When managing tasks, it's crucial to ensure that all relevant details are assigned and nothing falls through the cracks. Checklist is a good tool for achieving this level of organization in the task manager MyLifeOrganized.

A checklist helps to make sure that:

• all delegated tasks have a due date
• all active tasks have context
• all big tasks are broken down into next actions.
• etc.

 

To implement this approach, consider creating views that check tasks based on different conditions. For instance, the following view displays tasks flagged 'Delegated' that are missing a due date:

 

 

Once the due date is assigned, the list automatically clears in this view, providing a visual cue that nothing has been overlooked.

 

How to set up the view

For the view from our example, you need to enable in the settings:

1. Filter by the flag "Delegated"
2. Additional filter: Due Date does not exist

 

 

For added convenience, consider enabling a counter for this view, counting all tasks with subtasks but without folders.

Tip. You can also add the "Control" tab, as illustrated above. In this tab, it is convenient to switch between control-related views. Activate the Show counter option for this tab, providing a quick overview of tasks requiring attention.

By following these steps, you'll streamline your planning process and ensure that no task slips through the cracks. Enjoy the peace of mind that comes with a well-organized and comprehensive task management system!

MLO 4 task manager for Android is getting even better! In our latest update, we have addressed several minor but impactful enhancements that you requested. We are always listening to your feedback, so please keep it coming! 

 

Here's a look at what's new.

 

Show Project prefix

This was one of the most popular requests. Now, you can show a project in the task name for the tasks in non-hierarchical views. You can find this option in Settings > Appearance >  Add project name to task title.

Improved Move To screen

When selecting where you want to move a task to, you can now open the view to easily find the destination task.

Multiselect toolbar configuration

You can now configure the actions available for multiselect. Go to Settings > General Settings > Toolbar menu configuration. 

 

Or, just enable multiselect mode and long tap a blank area - this will also bring you to the Multiselect toolbar configuration screen.

Review action for Multiselect toolbar

As you can see in the image above, we've added Collapse all, Expand all, and Review options to the multiselect. So now, you can mark several tasks as reviewed all at once.

Tip: Wondering how to use Review functionality? Check out the article.

Select all tasks in group in Multiselect mode

In views where tasks are grouped, you can now easily select all tasks in the group just by selecting the group.

Improved Nearby view

If you select a task in the Nearby view and switch to the map, you'll see the corresponding context selected. 

We’ve also added an option to choose distance units (km / miles) for the radius, you can find it here: Settings-> Nearby-> Distance Units.

Assigning contexts

If you need to create a new context, you no longer need to scroll to the very bottom of the context list. Simply pull down to open the search bar, enter your context, and click Save. The context will be created and assigned to the task. This is very handy, just try!

 

Improved Date selection

By long pressing the calendar icon, you can set both the start and end dates at once. Now the date picker also allows you to enter the start date of a task and press Ok without assigning a due date.

 

Tip: If you want to change the date without having to press Ok to confirm, disable this option in Settings> General Settings > Quick Date Selection > Changing dates requires Ok click.

 

Recurrence and Reminder on start/due screen

We've consolidated date-related properties on one screen for your convenience. Access recurrence and reminder settings for tasks directly from the Start/Due screen.

 

In this update we've also added support for the foldable Android devices.

We hope you enjoy the new update! Please keep sharing your feedback with us so we can continue to improve your favorite to-do app. You can share your thoughts and suggestions with us by emailing us or by leaving a review on the Google Play Store. And don’t forget that we offer a 1-mo free Cloud for your first review.

You can give your task tree a personal touch by changing standard ‘folder’ icons. With automatic formatting in MyLifeOrganized, you can visually separate tasks from different areas of life like this:

 

 

Quick setup

To quickly apply the autoformatting from our example to your folders just import them in your task planner for Windows:

Step 1: Download our pre-made autoformatting rules from this link.

Step 2: Import the rules by navigating to Tools → Options → Automatic Formatting → Import

Step 3: Adjust the autoformatting rules to match your folder names.

Step 4: Click Ok  

 

Voilà! Your folders are now more personalized with custom icons. 

 

Tip. You can import your own icons. To add icons, click Icon → Manage Icons → Add . The max size of an icon should be 72x72.

 

Note. Autoformatting is only available on desktop and cannot be synced to mobile. If you wish to see the same custom icons on both desktop and mobile, assign them to flags on desktop and sync to mobile — custom flags syncs perfectly with iOS and Android apps!

Question: I have a task that re-occurs every 4 days. Is there a way to set a reminder the day before each time and on the due date?

Solution: Reminder follows the recurrence pattern you set for the task. It works the same on desktop and mobile. It is most convenient to set it up on the desktop computer and synchronize the changes with the mobile app.

 

 

Adding a single reminder

For example, you set a recurrence every 4 days, starting tomorrow. For the reminder to go off the day before the recurrence, you need to set the reminder for today:

Tip: Enable "Next Alert Time" column to see when the next time the reminder will go off.

Once the reminder goes off, click to dismiss it. Tomorrow when you complete a task, you will see that the next reminder is updated to one day before the next occurrence.  

Adding a second reminder

There is no way to set multiple reminders for a task, but there is a workaround. You can add a subtask to the recurring task and set a reminder for it on the due date.

Also, for the parent recurring task enable "automatically recur when all subtasks are completed". Here is a screenshot of the settings:

The subtask is what you will see in To-Do. Once you complete it or its parent task, it will be switched to the next recurrence keeping the reminders: the first reminder one day before and the second on the due date.

Tip: Learn more about recurring tasks in task management app MyLifeOrganized. 

Question: How can I see only projects that have subtasks with due dates this week?

Solution: A hierarchy filter comes in handy for this. But how to use it?

Probably, your first thought would be to open the standard 'Projects' view and set a hierarchy filter for the child items. It seems logical, but in this case all(!) projects would be shown: projects that have the required subtasks, and projects that do not. In our case, we want to show only the projects with subtasks scheduled for this week.

How to set up

1. Use the main filter to find tasks that have a due date on or before this week.

2. Show parents for the tasks. Сlick "include parent items" in the hierarchy filter.

 

 

3. Since we need to show the subtasks of the projects only, we need to set the parent filter.

4. For the parent items we create the rule "This is a project".

 

Done! 

 

This way, only projects that have at least one subtask with a due date this week will be displayed.

Lean more about the hierarchy filter in the user's guide.

Question: Can I assign points to tasks? And see the total number of points earned for the day? This is needed to motivate you to meet all the goals.

Solution: Instead of using points, you can use the effort field to track your progress.

How to set up

1. Create a project "Target for the day". 

 

Set the effort for it to 0. This is to ensure that the completion of the project itself is not counted in the project completion percentage. If the effort is set to 0 for the project, then progress will show 100% when all the subtasks are completed.

2. Add subtasks. For example, I plan 5 tasks for today:

• Task 1: difficult, set effort to maximum.
• Task 2: medium difficulty, normal effort
• Task 3: medium difficulty, normal effort
• Task 4: easy, less effort
• Task 5: easy, less effort.

3. Enable the "Project Completion %" column.

The percentage of progress for the entire project is calculated upon completion of the subtasks.

4. You can also create a Trigger&Action, so that when the project is completed (i.e. when all targets for the day are met) an achievement message is shown:

 

Tip. You can find this option in Tools → Options → Triggers&Actions.