GTD Office iOS

Welcome to the GTD Office Knowledge Base for iOS!

Adding and editing tasks: tasks types and task info

Depending on Start Date each of task has its own place: Today, Scheduled or Someday.

You can create Tasks of 3 Types: ToDo, Appointment, Email/Call:
• ToDo – tasks of this type can be saved with or without one or both Start or Due Date. If you add Start Date, the system automatically fills in Due Date. Tasks of ToDo type are saved without exact time, ToDo task duration is measured in days. • Appointment – task of this type is necessarily saved both with Start and Due Date. Due Date time can be set only within the selected Start Date. Task duration is measured within one day. • Email/Call – task of this type is necessarily saved with Start Date only. Task Start Time is set within: 00, 15, 30 or 45 minutes. Email/Call tasks are saved with 15 minutes duration.

Tasks Info To view detailed information about task, tap on task title.
In Task Info view you can: • Mark task as Done or change task Status - Open, In Progress, Pending or Done. • Determine task Priority: High, Medium or Low. • Assign a contact to the task, attach it to any company and assign to an appropriate project.

Edit Task To make some changes in Task or Project tap "Edit" button. In Edit Popover you can modify any of the fields and edit all the information you need.

Inbox tab: tasks that have no Start Date

All newly created tasks that have no Start Date are kept in Inbox. If only you add a Start Date the task will be transferred to Today or Scheduled. You can change task order by Drag&Drop tasks. To activate Edit mode tap "Edit" button.

Today tab: tasks that have Start Date

All newly created tasks that have Start Date set for current date and tasks overdue earlier are kept in Today folder. When Start or Due Date falls on today, tasks with appropriate date are transferred from Scheduled to Today. Overdue tasks are displayed at the top of the list and are marked with red color.

Scheduled tab: tasks set for future dates

All newly created tasks that have Start Date set for future dates are saved in Scheduled. Tasks of this type necessarily should have both Start and Due Date.

Someday tab: tasks with no specific date

You have added task, but have not decided when the task should be performed? Set Due Date to Someday and save it in the long run. NOTE: In Someday Tab Start Date field is inactive. If Due Date of task is set to Someday, than Start Date becomes empty and can not be edited. All tasks with Someday Due Date are saved and displayed in Someday folder.

Categories tab: tasks grouped by categories

This list displays all tasks grouped by categories. Each category has its unique color. The System allows user to choose one of 5 standard categories or add up to 15 personal categories. You can choose a default category, that will be assigned to each of your task by default. As only you choose some category, task (project, contact or company) are displayed in this color. To assign Default category or remove created tap "Edit" button.

Not Done tab: incomplete tasks

The Not Done list comprises of all incomplete tasks (Open, In Progress, Pending). Firstly tasks with Due Date are shown, than all others in alphabetical order.
​​​​​​​If task is marked as «Done» or task status is changed to «Done», it is automatically transferred to Done.

Done tab: completed tasks

This list displays all completed tasks, sorted by performance date. To clear the list of done tasks, tap "Delete All" button.

Tasks grouping

Swipe down to activate grouping controller and easily group tasks by Categories, Date or Priority. After activating one of the elements, the system will show tasks grouped by chosen option. For exapmle, you have chosen Priority option, than all tasks will be grouped in sections with three priority options: High, Medium, Low.

Alerts: remind you that this task comes

After you have set Start and Due Date of task, you can set Task Alert. At time you have chosen an app will remind you that this task comes. The System use a standard iOS alert accompanied by an audible signal. Notification occurs during a working in program and if you work out of program.

Calendar tab: day, week and month

There are 3 different ways to view your calendar: Day, Week and Month. iPad By default, Calendar is opened on Day calendar on iPad. To move between calendars on iPad use segment controller. iPhone By default, Calendar is opened on Month calendar on iPhone. To move to Week Calendar simply rotate iPhone to Landscape mode. And to move to Day calenday double tap the day date.
On both iOS devices to move between weeks scroll left/right on time scale and to go back to current week tap button. To go to current date use "Today" button and the Calendar will be switched to the current day, week or month.
Task Info window appears after tapping on some Task. If in Month Calendar there are more than 3 tasks for one day the system shows a signature with quantity of tasks left. To view all tasks planned for this day you need to double tap on cell. The System will transfer you to Day Calendar. In Calendar Tab, as well as in Home Tab (see Home Page) you can Tap & Hold to add new task and Drag & Drop to edit existing.

Edit Task mode

You can add new tasks or edit time and duration of any planned task directly on Calendar view either in Home or in Calendar tab.

To add a new task Tap&Hold on empty space of Calendar. The system will assign the hour you tapped on as a Start date of Appointment task. After that the sysem will open New task window and you will be able to continue creating task.
To edit tasks' Start and End date or reschedule tasks in days Tap&Hold the task segment and Edit mode will be activated. The task will become highlighted. Pull up edge of the task to change task start date and pull bottom edge of the task to change task end date and duration. If you want to reschedule task simply Drag&Drop task to schedule task on another day or time of the day.

iCloud Syncing

To use your app data on any Apple davice you need to sign in with the same Apple ID and turn on iCloud syncing on each of your devices. Afterwards you will be able to access your tasks, projects, contacts and calendar. To give an app the access to your iCloud, go to Settings → iCloud Drive and tap the toggles for GTD Office app. NOTE: if iCloud Sync is activated, then all data from app are saved on an invisible online repository. You will use this data all the time while iCloud Sync is turned on.
If you turn off the toggles for the GTD Office, then you will use app data that was saved locally on your device.

Sync with Apple Calendar

To start Sync tasks between GTD Office and Apple Calendar you need to allow GTD Office to access your Apple Calendar. If GTD Office has an access to iCloud, than access to Calendars should be activated in iCloud Settings in order to Sync app data with Apple Calendar. Conversely, if GTD Office has an NO access to iCloud, than access to Calendars should be deactivated in iCloud Settings.
Tasks are synced: • from GTD Office to Apple Calendar with calendar type “GTD Office”; • from Apple Calendar with calendar type “GTD Office” to GTD Office
NOTE: to Sync tasks you need to choose calendar type “GTD Office” in Apple Calendar. If you Delete “GTD Office” Calendar from Apple Calendar all tasks will be saved in the app and automatically synced to Apple Calendar.
Only Not Done tasks with Start and Due dates can be synced. Fields that are synced: task title, details, location, start date, due date, alert, second alert.

Pecularities of syncing tasks

Since in GTD Office there are such types of tasks as ToDo, Appointment, Email/Call, but in Apple Calendar there is no these types, then Sync will be as follows: • if task is a ToDo type in GTD Office, then in Apple Calendar it will be All-day ON; • if task is Appointment type in GTD Office, then in Apple Calendar it will be All-day OFF; • if task is Email/Call type in GTD Office, then in Apple Calendar it will be All-day OFF and Due date will be the same as Start date. NOTE: if there is a task in Apple Calendar with All-day OFF and duration in 2 days, than it will be synced to GTD Office as task of ToDo type with duration in two days. For example, if there is created a task with Start Nov 14, 2018 at 1:00 PM and Due Nov 15, 2018 at 2:00PM in Apple calendar. Than it will be synced as task with ToDo type with Start Nov 14, 2018 and Due Nov 15, 2018.

Syncing other types of Calendars (exept Apple Calendar)

GTD Office syncs only tasks created in Apple Calendar, but it does not sync tasks created in other calendars. For example, a task created in Gmail Calendar will be synced to Apple Calendar, but will not be synced to GTD Office Calendar.

For example, if your device mail has an access to other mail accounts, Gmail, for instance, then tasks created in Gmail Calendar will be synced to Apple Calendar, but it will not be synced to GTD Office Calendar.

Set preferences: calendar sync options and contacts display order

In Preferences you can set options of Calendar Syncing. Calendar Sync options Calendar Sync Period allows you to set for what period of time tasks will be synced from Apple Calendar into the app. By choosing one of three options: 3, 6 or 12 you choose quantity of months for which the app will display scheduled and overdue tasks.

For example, if sync period is 3 months an app displays tasks with interval 1 month before Today and 3 months after Today. Anf if sync period is 6 months an app displays tasks with interval 1 month before Today and 6 months after Today.

Sync Frequency of Repeated tasks allows you to set the number of repeated-tasks an app will show in Calendar view. For example, if sync frequency is 3 an app displays all overdue tasks withinh the period and 3 following scheduled tasks.

Creating and editing Repeated tasks

Repeating tasks take the work out of tasks that you need to complete daily, weekly, monthly, annually and etc. When you complete an occurrence of your task (or if it becomes overdue), the next occurrence will automatically populate in your schedule.

To add Repeating task click Repeat field in New Task window and choose one of proposed options to set recurrencereccurence rule. NOTE: In order to set or customize Repeat (Recurrence Rule) you need to give an access to Apple Calendar. All repeated tasks are marked with picktogram in Calendar view.

Send E-mails

You can send e-mails to contacts directly from Task Info by clicking "Email" button in Task Info window: The system will automatically generate the letter with detailed task information and if assigned contact has an email, than the system will add an appropriate recipient.

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