TaskAnyone User Manual

What is TaskAnyone?
Getting Started
Your homepage
Task list page

Creating tasks
TaskAnyone emails
Updating tasks

Custom Folders
Recurring tasks
Account Settings
Purchasing
1. Purchasing a single license
2. Purchasing multiple licenses
Checklist

What is TaskAnyone?

When you use email to ask someone else to do something for you it is a fire and forget event. There is no accountability and no tracking. TaskAnyone allows you to send tasks to people over email in a trackable and traceable way so that nothing gets forgotten or falls through the cracks. It is also an excellent way to track and complete your own personal tasks so that you can keep yourself productive too.

Getting Started

Getting started with TaskAnyone takes minutes if not seconds and you don't need to get your IT department involved to get you going, the following steps can easily be completed by anyone:

Register your account
Validate your email
Create and send your first task

Register your account

To create a fully functional 15 day trial account with TaskAnyone, just go to our homepage (www.taskanyone.com)and type your email into the registration box.

Validate your email

Within seconds of registering an email will be sent to you (if it takes longer than 60 seconds be sure to check your spam or junk folder in case it got placed there accidentally). In the email click on the hyperlink that says "Yes I created this account...". On the page that comes up you will need to provide a password and your name (you can also provide a license code if someone else in your company has already purchased a license for you).

Once you enter this information logged in to your TaskAnyone homepage and your account is fully active.

Create your first task

Creating tasks in an online system such as this has to be simple and fast! To create a task from your dashboard page or your task list page just press the "Add Task" or "send Task" buttons ("Add Task" creates a personal task and "Send Task" allows you to assign a task to anyone with an email address).

The web page to create a task is shown below:

To create a personal task all you need to give is a title. To send a task the only additional thing you need to give is the email of the person you are sending it to. Of course there are additional field such as description, notes, priority, start and due dates that you can fill in if you desire.

Your trial period

Once your account is up and running you will have 15 days in which you have full use of the service. After your 15 day trial expires, you will still be able to log onto the service to check your tasks but you will be unable to make any new tasks until you purchase a license

Your homepage

Your homepage is the first page you see when you log in and it allows you to see what is going on at a glance:

The homepage contains the following information:

Your folders
A dashboard of outstanding tasks
Your activity log

Folders

Your TaskAnyone tasks are grouped into different folders. These folders are shown in the column on the left hand side of your homepage. There are two different types of folders: standard folders such as your inbox are provided by the system and cannot be deleted or shared and custom folders that you make yourself.
Standard folders:

All folders - A very useful view that shows every task in every folder that you have access to.
Inbox - the default folder where tasks that people assign to you are placed.
Outbox - the default folder for tasks that you assign to other people
CCBox - the default spot for tasks that you have been cc'ed on

Clicking on a folder will immediately open up the Task list page and show the tasks in that folder.

Dashboard

The dashboard gives you an instant reference to the total number of incoming and outgoing tasks in various states of completion:

You can click on any of the numbers on the dashboard to see the associated Task List.

Activity Log

The activity log lets you review recent actions that have been taken with your tasks. The "Other people's tasks" view is useful because it lets you see at a glance whether or not tasks you have sent out have been recently updated by their owners.

Task list page

This is where you can see a list of all your tasks and where you will spent the bulk of your time in TaskAnyone. You can get to these pages from your homepage by clicking on any of your folders or on any of the links in your dashboard.

The Task List

We have strived to keep the list of tasks looking as clean as possible. Most task information is displayed on a single line with additional descriptive text displayed in collapsable and distinct blue boxes. It is also important to note that tasks can be organised into trees that go as deep as you need them to.

Columns

Task information is displayed in multiple columns that are automatically hidden if none of the task's being shown has need of them. For example if none of your tasks has a due date assigned then the due date column will not be shown. This helps to keep your Task list as clean and uncluttered as possible. The list of TaskAnyone columns includes:

Task - This column is always shown and displays the task title and task tree graphics. Clicking on the task title will edit the task.
Status - Shows the task's current one line status. Clicking on the status allows you to change it.
Creation Date - Shows when the task was created.
Times - Shows estimated and completion time
Due Date - Shows the due date if the task has one
Assigned To - Who is the task assigned to? Click the current owner to reassign the task.
Sent By - Who made and sent the task

Description boxes

If a task has a description or notes a clickable "..." will follow the task title, if you click on this then the additional text will be displayed in a distinctive blue box underneath the title. This additional text is hidden by default but you can use "Show" or "Hide" all detail boxes link in the top right hand corner to quickly show or hide all the boxes in your list.

Selecting tasks

You can select one or more tasks by clicking on the checkboxes on the left hand side of the Task List. Once you have selected some tasks you can perform bulk operations like Complete, Delete or Nag on the selected tasks.

Bulk Completing and deleting

Using Task selection you can complete or delete one or more tasks by clicking on the Complete or Delete buttons on the Task List page. Note that if you complete or delete a parent task, then all of its children will also be completed or deleted.

Be careful deleting tasks, as they cannot be recovered once they are deleted.

Nagging

The ability to request updates from or "nag" people that you have sent tasks to is an incredibly useful tool for managers who want to know what is going on with the tasks that they have sent out.

Just like deleting and completing tasks, you can select as many tasks to nag from your current task list as you want. Once you press the "nag" button you will be prompted to give a custom message that will appear at the top of the nag request. Nags are delivered via email to each person who has been assigned one of the tasks you have been selected. Each receipitant's nag email will have a task list containing each task that you are requesting an update for that is assigned to them. This means that you can nag several people with a single action and that each of these people will only get one nag email.

TaskAnyone is the first product to build an on demand nagging function and has a patent pending on this feature.

Drag and Drop

Task lists can be reordered and tasks can be moved from folder to folder by simply executing a "drag and drop" action.

To drag and drop a task into a different folder simply:

Begin dragging the task by clicking on it and holding down the mouse button.
Keep the button down, and drag the cursor over one of your folders in your folders list.
Once your mouse cursor is over the desired folder, release your mouse button, and the task will be placed at the top of that folder.

To move tasks around within a folder (e.g. change the ordering):

Begin dragging the task by clicking on it and holding down the mouse button.
Keep the button down, and drag the cursor over another task in the task list.
Once your mouse cursor is over the destination task, release your mouse button, and the task you are dragging will be placed immediately after the task you are dropping it onto.

If you are viewing tasks from multiple folders and you drag and drop a task onto another task, it's folder will automatically be changed to match the folder that you dropped it on top of.

Sorting Tasks

You can click on the column headings in your task list to turn sorting on and off. You can sort your tasks alphabetically, by status, folder, creator (from), owner (assigned to), creation date and due date.

Note that you cannot drag and drop within your task list when you have sorting turned on and are sorting by anything other than the folder.

In TaskAnyone, sorting preserves Task trees. All the top level tasks will be sorted together and each group of child tasks will be sorted individually. A child task will always fall underneath its parent task, regardless of sorting.

Filtering Tasks

If you click on the "filters" button in the top right of the Task list a popup will appear that will allow you to change the criteria in which tasks are displayed. This can be used to, for example, display only tasks that are assigned to a particular user or that are due on a particular date.

Some interesting filter settings for you to try include:

The default setting for the "completed" filter is "Hide older completed tasks", this automatically hides tasks that were completed more than 24 hours earlier. To see tasks that were completed earlier than that change this setting to "Show all Tasks" or "Show only completed tasks".
To view tasks that other people have sent you select created by="anybody but me", "And", assigned to="me".
To view tasks that you have made or have been assigned to you (but not tasks that are cced to you) select created by="me", "Or", assigned to="me".
To hide tasks that aren't due to start yet, select the current date in the "start date : to" field.
To view only high priority tasks select the priority radio button with the two red flags.

The stats on the dashboard contain links to several useful predefined filters. You can also access several predefined filters using shortcuts

If you are using a filter setting other than the usual default then a textual string that describes the current filter will be shown just to the left of the filters button (for example "Showing tasks created by me")

Shortcuts

The shortcuts section contains a group of 6 commonly used filters that are applied to the "All folders" view:

My tasks - Incomplete Tasks
My tasks - Tasks Due Today
My tasks - Overdue Tasks
Sent tasks - Overdue Tasks
Sent tasks - Tasks Due Today
Sent tasks - Overdue Tasks

Printing

At the bottom of the task list there is a "Print/Export" link. This link has a popup menu that allows you to view a:

Printable list - View your task list on a webpage designed for printing.
Bulleted Overview list - This will show your tasks shows your tasks in an overview/summary format that looks very similar to a Powerpoint presentation (Note that because this is a task overview, it is not designed to show all the possible elements of each task).
Export to Excel - Export your tasks to a CSV file that is readable by Excel.
Export to XML - A useful format for developers.

Creating tasks

Whether you are making tasks for yourself or are sending them to other people we make it easy. There is no need to sort your tasks into dedicated projects or folders, or to fill out multiple fields. By default tasks go into your inbox or outbox and you only need a fill in a title and receipant--it's just as easy as sending an email.

Getting to the task creation page

You can get to the task creation page in several different ways:

Add Task button - From the homepage or the task list page this button is used to create a personal task. The task will be made at the top of one of your folders.
Send Task button - From the homepage or the task list page this button is used to send a task to someone else. The task will be made at the top of one of your folders (your Outbox by default)
The <+> tag - This tag appears once for every task on the right hand side of the task list. It allows you to insert a new task after the row the tag appears on.
The <s> tag - This tag appears after the <+> tag on uncompleted tasks. It allows you to create a sub-task underneath the task the tag appears on.

Multiple task owners

When creating Tasks you can specify more than one email address in the assigned to row. If you do this you will create multiple identical tasks, one assigned to each email. This can be very useful; for example if you have 5 employees who all have to do their expense reports you can go to the send task dialog, type in their 5 email addresses, the task title and click send. This will create 5 independantly trackable tasks with a single action.

In some cases you might desire that a single task be owned by more than one person. Currently the only way to do this is to create the task assigned to a single person and then to use the Reassign functionality to share it among multiple users afterwards.

CCing tasks

Simply click on the "Toggle cc link" link to copy additional people on the outgoing task. The person that is copied on the task can only view the status of the task and cannot change, delete, accept, or reassign the task.

One great use of CC is when someone verbally asks you to do something you can create a task that is assigned to yourself (set the owner to "me") and then cc the person who asked you to do it, that way they will get emails when you complete the task.

Address Book

Click on the address book link and a list of previously used email addresses that the user has sent tasks to will appear. The user has the ability to click on a box next to the address in order to pre-populate the "assigned to" or "cc" fields.

Note that the address book also contains a "name" field for each email address. This information must be provided by the email addresses owner when they sign up for an account.

Location of new tasks

When you create a new task using the Add or Send button then at the top of the screen will be a drop down list of folders in which you can select the folder that you want the task to be created in (this drop down is replaced with a static location field if you are inserting after a task or inserting a sub task).

When you are sent a task by someone else it will appear in your inbox (or ccbox if it was cc'ed to you) unless:

The creator has put it in a folder that has already been shared with you.
The task is a subtask of a task that has already been sent to you and is not in your inbox or ccbox.

TaskAnyone emails

Email alerts when things change is central to the functioning of TaskAnyone because it allows people to keep track of what is going on without constantly needing to log into the website.

When you send a task to someone who is not familiar with TaskAnyone it has to be very simple for them to respond. For this reason TaskAnyone emails all contain encoded hyperlinks that allow you to instantly log on and access TaskAnyone functionality like task completion or updating with a single click of the mouse! This means that the person who is receiving the task does not need to have setup a TaskAnyone account or password in order to complete the tasks you send them.

Receiving a task

When someone sends to a you from TaskAnyone you will receive an email that contains the relevant task information (task title, description, notes, priority, start date, due date, estimated time etc).

Underneath the task information is a group of buttons that you can use to respond to the incoming task. Typically you will respond to a task in the following fashion:

Start off by pressing the accept or decline button to accept or decline the task.
Later on you might press the update button to change the task's due date, status or to add some notes.
Finally you might press the complete button to complete the task.

Note that there is no need to adhere to the above order. If the task is already completed you might skip the "accept" and "update" functionality and just hit the complete button! If you have an account and are frequently logged into the website you might not even use the buttons in this email and instead choose to update the task directly from your browser.

Finally there is a view all task's button, this button takes you straight to your Task list page without requiring you to log in. This means that even people without accounts and passwords can get into TaskAnyone and view their entire list of incoming tasks.

When you send someone a task, the new task email comes directly from your email address. This means that if there is a problem with the receipant's email address the bounce back will go directly to your email account. It also means that the user may choose to simply use their email program to "reply" to the task email. This is not recommended because this will bypass the TaskAnyone system and go straight to your inbox email. The task will remain uncompleted and untracked.

Task Change emails

Whenever a task is updated (whether by changing a field, completing or deleting it) there are notification emails that are sent out to the other people associated with the task so they know it has been changed.

It should be noted that a notification of deletion is only given if a task is deleted before it is completed. This means that if you want to clear out your task list and delete a bunch of completed tasks you won't generate a flood of notification emails.

CC'ed task emails

If you are CC'ed on a task you will get emails that are similar to the emails that the task's owner gets only they will be clearly marked as "cc" and instead of options to accept/update/complete the task there will be only a single option to view the task's details.

Nag Emails

When you select a group of tasks on your task list page and press "nag" then one email will be sent to each task owner within that group of tasks. A nag email starts with a personalized message and then shows a miniture task list with the tasks for which updates have been requested. Clicking on a task will bring the owner straight to the update task progress page.

View Tracking

You can sometimes tell if someone has seen your task or nag even if they don't click on anything to respond. Our emails contain an "external image reference" that allows our servers to know when a new task or nag email is first viewed by its receipiant. When this occurs the task's status will be updated to "viewed" and if you examine the Task's history you will be able to see the exact time that this occurred. No more will people be able to use the excuse "I didn't see it" when you ask them about the task you sent them. (Note that this functionality only works in some email clients, depending on whether or not the client has external images turned on or off).

Task tracking in this way has never been done before and we have a patent pending on this procedure.

Daily Status

At midnight (EST) TaskAnyone sends out a "Daily Status" email to everyone in our system who has a task due (or overdue) that day. This allows you to arrive in the morning and immediately be reminded about what you have to do that day. The Daily Status email contains one or two task lists (one for tasks assigned to you, another for tasks that you have assigned to others). Just like a "nag" email you can click on the task's in your daily status email to go to the update task progress page.

If you want to stop getting your Daily status email you can turn that off in the alert section of your account settings page.

Updating Tasks

You can update or modify your tasks either by logging in and accessing them from a web browser or by clicking on buttons in emails for tasks that other people have sent you. This section outlines the different ways you can update your tasks.

Accepting and Declining tasks

When someone sends you a task you are given the option of accepting or declining it. If you:

Accept the task - you are communicating that you will eventually begin work on the sent task. The status of the task will be set to "accepted".
Decline the task - you are communicating that you don't accept that task and that you will not work on it. The task owner will be set to "no one", the task will disappear from your inbox and the task sender will see "declined" as the status of the task.

You can accept/decline a single task from the new task email. Alternatively when you go to your homepage if you have tasks that need to be accepted you will be presented with a list of them in a popup and be able to accept/decline them on-mass.

Task Progress page

If you have permission to modify a task and it is not yet completed, then you can go to the Task Progress page by:

Clicking on the task from your task list
Clicking the update button on the new task email
Clicking on the task title or update link in a Nag or Daily Status email

The Task Progress page allows you to modify elements of the task that typically change over time such as its status, priority, start date, due date, adding notes and completing the task.

If you want to change other elements of the task such as the title, description, estimated time and owner you will need to click on Modify Details link in the top right of the page.

Clicking on View History (also in the top right) will bring up the Task Details page which includes a historical log of all changes that have been made to the task.

Modify Task page

If you have write permission on a task, you can get to the Modify task page from the Task Progress and Task Details pages. Unlike the Task Progress page which let's you modify some of the task's elements the Modify Task page let's you modify all of the task's elements including title and description.

Task Details page

The Task Details page shows all information associated with a task including a detailed history showing the date and time of all changes that have been made to a task.

This is the page which comes up if you click on a completed task. If you wish to uncomplete the task then simply click on the Modify Task link in the top right corner to go to the Modify task page where you can change the task's completion setting.

Completing Tasks

You can complete a task in the following ways:

Use the completion button on the Task list page to complete one or more tasks at once.
Click on the complete button in the New task email or the Task Change emails
From the Task Progress page
From the Modify Task page

There is an advantage to using the Task Progress and Modify Task pages...if you complete a task using these methods you are offered an opportunty to add completion notes (this opportunity is not currently given with the other completion methods).

If you complete a task you will automatically complete any of its uncompleted subtasks.

Completed tasks will automatically be removed from your task list by the standard filter setting in which tasks that have been completed longer than 24 hours are hidden by default.

Set Status page

By clicking on a task's status in the task list you will allow you to change it. This page will also show you a history of all status changes that this task has undergone.

Reassign task page

By clicking on the current task owner in the task list, or by clicking to re-assign the task in the Modify Task page you can reassign a task to someone else or change the people that the task has been cc'ed to. If you specify multiple owners in the assigned to field then the task ownership will be shared by all those people.

Be careful reassigning tasks that other people have sent to you--if you still want to be able to see the task after you reassign it then you should make certain you include yourself in the cc list. If you still want to be able to modify the task after you reassign it then you should make certain that you are a co-owner of the task.

Custom Folders

Your folders appear on the left hand side of most of the main TaskAnyone pages. There are two sections: standard folders such as your inbox that cannot be altered, deleted or shared and custom folders.

Editing Folders

To edit your custom folders click on the [add/edit] link next to the "My Folders" text. This will bring you to a page in which you can add new folders, rename and delete existing folders and share folders with other TaskAnyone users.

You will only be able to delete a folder if it is completely empty. If you are trying to empty a folder out in advance of deleting it you might need to adjust your filters so that you can see tasks that were completed more than 24 hours earlier

You will also be able to see folders that other users have shared with you. If you wish to stop seeing one of these folders you can click on the disconnect link.

Sharing Folders

You will be able to share folders with anyone who has a TaskAnyone account (unlike receiving tasks, you must have an account to view a shared folder).

When you share a folder you can specify whether or not a user has write permission in the folder. If a user has write permission they will be able to edit/modify any task that is in the folder as well as create new tasks within the folder.

If you want to change who has access to your folder simply hit the "edit" link next to the "add" link for that folder. You can remove a user's access and add or remove write permission at any time.

Public Folders

When a folder is made public it is given a public facing url that will allow people to view all the tasks in the folder in a read-only fashion without requiring them to log into TaskAnyone. This is a perfect way to share your deliverables with users and clients.

Retiring Folders

When you are done with the tasks in a folder you can "retire" the folder. When you do this, the folder remains but does not stay on any of your active views.

Recurring Tasks

A recurring task is a task template that is used to create new tasks on a regular basis.

In TaskAnyone you can see all your recurring tasks in the Recurring Tasks folder.
To create a recurring task go to the recurring tasks folder and click Add (or Send) Task.
Every recurring task template contains standard task elements such as title, description, notes, assigned to, estimated time and priority. These elements are used to generate new tasks on specific dates.
Recurring templates can generate tasks on a daily, weekly, monthly or annual basis. Some example recurrance dates are "Fridays", "Weekends", "On the 4th of the month", "3rd Saturday of the month", "Every Feb 4th".
Recurring task templates are found in the Recurring tasks folder but the tasks that they generate are created in your regular folders. Specifically, each recurring task has a "Destination Folder" in which it will create tasks.
The start date and due date in a recurring template are specified as an offset from the recurrance date (the date it spawns a new task). For example a template in which the recurrance is set to "Mondays" and the due date is set to +2 days would create a new task every Monday that is due 2 days later (Wednesday).

Account Settings

To go to your account settings click on the "my account" in the top bar from your TaskAnyone home page or task list page. Your account settings page has 4 tabs: "addresses", "password", "alerts" and "purchasing".

Your email addresses

The "Address" tab in your account settings allows you to change your name and modify the email addresses that are associated with your account.

Your account is associated with one primary email address. Your primary email address is the one that you register with and it is also your login name. If you have additional email addresses and you want tasks that have been assigned by other people to all go into one account, you can add additional email addresses. When you add an address, a validation email will be sent to that address to make certain that it was the owner of the address that made the request.

If you need to change your primary email address or remove a secondary address please email TaskAnyone at: TaskAnyone support.

Changing your password

You can change your password from the "Password" tab in your account settings.

Alert Settings

From the "Alerts" tab you can customize the emails that TaskAnyone sends you.

You can turn on/off email alerts when someone sends you a new task.
You can turn on/off email alerts when someone changes a task you have sent them.
You can turn on/off your Daily Status emails.
You can request that the emails that are sent to you have no graphics in them. This will help people whose email systems don't display our email graphics well or whose email servers won't deliver emails with embedded images.

Purchasing

Before you make a purchase you must have a trial account. Purchasing is done after you log into your TaskAnyone account.

Purchasing a single license

You can purchase TaskAnyone from any of the following links:

Go to your Account Settings and select the Purchase tab. Then press the green "Buy Now" button.
If you do not currently have a license you will be able to click the "Buy now" button on your homepage.
If your trial account has expired you will be presented with a "Buy now" button when you first log in.

After pressing buy now you will be taken to our purchasing pages. Select the quantity (number of users) you wish to buy for. Charges will be applied to your credit card on a monthly basis until you cancel the service.

You may also wish to purchase one or more licenses of Checklist at this time. Unlike the TaskAnyone license this is a one time charge, not a reoccuring charge.

Purchasing multiple licenses

After pressing the "Buy now" button you will have the option to select quantity of licenses you wish to purchase. You should buy one for each employee that you want to use the system.
When you are finished making the purchase you will be emailed a license code with your purchase receipt.
If your employees already have TaskAnyone trial accounts: tell them to log in, go to their Account Settings and select the purchase tab. Then they should click on the "Use Existing License" button and type in the license code that you were emailed in step 2.
If your employees do not have TaskAnyone trial accounts: instruct each of your employees to sign up with a TaskAnyone trial account by going to the TaskAnyone homepage. When they validate their email address and enter in the password they want to use they will also be abel to enter in the license code that you were emailed in step 2.

TaskAnyone also supports invoicing and purchase orders from our corporate clients. Please email TaskAnyone sales for more information.

Checklist

What is Checklist?

Checklist is a downloadable product that allows you to edit your own personal task lists and save them to files on your local hard drive. Because you can enter in new tasks just by typing in the main task view screen and without needing to open a dialog, you can add tasks into Checklist very quickly--far faster than you can on a browser based system.

To download and try Checklist: click here

Checklist and TaskAnyone

The latest version of Checklist now lets you connect directly to TaskAnyone. This gives you an alternative to logging onto TaskAnyone with a browser to access your tasks.

When TaskAnyone clients choose to access their tasks through Checklist they get the following useful features:

You can access your tasks with a single click on the Checklist icon in your system tray.
Your tasks in Checklist update every 30 seconds, no need to hit the refresh button.
If someone updates, completes or deletes a task you have sent them you are alerted with a little popup window--just like an instant messenger.
If someone sends you a new task you also receive alerts.
You can enter tasks in very quickly, without waiting for web pages to refresh. All changes that you make are buffered so there is never any wait time associated with an action.
You can sort your tasks in Checklist. This is not available in the browser version of TaskAnyone yet.
You can type in task titles into the main Checklist screen very quickly.
Checklist can export your tasks to HTML, XML and text.
In Checklist you can cut and paste tasks for quick and easy replication.
Checklist has a better printing function for task lists than a browser does.
In Checklist you can use a counter to automatically track the amount of time you spend working on a task.

Alternatively when existing Checklist clients decide to signup for TaskAnyone and use the products together:

Assign tasks to other people.
Share folders with other TaskAnyone users.
Store your tasks on a secure hosted server instead of your local hard drive.
Access your tasks from either Checklist or a web browser, from any computer anywhere in the world.

How to connect from Checklist

To connect to TaskAnyone from Checklist simply press the TaskAnyone button in the Checklist toolbar.

Once you've done that you will be prompted to enter in your TaskAnyone login name and password. That's all there is to it!

When you connect to TaskAnyone any local file that you may have been editing will be closed. Conversely if you chose to open a local file (for example using the standard File menu), then your connection with TaskAnyone will be ended.

Checklist trial period

Just like TaskAnyone, Checklist has a 15 day free trial period. Checklist is a seperate product however and the Checklist trial period is fixed to the computer that it was installed on and completely independant of the TaskAnyone trial period. Thus it is possible for your TaskAnyone trial to be expired but your Checklist trial to still have time left (or vice-versa).

Purchasing Checklist

Although Checklist works well with TaskAnyone it is an independant product and is bought seperately. Unlike TaskAnyone, Checklist can be purchased for a one time payment and does not have a reccuring monthly fee.

To purchase Checklist: click here

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