Thinking Rock v3 Manual 1.1

ThinkingRock v3.x

User Manual

ThinkingRock – User Manual for v3.x

Contents

1 INTRODUCTION................................................................................................................................. 9

1.1 About ThinkingRock.................................................................................................................9

1.2 Short description...................................................................................................................... 9

1.3 Platform Requirements............................................................................................................9

1.4 How to use this manual..........................................................................................................10

1.5 Demos...................................................................................................................................... 10

1.6 About us.................................................................................................................................. 10

1.7 References.............................................................................................................................. 10

2 PART 1 – CROSS FUNCTIONALITY DOCUMENTATION..........................................................................11

2.1 Getting Started........................................................................................................................ 11

2.1.1 Introduction................................................................................................................. 11

2.1.2 Data file....................................................................................................................... 11

2.1.3 Set Up Data................................................................................................................11

Contexts....................................................................................................................................... 11

Topics........................................................................................................................................... 11

Criteria.......................................................................................................................................... 11

2.1.4 Action settings............................................................................................................12

2.1.5 Project settings...........................................................................................................12

2.1.6 Date settings...............................................................................................................12

2.2 Process Flow........................................................................................................................... 12

2.2.1 Introduction................................................................................................................. 12

2.2.2 Collect Thoughts.........................................................................................................12

2.2.3 Process Thoughts.......................................................................................................13

2.2.4 Organize, Review and Do...........................................................................................13

2.2.5 Reporting.................................................................................................................... 13

2.2.6 Final Notes.................................................................................................................. 14

2.3 Review Actions screen – Advanced set-up..........................................................................14

2.3.1 Introduction................................................................................................................. 14

2.3.2 Settings saved............................................................................................................14

2.3.3 Set-up Tabs................................................................................................................14

2.3.4 Columns...................................................................................................................... 14

2.3.5 Filters.......................................................................................................................... 15

Avente Pty Ltd, 2011 Page 2 of 61


2.3.6 Show Filters line.........................................................................................................15

2.3.7 Column sorting............................................................................................................15

2.4 Creation of actions and projects...........................................................................................15

2.5 Creation of someday/maybe and reference items...............................................................16

2.6 TR implementation of the Tickle Functionality...................................................................16

2.7 Definition of inactive actions.................................................................................................16

2.8 Definition of the action date...................................................................................................17

2.9 Projects Tabs.......................................................................................................................... 17

2.9.1 Introduction................................................................................................................. 17

2.9.2 Projects Tab................................................................................................................17

2.9.3 Single Actions Tab......................................................................................................17

2.9.4 Future Tab..................................................................................................................17

2.9.5 Templates Tab............................................................................................................17

2.10 Daily and Weekly Reviews.....................................................................................................18

2.11 Saving of Set Up Data............................................................................................................18

2.12 Shortcut keys.......................................................................................................................... 18

3 PART 2 – TR SCREEN HELP............................................................................................................19

3.1 Overview Screen..................................................................................................................... 19

3.1.1 Create Data File..........................................................................................................19

3.1.2 Setup.......................................................................................................................... 19

3.1.3 Collect......................................................................................................................... 19

3.1.4 Process....................................................................................................................... 19

3.1.5 Organise, Review, Do.................................................................................................20

3.2 Setup........................................................................................................................................ 20

3.2.1 Contexts...................................................................................................................... 20

Definition....................................................................................................................................... 20

Navigation..................................................................................................................................... 20

Contexts Order............................................................................................................................. 20

Add Context.................................................................................................................................. 20

Context modification.....................................................................................................................20

3.2.2 Criteria........................................................................................................................ 21

3.2.3 Topics......................................................................................................................... 21

Definition....................................................................................................................................... 21

Navigation..................................................................................................................................... 21

Topics Order................................................................................................................................. 21



Add Topic..................................................................................................................................... 21

Topic modification......................................................................................................................... 21

3.2.4 Goal Levels.................................................................................................................22

Definition....................................................................................................................................... 22

Navigation..................................................................................................................................... 22

Goal levels Order.......................................................................................................................... 22

Add goal level............................................................................................................................... 22

Goal level modification..................................................................................................................22

3.2.5 Delegates....................................................................................................................22

Functionality................................................................................................................................. 22

Migration....................................................................................................................................... 22

3.3 Collect Thoughts.................................................................................................................... 23

3.3.1 Purpose...................................................................................................................... 23

3.3.2 Navigation................................................................................................................... 23

3.3.3 Thoughts entry............................................................................................................23

3.3.4 Notes field................................................................................................................... 23

3.3.5 Topic selection............................................................................................................23

3.3.6 Thought modification..................................................................................................23

3.4 Process Thoughts..................................................................................................................24

3.4.1 Purpose...................................................................................................................... 24

3.4.2 Actionable...................................................................................................................24

Single action or Project?...............................................................................................................24

Action Status................................................................................................................................ 24

Project.......................................................................................................................................... 25

Notes field transfer........................................................................................................................ 25

Priority field................................................................................................................................... 25

3.4.3 Not actionable.............................................................................................................25

3.4.4 Others......................................................................................................................... 25

3.4.5 Notes field................................................................................................................... 26

3.5 Review..................................................................................................................................... 26

3.5.1 Review Actions...........................................................................................................26

Purpose........................................................................................................................................ 26

Tabs.............................................................................................................................................. 26

Toolbar......................................................................................................................................... 27

Table Order.................................................................................................................................. 28

Table Operations.......................................................................................................................... 28

Tree Operations............................................................................................................................ 28

3.5.2 Recurrence.................................................................................................................29

Definition....................................................................................................................................... 29

Recurrence generation.................................................................................................................29



Frequency pattern fields definition................................................................................................29

Note on the Start Date.................................................................................................................. 29

Update Recurrency....................................................................................................................... 29

3.5.3 Change Recurrence type............................................................................................29

3.5.4 Stop Recurrency.........................................................................................................30

3.5.5 Review Projects..........................................................................................................30

Purpose........................................................................................................................................ 30

Navigation..................................................................................................................................... 30

Project Tree.................................................................................................................................. 30

Project Operations........................................................................................................................ 31

Planning........................................................................................................................................ 33

Action Operations......................................................................................................................... 33

Goals............................................................................................................................................ 35

Notes field..................................................................................................................................... 35

3.5.6 Sequencing.................................................................................................................36

3.5.7 Someday/Maybe Items...............................................................................................36

Purpose........................................................................................................................................ 36

Columns....................................................................................................................................... 36

Filters............................................................................................................................................ 36

Show Filters line........................................................................................................................... 36

Table Order.................................................................................................................................. 37


Operations.................................................................................................................................... 37

Notes field..................................................................................................................................... 37

Tickle date.................................................................................................................................... 37

3.5.8 Reference Items.........................................................................................................38

Purpose........................................................................................................................................ 38

Columns....................................................................................................................................... 38

Filters............................................................................................................................................ 38

Show Filters line........................................................................................................................... 38

Table Order.................................................................................................................................. 38


Operations.................................................................................................................................... 38

Notes field..................................................................................................................................... 39

3.5.9 Goals.......................................................................................................................... 39

Purpose........................................................................................................................................ 39

Navigation..................................................................................................................................... 39

Goal Tree...................................................................................................................................... 39

Goal Operations........................................................................................................................... 39

Motivation..................................................................................................................................... 40

Notes field..................................................................................................................................... 41

Assigning Projects to Goals..........................................................................................................41



3.6 Import...................................................................................................................................... 41

3.6.1 Import Thoughts..........................................................................................................41

Set-up........................................................................................................................................... 41

Layout........................................................................................................................................... 41

3.6.2 Import Project Template..............................................................................................42

3.6.3 Retrieve Email............................................................................................................42

3.7 Export...................................................................................................................................... 42

3.7.1 Export Actions (Text)..................................................................................................42

Set-up........................................................................................................................................... 42

Parameters................................................................................................................................... 42

Output........................................................................................................................................... 43

3.7.2 Export Actions (XML)..................................................................................................43

Set-up........................................................................................................................................... 43

Parameters................................................................................................................................... 43

Output........................................................................................................................................... 43

3.7.3 Export Someday/Maybe Items (Text).........................................................................44

Set-up........................................................................................................................................... 44

Parameters................................................................................................................................... 44

Output........................................................................................................................................... 44

3.7.4 Export Someday/Maybe Items (XML).........................................................................44

Set-up........................................................................................................................................... 44

Parameters................................................................................................................................... 44

Output........................................................................................................................................... 44

3.7.5 Export Reference Items (Text)....................................................................................45

Set-up........................................................................................................................................... 45

Parameters................................................................................................................................... 45

Output........................................................................................................................................... 45

3.7.6 Export Reference Items (XML)...................................................................................45

Set-up........................................................................................................................................... 45

Parameters................................................................................................................................... 45

Output........................................................................................................................................... 45

3.8 Reports.................................................................................................................................... 46

3.8.1 Jasper Reports...........................................................................................................46

Introduction................................................................................................................................... 46

Common parameters....................................................................................................................46

Actions Reports............................................................................................................................ 46

Project Reports............................................................................................................................. 47

Items Reports............................................................................................................................... 47

PocketMod Report (Jasper)..........................................................................................................47

3.8.2 Actions by Context Report..........................................................................................49

Parameters................................................................................................................................... 49



Layout........................................................................................................................................... 49

Output........................................................................................................................................... 49

3.8.3 Actions by Date Report...............................................................................................50

Parameters................................................................................................................................... 50

Layout........................................................................................................................................... 50

Output........................................................................................................................................... 50

3.8.4 Next Actions Report....................................................................................................51

Parameters................................................................................................................................... 51

Layout........................................................................................................................................... 51

Output........................................................................................................................................... 51

3.8.5 PocketMod Report......................................................................................................52

Parameters................................................................................................................................... 52

Layout........................................................................................................................................... 52

Output........................................................................................................................................... 52

3.8.6 Project Details Report.................................................................................................53

Parameters................................................................................................................................... 53

Layout........................................................................................................................................... 53

Output........................................................................................................................................... 53

3.8.7 Project Outline Report.................................................................................................54

Parameters................................................................................................................................... 54

Layout........................................................................................................................................... 54

Output........................................................................................................................................... 54

3.9 Options/Preferences...............................................................................................................55

3.9.1 Introduction................................................................................................................. 55

3.9.2 Actions Screens..........................................................................................................55

3.9.3 Miscellaneous – Application........................................................................................55

3.9.4 Miscellaneous - Actions..............................................................................................56

3.9.5 Miscellaneous – Calendar...........................................................................................56

3.9.6 Miscellaneous – Data.................................................................................................57

Automatic Save............................................................................................................................ 57

Data Recovery.............................................................................................................................. 57

Backup.......................................................................................................................................... 57

3.9.7 Miscellaneous – Dates................................................................................................57

3.9.8 Miscellaneous – Email................................................................................................57

3.9.9 Miscellaneous - Exports / Reports..............................................................................57

3.9.10 Miscellaneous - Exports / Reports Cleanup................................................................58

3.9.11 Miscellaneous – GUI...................................................................................................58

3.9.12 Miscellaneous – Import Thoughts...............................................................................58

3.9.13 Miscellaneous – Projects............................................................................................58

3.9.14 Miscellaneous – Recurrence.......................................................................................58

3.9.15 Miscellaneous - Review Actions.................................................................................59



3.10 Archive.................................................................................................................................... 59

3.11 Background Tasks.................................................................................................................. 60

3.11.1 Activation Task...........................................................................................................60

3.11.2 Recurrence Task........................................................................................................60

3.12 Shortcuts Keys....................................................................................................................... 60

3.13 Find........................................................................................................................................... 61



11 IntroductionIntroduction

1.11.1 About ThinkingRockAbout ThinkingRock

ThinkingRock is software to organise your life according to GTD - the stress-free productivity methodology described in the international best selling book by David Allen. If you don’t know this methodology, we recommend that you first find out more about GTD. There is plenty of information on the web. We have listed some useful links here. You can start by reading the article on wikipedia or have a look on David Allen website.

There are two versions available: v2.2.1 which is free and can be used to trial the product, and version 3.1 which costs $40 USD. This manual relates to version 3.1.2. You will find a functionality comparison from the home page of our website.

Because the software is written in Java, it is multi-platform without having to have your data on the web.

1.21.2 Short descriptionShort description

One of main principle of GTD is to clear your mind of all the things you need or want to do so that the mind can be pro-active instead of just being used as a memory. TR lets you record all this information.

You will need to start by recording your thoughts, your existing to-do lists, your projects, etc. Then TR allows you to classify them into actions, projects, someday/maybe items or reference items.

By having this thinking managed in a trusted system, you are free to think on a higher level and your brain cycles are not used up with managing and trying to remember all the things you need to do. It becomes easier to make decisions and to make the best use of your time. It also allows you to say "No" as you realise just how much you have to do already.

Thinking Rock is NOT another to-do list. Its process flow allows you to:

collect your thoughts, also called dump your mind;

process them into actions, projects, sub-projects, reference items, someday/maybe items or goals;

actions can be done by you, delegated to someone else or scheduled for a particular date;

projects can be planned into ordered list of actions and sub-projects;

you can review all your actions, projects and other information quickly and easily to see what you need to do or to choose what you want to do under your current context at a particular time. These views can be easily modified by you to tailor for your needs;

get motivated by reviewing your 6-Level model and link projects to your goals;

take the information with you on your iPhone, Android or on paper (pocketmod reports, Jasper or PDF reports).

1.31.3 Platform RequirementsPlatform Requirements

Thinking Rock is a pure Java application and should run on any platform with a correct Java Runtime Environment (JRE).

For MS Windows, Mac and Linux you will need JRE version 1.6.

For Mac you will also need Mac OS 10.4 or later.

Please note that if you have Mac OS 10.4, Java 1.6 will not be available through the usual Software Update functionality. You can use Soylatte Java site (http://landonf.bikemonkey.org/static/soylatte/) to download it for Intel system only.


http://landonf.bikemonkey.org/static/soylatte/


http://www.trgtd.com.au/index.php?option=com_content&view=article&id=44&Itemid=48

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


On Mac, you might have Java 1.6 already installed but need to go to your Java Preferences and reorder the loading order so Java 6 is at the top of the list.

TR has been tested on Linux (Fedora 4), Mac OS X (10.5.5), Windows (XP) and Windows Vista.

1.41.4 How to use this manualHow to use this manual

This manual is divided in two parts:

The first part consists of the documentation which can be found on the website.

The second part consists of all the help pages which are provided within the desktop application. To access those while you are using ThinkingRock, just press the help menu option. It will take you to the help for the screen you are in.

By providing this information in one document, it allows users to read the documentation off-line, print the manual and gives one central point for search.

Some people prefer not to start with a blank page so we have provided some examples files on our website which can be downloaded (under here):

A data file containing only contexts, topics and criteria (SetupData). There are also examples on how other users have set them up under this forum topic;

A data file with some actions, projects and items (thinking-rock.tut);

A set-up file for Review Actions screen with Tabs which are referred below (ReviewActions).

1.51.5 DemosDemos

There are demos available showing the initial set-up from our website under the GENERAL menu, option Demos.

1.61.6 About usAbout us

ThinkingRock is developed by Avente Pty Ltd, an Australian registered company.

1.71.7 ReferencesReferences

David Allen website: www.davidco.com


http://www.trgtd.com.au/forum/viewtopic.php?t=490

http://www.trgtd.com.au/index.php?option=com_docman&task=cat_view&gid=38&Itemid=71



22 Part 1 – Cross functionality documentationPart 1 – Cross functionality documentation

2.12.1 Getting Started Getting Started

2.1.12.1.1 IntroductionIntroduction

This section guides through the few set-ups you need to do the first time you are using ThinkingRock:

initial data set-up: contexts, topics and criteria (priority, energy and time);

general data set-up: optional fields, auto-sequencing, backup folder, etc...

To call each screen, you can either click on the corresponding box in the overview screen or use the buttons in the menu toolbar.

2.1.22.1.2 Data fileData file

The first time ThinkingRock is run, you need to create a data file by using the menu option File New or the Create Data File box on the Overview screen. This file will save your data (thoughts, actions, projects and items) but also your set-up data. The next time you open ThinkingRock, it will automatically open the last data file used.

2.1.32.1.3 Set Up DataSet Up Data

Initially you need to setup the following data.

As a starting point for your data file, you can download the SetupData.xml file (which contains examples of contexts, topics and criteria) from our website.

ContextsContexts

A context should describe where or how an action could be done. Examples of contexts are: Phone calls, At Computer, At the Shops, On-line, At Home, Errands. Contexts are useful for deciding what you can do next, as this often depends on where you are and what tools you have available. Contexts are also used in reports, so you can have with you all the actions which need doing within your current context. Context is a GTD concept.

To set-up your contexts, use the Contexts screen.

TopicsTopics

The topics are used to classify your thoughts and are kept as the thoughts become an item, an action or a project. Examples of topics are: Personal, Financial, Health, House, Work, Kids, Book, CDs. Topic is not a GTD concept.

To set-up your topics, use the Topics screen.

CriteriaCriteria

There are 3 criteria you can use: priority, energy and time. They are GTD concepts. They can help you to decide what action to do next. For example, "I have 10 minutes before my next meeting, which action can I do which takes maximum 10 minutes?" Or "I just had lunch, I am feeling sleepy, which action can I do which requires Low Mental Energy?". Please note that according to GTD, these criteria are less important than the context to determine your next action.

To set-up your criteria, use the Criteria screen. You first need to check the box for the ones you want to use. ThinkingRock comes with a set of values that you can update. You can delete values, add new ones, change the order. The order sets in this screen is used for the list and whenever you order your actions list based on that criterion.



2.1.42.1.4 Action settingsAction settings

You can add the following fields to define an action: Start Date, Due Date and Successful Outcome. You need to check the corresponding fields under the Actions settings screen (Mac Preferences/Miscellaneous/Actions Tab; PC and Linux Tools/Miscellaneous/Actions Tab).

2.1.52.1.5 Project settingsProject settings

You can add following fields to define a project: Start Date and Due Date. You need to check the corresponding fields under the Project settings screen (Mac Preferences/Miscellaneous/Projects Tab; PC and Linux Tools/Miscellaneous/Projects Tab).

Regarding the Automatically sequence actions setting (see Sequencing Help under 05. Review for more details), it is done at project level:

If this option is not checked, no automatic sequencing is done;

If this option is checked, all new projects will have automatic sequencing set to on. This setting can be changed for any project in the Review Projects screen.

2.1.62.1.6 Date settingsDate settings

You can specify the first day of your week (Monday or Sunday) and your date format under the Date settings screen (Mac Preferences/Miscellaneous/Dates Tab; PC and Linux Tools/Miscellaneous/Dates Tab).

2.22.2 Process FlowProcess Flow


Now that you have set-up these data and settings, lets start using ThinkingRock for recording your tasks, reviewing and action them. This follows the GTD flow of Collect, Process, Organize, Review and Do.

The corresponding TR flow is Collect Thoughts, Process them (decide what the thought represents), Review Actions and Review Projects. When your action is done, check it on the Review Action or Review Project screens. The reports allow you to take your actions with you or to review on paper if you prefer.

There are demos available showing the Collect/Process Thoughts flow and the projects review and planning.

2.2.22.2.2 Collect ThoughtsCollect Thoughts

First you need to dump all the thoughts from your mind and all the things pending in your various inboxes into ThinkingRock. This is done using the Collect Thoughts screen. The first time you will probably enter many thoughts: what is on your plate at the moment, all your dreams or things you wish to do someday.

You will need to use the screen regularly to make sure of the following:

everything gets into your trusted system and will eventually be dealt with;

your brain and memory are free to be creative and productive.

If a thought comes to mind while you are using another ThinkingRock screen, use the F6 key to quickly enter the thought.



2.2.32.2.3 Process ThoughtsProcess Thoughts

The thoughts collected through the Collect Thoughts screen are like an inbox. You now need to empty that inbox completely by deciding what each thought represents.

The thoughts are displayed one by one, in the same order as entered, to ensure nothing is left undealt. A counter indicates how many thoughts still need to be processed. This screen is where you decide what to do with a thought. First the choice is "Is this thought actionable (actions) or not (items)?". You need to decide if the thought relates to:

something that needs doing (Actions) - actionable;

things you will never do, you might as well delete it - not actionable;

things you might do one day (Someday/Maybe Items) - not actionable;

information (Reference Items) - not actionable.

Actions consist of the following:

ones you can delegate (Delegated Actions);

ones you have to do on a certain date (Scheduled Actions);

ones that just have to be done as soon as possible or by a Due Date (Do ASAP Actions).

Whenever a thought requires more than one physical action to be fulfilled, you will need a Project. This will allow you to group Actions and perform them in the sequence required. When you review your projects, you will be able to plan and organise them. ThinkingRock will create the project when you check the box "Create a new project" and will add the action to it.

If a thought is related to an existing project or sub-project, you can add the new action to it.

Processing any thought should only take a few seconds: you are only deciding what should be done with the thought, not acting on it (unless it takes less than 2 minutes - see GTD, in which case you can mark the action as Done). Once a thought is processed it will not appeared anymore on the Collect Thoughts and Process Thoughts screens.

2.2.42.2.4 Organize, Review and DoOrganize, Review and Do

Once the whole picture of your tasks has been entered, you use the Review Actions screen with all its filtering to plan your day and to do the actions on your list according to your Context (where you are), the priority set, the energy you have and the time you have available.

You should review your data regularly: daily for actions and projects, weekly for the Someday/Maybe items.

The Review Projects screen is where you do and review your projects planning, adding actions, moving them, creating sub-projects (no limit to nesting).

For the navigation and details on the possible transactions (convert to project, reprocess, copy and paste, etc...) please refer to the screens help.

2.2.52.2.5 ReportingReporting

ThinkingRock provides many reports to take your list of actions and projects with you. There is also a pocketmod format. The simplest report is probably the Print Screen function (most right button on the Review Actions screen): it prints the list of actions showing on your current Review Actions Tab.



2.2.62.2.6 Final NotesFinal Notes

When you first start using ThinkingRock, the steps required to get from a thought to an action into your "Do ASAP actions" list might seem cumbersome but this tool is designed to encourage clear thinking. Going regularly to the Collect Thoughts screen encourages you to enter all you other thoughts every time and not just the action which came to mind.

Similarly, when you plan your projects, we strongly recommend that you enter the Purpose of the project, the Vision of the results, Brainstorming all ideas and Organization of them. This information will help you to be more effective, motivated, clear, productive and innovative. Being clear about why you are doing a project and what you hope to achieve is the best way to make it a successful and enjoyable challenge.

2.32.3 Review Actions screen – Advanced set-upReview Actions screen – Advanced set-up


The Review Actions screen is where you review your list and decide what to do next, and then start checking actions to Done (one of the final purpose of GTD). So you need to tailor it to your needs. You can set-up the following: the columns displayed, the columns order, the filtering of actions, the actions order and the tabs.

There is a demo available following the steps described in this article.

2.3.22.3.2 Settings savedSettings saved

Please note that the screen settings are kept when you exit the application, including the position of the panels separation bars (one setting for all tabs). All settings for this screen, except the bars position, will be saved in a separate file called ReviewAction.xml and can be shared between different platforms. The file will be saved under the same folder as the data file. We recommend that you do a backup of that file in a different directory.

You can download a ReviewActions.xml set-up file from here as a starting point for your own set-up. You need to save the file in the same folder as your data file.

2.3.32.3.3 Set-up TabsSet-up Tabs

You can maintain these tabs under the Action Screens preferences (Mac Preferences/Actions Screens; Windows and Linux Tools/Options/Actions Screens):

new Tabs can be created with user defined name. e.g. you could create a Today tab to show only actions with the action date set to the current date, a Calls tab for all actions to be done using a Phone context, a Personal tab for all actions to be done belonging to personal topics;

existing tabs can be renamed;

existing tabs can be removed;

tabs order can be modified.

2.3.42.3.4 ColumnsColumns

For each Tab, you can decide which fields to display or not as a column in the table part. On the Review Actions screens, for a Tab, click the Edit Columns button (second from the left) and check or uncheck the fields in the Table Columns window to select the columns data.

You can also change:

the column order by selecting a column and dragging it to its desired position;

the column width by selecting the column separator in the header row and drag it to enlarge or not the column width.


http://www.trgtd.com.au/index.php?option=com_docman&Itemid=83


2.3.52.3.5 FiltersFilters

For each Tab, you can change the filtering. Click the Edit Filters button (third from the left). The Selection Filters window opens where you can set-up the following:

Use check box: set which filter to use or not;

Show check box: set if the filter should be displayed or not;

Values combo: set the initial value for the filter. If the filter is shown on the tab, the user can change this initial value.

Exclude if Null check box: if set, the actions with a null value in that field will not be listed. This setting is only available for the criteria and the date fields. Please note that if you choose the value

'All' for the criteria fields or don't select a date for the date fields, the actions with a null value will be included even if the box is checked.

Notes:

When there is more than one filter, data relevant for all filters is displayed (corresponding to logical AND operation).

The Search filter allows you to enter a text. Once you press the Enter key, all actions which have the text in their notes, description or Delegated To fields are listed.

For the Status, Topic, Context or Criteria combos, All, Multiple values or a specific value can be selected.

Using the Done filter, you can either show all actions or only the ones which have to be done or only the ones which have been completed.

The date filters let you choose how far in the future or the past you want to review.

2.3.62.3.6 Show Filters lineShow Filters line

For each Tab, you can show the filters line or not. Click the Show/Hide Filters button (fourth from the left) to toggle ON/OFF the display. By default, the setting is to show the line.

2.3.72.3.7 Column sortingColumn sorting

You can sort the actions by clicking once on the header of the column you wish to sort by. To order on more than one column, click once on the other column(s). To select a new first column for the ordering, double-click on that column. Each mouse click on an already selected column changes the sort order and cycles through ascending/descending alphabetical sort order.

The date columns are ordered as follows: first actions with dates in the past, followed by actions with date = today, followed by actions without dates, then actions with dates in the future.

The criteria columns are ordered as per the order you have set them up in the Criteria screen.

2.42.4 Creation of actions and projectsCreation of actions and projects

GTD reckons that one of the reasons why people procrastinate is because what needs to be done has not been clarified enough. If you decompose your thought into small enough manageable physical actions, you are more likely to do the first action when the context is appropriate. When you process your thought that way, you will soon realise that many thoughts become small projects. Even buying a birthday present is a project as you first action will be to decide what to buy!

You can create project and sub-project using:

the Process Thought screen: when you define the action, check the "Create a new project". If you add the project to an existing project, it becomes a sub-project;

the Project tree panel: when you are planning or reviewing a project. Once you have selected a project, you can press F4, define the sub-project, then press F4 again etc... If the node you have selected is the top "Projects" one, a top project will be created;



the project tree panel: when you right-click on an action (or press button), you can convert that action into a project. You will perform this operation if you realise that you have not decomposed your action in small enough physical actions.

You can create an action using:

the Process Thought screen: when you process a thought, select actionable and define the action;

the Process Thought screen: when you reprocess an item, select actionable and define the action;

the Project tree panel: when you are planning or reviewing a project. Once you have selected a project, you can press F3, define the action, then press F3 again etc...

2.52.5 Creation of someday/maybe and reference itemsCreation of someday/maybe and reference items

To create someday/maybe and reference items:

you enter them as thoughts then when you process the thoughts, you select 'Non actionable', then you can specify that they are Someday/Maybe items or Reference items;

in the corresponding screen, you use the Add button to create a new one. You can create them in batch as the Topic is kept between entries (similar to the Collect Thought pop-up window).

2.62.6 TR implementation of the Tickle FunctionalityTR implementation of the Tickle Functionality

In order to implement some tickle functionality, i.e. the application takes care to remind you something, the following can be done:

Someday/Maybe items re-appearing in your unprocessed thoughts on a given date: enter the date as Tickle Date when you first processed the thought or when you update the Someday/Maybe item;

Inactive actions appearing on your list of Do ASAP on a given date: set-up the Start Date on the action;

Future Projects becoming current project on a given date, which means its actions will appear on your Review Action screen lists: set-up the Start Date on the project.

An activation task runs 1 minute after every startup, or when a data file is opened. It performs the following:

Converts Someday/Maybe Items into thoughts to be reprocessed when the tickle date is today or has passed;

Change inactive actions to Do ASAP actions when the start date is today or has passed;

Moves projects from the future projects list to the main projects list when the start date is today or has passed.

2.72.7 Definition of inactive actionsDefinition of inactive actions

An inactive action is an action you include when you are planning a project because you thought of it at the time but you don't need to act on it now. You probably don't want to see it cluttering your action list either.

When you review your projects (especially when the project icon is red indicating that there are no more current actions for that project), you can change the (inactive) action status to make it current.

If the automatic sequencing for that project is set, the application will set it automatically to the Do ASAP status once the previous Do ASAP action has been set to Done. The automatic sequencing is described in ThinkingRock help under section 05.Review, Automatic Sequencing.

You can also specify a Start Date when entering an inactive action (the field needs to be first enabled in the Preferences/Options). When the start date is reached, the application will set the action status automatically to the Do ASAP status.



2.82.8 Definition of the action dateDefinition of the action date

The action date is set as follows:

Do ASAP action: Due Date;

Inactive action: the earliest date between Start Date and Due Date;

Scheduled action: Scheduled Date;

Delegated action: the earliest date between Follow-Up Date and Due Date.

2.92.9 Projects Tabs Projects Tabs


The projects are displayed in a tree shape. Each project, sub-project and action is a node on which different operations can be performed.

2.9.22.9.2 Projects TabProjects Tab

This tab contains all your current projects. All the actions will get displayed on your Review Actions lists, according to your filtering.

2.9.32.9.3 Single Actions TabSingle Actions Tab

This tab contains all the actions which are not part of a project. All the actions will get displayed on your Review Actions lists, according to your filtering.

2.9.42.9.4 Future TabFuture Tab

In this Tab, you can store the projects that got delayed, put on the side for a while or for which you decided to start the planning process in advance. It should not be confused with Someday/Maybe Items which are just thoughts you might do one day.

To add a project to the tab, use project cut and paste functionality.

When the project becomes current, you can cut and paste it to the Projects tab. You can also enter a Start date to the Future project to get the project moved automatically to the Projects tab when the Start date is reached or has passed (in case you don't run the application for a few days). The future project will be moved automatically to the Projects tab.

The actions under a Future project do not appear in the list of actions in the Review Actions screen. There is a report Future Projects to enable their review.

2.9.52.9.5 Templates TabTemplates Tab

In this tab, you can store project structures you want to re-use like 'Start Marketing Campaign for product X', 'Reply Offer to Tender Client Y', etc.

To add a project to the tab, use project cut and paste functionality.

To use a project template for a new project, just copy and paste it into the Projects Tab and update descriptions accordingly.

If you are a registered member, you can now share project templates with other users. Please find here the documentation for this functionality.

The actions under a Template project do not appear in the list of actions in the Review Actions screen.


http://www.trgtd.com.au/index.php?option=com_content&view=article&id=63


2.102.10 Daily and Weekly ReviewsDaily and Weekly Reviews

You need to review your data daily and weekly to ensure you are doing what is important to you, what corresponds to your priorities or your boss priorities.

You might realise that there is a reason for the actions that don’t get moving: either they are not split in small enough individual tasks to get you moving or they are not important enough for you.

Your daily review should consist of:

reviewing overdue actions: either they have been done and you can tick them off or they need to be re-scheduled;

reviewing what you have scheduled for today, due today or need to follow-up today: set-up a Tab filtering on action date set to Today;

Then according to the context you are in and the time available, you can do your actions and check them off as you go. TR lets you filter your to-do list in an efficient way to get you productive.

Your weekly planning should consist of:

reviewing the projects to make sure they all have active actions to keep them progressing;

review your actions to ensure that they are decomposed in small enough tasks to get them done;

review your someday/maybe items to check if any could be actioned.

If your actions list gets too long, it becomes overwhelming and you are likely to follow it less. To reduce the list, we suggest the following:

prioritise your actions;

add a due date;

see if some actions can be postponed;

some actions might need to go back to the Someday/Maybe pile;

some projects should be postponed: move them to the Future Projects tab.

2.112.11 Saving of Set Up DataSaving of Set Up Data

The contexts, topics and criteria are saved with the data.

Tip: if you want to create a data file with only these set-ups, for example to use within a team or to pass to a friend, use the Archiving function with an archive date for which you don't have actions done: the created archived file will only contain the contexts, topics and criteria.

The settings of the Review Actions screen (Tabs, columns, filters, etc) can be transported between platforms. They are saved in a separate file called ReviewActions.xml. This file needs to reside in the same folder as your data file.

Tip: if you want different settings for work and personal, save the 2 data files in different folders. When you open the data file, TR opens the ReviewActions.xml file present in the same folder.

The other settings under Options/Miscellaneous are saved on each platform.

2.122.12 Shortcut keysShortcut keys

If you are in the project tree, F3 adds actions within the project you are in and F4 adds sub-projects. The focus is automatically on the action or project's description so that you can enter them. This allows a very fast entry of your project planning.

F5 is very useful when reviewing your planning. It swaps the focus between the tree panel and the action/project panel. When the focus gets to the action/project panel, press Tab to get to the Description field.

F6 allows you to enter a thought from any screen within ThinkingRock.

A demo is available showing these keys and how to change the mapping.



33 Part 2 – TR screen helpPart 2 – TR screen help

3.13.1 Overview Screen Overview Screen

The Overview Screen shows a diagram of the ThinkingRock (TR) screens corresponding to the Getting Things Done (GTD) workflow. You can click on any of the boxes representing a TR screen to go to that screen.

3.1.13.1.1 Create Data File Create Data File

Initially only the Create Data File box is enabled as you first need to create a data file. Click on this box and choose a file name and location for your TR data file.

3.1.23.1.2 Setup Setup

You will need to set up some Contexts and Topics

You will need to decide if you want to use the following criteria to review your work: Priority, Time, Energy (see Criteria).

We also recommend you go through all the preferences to specify output folders and various settings.

3.1.33.1.3 Collect Collect

Use the Collect Thoughts screen regularly to make sure of the following:

everything gets into your trusted system and will eventually be dealt with;

your brain and memory are free to be creative and productive.

3.1.43.1.4 Process Process

Process Thoughts into:

things you will never do, you might as well delete;

things you might do one day (Someday/Maybe Items);

reference (Reference Items);

the next physical actions required (Actions.)

Actions consist of the following:

ones you can delegate (Delegated Actions);

ones you have to do by or on a certain date (Scheduled Actions);

ones that just have to be done as soon as possible (Do ASAP Actions).

Whenever a thought requires more than one physical action to be fulfilled, you can create a Project. This will allow you to group Actions and perform them in the sequence required. When you review your projects, you will be able to plan and organise them.

If a thought is related to an existing project or sub-project, you can add the new action to it.

Processing any thought should only take a few seconds: you are only deciding what should be done with the thought, not acting on it. Once a thought is processed it will not appear anymore on the Collect Thoughts screen.


nbdocs://au.com.trgtd.tr.view.process/au/com/trgtd/tr/view/process/docs/process.html


3.1.53.1.5 Organise, Review, Do Organise, Review, Do

Once the whole picture of your work is in front of you, you can start doing the actions on your list according to your Context (where you are), the energy and time you have available.

You should review your information regularly: daily for actions and projects, weekly for the Someday/Maybe items.

When you first start using ThinkingRock, the three steps required to get from a thought to an action into your "Do ASAP actions" list might seem cumbersome but this tool is designed to encourage clear thinking. Going regularly to the Collect Thoughts screen encourages you to enter all you other thoughts every time and not just the action which came to mind.

Similarly, when you plan your projects, we strongly recommend that you enter the Purpose of the project, the Vision of the results, Brainstorming all ideas and Organization of them. This information will help you to be more effective, motivated, clear, productive and innovative. Being clear about why you are doing a project and what you hope to achieve is the best way to make it a successful and enjoyable challenge.

3.23.2 SetupSetup

3.2.13.2.1 ContextsContexts

DefinitionDefinition

A context should describe where or how an action could be done. Examples of contexts are: Phone calls, At Computer, At the Shops, On-line, At Home, Errands. Contexts are useful for deciding what you can do next, as this often depends on where you are and what tools you have available. Contexts are also used in reports, so you can have with you all the actions which need doing while you are in different situations - at the mall, for example.

Navigation Navigation

The data in this screen is displayed in a table. To navigate between rows, you can use the mouse or the arrows keys.

Contexts Order Contexts Order

"None" is always on the top of the list and cannot be updated or deleted;

You can sort the contexts by clicking once on the header of the column you wish to sort by. To order on more than one column, click once on the other column(s). To select a new first column for the ordering, double-click on that column;

Each mouse click on a column changes the sort order and cycles through ascending/descending alphabetical sort order.

Add Context Add Context

Enter a new context using the Add Context button. The description does not have to be entered. It is only displayed on the Contexts screen.

Context modification Context modification

To modify, navigate to the appropriate context and either use the Edit Context button, or press Enter or double click. The Edit Context window opens and data can be corrected. Press the OK button to save your change and go back to the list. Press the Esc key or the CANCEL button to close the window and ignore any changes.

You can delete a context by using the Delete Context button or the Delete key. No confirmation is required. If the context has been associated to data, a dialog box opens to let you choose with which context you would like to replace the one you are deleting.



3.2.23.2.2 CriteriaCriteria

Time, Energy and Priority are other criteria you can use when you review your actions and decide which one to do next. These fields are optional: you need to select the criterion in the combo box and check the "Use this criterion" check box to get the criterion displayed when you enter your action data.

For each criterion, the existing values are there to help you understand the purpose of the criterion. You can then:

click on the value: update description to be more meaningful to you;

click on the plus symbol button: add some new values;

click on the minus symbol button: delete some values;

use the arrows keys buttons: change the order. This order is used in the combo showing the values, when ordering actions in Review Actions screen and in reports.

For the priority criteria you can specify a mapping to the iCalendar priority values. iCalendar applications treat the numeric values differently so you may need to find out which values to set for use with your preferred calendar application. As an example iCal on Mac uses the following values: 1 to 4 means High, 5 means Medium and 6 to 9 means Low.

These values are saved with the data so if you open a new data file, only the values as per installation will be present.

3.2.33.2.3 TopicsTopics


The topics are used to classify your thoughts and are kept as the thoughts become an item, an action or a project. Examples of topics are: Personal, Financial, Health, House, Work, Kids, Book, CDs.



Topics Order Topics Order

"None" is always on the top of the list and cannot be updated or deleted;

You can sort the topics by clicking once on the header of the column you wish to sort by. To order on more than one column, click once on the other column(s). To select a new first column for the ordering, double-click on that column;


Add Topic Add Topic

Enter a new topic using the Add Topic button. The description does not have to be entered. It is only displayed on the Topics screen. The colours you choose will be the display text colour and background colour for all thoughts, projects, actions and items within that topic on all review screens. Avoid using red and grey as these colours have special meaning.

Topic modification Topic modification

To modify, navigate to the appropriate topic and either use the Edit Topic button, or press Enter or double click. The Edit Topic window opens and data can be corrected. Press the OK button to save your change and go back to the list. Press the Esc key or the CANCEL button to close the window and ignore any changes.



You can delete a topic by using the Delete Topic button or the Delete key. No confirmation is required. If the topic has been associated to data, a dialog box opens to let you choose with which topic you would like to replace the one you are deleting.

3.2.43.2.4 Goal LevelsGoal Levels


The levels are used to classify your goals. Examples of levels are: Life Purpose, 3 - 5 years goals, 1 - 2 year goals, short-term goals.



Goal levels Order Goal levels Order

The order that the levels are entered is used in the combo list and when ordering goals. To change that order, drag and drop the level or use the Move Up and Move Down options (in the right-click popup menu). Note that sorting the table by clicking on a column header does not change the actual order of the levels.

Add goal level Add goal level

Enter a new goal level using the Add Goal levels button. You can choose which icon to use for the goals of that level. You can also specify whether projects can be associated to goals of that level and which fields should appear when entering goals for that level.

Goal level modification Goal level modification

To modify, navigate to the appropriate goal level and either use the Edit button, or press Enter key or double click. The Edit Goal Level window opens and data can be modified. Press the OK button to save your changes and go back to the list. Press the Esc key or the CANCEL button to close the window and ignore any changes.

You can delete a goal level by using the Delete button or the Delete key. A confirmation is required. If the goal level has been associated to any goals, you cannot delete it.

3.2.53.2.5 DelegatesDelegates

Functionality Functionality

This screen is used to keep and maintain your list of Delegates.

You can set a Delegate to "Inactive" if no action can be delegated to it anymore, e.g. a team member leaving. TR will validate that there is no current actions delegated to the Delegate.

When you set-up a Delegated Action, the list of values for the Delegate To includes active Delegates except if the action is done. In that case, inactive Delegates are also included but they are shown strikeout.

You can also create New Delegate when you are setting up an action by using the "Add new..." value at the top of the list.

Migration Migration

If you have been using a previous version of TR, the first time you use 3.x, TR will migrate all Delegate To values it found as Delegates. If you have use an email address, TR will migrate the value in both fields: Name and Email.

If you need to tidy up your Delegate values, use the Global Find function to update the actions.



3.33.3 Collect ThoughtsCollect Thoughts

3.3.13.3.1 Purpose Purpose

This screen is used to enter all your current thoughts. It should be empty most of the time: initially and every time after you have processed all pending thoughts. Thoughts are classified by Topics. The order you enter thoughts is not important, but it may help to enter them by Topic to ensure you cover everything.

3.3.23.3.2 Navigation Navigation


The thoughts are ordered as you have entered them, with the first thought at the top of the list.

3.3.33.3.3 Thoughts entry Thoughts entry

Enter a new thought using the Add Thought button or the F6 key. The Add Thought window is open where the description, topic and notes can be entered.

To enter multiple thoughts, keep on pressing Enter (default button is OK) or press the OK button. The window's entry is saved and the next thought can be entered. The last Topic used is kept between thought entries. To quit the window, press either the Cancel button or the Esc key.

You can call this window from anywhere in the application by using the F6 key.

3.3.43.3.4 Notes field Notes field

The operations you can do are described below in the order of the buttons from left to right. When insertion occurs, it happens at the cursor position. Copy/Cut and paste of text can be done through the standard shortcut keys Command+C, Command+V and Command+P.

You need to click on the pencil symbol button or double-click on the field, in order to start the Edit mode before you can update the field;

You can insert a website address by typing it directly or using the web symbol button;

You can insert a file reference using the folder symbol button;

You can insert today's date using the calendar symbol button. You can also use the shortcut key Ctrl+Alt+D;

You can insert current time using the clock symbol button. You can also use the shortcut key Ctrl+Alt+T.

You can insert a link to a reference item using the reference symbol button or with the shortcut key: Ctrl+Alt+R. A dialog box will open to let you select the reference item. You can filter the selection list using the search text field and/or the topic chooser (located above the list). The items are ordered alphabetically by description.

3.3.53.3.5 Topic selection Topic selection

Select a topic using the mouse or navigate to the field and then press the Space bar prior to use the arrow keys. Press Enter when you have reached the wanted topic. Within the topics list, the topics are ordered in alphabetical order, with the initial default value "None" being at the top of the list. You can go down the topic list by typing the topic's first letter.

3.3.63.3.6 Thought modification Thought modification

If you notice a mistake, you can navigate to the appropriate thought either use the Edit Thought button, or press Enter or double click. The Change Thought window opens and data can be corrected. Press the OK button to go back to the list.

You can delete a thought by using the Delete Thought button or the Delete key. No confirmation is required. You can select multiple thoughts or even all thoughts (Ctrl+A) for deletion.



3.43.4 Process ThoughtsProcess Thoughts

3.4.13.4.1 Purpose Purpose

The thoughts collected through the Collect Thoughts screen are displayed one by one, in the same order as entered. A counter indicates how many thoughts still need to be processed. If this screen has been called when re-processing an Item or Action, or if any "tickled" Someday/Maybe items need to be looked at, the corresponding thought will be displayed first.

This screen is where you decide what to do with a thought. This should take about 20 sec per thought. First of all, you need to decide if the thought is actionable or not. The default is actionable.

3.4.23.4.2 Actionable Actionable

Single action or Project? Single action or Project?

We recommend that you first think about the thought and enter the successful outcome for this activity. The display of the successful outcome field is configurable (see Action Preferences). It is then easier to decide:

whether it will take more than one action to achieve this result (and therefore require a project), or if one single action will achieve the thought;

if the thought is related to an existing project or sub-project.

If a new project is required, you can create the project as a top project or as belonging to an existing project or sub-project.

You must enter the description of the next physical action that should be done. The description is defaulted to the thought description but it can be overwritten.

A context for this action can also be selected. You can also enter notes for that action. The display of the following fields is configurable:

Due Date and Start Date: see Action Preferences section.

Priority, Time, Energy: see Criteria

Action Status Action Status

You now have five choices for this action as follows.

If the action will take less than two minutes to do, you should do it straight away and then check the done check box;

If the action should not be done yet but you need to record it, then select the "Inactive" Status. The Start date can be entered. When the Start date is reached or has passed (in case you don't run the application for a few days), the action will become a "Do ASAP" one automatically;

If the action should be done as soon as possible, then select the "Do ASAP" Status;

If the action only occurs at a particular date and time, select the "Scheduled" Status. Then click the button along side to select a date, then enter the time (24 hours format: 7 o'clock in the evening should be entered as 19:00) and duration if applicable. You can also create a recurrence definition;

If you wish to delegate the action to someone else, select the "Delegated" Status and enter who you are delegating to (enter free text, select a name from the list or Add a New Delegate) and a date to "Follow-up" whether it has been done. To inform the person you are delegating to, you can send an email by pressing the "Email" button. Addressee is set to the Delegate Email if filled in or to the Delegate Name otherwise, subject is set to the Action Description and the email text is set to the Notes. With this implementation users can choose if they prefer to maintain their email addresses in TR or only in one place, their email software....

There are two user options for this delegation emailing in Actions Preferences as follows:


nbdocs://au.com.trgtd.tr.view.criteria/au/com/trgtd/tr/view/criteria/docs/criteria.html


- you can opt to append the following string to the end of the notes field: current date and time followed by the text "Email sent" and the selected Delegate.

- you can change the character encoding. You may need to do this if your particular email client program does not properly accept the details passed to it.

Please note that to use the email functionality on Linux, a proper email address (containing a "@") needs to be entered.

Project Project

Based on your decisions at the beginning, check the project check box if a new project is required. A new project will be created automatically. The project description is defaulted to the thought description but it can be overwritten. If the action does not have a thought, or if you leave the project name blank, the action description will be used.

If the thought is related to an existing project (current or future), press the button. A pop-up window opens with two tabs: Projects and Future Projects. From the appropriate tree, select the project (or sub-project) the action (and possibly the new project) belongs to. In the tree, a project can be expanded or not and you can change the order to alphabetic using the buttons above the project tree.

Notes field transfer Notes field transfer

If Notes were entered for the thought, they will be copied into the action's notes and to the project's notes (if applicable).

Priority field Priority field

An action created under an existing project will take the priority of that project, unless the user has entered a priority for that action. A sub-project created under an existing project will take the priority of that project.

3.4.33.4.3 Not actionable Not actionable

If the thought is not actionable, you can do one of the following:

decide you don't need to do anything for that thought and delete it;

keep it for later (Someday/Maybe Items). A tickle date can be entered to get reminded about the Someday/Maybe Item. When the tickle date is reached or has passed (in case you don't run the application for a few days), the Someday/Maybe Item will be sent back to your unprocessed thoughts box and will re-appear at the top of unprocessed thoughts the next time you call the Process Thoughts screen;

keep it as reference (Reference Items).

create a goal for it. The goal level must be entered. To add the new goal as a subgoal of an existing goal, press the Parent Goal button. A pop-up window opens with the tree of existing goals. In the tree, a goal can be expanded or not.

3.4.43.4.4 Others Others

Lastly you press the Process Thought button or its Shortcut key. The next thought is then displayed at the top and the entry fields are reset.

For 'tickled' Someday/Maybe items, the word 'Tickled' + tickle date will be appended at the beginning of the thought description.

For any date selection: the calendar window "Select Date" will open, allowing you to Select a date, Clear it or Cancel. You can select a date by double-clicking on it. You can also enter the date directly. You can set the date format and what is the first day of your week (Sunday or Monday): see Dates.



3.4.53.4.5 Notes field Notes field








3.53.5 ReviewReview

3.5.13.5.1 Review ActionsReview Actions

Purpose Purpose

This feature is for reviewing your actions. It is composed of pre-defined tabs: e.g. Today, This Week, Actions, Done, Do ASAP, Scheduled and Delegated. A counter indicates how many actions are selected within each tab. You can defined new Tabs or modified existing ones.

Each tab is divided horizontally into two parts. The top part contains an action list as per your selection in a table. When an action is selected, the bottom part will display the details of the action (action panel) on the right side and the project tree panel (if action in a project) or single actions tree on the let side. The navigation and functionality of the bottom half of the screen are the same as in the Review Projects screen.

Please note that all settings are kept when you exit the application, including the position of the panels separation bars (one setting for all tabs). All settings, except the bars position, will be saved in a separate file called ReviewAction.xml and can be shared between different platforms. The file will be saved under the same folder as the data file. We recommend that you do a backup of that file in a different directory.

Tabs Tabs

You can maintain these tabs in the Action Screens preferences:

new Tabs can be created with user defined name. e.g. you could create a Today tab to only actions with the action date set to the current date), a Calls tab for all actions to be done using a Phone context, a Personal tab for all actions to be done belonging to personal topics;

existing tabs can be renamed;

existing tabs can be removed;

tabs order can be modified.



Toolbar Toolbar

The buttons are described from left to right.

Print Screen

For each Tab, you can print the actions listed in the Tab. Click the Print Screen to PDF document button (first from the left). On the report, the actions are listed in the same order as on the screen and the columns width is set proportionally as per screen. The text is wrapped in each column. A symbol indicates the action status (see the legend in the report footer).

The following options can be set-up under Preferences/Options/Miscellaneous/Actions Screens:

which font to use;

if you want the colour printed or not. The colour meaning will be the same as on the screen: topic colour and dates in red if past, blue if today and green if next week;

if you want to print done actions with strike out font or not.

Columns

For each Tab, you can decide which fields to display or not as a column in the table part. Click the Edit Columns button (second from the left) and check or unchecked the fields in the Table Columns window accordingly.

By changing the layout on the Review Actions screen itself, you can change:

the column order: drag and drop the columns where you want them;

the column width: select the column separator in the column header and drag it.

The action date is set as follows:

Do ASAP action: Due Date;

Inactive action: the earliest date between Start Date and Due Date;

Scheduled action: Scheduled Date;

Delegated action: the earliest date between Follow-Up Date and Due Date.

Filters

For each Tab, you can change the filtering. Click the Edit Filters button (third from the left). The Selection Filters window opens where you can:

Use check box: set which filter to use or not;

Show check box: set if the filter should be displayed or not;

Values combo: set the initial value for the filter. If the filter is shown on the tab, the user can change this initial value.

Exclude if Null check box: if set, the actions with a null value in that field will not be listed. This setting is only available for the criteria and the date fields. Please note that if you choose the value 'All' for the criteria fields or don't select a date for the date fields, the actions with a null value will be included even if the box is checked.


The Search filter allows you to enter a text. Once you press the Enter key, all actions which have the text in their notes, description, immediate project description, or delegated to fields are listed.

For the Status, Topic, Context or Criteria combos, All, Multiple values or a specific value can be selected.

Using the Done filter, you can either show all actions or only the ones which have to be done or only the ones which have been completed.



The date filters let you choose how far in the future or the past you want to review.

Show Filters line

For each Tab, you can show the filters line or not. Click the Show/Hide Filters button (fourth from the left) to toggle ON/OFF the display. By default, the setting is to show the line.

Action operations

You can perform the following operations on actions selected on the list: Reprocess, Postpone, Change Context, Change Topic, Change Criteria, Change Status, Change Project, Set to Done and Delete. You need to select the action and press the toolbar button. The operations can be performed on more than one action at the time. Just hold the Shift or Command key while selecting them or use Command key+A to select all the actions on the list displayed.

The operations are described in Review Projects screen.

Table Order Table Order

You can sort the actions by clicking once on the header of the column you wish to sort by. To order on more than one column, click once on the other column(s). To select a new first column for the ordering, double-click on that column;


The Action Date and Due Date columns are ordered as follows: first, date = today, then null, then date > today.

Table Operations Table Operations

The following operations can be performed on the table:

Navigate: to navigate between rows, you can use the mouse or the arrows keys;

Edit (Enter key): move focus to the Action panel to update the item. The cursor is positioned at the end of the action description;

Set action to Done: check the Done box.

Tree Operations Tree Operations

Refer to the Review Projects screen.



3.5.23.5.2 RecurrenceRecurrence


This functionality is available for scheduled actions to automatically repeat an action periodically.

Recurrence generation Recurrence generation

There are two types of recurrency: regular and subsequent.

RegularWhen the recurrence information is entered, a number of actions are created using the frequency pattern and the start date. If the start date is in the past, actions are created to catch up to today, then actions in the future are generated to reach the specified number of periods in advance (i.e. from today). The start date defaults to the scheduled date of the action. It can be modified to a future date.A background recurrence task runs periodically to check if new actions should be created.

SubsequentThe next action is only created when the current action is set to done. The frequency pattern is used to calculate the new date from the done date.

Frequency pattern fields definition Frequency pattern fields definition

the frequency pattern: daily, weekdays, weekly, monthly or yearly and how many periods;

for regular recurrency: for how many periods in the future should actions be created. A default value per frequency (daily, weekdays, weekly, monthly or yearly) is set but can be changed under Preferences/Miscellaneous/Recurrence;

ending options: never, after a number of periods, end date.

Note on the Start Date Note on the Start Date

The start date cannot be prior to the scheduled date of the action selected. If you need an earlier start date, you need to update the scheduled date of the action prior to modify the recurrency.

Update Recurrency Update Recurrency

if you update one of the action in the action panel, the other actions in the series will not be affected;

if you want to modify the recurrency actions details, press the Modify recurrency button, Change Action choice. The actions in the series after the specified date will be modified;

if you want to modify the recurrency pattern details, press the Modify recurrency button, Change Recurrence choice. The actions in the series after the specified date will be deleted and new actions following the updated pattern will be created;

if you want to change the project in which the actions are generated, press the Modify recurrency button, Change Project choice. The actions prior to the selected date will not be linked to the recurrency anymore. The actions on and after the selected date will be moved to the new project. Any action created afterwards will be in the new project.

3.5.33.5.3 Change Recurrence type Change Recurrence type

if you change from regular to subsequent, the actions prior to the selected date will not be linked to the recurrency anymore. The actions after the selected date will be deleted. The subsequent recurrency will be applied to the selected action;

if you change from subsequent to regular, the application behaves as when you create a regular recurrency starting from the specified date.



3.5.43.5.4 Stop Recurrency Stop Recurrency

to stop actions to be generated for a recurrency, press the Modify recurrency button, Change Recurrence choice and either enter a maximum number of period (if you know it) or an end date;

to remove all recurrency information on the actions, press the Modify recurrency button, Remove Recurrence choice. This stops the generation of new actions but does not delete the already created actions. This has to be done manually.

3.5.53.5.5 Review ProjectsReview Projects

PurposePurpose

This screen is where you plan and review your projects. The screen is divided vertically into two parts. The left part is the project tree (explorer) and the right part displays the details of either a project/sub-project or an action depending on what is selected on the tree. When expanded the project tree shows sub-projects and actions under each project.

In the tree explorer, there are 4 tabs:

Projects: contains all your current projects;

Single Actions: contains all your single actions, i.e. actions not part of a project;

Future: contains projects that got delayed, put on the side for a while or for which you decided to start the planning process in advance. It should not be confused with Someday/Maybe Items which are just thoughts you might do one day. When the project becomes current, you can cut and paste it to the Projects tab. You can also use the Start date to get the project moved automatically to the Projects tab (see below under Projects Operations, Edit);

Templates: contains project structures you want to re-use like 'Start Marketing Campaign for product X', 'Reply Offer To Tender Client Y', etc. To use a template for a new project, just copy and paste it into the Projects Tab and update descriptions accordingly.

NavigationNavigation

To navigate in the project tree, you can use the mouse or the up and down arrows keys. To navigate in the detail part, you can use the mouse or the Tab, Shift+Tab keys. To navigate between the 2 parts, you can use the F5 key or the mouse.

Project TreeProject Tree

OrderInitially the projects, sub-projects and actions are sorted in the order they were entered. You can change that order by:

selecting the projects, sub-projects or actions and move them up and down using the Move operation;

using the drag and drop functionality.

Drag and Drop functionality

To move sub-projects and actions to a different project, you can drag and drop them using the mouse. You can also change a sub-project to be a stand alone project by dragging it under the All projects node. Similarly, you can drag a project under another project, changing it to a sub-project. If you drag a project or sub-project, all subtasks are moved too.

Add Action and Add Project

Add Action and Add Project operations work from anywhere in the 2 parts. The action or project will be added within the project the action or project previously selected is.

An action created under an existing project will take the priority of that project. A sub-project created under an existing project will take the priority of that project.



Project OperationsProject Operations

To perform all operations except Add Action and Add Project, you need to select the project node and either use the right-click menu or the Shortcut key assigned to the operation. You can also use the Add Action, Add Project or Show/Hide Done buttons.

Except for Edit, Add action and Add project, all other operations can be performed to more than one project at the time. Just hold the Shift or Command key while selecting them.

Edit

Once you have selected a project, sub-project or action on the tree part, you can move to its description by using the Edit menu option or the Enter key. The cursor is then positioned at the end of the description.

The display of the following fields is configurable:

Project sequencing, Due Date and Start Date: see Project Preferences;

Priority, Time, Energy: see Criteria.

The following operations are possible:

modify its description;

change its topic: when subtasks are created, the project topic is the default but can be overwritten;

maintain its priority;

plan the project/sub-project;

maintain Notes;

set up the sequencing method (see Project Preferences. Please note that when a sub-project is created, its default method for sequencing is the project's one;

maintain the Created Date if required. This needs to be enabled, see Project Preferences;

enter a Start date. For future project, when the Start date is reached or has passed (in case you don't run the application for a few days), the future project will be moved automatically to the Projects tab.

enter a Due Date if appropriate;

set it to done: an error message is displayed if all the subtasks are not set to done themselves. You can select the Done date if it is not today;

reset it to not done. If you are resetting a sub-project within a done project, the project is automatically reset to not done.

Expand All/Collapse All: tree expansionThe project/sub-project expands and the subtasks are listed under the project/sub-project. You can expand all projects by selecting the top node "Projects". To perform the same operation, you can also click on the expansion symbol on the left of the project node.

Show Done/Hide DoneWhen you perform the Show Done operation, done actions and done sub-projects for the selected node are shown as well as the undone ones. Perform Hide Done to only see the ones to be done.

Add actionThis operation adds an inactive action under the selected subtask. You can change the default status of that action under Project Preferences. The whole action description is selected to allow you to type directly the action description.


nbdocs://au.com.trgtd.tr.prefs.projects/au/com/trgtd/tr/prefs/projects/docs/projects-prefs.html


Add projectThis operation adds a sub-project under the selected subtask. The whole project description is selected to allow you to type directly the project description.

Copy, Cut and Paste functionalityYou can copy, cut and paste projects (and their actions) to a different project. You can also change a sub-project to be a stand alone project by cutting and pasting it under the Projects node. Similarly, you can cut and paste a project under another project, changing it to a sub-project. If you copy/cut and paste a project or sub-project, all subtasks are copied/moved too. These operations can be done between Tabs too.

Move projectYou can move a project or sub-project by selecting it and using this operation to move it up or down within the project it is in.

Export TemplateThis function exports the selected project or sub-project into a separate file. You can then share this file with other TR users, within your team or with the TR community through the TR website. A file with the extension .trpt is created. This is the file the other users will need to import using the Import Project Template function.

Export ProjectThis function exports the selected project or sub-project into a separate file. You can then share this file with other TR users or within your team. A file with the extension .trp is created. This is the file the other users will need to import using the Import Project operation.

Import ProjectThis function lets you import a project created using the export project operation. You need to select a project file (.trp extension). The project will be added at the bottom of the selected project.

If the contexts, topics and criteria values used in the project do not exist in your data file, the default values for these fields are used: 'None' for topics and contexts, blank for criteria. So if you want to share projects within a team, make sure every user has the same set of values for these fields.

OthersChange Topic: combo is displayed to select the new topic.Delete: you can delete a project or sub-project. A confirmation is required.



PlanningPlanning

To plan the project/sub-project, there are five recommended steps:

1. Enter the purpose: this is the "why" you are doing this project/sub-project. By defining it, it will:

create decision-making criteria;

motivate;

clarify your focus;

expand options by getting you into creative thinking.

2. Try to visualise the results: view the project/sub-project beyond the completion date (capture features, aspects, qualities you imagine in place);

3. Brainstorming: just write all the ideas that come into your mind about this project/sub-project, you will analyse them and organise them later. In addition to capturing your original ideas, by brainstorming you will also have many new ideas. Don't ignore any idea, they might prove interesting or useful later on when you are developing your options. Also you will be more confident about your choices;

4. Organising: a natural organisation will probably emerge during the brainstorming step. You need to:

identify the key steps;

sort them out by component, sequences and priorities;

detail them to the right level.

5. Next actions: during this step, you will create the actions or sub-projects required for this project/sub-project. You can either just enter the next subtask to get the project/sub-project starting or continuing, or enter as many next subtasks you can think of at the moment about this project/sub-project and decide which ones are active (i.e. to be done currently).

Please note that there are no limits to sub-project nesting, i.e. a sub-project can include sub-projects, etc. but it is recommended not to use more than a few levels.

Action Operations Action Operations

To perform operations, you need to select the action node and either use the right-click menu or the Shortcut key assigned to the operation. You can also use the Add Action, Add Project, Reprocess or Convert to Project buttons.

Except for Edit, all other operations can be performed to more than one action at the time. Just hold the Shift or Command key while selecting them.

EditAn action can be edited by selecting it from the project tree once the project/sub-project has been expanded. You can then:

maintain its description;

maintain its topic, default to the project's topic;

maintain its context;

maintain its priority, time or energy;

maintain its status (which type of action is it: Do ASAP, Delegated, Scheduled, or Inactive);

for scheduled actions only, you can enter Recurrence definition;



add notes to it: this notes field is useful for storing an agenda (if action is Prepare Meeting), a list of questions (if action is Call Builder), for storing a list (if action is Get Christmas presents), etc;

maintain the Created Date if required. This needs to be enabled, see Actions Preferences;

set it to done: the done date is automatically set to today's date but can be modified;

reset it to not done. If the action was within a done project/sub-project, the project/sub-project is automatically reset to not done;

enter a start date if appropriate;

enter a due date if appropriate.

Convert to project

Use this operation if you decide that this action should be decomposed into more than one action. A project (if single action) or a sub-project is then created automatically with the original action's description as the project/sub-project's description. The action's notes, topic, priority and due date are also copied to the project/sub-project. The original action is the first action of the project/sub-project.

Reprocess

The action will be sent back to the top of the unprocessed thoughts. If you select Reprocess Now, the application will navigate to the Process Thoughts screen with the initial thought for that action displayed.

Copy and Cut functionality

You can copy, cut and paste actions to a different project. These operations can be done between Tabs too. When you copy an action, the original thought is not copied across to the new action.

Add actionThis operation adds an inactive action under the selected subtask. You can change the default status of that action under Project Preferences. The whole action description is selected to allow you to type directly the action description.

Add projectThis operation adds a sub-project under the selected subtask. The whole project description is selected to allow you to type directly the project description.

Set DoneThis function sets the action to done. It is very useful if you want to set multiple actions to done.

Postpone Action DateThis function increases the action date by the number of periods specified:

if action is Inactive, the start date is postponed;

if action is Do ASAP, the due date is postponed;

if action is Scheduled, the scheduled date is postponed;

if action is Delegated, the follow-up date is postponed.

If the action did not have an action date, the action date is calculated as the current date plus the postponement.



Move actionYou can move an action by selecting it and using this operation to move it up or down within the project it is in.

OthersChange Topic: a dialog window is displayed to select the new topic.Change Context: a dialog window is displayed to select the new context.Change Criteria: a dialog is displayed allowing you to select the criteria and the new value.Change Status: a dialog window is displayed allowing you to select the new status and relevant data.Change Project: a Choose Project window is displayed allowing you to select the new project.Delete: you can delete an action. A confirmation is required.

GoalsGoals

Projects can be linked to existing goals. A Goals folder exists for each project and sub-project.

To display the Goals folders, you need to use the Show/Hide Goals button or right-click menu option on a project node.

When the Goals folder is displayed, you can then add a goal using the Add right-click menu option on the folder. A pop-up window opens showing the goals to which projects can be linked (Goals Level setting). More than one project can be linked to the same goal and a project can be linked to more than one goal.

Link to goals can be deleted by using the Delete right-click menu option on the goal node.

The goal can be updated by using the Edit right-click menu option on the goal node.

Notes fieldNotes field

The possible operations are described below in the order of the buttons from left to right. When insertion occurs, it happens at the cursor position. Copy/Cut and paste of text can be done through the standard shortcut keys Command+C, Command+V and Command+P.


You can insert a web address by typing it directly or using the web symbol button;







3.5.63.5.6 SequencingSequencing

Within a project, in order to get an action set from Inactive to Do ASAP automatically when the previous Do ASAP action is set to done, you need to set the sequencing on at the project level. If the sequencing fields do not appear on the project details panel, please check your Project Preferences.

There are three options for automatic sequencing:

Include sub-projects: the sequencing will go into a sub-project to select the next action when the action before the sub-project is set to done. For example: a user has a project with several actions that are sequenced and then a certain action needs to be broken down into sub-tasks so the user converts the action to a sub-project. When the last action BEFORE the sub-project is done, it will sequence INTO the sub-project. Similarly when the last action of a sub-project is set to done, it sequences onto the next higher level action or even into the next sub-project if it sits in sequence.

Scheduled: if unchecked, scheduled actions will be ignored in sequencing. Therefore, when a Do ASAP action is set to done, the next inactive action is changed to Do ASAP even if there are scheduled actions.

Delegated: if unchecked, delegated actions will be ignored in sequencing. Therefore, when a Do ASAP action is set to done, the next inactive action is changed to Do ASAP even if there are delegated actions.

When creating a sub-project, the sequencing options of the parent project are used by default.

3.5.73.5.7 Someday/Maybe ItemsSomeday/Maybe Items

Purpose Purpose

This screen is where you review the thoughts you might like to do one day.

The screen is divided horizontally into two parts. The top part contains the items as per your selection (see filters). When an item is selected, the bottom part will display the details of the item.

Please note that all settings are kept when you exit the application, including the position of the panel separation bars.

Columns Columns

You can decide which fields to display or not as a column in the table part. Click the button on top of the table navigation bar on the right and check or unchecked the fields in the window accordingly.

By changing the layout on the screen, you can change:

the column order;

the column width.

Filters Filters

The following filters are present: Created From, Created To, Topic selection and a Search facility.


The Search filter allows you to enter a text. Once you press the Enter key, all items which have the text in their notes or description are listed.For the Topic filter All, Multiple values or a specific value can be selected.The date filters let you choose how far in the future or the past you want to review.

Show Filters line Show Filters line

You can show the filters line or not. Click the Show/Hide Filters button (first from the left) to toggle ON/OFF the display. By default, the setting is to show the line.




You can sort the items by clicking once on the header of the column you wish to sort by. To order on more than one column, click once on the other column(s). To select a new first column for the ordering, double-click on that column;


The Tickle Date is ordered as follows: first, date = today, then null, then date > today.



Add (button with green plus symbol): allows adding new items. A dialog window appears where you can add one or more Someday/Maybe items;


Edit (Enter key): move focus to the detail panel to update the item. The cursor is positioned at the end of the item description.

Operations Operations

To perform operations, you need to select the item in the Someday/Maybe Items Table and use the appropriate button for the operation.

Edit Item: allow you to update the selected item. You can also press the Enter key;

Delete: allows you to delete the selected items. Confirmation is required. You can also press the Delete key;

Reprocess: you might decide that now is the time to start on one or more Someday/Maybe items. The selected items will be sent back to the top of your collected thoughts list for you to process again. If you choose to Reprocess Now, the application will navigate to the Process Thoughts screen, allowing you to enter the next physical action for that thought.

Change Tickle Date: allows you to quickly change the tickle date for one or more selected items.

Notes field Notes field








Tickle date Tickle date

You can use the tickle date to get reminded about the Someday/Maybe Item. When the tickle date is reached or has passed (in case you don't run the application for a few days), the Someday/Maybe Item will be sent back to your unprocessed thoughts box and will re-appear at the top of unprocessed thoughts the next time you call the Process Thoughts screen.



3.5.83.5.8 Reference ItemsReference Items

Purpose Purpose

This screen is where you review the references you have kept.

The screen is divided horizontally into two parts. The top part contains the items as per your selection (see filters). When an item is selected, the bottom part will display the details of the item.

Please note that all settings are kept when you exit the application, including the position of the panel separation bars.

Columns Columns

You can decide which fields to display or not as a column in the table part. Click the button on top of the table navigation bar on the right and check or unchecked the fields in the window accordingly.

By changing the layout on the screen, you can change:

the column order;

the column width.

Filters Filters

The following filters are present: Created From, Created To, Topic selection and a Search facility.


The Search filter allows you to enter a text. Once you press the Enter key, all items which have the text in their notes or description are listed.For the Topic filter All, Multiple values or a specific value can be selected.The date filters let you choose how far in the future or the past you want to review.

Show Filters line Show Filters line

You can show the filters line or not. Click the Show/Hide Filters button (first from the left) to toggle ON/OFF the display. By default, the setting is to show the line.


You can sort the items by clicking once on the header of the column you wish to sort by. To order on more than one column, click once on the other column(s). To select a new first column for the ordering, double-click on that column;




Add (button with green plus symbol): allows adding new items. A dialog window appears where you can add one or more Reference items;


Edit (Enter key): move focus to the detail panel to update the item. The cursor is positioned at the end of the item description.

Operations Operations

To perform operations, you need to select the item in the Reference Items Table and use the appropriate button for the operation.

Delete: delete the item. Confirmation is required. You can also press the Delete key once the item is selected;

Edit Item: allow update of the Item. You can also press the Enter key once the item is selected;



Reprocess: you might decide that some reference items should have been actioned instead of being stored as reference. The selected reference items will be sent back to the top of your collected thoughts list for you to process again. If you choose to Reprocess Now, the application will navigate to the Process Thoughts screen, allowing you to enter the next physical action for that thought.









3.5.93.5.9 GoalsGoals

Purpose Purpose

This screen is where you enter and maintain your goals and projects assigned to them. The hierarchy of goals and assigned projects is displayed in a tree format. When expanded the goal tree shows sub-goals under each goal.


To navigate in the goal tree, you can use the mouse or the up and down arrows keys.

Goal Tree Goal Tree

OrderThe goals are displayed in the order they were entered. You can change that order by:

selecting the goals or sub-goals and move them up and down using the Move operation;

using the drag and drop functionality.

Drag and Drop functionalityTo move sub-goals to a different goal, you can drag and drop them using the mouse. You can also change a sub-goal to be a top goal by dragging it under the Goals node. Similarly, you can drag a goal under another goal, changing it to a sub-goal. If you drag a goal or sub-goal, all sub-goals are moved too.

Goal Operations Goal Operations

To perform all operations, you need to select the goal node and either use the right-click menu or the Shortcut Key assigned to the operation. You can also use the Add Goal, Edit Goal or Delete Goal buttons.

Except for Edit and Add goal, all other operations can be performed to more than one goal at the time. Just hold the Shift or Command key while selecting them.



The following operations are possible:

EditTo modify a goal, navigate to the appropriate goal level and either use the Edit button, or press Enter. The Edit Goal window opens and data can be modified. Press the OK button to save your change and go back to the list. Press the Escape key or the CANCEL button to close the window and ignore any changes.

Expand All/Collapse All: tree expansionThe goal/sub-goal expands and the subtasks are listed under the goal/sub-goal. You can expand all goals by selecting the top node "goals". To perform the same operation, you can also click on the expansion symbol on the left of the goal node.

Show/Hide AchievedWhen you perform the Show Achieved operation, achieved goals for the selected node are shown as well as the no achieved ones. Perform Hide Achieved to only see the ones to be achieved.

Add goalThe goal will be added within the goal previously selected. The Add Goal window opens and data can be entered. The fields displayed correspond to the goal level selected. Press the OK button to save your entry and go back to the list. Press the Escape key or the CANCEL button to close the window and ignore any entries.

A sub-goal created under an existing goal will take the level and topic of that goal.

Please note that there are no limits to sub-goal nesting, i.e. a sub-goal can include sub-goals, etc. but it is recommended not to use more than a few levels.

Copy, Cut and Paste functionalityYou can copy, cut and paste goals (and their sub-goals) to a different goal. You can also change a sub-goal to be a stand alone goal by cutting and pasting it under the goals node. Similarly, you can cut and paste a goal under another goal, changing it to a sub-goal. If you copy/cut and paste a goal or sub-goal, all sub-goals are copied/moved too.

Move goalYou can move a goal or sub-goal by selecting it and using this operation to move it up or down within the goal it is in.

OtherChange Level: combo is displayed to select the new level.Change Topic: combo is displayed to select the new topic.Delete: you can delete a goal or sub-goal. A confirmation is required.

Motivation Motivation

To get motivated to achieve a goal/sub-goal, the following fields (optional and displayed according to the level) should be thought of: Accountability, Brainstorming, Obstacles, Rewards, Support and Vision.




The possible operations are described below in the order of the buttons from left to right. When insertion occurs, it happens at the cursor position. Copy/Cut and paste of text can be done through the standard shortcut keys Command+C, Command+V and Command+P.

The pencil symbol button toggles in/out the Edit mode. You need to be in Edit mode before you can update the field;






Assigning Projects to GoalsAssigning Projects to Goals

Projects can be assigned to goals where the goal level allows this (i.e. the goal level has the Goals

have projects option set).

To view or change the projects assigned to goals, use the Show/Hide Projects tool bar button or right-click menu option on a goal node.

When the Projects folder is displayed, you can then add a Project link using the Add right-click menu

option on the folder. A pop-up window opens allowing you to choose a project to assign. More than one project can be linked to the same goal and a project can be linked to more than one goal.

Project to Goal Assignments can be removed using the Delete right-click menu option on the Project

assignment node.

You can go to an assigned project by using the Edit right-click menu option or by double-clicking on

the project node.

3.63.6 ImportImport

3.6.13.6.1 Import ThoughtsImport Thoughts

You can import a text file containing thoughts. A file dialog box allows you to select the file to import. The last directory used will be remembered.

Set-up Set-up

You can specify the character set to use when importing text file under Import Thoughts Preferences. If no entry then default system encoding is used.

Layout Layout

Each thought should be on a separate line optionally followed by a tab and the topic name. If the topic does not exist or is not recognised, the topic "None" is set.

If the file is large (greater than approximately 50 lines) a confirmation message is displayed.



3.6.23.6.2 Import Project TemplateImport Project Template

This function lets you import a project template created using the export template function../Downloads/view-projects.html - export-template.

You need to select a project template file (.trpt extension). The project template will be added at the bottom of your project template tree.

If the contexts, topics and criteria values used in the project template do not exist in your data file, the default values for these fields are used: 'None' for topics and contexts, blank for criteria. So if you want to share project templates within a team, make sure every user has the same set of values for these fields.

The creation date for the project, sub-projects and actions is set to the date you are importing the template.

Any other dates are set to null.

You can download templates files from other users from TR website.

3.6.33.6.3 Retrieve EmailRetrieve Email

This function retrieves emails from the email account you have set-up under Email Preferences and imports them into TR. Each email becomes a thought, with the description set to the subject of the email and the notes set to the body of the email. You can also set the preferences to save email attachments.

Please note that this function does NOT work if you have a proxy server. This is a restriction due to JavaMail.

3.73.7 ExportExport

3.7.13.7.1 Export Actions (Text)Export Actions (Text)

You can export Actions to a text file. You can choose which actions to include: Inactive, Do ASAP, Delegated and/or Scheduled. You can choose to include or not actions which are done and filter according to the context and/or topic. The "Up to" selection lets you choose how far in the future you want to export.

Set-up Set-up

You can specify the output folder and the character encoding (e.g. UTF-8) of the exported file under Exports and Reports Preferences.

Parameters Parameters

Topic list: you can select a topic or choose All topics. Topics are ordered alphabetically;

Context list: you can select a context or choose All contexts. Contexts are ordered alphabetically;

Up to list: this selection let you choose how far in the future delegated and scheduled actions should be included;

Include Done?: if checked, all done actions for the selection are included;

Include Inactive?: if checked, all inactive actions for the selected context and topic are included;

Include Do ASAP?: if checked, all Do ASAP actions for the selected context and topic are included;

Include Scheduled?: if checked, all scheduled actions for the selected context, topic and Up to date are included;

Include Delegated?: if checked, all delegated actions for the selected context, topic and Up to date are included;



Field separator: you can select Tab, Comma or Semicolon;

Date Format: you can select the date format for date fields;

Fields 1 - 20: you can select which fields are output;

Output Headings?: if checked, a line with all the field names is added at the top. Each field name is separated with the field separator;

Remember these options: if checked, the parameters for this export are saved until the user changes them and saves them.

Output Output

The file is saved in the folder specified within the user preferences (see Set-up). Current date and time are used to build the file name to make it unique. The output file is opened in the text editor.

3.7.23.7.2 Export Actions (XML)Export Actions (XML)

You can export Actions to an XML file. You can choose which actions to include: Inactive, Do ASAP, Delegated and/or Scheduled. You can choose to include or not actions which are done and filter according to the context and/or topic. The "Up to" selection lets you choose how far in the future you want to export.

Set-up Set-up



Topic list: you can select a topic or choose All topics. Topics are ordered alphabetically;

Context list: you can select a context or choose All contexts. Contexts are ordered alphabetically;

Up to list: this selection let you choose how far in the future delegated and scheduled actions should be included;

Include Done?: if checked, all done actions for the selection are included;

Include Inactive?: if checked, all inactive actions for the selected context and topic are included;

Include Do ASAP?: if checked, all Do ASAP actions for the selected context and topic are included;

Include Scheduled?: if checked, all scheduled actions for the selected context, topic and Up to date are included;

Include Delegated?: if checked, all delegated actions for the selected context, topic and Up to date are included;


Fields 1 - 20: you can select which fields are output;


Output Output

The file is saved in the folder specified within the user preferences (see Set-up). Current date and time are used to build the file name to make it unique. The output file is opened using the default system application for XML files.



3.7.33.7.3 Export Someday/Maybe Items (Text)Export Someday/Maybe Items (Text)

You can export Someday/Maybe Items to a text file. You can choose to include the Topic, the Notes and the Tickle Date or not.

Set-up Set-up



Include Topic?: if checked, topics are included;

Include Notes?: if checked, notes are included;

Include Tickle Date?: if checked, tickle dates are included;





Output Output

The file is saved in the folder specified within the user preferences (see Set-up). Current date and time are used to build the file name to make it unique. The output file is opened in the text editor.

3.7.43.7.4 Export Someday/Maybe Items (XML)Export Someday/Maybe Items (XML)

You can export Someday/Maybe Items to an XML file. You can choose to include the Topic, the Notes and the Tickle Date or not.

Set-up Set-up





Include Tickle Date?: if checked, tickle dates are included;




Output Output



nbdocs://au.com.trgtd.tr.extract/au/com/trgtd/tr/extract/docs/prefs-extract.html


3.7.53.7.5 Export Reference Items (Text)Export Reference Items (Text)

You can export Reference Items to a text file. You can choose to include the Topic and the Notes or not.

Set-up Set-up








Output Output

The file is saved in the folder specified within the user preferences (see Set-up). Current date and time are used to build the file name to make it unique. The output file is opened in the text editor

3.7.63.7.6 Export Reference Items (XML)Export Reference Items (XML)

You can export Reference Items to an XML file. You can choose to include the Topic and the Notes or not.

Set-up Set-up







Output Output




3.83.8 ReportsReports

3.8.13.8.1 Jasper Reports Jasper Reports

Introduction Introduction

The reports can be divided into three types: action reports, project reports and item reports. The action reports are for taking with you to do tasks and to review your short term work. The project reports are for reviewing and planning your work. Item reports show your someday/maybe list and your referenced information.

The reports are produced using JasperReports and can be saved in many formats, including PDF. All reports use the DejaVu serif font. This font and its size cannot be changed.

Most reports can be found under the Reports menu. In addition, the Project Outline, Project Detail and Action Detail reports can be run from the popup menu (using the right mouse button or control-key and mouse click) on any project or action in the project tree views.

Common parameters Common parameters

Depending on the reports, the following parameters can be set:

Include time, energy and priority?: if checked, the three criteria (time, energy and priority) are displayed on the report;

Include successful outcome?: if checked, the successful outcome of the action is displayed on the report in italic style;

Include project or thought?: if checked, the thought description is shown for single actions (between braces {}) or the project path is shown (between square brackets []) for actions part of a project;

Include notes?: if checked, the action notes are displayed on the report surrounded by a box;

Remember options: if checked, the selected parameters are saved and restored the next time the report is run.

Actions Reports Actions Reports

The action reports are:

Actions: Do ASAP: this report lists all Do ASAP actions grouped by context. Contexts are listed alphabetically and actions are ordered alphabetically within context. You can change the order within context to be by priority, energy or time. You can also select a specific context;

Actions: Delegated: this report lists all Delegated actions within a specified period, optionally grouped by Delegate. The order is by ascending Follow-up date;

Actions: Scheduled: this report lists all Scheduled actions within a specified period order by Scheduled date and time;

Actions: Done: this report lists all Done actions within a specified period. This report allows you to review whether due dates were met, which period was productive, in which area you are the most productive, performance of team members, etc. The actions are grouped into sections: Do ASAP (ordered by ascending Done date), Delegated (grouped by Delegate, ordered by ascending Done date), Inactive (ordered by ascending Done date) and Scheduled (ordered by ascending Done date);

PocketMod(1) and PocketMod(2): this report lists the actions corresponding to the pages selected as parameters in the PocketMod format. See the PocketMod report help for more details. There are two entries for this report in the Reports menu so that you can design two pocketmod reports by selecting the pages and remembering the options;

Single actions: this report lists all the actions which are not part of a project. The Done State parameter allows you to select only current actions (To do), or done actions or all. You can also choose a specific topic or context. Four choices are available for the order;

Weekly Review: this report lists the actions planned for today and this week. You can include overdue actions or not. The start parameter allows you to produce the report for today or tomorrow. If you select tomorrow, the report will list the actions planned for tomorrow under the



Today section and the week starting the day after. The overdue actions are grouped into sections: Overdue Scheduled (ordered by ascending Scheduled date and time), Overdue Do ASAP (ordered by ascending Due date), Overdue Delegated (grouped by Delegate, ordered by ascending Follow-up date). In the Today section, the Scheduled actions for today are first listed in ascending order of time, then the Do ASAP actions due today grouped by context, then the Delegated actions to be followed up today group by delegate. In the This week section, all actions are listed together ordered by ascending date (and time for scheduled actions);

Action report: this report lists all the details of the selected action. It is only available through the Print option on actions in the project tree. To run the report for an action, use the right mouse button to click on an action and choose Print from the popup menu. The paper size for the report can be set under the Project Preferences.

Project Reports Project Reports

The project reports are:

Project Outline: this report lists a summary of your projects. You can select a specific topic which will filter on the top level projects only. The top-level projects Done State parameter allows you to select only current projects (To do), or done projects (Done) or all projects (All). The parameter Sub-projects and actions Done State allows you to do a similar selection for actions and sub-projects. If you only want a list of projects and sub-projects, uncheck the Include Actions? parameter. Five choices are available for the order of the top level projects, As listed corresponds to the order on the screen. The order of the sub-projects and actions are the same as on the screen;

Project Outline for a report: the Project Outline report is also available for a specific project through the Print Outline option on projects in the project tree view. It lists all sub-projects and actions. If the tree view is set to show done projects and actions, they will be included in the report. The order is the same as on the screen. It can also be called for a Template or Future project. The paper size for the report can be set under the Project Preferences;

Project Detail: this report is only available through the Print Detail option on projects in the project tree. It lists all the details of the selected project. If the tree view is set to show done projects and actions, they will be included in the report. The order is the same as on the screen. It can also be called for a Template or Future project. The paper size for the report can be set under the Project Preferences;

Future Projects: this report lists a summary of the future projects. You can select a specific topic which will filter on the top level projects only. If you only want a list of projects and sub-projects, uncheck the Include Actions? parameter. Four choices are available for the order of the top level projects, As listed corresponding to the order on the screen. The order of the sub-projects and actions are the same as on the screen;

Items Reports Items Reports

The item reports are:

Reference: this report lists all the reference items. You can optionally group them by topic, or select a specific topic. The items are ordered alphabetically by description;

Someday/Maybe: this report lists all the someday/maybe items. You can optionally group them by topic, or select a specific topic. The items are ordered alphabetically by description.

PocketMod Report (Jasper)PocketMod Report (Jasper)

You can produce a report listing overdue actions, do ASAP actions without due date, actions for today or this week in the PocketMod format.

The report has been designed for A4 page format.

Parameters

Print for: this parameter allows you to produce the report for today or tomorrow. If you select tomorrow, the report will list the actions planned for tomorrow under the Today section and the week starting the day after;





Include time, energy and priority?: if checked, the three criteria (time, energy and priority) are displayed for each action;

Include project or thought?: if checked, the thought description is shown for single actions (between braces {}) or the project path is shown (between square brackets []) for actions part a project;

Pages: there are eight pages which correspond to the eight sections of the PocketMod printout. For each type of actions, you can select 8 pages of them. Each page lists 31 actions maximum. For example, you could produce a pocketmod report with 8 pages of do ASAP actions (if you have that many on your list);

Remember these options: if checked, the selected parameters are saved and restored the next time the report is run.

Layout

The selected pages are listed in the PocketMod booklet order. The page options are as follows:

Do ASAP (all): all do ASAP actions are listed grouped by context. Contexts are listed alphabetically (except for None which is first). Within context, first the actions without due date are listed in alphabetical order, then the ones with a due date ordered by ascending due date. In this section the overdue do ASAP actions are included;

Do ASAP (Due): do ASAP actions due today or next week are listed ordered by ascending due date;

Do ASAP (No due date): all do ASAP actions without due date are listed grouped by context. Contexts are listed alphabetically (except for None which is first). Within context the actions are listed in alphabetical order;

Overdue: all overdue do ASAP, scheduled and delegated actions are listed ordered by action date;

Today: do ASAP, scheduled and delegated actions with an action date for today are listed ordered by time;

Scheduled: actions scheduled for today or next week are listed ordered by ascending date and time;

Delegated: actions delegated to be followed-up today or next week are listed ordered by ascending date. When actions are to be followed-up on the same day, they are grouped by delegate;

This Week: inactive, do ASAP, scheduled and delegated actions with an action date within a week from today are listed ordered by date and time;

Overdue: do ASAP, scheduled and delegated actions with an action date prior to today are listed ordered by date and time;

Blank: a blank pocketmod page is inserted;

New Thoughts: a pocketmod page with lines to write down your new thoughts is inserted;

New Thoughts (spaced): same as previously with more space between the lines;

Thoughts: all unprocessed thoughts are listed in the FIFO order.



3.8.23.8.2 Actions by Context ReportActions by Context Report

You can produce a PDF file listing actions ordered by contexts for a chosen period in the future. Do ASAP, Scheduled and Delegated actions are always listed. You can choose to include Inactive and/or actions which have been completed. You can also choose to include action notes and the project/thought description in the report.


Context: select a specific context or select the option to include all contexts in the report;

Up to: choose a date such that delegated and scheduled actions having an action date on or before this date are included;

Include done actions?: if checked, all done actions for the selected context are included;

Strike out done actions?: if checked, all done actions are shown with text striked;

Include inactive actions?: if checked, all inactive actions for the selected context are included;

Show project/thought?: if checked, the thought description is shown for single actions (between braces {}) or the project description is shown (between square brackets []) for other actions;

Show notes?: if checked, action notes are included;

Use colour?: if checked, dates are shown using the same colour convention as the screens;

Font Family?: choose the font for the report from those available.


Layout Layout

The report heading has the words "Actions Up To" followed by the Up To date. The current date is shown at the right-hand side.

Actions are grouped by context. Contexts are listed alphabetically (except for None which is first). Within each context, scheduled and delegated actions are sorted in ascending action date order, followed by Do ASAP actions and lastly Inactive actions (if included).

Actions are listed with the following information:

Do ASAP action: description and topic (in underlined italic);

Inactive action: text in grey, description, and topic (in underlined italic);

Scheduled action: scheduled date and time, description, and topic (in underlined italic);

Delegated action: follow-up date, description, the words "Delegate To" with the person delegated to, and topic (in underlined italic);

Done action: same as above with the text striked or not according to parameter setting, and the check box checked;

Project/Thought description: under the action if any;

Notes: under the action if any.

Output Output

The PDF file is saved in the folder specified within the user preferences (see User Preferences). Current date and time are used to build the report file name to make it unique.



3.8.33.8.3 Actions by Date Report Actions by Date Report

You can produce a PDF file listing actions ordered by date for a chosen period in the future. Do ASAP, Scheduled and Delegated actions are always listed. You can choose to include Inactive and/or actions which have been completed. You can also choose to include action notes and the project/thought description in the report.


Context: select a specific context or select the option to include all contexts in the report;

Up to: choose a date such that delegated and scheduled actions having an action date on or before this date are included;

Include done actions?: if checked, done actions are included;

Strike out done actions?: if checked, all done actions are shown with text striked;

Include inactive actions?: if checked, inactive actions are included;






Layout Layout

The report heading has the words "Actions By Date - Up To" followed by the Up To date. The current date is shown at the right-hand side.

Scheduled and Delegated actions are listed first, ordered by action date, then Do ASAP actions grouped by context, followed by Inactive actions grouped by contexts.


Do ASAP action: description, and topic (in underlined italic);

Inactive action: text in grey, description, and topic (in underlined italic);

Scheduled action: scheduled date and time, description, context (in italic), and topic (in underlined italic);

Delegated action: follow-up date, description, the words "Delegate To" with the person delegated to, context (in italic) and topic (in underlined italic);

Done action: same as above with the text striked or not according to parameter setting and the check box checked;

Project/Thought description: under the action if any;

Notes: under the action if any.

Output Output




3.8.43.8.4 Next Actions ReportNext Actions Report

You can produce a PDF file listing all the actions to be done in the week ahead as well as all Do ASAP actions.






Layout Layout

The report heading has the words Next Actions on the left-hand side and the current date on the right-hand side. The report has the following sections:

Scheduled Overdue: overdue scheduled actions ordered by scheduled date and time;

Delegated Overdue: overdue delegated actions ordered by follow-up date;

Scheduled Today: actions scheduled today, ordered by time;

Delegated Today: actions delegated with follow-up date of today, ordered by delegated to;

Do ASAP actions: grouped by context. Contexts are listed alphabetically (except for None which is first) and actions are ordered alphabetically within context;

Scheduled This Week: scheduled actions with scheduled date within a week from today ordered by scheduled date and time;

Delegated Follow-Up This Week: delegated actions with follow-up date within a week from today ordered by follow-up date.

The actions are listed with the following information:


Scheduled action: scheduled date (if not today) and time, description, context (in italic), and topic (in underlined italic);

Delegated action: follow-up date (if not today), description, the words "Delegate To" with the person delegated to, context (in italic), and topic (in underlined italic);

Project/Thought description: under the action if any.

Output Output




3.8.53.8.5 PocketMod ReportPocketMod Report

You can produce a PDF file listing all the actions in the PocketMod format.


Pages: there are eight pages which correspond to the eight sections of the PocketMod printout;




Layout Layout

The selected pages are listed in the PocketMod booklet order. The page options are as follows:

Overdue: overdue scheduled and delegated actions ordered by scheduled/follow-up date and time;

Today: scheduled and delegated actions ordered by time;

Do ASAP actions: grouped by context. Contexts are listed alphabetically (except for None which is first) and actions are ordered alphabetically within context;

This Week: scheduled and delegated actions with scheduled/follow-up date within a week from today ordered by date and time.



Scheduled action: scheduled date (if not today) and time, description, context (in italic), and topic (in underlined italic);

Delegated action: follow-up date (if not today), description, the words "Delegate To" with the person delegated to, context (in italic), and topic (in underlined italic);

Project/Thought description: under the action if any.

Output Output


The report uses the DejaVuSans font which includes all non-English characters.



3.8.63.8.6 Project Details ReportProject Details Report

You can produce a PDF file listing all the details related to a specific project or all projects. There are two versions of this report: current - where only projects that are not done are selected; all - where done projects are included.


Project: select all projects or a specific project. Projects are ordered alphabetically;

Print sub-projects?: if checked, the details of each sub-project are printed each on a separate page;

List done items?: if checked, done sub-projects and actions are included;


Strike out done items?: if checked, all done actions are shown with text striked;

Use colour?: if checked, dates are shown in colour (red for overdue, blue for today and green for this week);



Layout Layout

The report heading has the words "Project Details" on the left-hand side and the current date on the right-hand side.

On the first page for each project, the project details are listed, followed by a tree showing sub-projects and actions in the order they are arranged in the project tree screen.

The following information is listed:

Sub-projects: description (in bold);

Do ASAP actions: description, and context (in italic);

Inactive actions: text in grey, description, and context (in italic);

Scheduled actions: description, the word "Scheduled" with the scheduled date and time, and context (in italic);

Delegated actions: description, the words "Delegate To" with the person delegated to, the word "Follow-up" with the follow-up date, and context (in italic);

Done actions: same as above with the text striked or not according to parameter setting, and the check box checked.

If sub-projects are printed, the same layout is used for each sub-project.

Output Output




3.8.73.8.7 Project Outline ReportProject Outline Report

You can produce a PDF file listing the outline of a specific project or all projects. There are two versions of this report: current - where only projects that are not done are selected; all - where done projects are included.


Project: select all projects or a specific project. Projects are ordered alphabetically;

Strike out done items?: if checked, all done items are shown with text striked;

Use colour?: if checked, dates are shown in colour (red for overdue, blue for today and green for this week);



Layout Layout

The report heading has the words "Project Outline" on the left-hand side and the current date on the right-hand side.

For the selected projects the tree showing the sub-projects and actions for the project is listed in the order they have been arranged in the project tree screen.

The following information is listed:

Project: description (in bold);

Sub-projects: description (in bold);

Do ASAP actions: description, and context (in italic);

Inactive actions: text in grey, description, and context (in italic);

Scheduled actions: description, the word "Scheduled" with the scheduled date and time, and context (in italic);

Delegated actions: description, the words "Delegate To" with the person delegated to, the word "Follow-up" with the follow-up date, and context (in italic);

Done actions: same as above with the text striked or not according to parameter setting, and the check box checked.

Output Output




3.93.9 Options/PreferencesOptions/Preferences


The Preferences window enables you to change any of the application's configurable settings. The Preferences window offers two views for changing settings.

Basic preferences view (default). In the Basic view, you can select either General, Keymap, Miscellaneous or Actions Screens category. The 2 last categories are explained in the following sections. When you change settings, the changes are not applied until you click OK.

The General Options are not normally needed and should only by used by advanced users or in exceptional cases.

3.9.23.9.2 Actions ScreensActions Screens

The Actions Screens preferences allow you to specify the action tabs that will be shown when you Review Actions.

These settings will be saved in a separate file called ReviewAction.xml and can be shared between different platforms. The file will be saved under the same folder as the data file. We recommend that you do a backup of that file in a different directory.

You can do the following:

Rename an actions tab by selecting it and typing the new name;

Add a new actions tab by clicking on the plus symbol button;

Remove an actions tab by selecting a row and clicking on the minus symbol button;

Change the order the actions tabs will appear by selecting a row and clicking the Up or Down arrow buttons.

Please note that when you enter for the first time a name or update a name, you need to move out of the field to save the changes.

3.9.33.9.3 Miscellaneous – ApplicationMiscellaneous – Application

The following preferences can be changed for the application.

Check for new application version every ... This option allows you to specify when the application will check for a new version. Choices for the check period are:

Every Startup: check every time the application starts.

Every Day: check after an interval of one day on start-up.

Every Week: check after an interval of one week.

Every Two Weeks: check after an interval of two weeks.

Every Month: check after an interval of one month.

Never: do not check.

There must be an internet connection for application update checking to succeed.



3.9.43.9.4 Miscellaneous - ActionsMiscellaneous - Actions

The following preferences can be changed for actions:

Include Successful Outcome field: if this option is checked the Successful Outcome field will be shown on action details panel.

Include Due Date field: if this option is checked the Due date field will be shown on action details panel.

Include Start Date field: if this option is checked the Start date field will be shown on action details panel.

Allow changes to Created date: if this option is checked you will be able to change the Created date field on action details panel.

Append note for delegated email: if this option is checked a note is appended to the action notes when the email button is activated on a delegated action.

Default delegate mode: this default mode is used when you creating a Delegated action. If you select Free text, you can directly enter a one-off delegate in the Delegate To field. If you select Drop down list, you can directly select from the list. Whatever mode you select, you are able to either enter Free text or select from the Delegates list.

Initial action state field: this option allows you to choose the initial action state (Inactive, Do ASAP, Scheduled or Delegated) of new actions created using the Process Thoughts screen.

Email encoding: select the character encoding to use when sending delegated emails. If your particular email client program does not accept the delegation information passed to it from ThinkingRock, choosing an appropriate encoding here should fix the problem. On Linux, this option should be left as blank (the default value).

3.9.53.9.5 Miscellaneous – CalendarMiscellaneous – Calendar

In this category there is an option to publish data to an iCalendar format file.

You can select which type of action you want to export and whether they should appear as calendar events or as To Do items. Please note that as of writing (30 March 09) Google Calendar does no have To Do item functionality.

Please also note that the priority attribute is only set for To Do items. You will need to specify a mapping between your priority values and the iCalendar priority values, in the Criteria screen.

Select the Calendar application you are exporting to (currently there is just the default option). The options specific to your selection will be shown in the box below.

You can also export current projects and/or future projects due date into the same or into a separate calendar file.

Default calendar options are as follows:

Output folder: allows you to enter or browse for the file system folder (directory) where the iCalendar file will be created. The file will have the same name as the data file but with .ics extension.

Time zone: allows you to specify the time zone.



3.9.63.9.6 Miscellaneous – DataMiscellaneous – Data

The following preferences can be changed for data:

Automatic Save Automatic Save

Automatic save interval: you can specify how often your data is automatically saved.

Data Recovery Data Recovery

Every time your data is saved a copy of the data file is first saved as a new recovery file. Your data can then be restored if your data file is damaged or lost.

Recovery file folder: enter or use the browse button to locate the system folder for the recovery files. Leaving this blank will cause recovery files to be saved in the same folder as the data file.

Cleanup options: choose to keep all recovery files or specify a number of recovery files to keep (minimum two). The recovery file cleanup is done when ThinkingRock starts and at intervals of one hour.

Backup Backup

You can also choose to have automatic backup copies of your data file made periodically.

Backup every: choose how often a backup copy is made (at every startup or day, week, etc, interval) or whether you don't want backups to be made (never).

Cleanup options: choose to keep all backup files or specify a number of backup files to keep (minimum two). The backup file cleanup is done when ThinkingRock starts.

3.9.73.9.7 Miscellaneous – DatesMiscellaneous – Dates

The following preferences can be changed for dates:

First day of the week Allows you to specify whether the first day of the week is Sunday or Monday. This is used in the date chooser.

Date order Allows you to specify whether the dates are in American or European format.

3.9.83.9.8 Miscellaneous – EmailMiscellaneous – Email

The fields to be set-up are similar as the ones used to set-up a new email account on your email application. These values are used by the Retrieve Email function.

You can specify whether your email should be fetched automatically at startup and at regular intervals.

You can specify whether your fetched email should be kept or removed from the server.

You can specify whether your email attachments should be saved and linked to from the notes field. If this is the case, you can specify a folder to save the files. If no folder is entered the files will be saved in your user home folder.

Please note that this function does NOT work if you have a proxy server. This is a restriction due to JavaMail.

3.9.93.9.9 Miscellaneous - Exports / ReportsMiscellaneous - Exports / Reports

The following preferences can be changed for exports and PDF reports.

Output folder: allows you to enter or browse for the file system folder (directory) where the export and report files are saved.

Export Encoding: allows you to specify the format of the exported file.



3.9.103.9.10 Miscellaneous - Exports / Reports CleanupMiscellaneous - Exports / Reports Cleanup

The following preferences can be changed for the exports and PDF reports cleanup process.

Run the cleanup process (interval): allows you to specify when the cleanup process should be run.

Remove files older than (time period): allows you to specify which files should be removed. Files older than the selected time period will be removed.

3.9.113.9.11 Miscellaneous – GUIMiscellaneous – GUI

The following options can be changed for the graphical user interface.

Initial startup window: this allows you to select the screen to be displayed when the application starts up.

Position buttons at: this allows you to choose whether buttons are displayed at the top of the screen (under the toolbar) or at the bottom of the screen. The application must be restarted for opened windows to be affected by this change.

3.9.123.9.12 Miscellaneous – Import ThoughtsMiscellaneous – Import Thoughts

The following preferences can be changed for import thoughts.

Character Encoding: allows you to specify the format of the import file.

3.9.133.9.13 Miscellaneous – ProjectsMiscellaneous – Projects

The following options can be set for projects.

Automatically sequence actions. Automatic sequencing is done at project level.

o If this option is not checked, no automatic sequencing is done.

o If this option is checked, all new projects will have automatic sequencing set to on. You can specify the default settings: whether the sequencing should include actions within sub-projects and whether scheduled and delegated actions should be included.These settings can be changed for any project in the projects screen.

Include Start date field. If this option is checked the Start date field will be shown on action screens.

Include Due date field. If this option is checked the Due date field will be shown on action screens.

Allow changes to Created date. If this option is checked you will be able to change the Created date field on project details panel.

Initial action state field. This option allows you to choose the initial action state (Inactive, Do ASAP, Scheduled or Delegated) of new actions created using the projects tree.

Project reports page size. This option allows you to choose the page size for the Print Outline and Print Detail reports which can be called from a project node in the projects tree. It is also used for the Action Print report which can be called from an action node in the projects tree.

3.9.143.9.14 Miscellaneous – RecurrenceMiscellaneous – Recurrence

The following preference can be changed for recurrent actions:

The default number of future periods to generate in advance. Note that this is calculated from the current date and not the recurrence start date.



3.9.153.9.15 Miscellaneous - Review ActionsMiscellaneous - Review Actions

The following options can be changed for printing the Review Actions screen to PDF format.

Font: choose the font for the report from those available.

Use color: If this is ticked the review actions print screen will use color for dates.

Strike out done actions: if checked, all done actions are shown with text striked.

3.103.10 ArchiveArchive

The archive process first saves a backup copy of your data file and then removes from the data file, all single actions and projects completed on or before a specified archive date. An archive file is created containing the archived single actions and projects.

The archive process is called from the File menu. You will need to enter:

the Archive Folder in which the archive file should be saved: we recommend you use a different folder to that of your data file;

the Archive Date: the last archived date (if any) is displayed;

check box Archive Done projects only: if checked, the whole top level project needs to have been completed by the archive date for actions to be archived. If unchecked, the archiving is done on current projects or on projects completed after the archived date as long as the actions have been set to done before or on the archive date.

Press the Archive button to start the process. A message is displayed when the process has finished.

The following is a detailed description of the archiving process:

1. First a backup copy of the current data file is made, named {datafile-name}-{current-date}-{current-time}-backup.xml (e.g. thinking-rock-20070514-205057123.backup.xml)

2. A second copy of the current data file is made, named: {datafile-name}-{archive-date}-{current-time}-archive.xml From this copy, the process removes:

o all single actions with no Done date or Done Date after the Archived Date;

o all unprocessed thoughts, Someday/Maybe Items and Reference Items;

o if archiving on done projects only: all top level Projects and associated sub-projects and actions where the Project's with no Done Date or Project's Completed Date after the Archived Date;

o if archiving on all projects: all actions with no Done Date or Done Date after the Archived Date. The project hierarchy is kept so you might have a project appearing in both the current and archived data files;

o all projects under the Future Tab;

o all projects under the Templates Tab.

3. From the current data file, the application removes:

o single actions with Done Date on or before the Archived Date;

o if archiving on done projects only: all top Projects and associated sub-projects and actions where the Project Completed Date is on or before the Archive Date;

o if archiving on all projects: all actions and sub-projects with Done Date or Completed Date on or before the Archived Date.

Notes

Projects and actions under the Future Projects and Template Projects Tab are never archived;

Contexts, Topics and Criteria values are saved in the archived file;

You can review archived data by opening the data file using ThinkingRock.



3.113.11 Background TasksBackground Tasks

3.11.13.11.1 Activation TaskActivation Task

The activation task does the following:

Converts Someday/Maybe Items into thoughts to be reprocessed when the tickle date has passed.

Moves projects from the future projects list to the main projects list when the start date has passed.

Sets inactive actions to Do ASAP actions when the start date has passed.

The activation task is run 1 minute after every startup, or when a data file is opened and then every 1 minute after midnight (while TR is running).

3.11.23.11.2 Recurrence TaskRecurrence Task

The recurrence task generates next recurrent actions for every scheduled action with recurrence based on a start date, according to the recurrence specified for the action.

The recurrence task is run 2 minutes after every startup, or when a data file is opened, and then every 2 minutes after midnight (while TR is running).

3.123.12 Shortcuts KeysShortcuts Keys

ThinkingRock Menu

Quit ThinkingRock: Command+QPreferences: Command+,

File Menu

Open: Command+OSave: Command+S

Topics, Contexts

Add: Command+NDelete: Command+Delete

Collect Thoughts

Add: F6Edit: EnterDelete: Delete

Add Thought window: F6 (can be used from anywhere within the application)

Process Thoughts

Process: Control+W

Review Projects

Move Up in tree: Up arrow keyMove Down in tree: Down arrow key

Project Node

Edit: Enter key or double click

Expand All: Command+ECollapse All: Command+Shift+E



Show Done: Command+DHide Done: Command+Shift+D

Add Action: F3Add Project: F4Change focus between panels: F5

Copy: Command+CCut: Command+XPaste: Command+V

Delete: Delete

Move Project Up: Alt+Shift+Up arrow keyMove Project Down: Alt+Shift+Down arrow key

Change Topic: Command+T

Action Node

Edit: Enter key or double click

Copy: Command+CCut: Command+X

Delete: Delete

Move Action Up: Alt+Shift+Up arrow keyMove Action Down: Alt+Shift+Down arrow key

Reprocess: Control+Shift+WConvert to Project: Command+G

Change Context: Command+YChange Topic: Command+T

Combo Open

Mac SpaceBar+Down arrow key

Windows Alt+Down arrow key

Notes

Add today's date: Ctrl+Alt+DAdd current time: Ctrl+Alt+T

3.133.13 FindFind

Enter the text you are looking for and press Enter or the OK button. The text is searched in the description and notes of actions (done or not), projects (current and future), unprocessed thoughts, reference items and someday/maybe items. The delegate of delegated actions is also searched.

The results are listed in the following order: single actions, actions in projects, current projects, future actions, future projects, unprocessed thoughts, reference items and last someday/maybe items. An icon indicates the type. You can change this order by a single click on the column header of the find results window. Another click toggles the order to ascending/descending. To add more columns to the order, use Shift+single click.

To view one the object found, select the view option on the right click menu. A shortcut key has been defined (Alt+V), which you can change through the Options/Keymap functionality.

You can minimise the Find window and view the results again by moving your mouse to the Find Window button (bottom left of the screen) or click that button.


Documents

Thinking Rock v3 Manual 1.1