Power up your task management workflow on Windows by adjusting tabs. In the upper part of the application window there are tabs, wh...

Power up your task management workflow on Windows by adjusting tabs.
In the upper part of the application window there are tabs, which we also call Workspaces. Workspaces are used to save and quickly access the settings of the environment in which you work, such as: the current view, advanced filters, focus, highlighted tasks, etc. Workspaces can show different parts of the same data file in different views.

For each tab (workspace) in MyLifeOrganized for Windows, you can specify individual settings:

Show view counter on tab
In essence, this is a task counter in the form opened in this tab. This counter will change in the tab depending on the specified filters (context choice, flag, etc.)


Sync selection with first tab
If this option is enabled, then in order to view the task in another view, opened in the first tab, you just:

- click it twice – you will automatically be transferred to the first tab
- or select it and go to the first tab.

    Sync zoom with first tab
    If this setting is enabled, the tab will show only those tasks that fall under the zoom set in the first tab. For example, having set the focus on a folder with the household chores, in the first tab you will see the full list of household chores only, while in the second – the list of active household chores.
    If this option is disabled, no focus will affect this tab.
    To change or set the necessary tab settings, right-click on it and select “Set up workspace”

    This is Andrey, the developer. Today I want to share something personal with you. This is a simple but important life hack that I rec...




    This is Andrey, the developer. Today I want to share something personal with you. This is a simple but important life hack that I recently started to use with MLO. It is about fear. Fear is one of the basic emotions. It helps us to survive. At the same time it often prevents us from developing and moving forward. I noticed that there is a class of tasks that I subconsciously postpone precisely for the very reason of FEAR! This may be the fear of failure, uncertainty, the fear that it will not work perfectly (perfectionism), the fear of dishonor or any other. For some such fears stretch from childhood and firmly settle into the subconscious. And the more often we run away from the fact that we are afraid, the greater the fear.

    I recently started doing one trick. Here it is: if I suddenly realize that it’s scary to start this task, I mark it with a special flag. Just to realize and admit to myself that I'm afraid of something, this is already a great first step. Got aware, spoke it out, pulled out of the subconscious. Step two: in the weekly review, select at least one task marked with this flag as *obligatory* to be completed this week. And start the day with doing it. Thus you have overpowered yourself, performed a terrible task and received a huge surge of energy for the rest of the day!

    So, the algorithm is like this:

    1. Choose the icon that you associate with fear. The file format here is ico. If you use MLO on your mobile, then it is better that one file contains several formats: 16x16, 32x32, 64x64.

    2. Create a flag on the desktop with this icon.

    3. Create a view on the desktop that shows tasks marked with the fear icon.


    4. Synchronize with the mobile to transfer the flag with a new icon (the mobile version will use a higher resolution icon, if it is available in the ico file).

    5. Do the export of the created view on the desktop and import it on Android or iOS.

    Done! Now we immediately mark the “scary” tasks as soon as we face them. Then during the next weekly planning choose at least one “scary” task for the current week. A few is better :)


    Why is it important? Because usually it is where we are scared that are the most important things and the growth zone for us. You can use fear as an indicator of where to go. This is usually what makes us happier. Go into your fear!

    P.S. Now, if MLO would somehow “reward” for performing such special tasks! .. We are thinking about it. Any ideas on this?

    Before deciding why to make contexts in MyLifeOrganized included (nested), it should be understood that: - It is not obl...

    Before deciding why to make contexts in MyLifeOrganized included (nested), it should be understood that:

    - It is not obligatory to do this. You can use a simple, single-level list of contexts, if that is enough to keep your system in order.
    - Even if you are satisfied with a single-level list of contexts, nesting can simplify the process of assigning contexts. For example, in order not to permanently assign two contexts @Computer and @Phone, you can create one context @Devices that will be included in both contexts. So, it will be displayed in both task lists.
    - Nesting of contexts can be used to increase the flexibility of your lists, adding more fine-tuning to them.

    It is the third point that we will now consider with the example of phone calls.

    Imagine that you have a list of phone calls and one context @Calls:

    For this context, you can even set your display time so that these tasks are not displayed at night:

    At any given time we can create a list of calls using the context filter, but:

    In the list of calls, both in the afternoon and in the evening, as well as on weekends both personal calls and business calls are shown. Do you really think that in the evening you need to see the task “Call the boss” or “Call the client”? Hardly will they be happy about a late call on a business issue...

    Then another question arises: how to make it so that during working hours only business calls are displayed, and at private time only personal calls. At the same time, there are such calls that need to be seen both at working and private time. Tasks can definitely be limited with the start date, and time. In some cases it is even necessary. But in order to divide calls into personal and business this is not the best idea.

    You can create two contexts, thereby dividing calls into personal and business calls. Both contexts should be assigned to tasks that are to be seen both at working and private time:

    But you will constantly need to switch between these contexts in order to keep all your phone calls under control. That is also, as you may admit, is not very convenient:

    How to divide business and personal calls in the format of a single list @Calls

    For this we need all three contexts:
    @Calls - to combine all calls into one list
    @CallsBusiness - to show business calls only during working hours
    @CallsPersonal - to limit the display of personal calls during business hours

    At the same time, business and personal calls are nested into a single list @Calls:

    Now, when setting the filter to the context @Calls, we can see all current calls available at the moment:

    We do not need to see the included contexts in the filter list, so we hide them in the To-Do filter:

    In the list of filters there is one context @Calls, which will display both business and personal calls, depending on the current time. For example, during the daytime only business and personal calls that we need to make during working hours (orders, purchases, etc.) are displayed.

    What if we need to see all calls without time limit?

    To do this, simply tick “Include closed”, which disables the filter by the specified time.

    Let's sum up

    Included contexts allow you to customize the task lists for any specific conditions:
    - working hours of organizations, shops
    - features of your work schedule and planning system
    Their use is limited only by your own imagination and visualization of your own planning system.

    The Android task manager MyLifeOrganized acquired a new cool feature – actions from the notification area. Now you have ...


    The Android task manager MyLifeOrganized acquired a new cool feature – actions from the notification area. Now you have a widget on your notification bar, so it takes seconds to pull down the shade and tap an action you need. It has never been so convenient and fast to access various functions, views and search from any screen, including the lock screen. See it in action:


    Each user adjusts the necessary buttons and their sequence by oneself, which makes the new function flexible and customizable for any requirements.

    Let's take a closer look at all the available actions of the new functionality and how to configure them correctly.

    Available actions

    From the notification area you can configure the following actions:
    1. Add incoming information in 4 ways: add task, add task with reminder, add task by voice, add task by voice with parsing.
    2. View any MLO view of any profile available on your mobile device.
    3. Set search for required information.
    You can use the same type of available actions as many times as necessary. The maximum number of actions from the notification area is ten.

    How to configure

    Go to the MLO settings: General settings -> Actions in the notification area. Enable “Use actions in the notification area” (disabled by default). After that, the MyLifeOrganized logo icon will appear in the notification area.
    In the proposed options, click the plus sign next to the available actions – the function settings menu will open.

    After you exit to the main menu, your action bar from the notification area appears at the top of the screen. This allows you to assess how the widget will look, what you should add, remove or move, directly in the settings.

    If you decide to change the order of actions, hold down the action and drag it higher or lower to the required position:
    Now more about each function.

    Add task

    The standard function “Add task” has the following basic options:
    • Rename button
    • Select the profile to which the task will be added
    • Select the folder to which the task will be added
    The function can be used for the standard parsing of incoming information to the <Inbox> folder. Or, for example, you can name the button “Shopping” and set it to add tasks immediately to the “Shopping” folder. At the same time, new tasks can, depending on the settings set, inherit the context of the parent folder.

    Add task with reminder

    In addition to the basic options described above you can find an option to add the reminder time to the start or the due date of the task.
    Suppose you have made an appointment and immediately set a task with a reminder and the start/due date, which is added to the specified folder inheriting its context (if the “Inherit context” function is on).

    Add task by voice

    Use this option if you prefer to dictate instead of typing the text by hand. As if you constantly have the personal secretary with you who records all your instructions.

    In the function “Add task by voice” the same basic settings are available.

    Add task by voice with parsing

    This function is like a personal secretary of the “highest level”!
    The same settings and properties as “Add task by voice”, but with the recognition of dates, times, contexts, priorities and more.

    This approach is useful when adding routine tasks, where it is desirable to immediately specify the context, due date or other properties.
    For example, you have dropped off your laptop for repair and the service center told you to come after it in 3 days. One click and the task is parsed with the context, dates and reminder set.

     

    MLO View

    Allows you to get quick access to any active view of any of your profile.
    In the “MLO View” function, the following settings are available:
    ●        Set view name or leave the default
    ●        Select the profile in which the desired view is located
    ●        If necessary, select the displayed area (similar to the tabs in the desktop version)
    ●        Select directly the view you want to access
    ●        If necessary, you can add zoom to a specific folder, project or goal.

    Example: Configure the “MLO View” button with the “Today” view showing only the tasks that are in the “Work” folder. Just a single touch – and the list of work tasks for today is in front of you!

    Search...

    There is no need to go through the entire task tree in order to search for the necessary task or information. Use the search function and MyLifeOrganized will find you everything.

    The “Search ...” function offers the following settings:
    • Change shortcut name
    • Select a profile in which to search
    • Set a search string (for example, if you want to have constant access to the same information)
    For example, you can set up a quick search for all materials for reading (articles, books) by specifying in the search bar to find words with the word “Read”.
    Using actions from the notification area significantly expands the functionality of the mobile version of MyLifeOrganized. No matter what Android screen you are on at the moment, you get instant access to the necessary views, to searching and adding incoming information. Try yourself!

    The MyLifeOrganized team
    Life is easy when organized

    Our life partially consists of routine actions that repeat at regular intervals:     paying utility bills and for important online se...


    Our life partially consists of routine actions that repeat at regular intervals:
    •     paying utility bills and for important online services
    •     tax payment
    •     weekly reviews
    •     visits to the dentist
    •     car maintenance
    •     and other
    In order to keep these actions under complete control while fully automating their display in the lists of active actions, there is a flexible setting of recurring tasks in MyLifeOrganized.

    The main purpose of recurring tasks is to periodically remind us of our obligations within the preset days and times. In GTD it is called "areas of responsibility". This may concern both professional activities (like frequency of report submission, tax payment, inspections, personnel training, as well as planning for the next week) and personal sphere (payments, cleaning, checking child’s homework, going to the gym etc.).

    Next, we will consider all the options for recurring tasks in MyLifeOrganized which can and should be applied in practice.

    Recurrence options are divided into two groups:

    1. Main options. The mandatory ones, without them the task recurrence will not work properly. They determine the frequency and order of task recurrence.
    2. Additional options. More fine-tuning options for advanced users.

    Main options


    Recurrence pattern

    For each recurring task you can select or build your own recurrence pattern as a construction set. There is no need to limit oneself to standard repetitions daily, weekly, monthly and yearly. Choose your recurrence option that fully reflects the cycle of your task:
    •     every weekday
    •     weekly on certain days of the week
    •     every first working day of the month
    •     last Sunday of December of each year, which is especially important for the strategic planning of the coming year

    Next occurrence

    For the correct display of the recurrence cycle, the following parameters are required:
    • Due - the date of the next task recurrence
    • Start - when you can start to perform a recurring task
    • Time - if necessary
    Start and due dates may be the same. For example, for the task "Send a Valentine's Day Gift" the start and due dates will be set as of February 14, because it is too early on the 13th, and on the 15th is somehow too late.

    Dates may be different too. For example, you need to pay utility bills before the 20th of each month. But it is not necessary to do it on this day. You can set the start date from the 15th of each month.

    End occurrences

    By default the number of task occurrences is set to "Infinite". You have set recurrence, and the task will now be displayed at a certain frequency without time limit. But if you need to specify occurrence limitations, you can do it:
    •     by number of occurrences
    •     by completion date
    Here are some examples of when this applies:

    Restriction on the number of occurrences. You have to take vitamins for 14 days. Set recurrence for daily and specify 14 days. The task will be reminded of every day until you complete the task the specified number of times. In the meantime the properties will indicate the number of occurrences left.


    “End by” limit. Suppose you have bought an annual subscription to the gym. You create a recurring task, for example, on Monday-Wednesday-Friday. And for the same task, you can specify that this mode is maintained until the date this subscription expires. Unless, of course, you are going to renew it regularly.

    Advanced options


    If you are an experienced user of the MyLifeOrganized task manager and the suggested recurrence options are insufficient for you, there are additional options. These options are used  to substantially extend the functionality of cyclic tasks.

    Automatic resetting of subtasks when the task recurs


    In MyLifeOrganized recurring tasks can have their own subtasks, which, according to a given algorithm and settings, are repeated or not repeated together with the main task.

    If there are subtasks for a recurring task, you can set how the system should deal with completed subtasks, when to display them next time.

    There are three options for automatic resetting of subtasks when the task is repeated:

    1. Disable automatic reset. All completed subtasks of a recurring task when transfered to the next repetition remain completed.

    Example of application: there is a recurring task "Meeting". The issues on the agenda that need to be addressed or discussed have been added as subtasks. All the solved issues (subtasks) remain in the system as completed and will not be displayed during the next display.

    2. Reset all subtasks to uncompleted. At the next recurrence all completed subtasks become active again. For example, a repeated task "Pay utility bills" with subtasks:

      - pay for gas
      - pay for electricity and so on

    After the completion of the “Pay utility bills” task itself, all types of payments become active again.

    3. Reset all subtasks to uncompleted, if all subtasks are completed. For which purpose can this be applied? For the most flexible approach to periodic tasks.

    For example, you have the recurring task “Gym workout”. As subtasks you write the workout sets for different muscle groups:

      -  chest + shoulders
      -  back + biceps
      -  chest + triceps
      -  legs

    You should  set “Reset all subtasks to uncompleted, if all subtasks are completed” and “Do not create a completed copy of this task on recurring” (to be described in the next chapter).

    At the completion of any subtask, the next time you will be shown only the remaining three. Then two. And so on until you complete all sets. After the last subtask is completed, all workout options will be available again in the next recurrence.

    A similar approach can be applied to:

       - writing blog articles
       - family rest on the weekend
       - doing housework
       - any other activities

    Automatic recurring behaviour when subtasks are completed


    In MyLifeOrganized, recurrence can work not only after the completion of a recurring task, but also after completing its subtasks.

    There are three options for automatic recurring behaviour when subtasks are completed:
    1. Disable automatic recurrence (set by default). It does not matter which subtasks are marked as completed. Recurrence will work only after the main task on which the recurrence is set as completed.

    2. Automatically recur when any subtask is completed. It’s convenient when choosing among a variety of options. When you complete any subtask, the parent task is considered completed and recurs.

    3. Automatically recur when all subtasks are complete. It is effective to use if the recurring task itself is generalizing and serves only to unify the tasks of the same type.

    For example, this may be the task “All taxes paid!”, where the subtasks are a list of all taxes due for payment. When everything’s paid automatic recur will work, without the need to complete the main task.

    Combination of automatic resetting and recurring of subtasks


    There are no restrictions in MyLifeOrganized that you can use only a specific automatization option. Instead, from the options described above you can create any combination you need for each specific case.

    For example, the periodic task “Personnel training”, for which it is necessary to conduct classes on various topics with a certain frequency.

    We add these topics as subtasks to “Personnel training”. And for the task set the following variant of the options:

      -  reset all subtasks to uncompleted, if they are all completed
      -  automatic recurring on completion of any subtask

    How can this be useful? When the time comes to conduct classes, we can choose any topic that is most relevant at the moment.

    At the completion of the subtask, the recurrence will work. But the next time the task is displayed, all the topics will be shown, except for that already studied.

    After all the subtasks are completed, you will see the entire list again.

    Create / Do not create a completed copy of the task on recurring


    For a recurring task you can specify whether to create a completed copy or not.
    The cases when a completed copy is necessary:
    •     to track your productivity in the lists of completed tasks
    •     to quickly create a copy of the task, but without recurrence

     

    Skip occurrence


    If a situation arises that you will not perform a recurring task, you can skip its occurence. This is necessary so that:
    •     the failed task would not be displayed in the list of completed tasks
    •     the tasks that you will not complete this time do not clutter up lists of active actions
    You can skip the occurrence either by clicking on the task with the right mouse button with the choice of the corresponding function, or you can assign the hotkey to skip the occurence in the settings and perform it using the keyboard.

    Skipping the occurrence is especially useful during the evening review of tasks for tomorrow. If we see in advance that we will not be doing some tasks tomorrow, we can move them to the next relevant date, not waiting for them to become overdue.

    Rules for setting recurring tasks


    It is necessary to stick to some rules so that working with recurring tasks would be convenient and would not give failures.

    1. Edit in Task Recurrence window or by clicking Due Date in task area


    After the task has become recurring, all changes to the settings can be made through the recurrence menu. This is necessary not to break the cycle established earlier. To edit a recurring task, click the recurrence description line in Properties:

    If you click Start or Due Date in Properties, you will see the following notification:
    However, if you click Due Date in the task pane it will open the recurrence settings window as well:

    2. Correspondence of the next occurrence date and recurrence pattern


    If you have set the date of the next occurrence with a weekly pattern, this date must correspond to the specified day of the week. If there is a discrepancy, the program will warn you that this day is not, for example, Tuesday. In this case, you can accept the suggested option of auto-correction or manually change either the date or the day of the week.

    The similar thing is with monthly and yearly recurrence patterns. For example, if the date is set on the 1st day of the next month, and the recurrence is “every first working day of the month” - this date should be exactly the first working day of the month.


    3. Do not set time and reminders if the option "Regenerate new task..." is selected


    The recurrence with the “Regenerate new task...” on will occur exactly within the specified period after the task is completed.


    If you take this example, the first time the reminder will work at 3 p.m. And if you click to complete the task at 3:24 p.m., then the next reminder will work as early as 3:24 p.m. of the following day.

    You should set time and reminders only for tasks with the recurrence of every day, week, month and year.

    Please note that in the “Hourly” pattern the only option we can set is “Regenerate next task x hours after each task is completed”.

    Let's sum up


    The options for task recurrence in the MyLifeOrganized task planner are able to reflect any life situations, any cycles with all sorts of corrections. Should your situation not fit into the possibilities of MLO recurrence, write about it in the comments — we will discuss it and find a solution!

    Views are now enhanced with two cool options in your Android task manager MyLifeOrganized . Let us start with the first one, it is ca...


    Views are now enhanced with two cool options in your Android task manager MyLifeOrganized. Let us start with the first one, it is called “Views update mode” and can be found in MLO settings.

    By default, as soon as you change the task so that it no longer corresponds to the current view, such task immediately disappears from this view. For instance, this occurs when you remove a star from a task in the “Starred” view or complete a task in the “Active Actions”. However, quite often it is necessary to make several changes in one or several tasks, and only after that update the view so that these tasks could disappear from the view or new tasks added to it after these changes. In other words, it would be better to control how fast to refresh the view with tasks. And this is what our new feature is about.

    Thus, the view update mode settings allow us to update views either automatically (i.e immediately after the change, as it worked before this update) or manually (when you made all planned changes in the current view and ready to update it).

    Look how to the view for "Starred" tasks can be updated manually:


    Now in detail. First, we tap off the automatic update in the “Views update mode” settings. After that, we remove a star next to the task. The task does not disappear from the view of Starred immediately as it usually does, instead we see the current view name with a small asterisk before it. This asterisk signals us that we have made some changes to the tasks and the current view may be not up to date anymore. We can edit the task's properties and once done we tap at the top panel. Finally, the view is updated, removing the unstarred task from it while the asterisk disappears.

    Tip. When dealing with the automatic mode, it may also be useful to tap for the “delay view update” option, which would mean that you will have time to tap several tasks before the view is updated. Thus, its update would be less abrupt.

    Besides, we can choose the update mode for each single view. In this case, each view can be configured separately with three suboptions, namely “Use profile setting” (which is default), “Automatic” and “Manual”. This means that you can set one view to update manually and another to keep the automatic updates as before.

    This creates an unlimited space for configuring your own complex MLO planning systems and profiles. To start with, you may configure the “Active actions” view to be updated manually, so that, after completing a task, such task would not disappear immediately, but leave some time for considerations and final review. At the same time, you may keep the “Starred” view in automatic update as before since you usually need this particular view to refresh immediately after your change. Thus, each of your current decisions would be ultimately precise and accurate.

    Using the second feature, “Switch view on the click”, we no longer need to switch a view only by using the main menu, but we can opt for a single tap at the top panel with the current view name. Therefore, for example, after tapping the asterisk in the manual mode, we can immediately proceed to another view by clicking the header the second time. This makes our experience of the view update brighter and saves lots of time when we need to be at top speed.


    Finally, both features complement each other and your interaction with the app will be twice more effective.

    Tip. The Pro version is required to use these features.



    The MyLifeOrganized team
    Life is easy when organized