEES EEEE AEAEE EEE AE PESEE EEE VEASE OEE NERES EEEE 18 Change History ein AE E E E E A EEE AEA A E NE EEKE ERRES 18 COPY FROM EXTERNAL FILE MANAGERS TO GRO
18. espective master column in the above example Activity table is filtered by Project column Note tree tables cannot be filtered For activities table view is provided Toggle button allowing filtering Sorting Tables can be sorted by clicking left mouse button on respective column header Repeated clicking reverses the sort order and Shift click cancels sorting Note tree tables cannot be sorted Drag amp Drop All copy and move operations in tree views can be performed by drag amp drop It is possible to change status of an entity e g activity by dragging it to appropriate status bucket Inline Editing Many fields can be edited directly in the table s cells by double clicking the cells Create new Entities from Template By using drag amp drop with Ctrl button pressed or by using Copy amp Paste it is possible to create new entities from existing ones When applied to a sub tree entire sub tree is duplicated Note that references to other objects are not duplicated e g duplicated activity will always have blanks in Contact Project Task Values or Dependencies fields Copyright 2008 2011 www golden rules org May be used free of charge Selling without prior written consent prohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with the US Copyright Office Golden Rules Organizer v2 2 0 User s Manual page 20 of
19. ile e Print the table Copyright 2008 2011 www golden rules org May be used free of charge Selling without prior written consent prohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with the US Copyright Office Golden Rules Organizer v2 2 0 User s Manual page 18 of 30 All visible rows and columns are printed e Print description tab Saving to Spreadsheets All tables have button to save them as comma separated CSV file readable by any spreadsheet Only visible rows and columns are saved Tip when saving tree table to CSV file or printing it you may wish to fully expand collapse certain rows this can be achieved by clicking right mouse button on those rows and choosing Expand All Collapse All option in the pop up menu Search Facility Built in search facility Find button and search field to the right of main toolbar performs case insensitive search in all organizer data entities Found entities are then presented in the Found panel with Go To button allowing to navigate to selected entity Change History Using Extended Search button it is possible to view change history for selected date range and record types e g show Listing changes done after specified date Copy from External File Managers to GRO It is possible to create file hyperlinks by using GRO file selection widgets However it is also possible to co
20. ithout confirmation Ctrl R produce report for selected rows Ctrl N create new row child node Ctrl Enter create sibling node below Ctrl Shift Enter create sibling node above Alt Shift Up Down move selected node up down Ctrl F local search in the current table Cursor Right expand selected node go to child node Cursor Left collapse selected node go to parent node Backspace go to parent node Home select first row End select last row Ctrl Up Down scroll up down one row Ctrl Page Up Down scroll up down one page Ctrl Home scroll to first row Ctrl End scroll to last row Ctrl Shift G go to entity works in secondary tabs Shared Spaces Introduction Golden Rules Organizer Spaces are persistent repositories for maintaining shared Projects Issues Logs Contacts and Listings over LAN multiple users or via synchronized drives over the Web multiple PC single user GRO spaces support concurrent modifications by multiple users and feature distributed work model where changes are done offline and synchronized with central space repository upon Sync request e Note GRO Spaces feature advanced conflict detection and provide conflict resolution facility GRO spaces support wiki style of collaboration where comments may be submitted to any repository item and changes to items may be tracked Easy information exchange with persona
21. jects inherit effective rate per hour from the parent project but may override it The following figures are calculated as part of work cost tracking summarized for project and its sub projects e Estimated cost sum of estimated hours effective rate e Remaining cost sum of remaining hours effective rate e Actual cost sum of reported effort effective rate where effort is reported via Logs facility Note actual cost is also displayed in the Logs toolbar which allows to track cost for customized time periods e g week or month by applying Logs filters e Total cost sum of remaining and actual work cost The calculated figures may be displayed as columns or may be viewed using Totals button at Projects toolbar Project Expenses Tracking Project expenses estimated and actual are managed using Expenses secondary tab in Projects facility The following expense totals are calculated on project level summarized for project and its sub projects e Estimated expenses total estimated expenses e Expenses total actual expenses Project Total Cost Tracking Copyright 2008 2011 www golden rules org May be used free of charge Selling without prior written consent prohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with the US Copyright Office Golden Rules Organizer v2 2 0 User s Manual page 8 of 30 Proje
22. l GRO databases is provided Copyright 2008 2011 www golden rules org May be used free of charge Selling without prior written consent prohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with the US Copyright Office Golden Rules Organizer v2 2 0 User s Manual page 23 of 30 Space Administration Creating GRO Space GRO users may create unlimited number of GRO Spaces To create a new space choose Spaces gt Open Space from GRO menu In the dialog specify e Space name any new name e User name should be unique for the space e Space directory using selection dialog select a shared path for multiple users or synchronized drive folder multiple PC single user Note the same path may be used for multiple spaces You will be asked whether you would like to open a new space press OK Empty space frame will appear looking familiar to GRO users After populating space with initial data including copy paste from the personal GRO database press Sync button space data will be saved to shared path you specified Note that upon Sync space is also stored in local cache residing near your local GRO database in MyGoldenRuleSpaces lt space gt directory When a space is opened it is always looked up first in the local cache allowing offline access Only if space not found there it is read from the shared space repository Adding Space User
23. ng a Web based backup service is recommended To recover use Import Data function Copyright 2008 2011 www golden rules org May be used free of charge Selling without prior written consent prohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with the US Copyright Office Golden Rules Organizer v2 2 0 User s Manual page 29 of 30 Golden Rules Organizer Best Practices e Build hierarchical value system improve it gradually e Bind activities to projects or values e Keep number of active projects as low as possible use value system as future projects retainer using Description or Inactive projects use project dependencies or define future start date e Always have at least one activity new active or pending for active project tree leafs e Keep number of activities in Active folder as low as possible e Use urgency extensively to color code the activities use positioning in the folder as additional factor to define execution order e Do not retain activities in New folder for long do them immediately if short move to Active folder or define future start date dependency e Use future start date and dependencies to reduce number of activities in Active folder e Use recurring tasks liberally e Avoid nested activities use hierarchical projects if possible e Log meaningful events on daily basis while binding activity unrelated events to values
24. ohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with the US Copyright Office Golden Rules Organizer v2 2 0 User s Manual page 11 of 30 Plans and Objectives Planner allows defining and maintaining multiple periodical and one time plans from daily and weekly to long term plans Plans include objectives usually related to activities projects or mission amp values that are to be reached during time period of the plan When objectives are fully or partially reached completion percentage may be updated Periodical plans are automatically renewed upon reaching end of the period it is also possible to facilitate subsequent plans creation by pressing Next Plan button Old plans are automatically expired or deleted if no objectives were defined Incomplete objectives can be copied to the new plans by using Copy and Paste buttons Logs Logs add tracking facility to the Golden Rules Organizer They allow logging effort spent on any activity task etc and also time spent completely out of the planning system during the day Extensive rich text descriptions can be added to each log Logs allow to track time usage during calendar period and also to view actual time spent on any planning item from activity to value and even contact When standing on an item e g activity in a main view the Log window allows seeing the related logs and the t
25. on of the Organizer as personal effectiveness tool Planning Process with Golden Rules Organizer Copyright 2008 2011 www golden rules org May be used free of charge Selling without prior written consent prohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with the US Copyright Office Golden Rules Organizer v2 2 0 User s Manual page 4 of 30 Here purple items represent Golden Rules Organizer entities and blue items are on going planning processes Shared Spaces Starting with GRO 2 0 collaboration via GRO Spaces is supported allowing managing shared Projects Issues spaces only Logs Contacts and Listings across LAN multiple users or via synchronized drive multiple PC single user GRO Spaces feature distributed work mode where changes are made concurrently offline and can be stored offline and are periodically synchronized to shared location Shared spaces may be used independently from or in addition to personal database Activities Activity is the lowest level in Golden Rules Organizer s planning hierarchy representing specific action to be done It may represent a standalone action item an instance of recurring task generated automatically or a low level work item in a project Activity may have sub activities although it is recommended for better visibility to convert nested activities to projects with multiple activi
26. or run sh Linux UNIX script located in the GRO directory on USB drive Note you need to make GRO directory your current working directory before submitting the script What if a PC will not have Java installed To be prepared to the possible situation that target PC will not have Java do the following instructions suitable for Windows PC only 1 Find out your JRE Java Runtime Environment directory open Control Panel gt Java go to Java tab press View and look up the Path column 2 Copy JRE directory to F assuming F is USB drive 3 Rename JRE directory on F to jre Now your portable GRO will even run on a PC with no Java Commuting with Import and Export It is possible to export your data at one PC and import at another PC with Golden Rules Organizer installed this is supported by Import and Export buttons and respective menu choices For completely smooth commuting it s recommended to store all referenced local files that are used at multiple locations at one directory with the same path on all PC and to take that directory with you when commuting alternately you may use Web storage services that allow mapping themselves as additional drive e g Dropbox Copyright 2008 2011 www golden rules org May be used free of charge Selling without prior written consent prohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with
27. orts concept of main view and secondary views When standing on an item e g project in the main view secondary views provide the list of dependent items logs activities etc This allows seeing all item related information in one place Special Tabs Special secondary views tabs represent additional details related to an item and not list of dependent items References This tab allows attaching references to any item from activity to contact References may include links amounts dates yes no flags It is possible to copy references from listings or create new listing entries based on references Values Values tab lists mission amp values associated with the item It is possible to have multiple values associated with one item Dependencies This tab allows specifying activity projecting dependencies one or more leading activities projects that need to complete prior to current activity or project is activated Activity or project with incomplete dependencies acquires Pending status Description Since descriptions may be long this useful tab allows viewing and modifying description of the current item without invoking details screen Starting with release 1 2 HTML editor for descriptions is provided greatly improving the editing experience Among other it is now easy to copy and paste text between the Organizer and external HTML editors such as your blog editor Copyright 2008 2011 www golden
28. otal actual time spent on this item and its sub items Additionally work cost is tracked for project related logs according to rate per hour specified for the project Contacts You may maintain rich information about your contacts in the organizer Contacts are classified by category and group sub category and can also be tagged with multiple tags It is possible to see all activities tasks appointments objectives and logs related to the contact Via Tools menu it is possible to import contacts in Outlook Google Yahoo CSV formats and export contacts in Google CSV format Copyright 2008 2011 www golden rules org May be used free of charge Selling without prior written consent prohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with the US Copyright Office Golden Rules Organizer v2 2 0 User s Manual page 12 of 30 Note 1 imported values that do not fit into available Contacts fields are imported to References Generally any Reference with Title according to Google CSV column name will be properly exported to Google CSV format using Value as field content Note 2 when contact already in the organizer merge attempt will be done according to this policy fields having no value in the organizer will be imported fields having different values will be ignored not merged Listings Listings represent common purpose hierarchical notes where y
29. ou can store all your reference information Among the attributes you can store are hyperlinks inclusive links to local files amounts descriptions Paste Link New web related listing entries bookmarks can be added using Paste Link button in two simple steps e Copy web site shortcut to system clipboard e Select parent listing entry and press Paste Link or Ctrl Shift V Title will be extracted from the web site Tags Listing entries can be tagged with multiple tags This can be done both from the Listing entry may allocate multiple tags in one action and from the Tags tab may allocate multiple Listing entries to a tag in one action It is recommended to avoid duplication of Listing entries by using Tags extensively Time Slots Golden Rules Organizer allows specifying hierarchical time slots e g Arrangements gt In door Arrangements Outdoor Arrangements and allocating activities to time slots This enables slot specific time management for example I m doing arrangements now what needs to be done Copyright 2008 2011 www golden rules org May be used free of charge Selling without prior written consent prohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with the US Copyright Office Golden Rules Organizer v2 2 0 User s Manual page 13 of 30 About Golden Rules Organizer Views Approach Golden Rules Organizer supp
30. prior to this activity to start pending activities automatically return into Active bucket as soon as activation condition is reached Inactive manually postponed activity with no specific date to resume it Completed completed activities there are sub buckets to distinguish recently completed activities from older ones Expired activities with deadline reached are automatically sent to this bucket Canceled manually canceled activities e Urgency Organizer supports four levels of urgency color coded as follows low no color default in focus M88 immediate yellow critical 4 It is possible to specify automatic urgency escalation after certain number of days and up to specified maximum urgency e Due Date Important but mainly informational attribute e Deadline also called Expires On Deadline should be set when you wish activity to automatically expire upon reaching this date e Start Date Used to delay activity start until certain future date when set activity is moved to Pending bucket and will automatically emerge in the Active bucket at Start Date e Time Slot Activity may be associated with a time slot for example Work gt Important Long Term Tasks or Home Arrangements Note time slots hierarchy is defined using Slots facility Copyright 2008 2011 www golden rules org May be used free of charge Selling without prior written
31. py paste and drag amp drop file hyperlinks from external file managers like Windows Explorer to GRO entities Here some of the possibilities using Windows Explorer as example e Select multiple files in Explorer should not include directories o Press Ctrl C select parent node in Listings press Ctrl V or Paste Link o Press Ctrl C go to References tab press Ctrl V or Paste Link o Drag amp drop onto a Listings parent node o Drag amp drop to References tab e Select single file in Explorer o Press Ctrl C go to any dialog with file selection press Ctrl V in hyperlink field Copyright 2008 2011 www golden rules org May be used free of charge Selling without prior written consent prohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with the US Copyright Office Golden Rules Organizer v2 2 0 User s Manual page 19 of 30 o Press Ctrl C press Paste Link in editor tab o Drag amp drop to a hyperlink field in any dialog Working with Tables Filtering When clicking right mouse button on a table column header column type sensitive filtering prompt will appear When filtering list of values you may select unselect multiple values by pressing Ctrl left mouse button Multiple columns may be filtered Filtered columns are distinguished by gray column header background Dependent tables e g Activities for a Project are always pre filtered by r
32. rules org May be used free of charge Selling without prior written consent prohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with the US Copyright Office Golden Rules Organizer v2 2 0 User s Manual page 14 of 30 Most functions of the editor are straightforward I d like to mention the following special keys e Alt Enter will open the new line without opening new paragraph e Alt Right and Alt Left duplicate indent right left buttons e Ctrl D is a shortcut for document dump function also creating an HTML document mainly useful to communicate problems Tagging Multiple tags can be assigned to Activities Logs and Listing entries Tags Main Tab New tags are defined using Tags main tab Hierarchical tag bundles are supported for example music gt mp3 When standing on a tag secondary tabs e g Activities Logs and Listings display entries assigned to this tag or its bundled sub tags It is possible to perform a number of functions on secondary tabs e Add tag to one or more entries Add button e Remove tag from one or more entries Remove button e Copy and paste selected entries Tags Secondary Tabs Activities Contacts Projects Logs and Listings have secondary Tags tabs displaying currently assigned tags It is possible to add and remove tags multiple selection is allowed as well as copy selected tags between entries using
33. s To be able to view or edit a space users need to be added by space administrator any user with Admin role Open Users tab you will initially see yourself as a single user with Admin role Now you can add other users and specify their role as follows Admin may edit space and modify Users information Contributor may edit space Guest read only access Disabled no access Copyright 2008 2011 www golden rules org May be used free of charge Selling without prior written consent prohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with the US Copyright Office Golden Rules Organizer v2 2 0 User s Manual page 24 of 30 As soon as you press Sync new users may concurrently access the space Multiple PC Single User Specific Administration There is no need to define multiple users for each PC one Admin user should suffice Choose the synchronized drive as shared location for the space Important Never synchronize space before drive synchronization is complete Working with the Space Working with GRO spaces is similar in user experience to working with local GRO repository therefore this section only describes functionality that is unique to GRO spaces Saving Changes Locally When Save button is pressed changes are saved in the local cache and are not synchronized with shared repository This allows offline mode of
34. s specified Between activations status is Sleeping New or sleeping task may be turned off then it becomes Inactive canceled or marked as completed Inactive task will not be activated but it can be turned on later Task Activation Next due date is calculated according to periodicity or is set manually This will represent Due Date of the generated activity The activation will occur on Activation Date It is possible to schedule activation number of days in advance of Due Date or override it manually By default Activation Date is the Due Date Copyright 2008 2011 www golden rules org May be used free of charge Selling without prior written consent prohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with the US Copyright Office Golden Rules Organizer v2 2 0 User s Manual page 7 of 30 It is possible to force task activation by marking Activate Now checkbox and then pressing Apply button Projects Project is a complex activity with several steps having specific goals and time limits if the latter is not true it s more like mission or value see below Projects may include sub projects Projects are not considered immediately actionable To fulfill projects activities and tasks usually need to be defined Project Work Cost Tracking Specifying project rate per hour allows tracking work cost Sub pro
35. shortcut on your desktop and respective entry in All Programs list The database will be installed at your user home directory e g for Windows XP C Documents And Settings lt user gt under MyGoldenRulesDB name The backup directory is at the same location named MyGoldenRulesDBBackup Note It is recommended to backup the database on regular basis using Export Data function To uninstall the software use standard operating system procedure e g on Windows XP go to Control Panel gt Add or Remove Programs choose Golden Rules Organizer and press Remove button Standalone Installer for Windows Default installation process uses Java Web Start which is the recommended method to install Golden Rules Organizer on any Operating System inclusive Windows Linux Unix and Mac OSX If there is a need to install the Organizer offline or Java Web Start installation fails e g due to security constraints you can download standalone installer for Windows which is pointed to by the Installation section of the web site Upgrading the Organizer New versions of the Golden Rules Organizer can be downloaded freely the existing database will be upgraded so will be any imported data from an older version Backing Up and Restoring the Data It is recommended to backup the database on daily basis using Export Data function It is important to store your backup copy on a separate physical device preferable at a separate location Usi
36. ter pressing OK you will see the list of records with conflict Press Go To to jump to the records Leaving Comments It is possible to leave comments to any item e g Listing Contact User Tag Open Comments secondary tab for the record you wish to comment upon and add the comment Any user who participated in the editing of the record will get a reminder about the comment after synchronizing with the space Exception if a comment was left for User record then this user will receive reminder This allows for limited mailbox functionality Note it is possible to view all records with comments similarly to viewing all records with Conflicts as described above just choose Comments in Advanced Search dialog Tracking Changes When Sync is pressed after changing space a new Revision is stored in the shared space directory Copyright 2008 2011 www golden rules org May be used free of charge Selling without prior written consent prohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with the US Copyright Office Golden Rules Organizer v2 2 0 User s Manual page 26 of 30 Revisions tab allows tracking all revisions inclusive user revision date and full list of changes done during the revision Pressing Go To in Changes secondary tab you can jump to the changed record if it exists Revisions may also be tracked from Users tab showing re
37. ties Note activities only need to be defined looking into the future for tracking past activities it is enough to use Logs tracking system and attach logs directly to tasks projects values contacts etc Here the most important activity attributes all recommended for basic use e Title Title should be clear enough to the writer although Description field may be used to add longer comments See Tips and Tricks Rich Text regarding modifying color and font of the titles using HTML syntax e Next Action Most activities are not completed in one take and here the place to put your next action e g call Joe to remind him e Status New initial status recommended not to keep activities in this bucket for a long time to distinguish new incoming activities from handled ones Copyright 2008 2011 www golden rules org May be used free of charge Selling without prior written consent prohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with the US Copyright Office Golden Rules Organizer v2 2 0 User s Manual page 5 of 30 Active activity in progress to be handled as soon as time allows Pending suspended activity activities arrive there automatically by setting a future activation condition for example setting Start Date to a later date than today or defining Dependencies activities that need to complete
38. uration and order of each item linking items to organizer entities activities objectives projects contacts and values As appointment is taking place it is possible to create Logs for agenda items thus in fact generating Minutes of Meetings e Appointment Reminders Reminder dialog with an accompanying sound will pop up by default 15 minutes before the appointment It is possible to modify reminder timing for each appointment and also modify the default timing using Tools Options dialog e Time Zones Copyright 2008 2011 www golden rules org May be used free of charge Selling without prior written consent prohibited Obtain permission before redistributing In all cases this notice must remain intact This work is registered with the US Copyright Office Golden Rules Organizer v2 2 0 User s Manual page 10 of 30 Appointments are time zone specific When the time zone of the host PC changes e g if you travel to another time zone appointment times change accordingly Mission and Values Golden Rules Organizer allows to maintain hierarchical Mission amp Values system and to connect it to practical projects tasks activities and objectives both in planning and tracking aspects It is possible to assign one or more values to each planning and tracking item by using its Values tab Copyright 2008 2011 www golden rules org May be used free of charge Selling without prior written consent pr
39. visions done by this user Every record has Changes tab showing changes done to the record Pressing Go To in Changes tab for a record will bring you to the respective Revision where you can see all changes done in the same revision Copy data between local GRO database and GRO Spaces Using Ctrl C and Ctrl V and also using respective Copy and Paste menu choices it is possible to easily copy data except projects and logs between local and space repositories For example to copy entire Listings or Tags choose Root node and press Ctrl C It is also possible to copy paste data between two spaces Opening Multiple Spaces It is possible to open several spaces in parallel however it is not recommended to open the same space twice Troubleshooting Removing Space Lock When you continuously get a message Space is being updated by user xxx try later it is possible that user xxx did not complete Sync operation due to PC network failure or for another technical reason To remove the lock delete file lock txt in lt space shared directory gt GoldenRulesSpaces lt space name gt directory and retry Sync Troubleshooting Recovery from server data loss It may be that shared space files on the server are corrupted or restored to old state for reasons not depending on GRO Any user trying to sync with the space will get an error message about inconsistent shared space state Since all users have local mirrors of shared sp
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