ActionComplete GTD Toolkit for iPhone

User Manual

Introduction

Concepts and Terminology

Metadata: Tags and Places

Urgency: Due Dates

Importance: Weight

Reminders

User Interface

Home Screen

All Tasks

Important Tasks

Urgent Tasks

Reminders

Tags

Places

Settings

Sync with AC for Web

Notification Method

Default Weight

Help

Add/Edit Task

Add/Edit Tag

Add/Edit Place

Task Filtering

Task Sorting

Introduction

ActionComplete GTD Toolkit is a streamlined personal task management app that was inspired by David Allen’s "Getting Things Done: The Art of Stress-Free Productivity" book. While it's easy to use ActionComplete as a generic task manager or "to do" list organizer without knowing anything about GTD, you are likely to benefit more from the app if you get familiar with the basic concepts of GTD.

ActionComplete GTD Toolkit helps you prioritize your tasks and become effective. It also helps you manage your tasks efficiently. The app is designed to stay out of your way so you have more time to actually get things done.

ActionComplete GTD Toolkit provides a framework for organizing, structuring and managing tasks, activities, and other "stuff". In a sense, it's a to-do list manager on steroids.

The app was designed to stay close to the vision of the "Getting Things Done" book. ActionComplete does not claim to be a "full implementation" of GTD. Rather, it takes its key elements and leverages them in an efficient and fun way.

Concepts and Terminology

Most of the terminology used in ActionComplete should be intuitively understandable to a person familiar with the GTD methodology.

The four key concepts in ActionComplete are:

An Action is something that needs to be done or otherwise requires your attention for the time being, for example, a phone call to make, an item to buy, or a doctor appointment to schedule. An Action can exist by itself or be a part of a Project.

A Project is something that requires more that one step before it can be completed. A Project can have child Actions and/or Waits.

A Wait is something we are waiting for from somebody after we delegated something to that person.

An Idea is a catch-all bucket for sudden recollections, interim thoughts, and everything else that's on your mind but requires some contemplation before you are ready to act upon it.

Metadata: Tags and Places

ActionComplete provides a way for you to associate different types of supporting information with each task. It enables you to deal with all of the aspects of your life that require attention while being able to focus on any specific one at a given moment in time. ActionComplete does this by allowing you to attach metadata to each Action, Project, Wait or Idea.

The metadata can be used to filter your lists to get a crisp picture of a particular aspect of your life or view things that need to be done at a particular place.

ActionComplete GTD Toolkit supports two types of metadata: tags and places.

A Tag is a short text that you use to create a category, describe an area of responsibility, or label something for easy access. Among other things you can use tags as your GTD contexts such as "@home", "@work", "@phone", "@computer", "out and about", etc.

A Place can be used to mark a physical location where a task (action, wait, project, idea) is to happen. A future version of the app will have a task view leveraging the location sensor of your phone.

Urgency: Due Dates

Any task in ActionComplete can be assigned a due date. Remember that according to GTD, tasks that need to be done at a particular time constitute a part of your "hard landscape" and should generally be placed on you calendar.

Importance: Weight

ActionComplete uses the notion of weight to signify the relative importance or priority of tasks. Tasks are color-coded depending on their weight for easy visual identification. The colors represent various weight ranges as follows: 0 -19: blue, 20 - 39: green, 40 - 59: yellow, 60 - 79: orange, 80 - 99: red. Tasks with greater weight value are considered more important.

Reminders

You can use reminders for setting up audible and visual alerts at specified times. Reminders appear in the notification center and can produce a voice alert or a chime depending on your preferences.

User Interface

The user interface of the application is designed according to Apple’s iOS Human Interface Guidelines document and as such it is highly intuitive and efficient.

Home Screen

The home screen of the app features 8 options:

The options are described below.

All Tasks

It’s likely that most of the time you work with ActionComplete you’ll be spending on this screen. It allows you to slice and dice your tasks the way you want, view task details, add new tasks, and complete existing tasks.

To view tasks of a particular type ((A)ctions, (W)aits, (P)rojects, (I)deas), tap the segmented control in the title bar.

To filter tasks by tag, place, weight, due date, and project (for actions and waits) tap the Filters button in the lower right corner of the screen.

To sort tasks by name, due date, weight, and the time they were last updated tap the Sort button in the lower left corner of the screen.

To add a new task tap the Add button in the top right corner of the screen.

To view the details of a task tap the task in the list.

To mark a task as complete tap the checkbox next to the task name. Completed tasks are displayed below active tasks. You can choose to show or hide completed tasks as needed on the Filters screen.

To go back to the home screen tap Home button in the upper left corner of the screen.

Important Tasks

The Important Tasks screen shows tasks with weight greater or equal to 80. Such tasks are visually identified by the pale red background. The tasks are grouped by type. Actions are displayed first, followed by Waits, Projects, and Ideas. On this screen you can mark tasks as complete, add tasks, and view task details.

To add a new task tap the Add button in the top right corner of the screen. When you add a task from this screen its weight defaults to 90.

To view the details of a task tap the task in the list.

To mark a task as complete tap the checkbox next to the task name.

To go back to the home screen tap Home button in the upper left corner of the screen.

Urgent Tasks

The Urgent Tasks screen shows past due tasks and tasks due today. Past due tasks are shown in red. Tasks due today are displayed in green. The tasks are grouped by type. Actions are displayed first, followed by Waits, Projects, and Ideas. On this screen you can mark tasks as complete, add tasks, and view task details.

To add a new task tap the Add button in the top right corner of the screen. When you add a task from this screen its due date defaults to today’s date.

To view the details of a task tap the task in the list.

To mark a task as complete tap the checkbox next to the task name.

To go back to the home screen tap Home button in the upper left corner of the screen.

Reminders

The Reminders screen shows tasks with the reminders in the past. The tasks are grouped by type. Actions are displayed first, followed by Waits, Projects, and Ideas. On this screen you can mark tasks as complete and view task details.

To view the details of a task tap the task in the list.

To mark a task as complete tap the checkbox next to the task name.

To go back to the home screen tap Home button in the upper left corner of the screen.

Tags

The Tags screen shows all the tags and, for every tag, the number of active tasks marked with it. On this screen you can add tags and view tag details.

To add a new tag tap the Add button in the top right corner of the screen.

To view the details of a tag tap the tag in the list.

To go back to the home screen tap Home button in the upper left corner of the screen.

Places

The Places screen shows all the places and, for every place, the number of active tasks marked with it. On this screen you can add places and view place details.

To add a new place tap the Add button in the top right corner of the screen.

To view the details of a place tap the place in the list.

To go back to the home screen tap Home button in the upper left corner of the screen.

Settings

The Settings screen shows application settings and version. On this screen you can change the following settings: Sync with AC for Web, Notification Method, and Default Weight.

To go back to the home screen tap Home button in the upper left corner of the screen.

Sync with AC for Web

Sync with AC for Web setting allows you to setup the 2-way sync between ActionComplete GTD Toolkit for iPhone (this application) and ActionComplete for Web - a cloud counterpart of ActionComplete GTD Toolkit accessible via a browser.

AC for Web is offered as a service with one-year access fee of $19.99. You can evaluate AC for Web for 7 days for free.

AC for Web relies on a Google account for authentication. You can use any type of Google account to sign in to it including Gmail, Google Apps, and Google accounts tied to non-Google email addresses.

To setup the sync with AC for Web:

To initiate the sync scroll to the top of any task list and pull it down.

Notification Method

The Notification Method setting allows you to select the way you are alerted of the reminders. You can choose out of the following three options: None, Voice, and Sound.

None: reminders do not produce an audible alert.

Voice: a voice alert “You’ve got things to do” sounds when a reminder is due.

Sound: a chime sounds when a reminder is due.

To choose notification method:

Default Weight

The Default Weight setting allows you to select the pre-populated value of weight for tasks that are being added. You can choose out of the following five options: 10, 30, 50, 70, and 90.

To choose default weight:

Help

Help screen displays this document.

Add/Edit Task

This screen allows you to setup a new task or change an existing one. You can specify the following task attributes: Name (up to 100 characters), Notes (up to 300 characters), Project (for Actions and Waits only), Tags (up to 5), Places (up to 5), Weight, Due Date, and Reminder date/time.

To add or edit a task:

To mark the task as complete tap Complete button in the bottom left corner of the screen. This button is only available when editing an existing active (not marked as complete) task. This button is grayed out for Ideas.

To delete the task tap Delete button in the bottom left part of the screen. This button is only available when editing an existing task.

To change the task type (Action, Wait, Project, Idea) tap Convert to... button in the bottom right corner of the screen and choose the new task type. This button is only available when editing an existing task. For projects with child tasks this button is disabled. Actions and waits linked to a project can be converted to waits and actions, respectively.

To mark the task as active tap Un-complete button in the bottom left corner of the screen. This button is only available when editing an existing completed task.

To view child tasks tap Tasks option. This option is available for projects only.

To return to the previous screen without saving the changes tap the button in the top left corner of the screen.

To link the task to a project:

To unlink the linked project from the task tap Clear button in the bottom left corner of the screen.

To return to the previous screen without saving the changes tap the button in the top left corner of the screen.

To link the task to tags:

To unlink any linked tags from the task tap Clear button in the bottom left corner of the screen.

To add a new tag tap Add button in the bottom right corner of the screen.

To return to the previous screen without saving the changes tap the button in the top left corner of the screen.

To link the task to places:

To unlink any linked places from the task tap Clear button in the bottom left corner of the screen.

To add a new place tap Add button in the bottom right corner of the screen.

To return to the previous screen without saving the changes tap the button in the top left corner of the screen.

To change the task weight:

To reset the weight to default tap Reset to Default button in the bottom left corner of the screen.

To return to the previous screen without saving the changes tap the button in the top left corner of the screen.

To set or change the due date:

To remove the due date tap Clear button in the bottom left corner of the screen.

To return to the previous screen without saving the changes tap the button in the top left corner of the screen.

To set or change the reminder:

To remove the reminder tap Clear button in the bottom left corner of the screen.

To return to the previous screen without saving the changes tap the button in the top left corner of the screen.

Add/Edit Tag

This screen allows you to setup a new tag or change an existing one. The only attribute you can specify for a tag is Name (up to 100 characters).

To add or edit a tag:

To delete the tag tap Delete button in the bottom left part of the screen. This button is only available when editing an existing tag.

To view tasks linked to the tag tap Tasks option. This option is only available when editing an existing tag.

To return to the previous screen without saving the changes tap the button in the top left corner of the screen.

Add/Edit Place

This screen allows you to setup a new place or change an existing one. The only attribute you can specify for a place is Name (up to 100 characters).

To add or edit a place:

To delete the place tap Delete button in the bottom left part of the screen. This button is only available when editing an existing place.

To view tasks linked to the place tap Tasks option. This option is only available when editing an existing place.

To return to the previous screen without saving the changes tap the button in the top left corner of the screen.

Task Filtering

This screen allows you to set up filtering criteria for tasks and adjust task viewing options.

You can filter on a tag, a place, a weight range, a due date range, and a project. The filters have AND semantics, i.e. when 2 or more filters are set at the same time, only the tasks satisfying all filters are displayed.

You can adjust the following task viewing options: Show completed and Show without due date.

Show completed option specifies whether completed tasks are displayed on All Tasks, Tag Tasks, and Place Tasks screens. The option has no effect on Important Tasks, Urgent Tasks, and Reminders task lists.

Show without due date option specifies whether tasks without due date are displayed on All Tasks screen. The option has no effect on other task lists, i.e. tasks without a due date are always displayed in these lists.

To apply a set of filters:

To clear the filters and reset task viewing options to their default values tap Reset button in the bottom left corner of the screen.

To return to the previous screen without saving the changes tap the button in the top left corner of the screen.

To set a tag filter:

To reset a tag filter tap Clear button in the bottom left corner of the screen.

To return to the previous screen without saving the changes tap the button in the top left corner of the screen.

To set a place filter:

To reset a place filter tap Clear button in the bottom left corner of the screen.

To return to the previous screen without saving the changes tap the button in the top left corner of the screen.

To set a weight filter:

To reset the weight filter tap Clear button in the bottom left corner of the screen.

To return to the previous screen without saving the changes tap the button in the top left corner of the screen.

To set a due date filter:

To reset the due date filter tap Clear button in the bottom left corner of the screen.

To return to the previous screen without saving the changes tap the button in the top left corner of the screen.

To set a project filter:

To reset a project filter tap Clear button in the bottom left corner of the screen.

To return to the previous screen without saving the changes tap the button in the top left corner of the screen.

Task Sorting

This screen allows you to set the sort order for the tasks. The options are Name ⬆, Name ⬇, Due ⬆, Due ⬇, Weight ⬆, Weight ⬇, Updated ⬆, and Updated ⬇.

To set a sort order tap the desired option. Updated options sort by the date/time the task was last updated.

To return to the previous screen without saving the changes tap the button in the top left corner of the screen.