TASK COACH FAQ
Contents
1. Access Input the SyncML Server URL and your User Name ID Tasks Enable task synchronization enter task database name and select preferred synchronization mode Notes Enable notes synchronization enter notes database name and select preferred synchronization mode What are the possible synchronization modes e 2 way Retains all tasks notes in both Outlook and Task Coach e 1 way from client Synchronizes Outlook and Task coach retaining only Task Coach tasks in Outlook e 1 way from server Synchronizes Outlook and Task coach retaining only Outlook tasks in Task Coach e Refresh from client Uploads Task Coach files to Outlook without deleting Outlook tasks that don t exist in Task Coach e Refresh from server Downloads Outlook files to Task Coach without deleting Task Coach tasks that don t exist in Outlook SYNC ML What is SyncML How do set up SyncML What are the possible synchronization modes Are there any cautions to using SyncML I m having trouble getting this to work What could be wrong What is SyncML SyncML is a feature that lets you synchronize your Outlook and Task Coach tasks and notes using a server such as Funambol SyncML is an XML protocol designed to synchronize several applications with a server A popular open source server is Funambol Synchronization clients are available for many devices and applications Outlook Pocket PC iPod iPhone Evolution etc as well2. It is set to the current date when you mark the task as completed The completion date can also be entered manually Budget amount of hours available for the task e Hourly fee the amount of money earned with the task per hour e Fixed fee the amount of money earned with the task regardless of the time spent The following properties are calculated based on input values for due dates and budgets e Days left the number of days left until the due date e Total budget The sum of the task budget and the subtask budgets e Time spent effort soent on the task e Total time spent effort soent on the task and all subtasks recursively e Budget left task budget minus time spent on the task e Total budget left total task budget minus total time spent e Total fixed fee The sum of the task s fixed fee and the fixed fees of all subtasks e Revenue hourly fee times hours spent plus fixed fee e Total revenue sum of task revenue and revenue of all subtasks Tasks always have exactly one of the following states e Active the start date is in the past and the due date in the future e Inactive the start date is in the future or e Completed the task has been completed In addition tasks can be referenced as e Overdue the due date is in the past Due today the due date is today Over budget no budget left Under budget still budget left No budget the task has no budget The text of tasks is colored according to the fo
3. and all subtasks recursively o Revenue money earned with the time spent o Total revenue money earned with the total time spent Is there a way to see the sum of time spent in all tasks lt is possible to see this information by day week or month Open an Effort viewer window and in the box above the column headers click the arrow for the Effort Details drop down menu Select day week or month It isn t possible right now to see all time ever spent on all task There is an open feature request for this already A possible work around is to make Task 1 and Task 2 subtasks of another task and turn on the total time spent column in the effort viewer Is there a way to calculate costs for each task M Yes In the New Task and Edit Task windows you can enter both a fixed fee and an hourly fee for each task and a budgeted number of hours Use the Effort Tracker to track the hours you spend on the task and Task Coach will calculate the cost as hours worked times the hourly rate plus the fixed fee EMAIL INTEGRATION Does Task Coach integrate with mail user agents How doe the e mail integration work Can attach an e mail to a task Can create a task from an e mail Does Task Coach integrate with mail user agents M Yes Task Coach integrates with both the Outlook and Thunderbird mail user agents How doe the e mail integration work M Task Coach integrates with both Outlook and Thunderbird mail user agents throug
4. Task Coach FAQ For use with Windows operating systems The following are some frequently asked questions about using Task Coach and a list of useful tips See the User Manual for detailed instructions on using Task Coach There is also a Quick Reference Card to use as a reminder tool SECTIONS Introduction Getting Started Categories Work Effort Email Integration Preferences SyncML Tips INTRODUCTION What is Task Coach Where can download Task Coach What operating systems is Task Coach compatible with How do install Task Coach What languages can use Task Coach with Where can get more information about Task Coach What if my problem isn t here Where can get support What is Task Coach M Task Coach is a simple task manager that allows for parent and child tasks i e a hierarchy of tasks Task Coach is open source software GPLv3 and is developed using Python and wxPython Where can I download Task Coach M You can download Task Coach from the Web site http www taskcoach orq What operating systems is Task Coach compatible with M Task Coach is available for Windows XP Vista Mac OS X and Linux Debian and RPM format The questions in this FAQ only apply to Task Coach using the Window operating systems How do install Task Coach M See the Task Coach Installation Guide What languages can use Task Coach with M Task Coach is available in 33 languages Select Edit gt Preferences
5. You can set the options Y N on this screen to show the splash screen and or tips on startup e Start with main window iconized Y N Lasi If iconized the main screen doesn t appear Click on the Task Coach icon in the Windows task bar to restore it e Show popup descriptions when hovering Y N Selecting this option means that Note contents and attachment indicators will appear when your cursor hovers over the task in the Task viewer window Task Behavior You can set the option to have Task Coach mark parent tasks complete when all child tasks are complete Y N This is a global setting but can be over ridden for individual tasks See the Quick Reference Card Language You can select the language you want to use See the next question for more information Color You can set the text colors Task Coach uses for active inactive completed over due due today Features You can turn the following features on or off Tracking Effort Writing notes Enabling SyncML You can tell Task Coach what hours to start amp end the day Where do set what language want Task Coach to use Click Edit gt Preferences In the Preferences window click Language Select the language you want from the drop down list You must restart Task Coach before your selection takes effect If the language you want isn t available please see http www taskcoach com i18n html How do set up SyncML Select Edit gt SyncML Preferences
6. as so called connectors which allow the server to synchronize with Exchange Google Calendar etc Task Coach has built in SyncML client support This means you can setup Task Coach to synchronize with the same SyncML server you synchronize with Outlook and have all Outlook tasks and notes in your Task Coach file as well as Task Coach tasks and notes in Outlook How do set up SyncML Select Edit gt SyncML Preferences Access Input the SyncML Server URL and your ID on the server The URL depends on the server you choose Some examples ScheduleWorld http sync scheduleworld com funambol ds MemoToo hitp sync memotoo com syncml Tasks Notes Enable tasks notes synchronization enter task notes database name and select preferred synchronization mode Note Each task file has its own client ID so that two different task files will be considered different devices by the server What are the possible synchronization modes e 2 way Retains all tasks notes in both Outlook and Task Coach e 1 way from client Synchronizes Outlook and Task coach retaining only Task Coach tasks in Outlook e 1 way from server Synchronizes Outlook and Task coach retaining only Outlook tasks in Task Coach e Refresh from client Uploads Task Coach files to Outlook without deleting Outlook tasks that don t exist in Task Coach e Refresh from server Downloads Outlook files to Task Coach without deleting Task Coach tasks th
7. at don t exist in Outlook Are there any cautions to using SyncML M Yes there are Because the underlying data type is vCalendar some Task Coach features cannot be presented to the server e Task and category hierarchy are lost to the server e Recurrence and reminders are not supported yet e Note categories are lost to the server The conflict detection resolution system is a work around for a Funambol limitation It should work in most cases but if many applications synchronize with the same server at the same time problems may rise I m having trouble getting this to work What could be wrong M The SyncML menu items are only present if you are using the Windows 32 bits platform You may experience problems under Windows if you don t have the Microsoft Visual 8 runtime installed You can download it on the Microsoft download site TIPS If you enter a Web site address e g http www taskcoach org in M the description for a task category or note clicking on the link will open the URL in your default web browser You can drag and drop tasks in the tree view to rearrange parent M child relationships between tasks The same action applies for categories You can drag files from a file browser onto a task to create M attachments Dragging the files over a viewer window header will raise the appropriate page dragging the files over the plus sign next to a parent task in the tree view will expand the task to show
8. gt Language to see whether your language is one of them If your language is not available or the translation needs improvement please consider helping with the translation of Task Coach Visit http Awww taskcoach org for more information about how you can help The currently available languages are Brazilian Portuguese Bulgarian Chinese Simplified and Traditional Czech Danish Dutch English Finnish French Galician German Greek Hebrew Hungarian Italian Japanese Korean Latvian Norwegian Persian Polish Portuguese Romanian Russian Slovak Spanish Swedish Thai Turkish Ukrainian Where can get more information about Task Coach M There are several sources for more information 1 You can join the discussion group http tech groups yahoo com group taskcoach messages 2 Visit the Wiki where you can find architecture and source code overviews http taskcoach wiki sourceforge net source code overview You can visit the developer s blog http taskcoach blogspot com What if my problem isn t here Where can I get support There are several options for support 1 2 Request support at http sourceforge net tracker group _id 130831 amp atid 719135 Task Coach has a mailing list where you can discuss usage of Task Coach with fellow users discuss and request features and complain about bugs Go to http www taskcoach org and join today You can browse the list of known bugs and sub
9. h drag and drop This approach has some limitations however Emails are copied in a directory next to the Task Coach file as eml files and are later opened using whatever program is associated with this file type on your system On the other hand this allows you to open these e mail attachments on a system which is different from the one you created it in first Using Outlook you can drag and drop several e mails at a time Due to a Thunderbird limitation you can only drag and drop one e mail at a time from Thunderbird Can attach an e mail to a task M Yes There are two ways to attach an e mail to a task you can e Drop it onto a task either in the task tree or the task list Or e Drop it into the attachment pane in the task editor Can create a task from an e mail M Yes Dragging an e mail onto an empty part of the task tree or task list creates a new task The task subject and description will be equal to the email subject and content The original email will also be automatically attached to the newly created task PREFERENCES e What options do have for setting up Task Coach e Where do set what language want Task Coach to use e How dol set up SyncML e What are the possible synchronization modes What options do have for setting up Task Coach You can set several options for how Task Coach works Click Edit gt Preferences The options are grouped into the following categories Window Behavior e
10. its subtasks You can create any viewer layout you want by dragging and M dropping the viewer windows Due to a limitation of the current version of the graphical toolkit wxPython the layout cannot be saved for reuse in the next session Task Coach has unlimited undo and redo Any change you make be it editing a task description or deleting an effort record is undoable Select Edit gt Undo or Edit gt Redo to go backward and forward through your edit history
11. llowing rules assuming you haven t changed the text colors through the preferences dialog e Over due tasks are red Tasks due today are orange Active tasks are black text with a blue icon Future tasks are gray and Completed tasks are green The background color of tasks is determined by the categories the task belongs to see the section about category properties How do hide all completed tasks On the View menu select Filter then the Hide tasks that are option Select the kind of task you wish to hide Can hide all subtasks Yes Press Ctrl Shift C to collapse all subtasks Press Ctrl Shift E to expand them all again Does Task Coach have any keyboard shortcuts M Yes See the tables below that include many standard Windows shortcuts as well as those specific to Task Coach Shortcut Description Shortcut Description Ctrl C Copy ss Ctrl Shift C Collapse All Items _ E Ctrl P Prit Ctrl Shift P_ Page Setup i Ctrl S Save Ctrl Shift S SaveAs k Ctrl V_______ Paste Ctrl Shift V__ PasteintoTask _ 7 Ctrl X 0 Cut Ctrl Z Undo Ctrl Shift E Expand All Items _ E Ctl O Open Ctrl Shhift H Help lt Ctrl W Close Ctrl Q Quit Ctrl Y Redo 2 Ctrl A SelectAll fe Ctrl I __ Increase Priority Ctrl Shift 1 Maximize Priority _ E Ctrl D __ Decrease Priority Ctrl Shift D Minimize Priority _ Ctrl Ins NewTask Ctrl Shift Ins New Subtask Ctrl PgDn Activa
12. mit a bug report yourself at httos sourceforge net tracker func add amp group id 130831 amp ati d 719134 You can browse previously submitted feature requests https sourceforge net tracker group id 130831 amp atid 719137 and submit a feature request of your own https sourceforge net tracker func add amp gqroup id 130831 amp ati d 719137 GETTING STARTED How do create a task What information can Task Coach keep about my tasks How do hide completed tasks Can hide all subtasks Does Task Coach have any keyboard shortcuts How can print my tasks and just what gets printed How do create a task There are actually two ways to do this 1 Click on Task in the menu and select New Task 2 Click on the New Task icon above the task window What information can Task Coach keep about my tasks Task Coach keeps the following information for each task Subject a single line that summarizes the task Description a multi line description of the task Due date the date the task should be finished This can be None indicating that this task has no fixed due date Start date the first date on which the task can be started The start date defaults to the date the task is created It can also be None indicating that you don t really want to start this task This can be convenient for e g registering sick leave Completion date this date is None as long as the task has not been completed
13. ng to that category Can I color code my tasks Categories can be assigned a color Tasks in that category will be highlighted with that color If a category has no color of its own but it has a parent category with a color the parent s color will be used If a task belongs to multiple categories that each have a different color associated with them a mixture of the colors will be used to highlight that task WORK EFFORT Can track the amount of time spend on tasks What information can capture about my work effort Is there a way to see the sum of time spent in all tasks Is there a way to calculate costs for each task Can track the amount of time spend on tasks You can record the amount of time spent on a task by tracking Effort Select a task and invoke Start tracking effort in the Effort menu or the context menu or via the Start tracking effort toolbar button What information can capture about my work effort Effort records have the following properties you can change e Task the task the effort belongs to e Start date time start date and time of the effort e Stop date time stop date and time of the effort This can be None as long as you are still working on the task e Description a multi line description of the effort e The following properties are calculated from the properties above o Time spent how much time you have spent working on the task o Total time spent sum of time spent on the task
14. te Next a Viewer i Ctrl PgUp Activate Prev a Viewer i Ctrl Enter Mark Task a Complete Ctrl Del Delete Task fo How can print my tasks and just what gets printed M You can print whatever appears in the current viewer window using File gt Print If the current view shows the task list the list of tasks will be printed If the current viewer shows efforts grouped by month then that s what will be printed Whatever columns appear in the current viewer and whatever filters are being applied will be reflected in what is printed CATEGORIES e Can I assign categories to my tasks and group them into hierarchies e Can filter the tasks so see only the tasks want to at a given time e Can I color code my tasks Can assign categories to my tasks and group them into M hierarchies Tasks can belong to one or more categories You first need to create the category using the Category menu Category gt New Category Then you can add a task to one or more defined categories when you create or edit it by clicking Category at the top of the New Task or Edit Task window and selecting the desired categories from among those listed Can filter the tasks to see only the tasks want to You can limit the tasks shown in the task viewer to one or more categories by checking a category in the Category viewer For example if you have a category phone calls and you select that category then the task viewer will only show tasks belongi
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