WHAT CAN I DO HERE?

Tasks + Projects gives you the ability to create, organize, prioritize, track, and check off even your most complex projects and tasks in a streamlined, natural, and easy-to-understand way. You can create projects for any type of work you wish to complete, and your app also includes built-in projects for health and education. For example, you can create a Health Project for losing 10 pounds or an Education Project for an item such as a Master’s thesis.

For projects, you’re able to associate reference data such as checklists, appointments, reminders, bookmarks, files, audio (voice memos), photos, videos, drawings, notes, expenses, services, and shopping items. To keep your project on task, automatic reminders through integration with your device’s calendar are available. Tasks can be recurring, and you can easily view and update tasks from your calendar. In addition, your app supports management of Google™, Asana™, or Toodledo® tasks.

GLOSSARY OF TERMS

Projects: A group of tasks and reference materials designed to produce a product, service or other type of result. Projects can be used for business, health, education, or other categories that are suitable for your life or business.

Tasks: A piece of work to be completed.

Online Tasks: Tasks from online apps or services, such as Google™, Asana™, or Toodledo®.

TOUCHPOINTS

Touchpoints to other LightArrow app topics allow you to define tasks and projects from within the context of those topics. For example, if you need to perform work for events you’re planning, you can define tasks directly in the Events + Appointments topic. The same is true for assignments you have for school or work defined in the Education topic, for health procedures defined in the Health + Goals topic, for services you receive as defined in the People + Services topic, and so on. In all of these cases, the task information you enter will be accessible not only from those topics, but also from Tasks + Projects.

CATEGORIES FOR TASKS + PROJECTS

Categories are available for use with Tasks + Projects. You can create, modify, hide, or delete categories via Settings or directly from a tile for a Project. When a category is deleted, it is completely removed from your app. When a category is hidden, it no longer appears in the Categories tile, but it remains defined, and is still available in the category list when you are defining a new Project. Note that categories that are in use or serve as touchpoints to another topic cannot be deleted or hidden. For information about creating categories, refer to your help for Managing Categories.

ALERTS

Alerts display at the top of the Tasks + Projects view for anything related to projects or tasks that are due within the next five days or currently overdue. For example, if you’ve set a task to pick up your dry cleaning, it will appear in the Alerts section.

LOCAL NOTIFICATIONS

Local notifications will also alert you to projects and tasks depending upon the reminders that you’ve set up in My Settings.

PROJECTS (NEW PROJECT / PROJECT VIEW)

A project is any individual or collaborative undertaking that is planned and designed to achieve a particular goal. Projects typically have tasks associated with them. An example of a project could be “Re-organize Kitchen” or “Re-build Website.” In your LightArrow app, you can associate several types of items to projects in order to efficiently plan them, and to organize them in a way that you can easily find the information that you need. For example, you can associate tasks, checklists, appointments, expenses, shopping items, files, and other items.

Refer to Projects to learn more about creating, modifying, and deleting projects.

TASKS (NEW TASK / TASK VIEW)

A task is a piece of work to be undertaken. You can create tasks in multiple places in your LightArrow app; however, the Tasks + Projects view is the central location for managing tasks. You can view all tasks from the Tasks + Projects topic, by tapping the Tasks tile (including those synced from Google, Toodleo, or Asana). Tasks in this view are sorted in ascending order of due date. If you wish to search for a task, tap the magnifying glass at the top-right of the view.

To group tasks:

There are two selectors at the top-left of the Tasks view. The first selector allows you to show all tasks (ungrouped) or show by category, context tag, due date, last updated, status, associated item, priority, or task owner. The second selector allows you to view by open and closed, open only, or closed only.

  1. In the Tasks view, tap the selector at the top-left of the view.
  2. From the selector, choose Ungrouped, Category, Context Tag, Due Date, Last Updated, StatusAssociated, Priority, or Task Owner. The app remembers the previous selection.
  3. From the second selector, you can further filter the view by choosing Open and Closed, Open Only, or Closed Only.

CREATING TASKS

To create a new task:

  1. If you’re creating the task in the Tasks + Projects view, tap the plus sign and then select Task.
  2. To quickly create a task, type a name and start date, and then tap Save.
  3. Optionally, type a name for the task and tap Full Details.
  4. Add a due date and optional comment to the task.
  5. Select a priority for the task, which includes Low, Medium, or High. This allows you to view the tasks by Priority to help you make decisions about selecting tasks.
  6. Optionally enter the number of hours this task will take in the Effort field. You can use decimal points.
  7. If you wish to create a repeat schedule, tap Tap to configure repeat schedule (refer to Repeat Schedules).
  8. Tap the Dates tile to add start and end dates for the task, then tap Set.
  9. Select or add a category by tapping the Categories tile.
  10. Optionally add context tags to the task by tapping the Context Tags tile (select an existing tag or create a new one by tapping New.)
  11. If you wish to associate this task with a project, event, goal, service, etc., tap the Associate Topic tile, tap the type of item you with to associate it with, and then choose the item by tapping it.
  12. If you wish to associate this task with a contact, tap the Associated Contact tile, tap the contact you wish to associate it with, and then tap Save.
  13. If you wish to add task owner(s), tap the Owner tile, tap the plus sign, choose the owners to associate it with, tap Save, and then tap the back arrow.
  14. If you wish to change the iOS calendar that the task is associated with, tap the iOS Calendar tile and then select Specify iOS Calendar.
  15. To add a location for the task, tap Location and select one of the options.
  16. Tap Save.

MODIFYING TASKS

How to modify a Task:

  1. Tap the Tasks tile in the Tasks + Projects topic.
  2. Tap the task you wish to modify and then tap Open.
  3. Modify the items as directed.
  4. Tap Save.

CHANGING PRIORITY OF TASKS

How to set the priority of a Task:

  1. Tap the Tasks tile in the Tasks + Projects topic.
  2. Tap the task you wish to set priority on, and then tap Open.
  3. Tap the Priority field, and then choose Low, Medium, or High.
  4. Tap Save.

CHANGING EFFORT OF TASKS

How to set the effort of a Task:

  1. Tap the Tasks tile in the Tasks + Projects topic.
  2. Tap the task you wish to set effort on, and then tap Open.
  3. Tap the Effort field, and type the number of hours. Decimal points are allowed.
  4. Tap Save.

CHANGING THE STATUS OF TASKS

How to change the status of tasks:

  1. Access tasks from the Tasks tile or from the Agenda view.
  2. Tap on a task.
  3. When the task expands, tap Status.
  4. Choose Not Started, In Progress, On Hold, Completed, or Canceled.
  5. The Status is indicated in the expanding cell by color and icon. Completed tasks are crossed out.

DELETING TASKS

How to delete a task:

  1. Tap the Tasks tile in the Tasks + Projects topic.
  2. Tap the task you wish to delete to expand the row, and then tap Delete.

PRINTING, SHARING, AND DISCUSSING TASKS

You can print individual tasks, share tasks via email or discuss tasks via social media or SMS. Users who receive a task via email can manage it in their app.

How to print a task:

  1. Tap the Tasks tile in the Tasks + Projects topic.
  2. Tap the task you wish to print and tap Open.
  3. Tap Actions and then tap Print.
  4. A PDF file is created and an alert appears asking if you wish to save the document as a local document. If so, tap Yes, otherwise tap No.
  5. Tap the Share icon at the top of the view and then tap Print.
  6. Print the document to the selected printer.

Note: You can also open the PDF document and save it to an online service, such as Dropbox, by tapping the Share icon and choosing an online service.

How to share a task via email:

  1. Tap the Tasks tile in the Tasks + Projects topic.
  2. Tap the task you wish to share and tap Open.
  3. Tap Share and then tap Email.
  4. Send to send the email.

How to collaborate about a task:

  1. Tap the Tasks tile in the Tasks + Projects topic.
  2. Tap the task you wish to collaborate on and tap Open.
  3. Tap Share and then tap Post, Tweet or Text Message.
  4. A message displaying, “I’m working on a task (task name). Any recommendations?” appears.
  5. Modify the message as desired and send it.
  6. If you wish to view the replies at a later time, tap View Replies.

TASK OWNERS

You can assign multiple owners to a task and email those task owners directly via email, and they can open the task directly in their LightArrow app from the email message.

How to send a task to task owners:

  1. Tap the Tasks tile in the Tasks + Projects topic.
  2. Tap the task you wish to send and tap Open.
  3. Tap the Owners tile and tap the add icon. Add owners to the task by choosing them from your contacts. Tap Save.
  4. Go back to the Task view.
  5. Tap Share and then tap Email.
  6. An email message appears (with instructions) which allows you to send the task directly to the owners. If their email addresses are saved in your contacts, they’re automatically added to the message.
  7. Modify the message as desired and send it.

ONLINE TASKS VIEW

LightArrow apps support tasks from Google, Toodledo, and Asana. To understand the issues involved in syncing LightArrow app tasks and Google Tasks, please refer to the Google information page. To understand the issues involved in syncing LightArrow app tasks and Toodledo tasks, please read the Too­dle­doo infor­ma­tion page. Syncing tasks requires a network connection.

Google-specific information:

  • Google Tasks supports subtasks and LightArrow apps do not. Therefore, all Google tasks are displayed in a flat list.
  • Once you sync a task, if you delete that task in your LightArrow app, it is also removed from your online service.

Toodledo-specific information:

  • Any tasks in your Toodledo online account which do not have a folder specified will reside in the Root Folder in the Toodledo section.
  • The Toodledo Root Folder always appears at the top of this section, followed by of all your Toodledo folders, sorted alphabetically.
  • Toodledo supports subtasks and LightArrow apps do not. Therefore, all subtasks are not supported.
  • Once you sync a task, if you delete that task in your LightArrow app, it is also removed from your online service.
  • If you don’t wish for your Toodledo tasks that are synced with LifeTopix to appear on your iOS calendar (e.g., you’re already showing them on your calendar from Toodledo and you don’t want a double entry), go to Settings, scroll to the bottom, and underneath iOS Calendar Reminders set Tasks to the “No Calendar” entry. Then tap Save.
  • You can control pushing Toodledo tasks to your calendar by turning off Calendars in your Settings, or you can specify a different default iOS Calendar.
  • Your LightArrow app will only push new tasks to Toodledo if the Sync button on the Task toolbar is set to Toodledo. That will push a Task to Too­dledo. If a task is already synced with Too­dledo, when a Task is saved, the changes are then pushed to Toodledo.

Asana-specific information:

  • Asana supports subtasks and LightArrow apps do not. Therefore, all subtasks are not supported.
  • Once you sync a task, if you delete that task in your LightArrow app, it is NOT removed from your online service.

How to use Google tasks:

  1. Tap the Online Tasks tile from the Tasks + Projects view.
  2. In the Google section, tap Login.
  3. Enter credentials for your Google account.

How to use Toodledo tasks:

  1. Tap the Online Tasks tile from the Tasks + Projects view.
  2. In the Toodledo section, tap Login.
  3. Enter credentials for your Toodledo account.

How to use Asana tasks:

  1. Tap the Online Tasks tile from the Tasks + Projects view.
  2. In the Asana section, tap Login.
  3. Find your Asana API key in the Account Settings (Apps tab) from the Asana web application.
  4. Enter the key.
  5. Choose a workspace and tap Save.

How to sync tasks from online services:

To use online tasks in LightArrow, you must sync your tasks. When you sync online tasks to your LightArrow app, if the online version of that task has the most recent timestamp, all of its information is copied to your LightArrow app. If the version of that task in your LightArrow app has the most recent timestamp, all of its information is copied to the online task.

  1. From the Tasks + Projects topic, tap the Online Tasks tile.
  2. Tap your project, folder, or task groups’ name in the list of Online Tasks.
  3. Tap the Cloud icon to sync individual tasks. Tap Sync All to sync all the tasks in the group. Tasks that are synced show a checkmark and also display in your task lists (in the Tasks + Projects view).
  4. Once you’ve synced tasks, you can modify or delete them as if they were LightArrow app tasks.

If a previously-synced task in your online service has been deleted from the online service, the LightArrow copy of that task will be deleted as soon as you perform a Sync All. If a hybrid task is deleted from your LightArrow app, but not deleted from the online service from which it originally came, the next Sync All operation will cause the hybrid task to be re-created in your LightArrow App. Tasks that were added to the online service will result in a copy of that task being created in the LightArrow app upon the next Sync All operation.

How to sync LightArrow app tasks to online services:

Before attempting to sync tasks, ensure you’ve added your credentials for the online service. See Logins for Integrations for more information.

  1. From the Tasks + Projects topic, tap the Tasks tile.
  2. Open a task by tapping it and then tapping Open when the cell is expanded.
  3. Tap Sync.
  4. Choose the service you wish to sync the task with, such as Google, Toodledo, or Asana.

ASSOCIATING ITEMS WITH PROJECTS

The Tasks + Projects topic helps you to be more productive by allowing you to associate tasks, checklists, appointments, reminders, bookmarks, files, audio, photos, video, drawings, notes, expenses, services, and shopping items to projects. For example, if you’re working on a landscaping project, you might set up appointments with your landscape designer and you’ll want to be able to easily see all appointments associated with the landscaping project in one place. By associating appointments with the landscaping project, you have a central location to view these appointments.

How to associate a task with a project:

You can associate a project with a task or a task with a project.

Note: Anywhere you find a task in the app, you can open it, tap its Associated Topic tile, and select a project that you want to associate it with.

  1. Locate a project by tapping the Projects tile in the Tasks + Projects topic.
  2. After you open it, tap the plus sign at the bottom of the view.
  3. Choose Create New or Choose Existing from the menu depending on your choice.
  4. If you’re choosing an existing task, tap Task and select the task you want to add by tapping it.
  5. If you’re adding a new task, tap Task and add a name and due date, and then tap Full Details to add more information.
  6. Complete the information for the task and tap Save.

How to associate a checklist with a project:

You can create a checklist in the Notes + Files, Lists topic and associate it with a project in the Tasks + Projects topic (or) you can associate a checklist with a project directly from the Notes + Files, List topic. For detailed information about checklists, refer to the Notes + Files, Lists help.

  1. Locate a project by tapping the Projects tile in the Tasks + Projects topic.
  2. After you open it, tap the plus sign at the bottom of the view.
  3. Choose Create New or Choose Existing from the menu depending on your choice.
  4. If you’re choosing an existing checklist, tap Checklist and select the checklist you want to add by tapping it.
  5. If you’re adding a new checklist, tap Checklist and add a name and due date. Optionally add a comment.
  6. Tap Tap to add Checklist item and add items to the checklist tapping Save as you create each one.
  7. Complete the information for the checklist and tap Save.

How to associate an appointment with a project:

Creating an appointment is a common function that can be created in many areas of your app. If you wish to add an appointment directly to a project, follow the procedure below.

  1. Locate a project by tapping the Projects tile in the Tasks + Projects topic.
  2. After you open it, tap the plus sign at the bottom of the view.
  3. Choose Create New or Choose Existing from the menu depending on your choice.
  4. If you’re choosing an existing appointment, tap Appointment and select the appointment you want to add by tapping it.
  5. If you’re adding a new appointment, tap Appointment and add a name and start date.
  6. Tap Full Details if you wish to add full dates, invitees, context tags, associated topics, location, and to choose the iOS calendar to be associated with the appointment.
  7. Tap the tiles for the details you wish to add and complete the necessary fields.
  8. Complete the information for the appointment and tap Save.

How to associate a reminder with a project:

Creating a reminder is a common function that can be created in many areas of your app. If you wish to add a reminder directly to a project, follow the procedure below.

  1. Locate a project by tapping the Projects tile in the Tasks + Projects topic.
  2. After you open it, tap the plus sign at the bottom of the view.
  3. Choose Create New or Choose Existing from the menu depending on your choice.
  4. If you’re choosing an existing reminder, tap Reminder and select the reminder you want to add by tapping it.
  5. If you’re adding a new reminder, tap Reminder and add a name and due date/time.
  6. If you wish to add context tags and select a calendar for an iOS notification, tap the associated tiles.
  7. Tap Save.

How to associate a bookmark with a project:

You can create a bookmark in the Bookmarks + Lockers topic and associate it with an item in the Tasks + Projects topic (or) you can associate a bookmark to a Tasks + Projects topic directly from the Tasks + Projects topic. For detailed information about creating bookmarks, refer to the Bookmarks + Lockers help.

  1. Locate a project by tapping the Projects tile in the Tasks + Projects topic.
  2. After you open it, tap the plus sign at the bottom of the view.
  3. Choose Create New or Choose Existing from the menu depending on your choice.
  4. If you’re choosing an existing bookmark, tap Bookmark and select the bookmark you want to add by tapping it.
  5. If you’re adding a new bookmark, tap Bookmark and type a URL for a bookmark or search for a bookmark and select it.

How to associate a file reference with a project:

You can create a file reference in the Notes + Files, Lists topic to your local and online files and associate it with a project (or) you can associate a file reference to a project directly in the Tasks + Projects topic. Files can be local or stored online. For detailed information about creating file references, refer to the Notes + Files, Lists help.

  1. Locate a project by tapping the Projects tile in the Tasks + Projects topic.
  2. After you open it, tap the plus sign at the bottom of the view.
  3. Choose Create New or Choose Existing from the menu depending on your choice.
  4. If you’re choosing an existing file reference, tap File and select the file reference you want to add by tapping it.
  5. If you’re adding a new file reference, tap File and select a folder and file.
  6. If you don’t see the file service you wish to use, you can set it up directly from the resulting menu by tapping New and completing the options for the file service.

How to associate photos, audio, drawings, or video with a project:

You can create photos, audio, or video within the Media topic (or in some cases directly with your device) and associate them with an item in Tasks + Projects (or) you can associate a media item with a project directly from the Tasks + Projects topic. For detailed information about creating media items, refer to the Media help.

  1. Locate a project by tapping the Projects tile in the Tasks + Projects topic.
  2. After you open it, tap the plus sign at the bottom of the view.
  3. Choose Create New or Choose Existing from the menu depending on your choice.
  4. If you’re choosing an existing media item, tap AudioPhotoVideo, or Drawing and select the file you want to add.
  5. If you’re adding a new media item, tap AudioPhotoVideo, or Drawing and complete the necessary actions.
  6. Save the project.

How to associate a note with a project:

You can create a note in the Notes + Files, Lists topic and associate it with a project (or) you can associate a note to a project directly from the Tasks + Projects topic. For detailed information about notes, refer to the Notes + Files, Lists help.

  1. Locate a project by tapping the Projects tile in the Tasks + Projects topic.
  2. After you open it, tap the plus sign at the bottom of the view.
  3. Choose Create New or Choose Existing from the menu depending on your choice.
  4. If you’re choosing an existing note, tap Note and select the note you want to add by tapping it.
  5. If you’re adding a new note, tap Note and add a name and due date, and then tap Full Details to add more information.
  6. Complete the information for the note and tap Save.

How to associate an expense with a project:

You can create an expense in the Finances topic and associate it with a project (or) you can associate an expense to a project directly from the Tasks + Projects topic. For detailed information about expenses, refer to the Finances help.

  1. Locate a project by tapping the Projects tile in the Tasks + Projects topic.
  2. After you open it, tap the plus sign at the bottom of the view.
  3. Choose Create New or Choose Existing from the menu depending on your choice.
  4. If you’re choosing an existing expense, tap Expense and select the expense you want to add by tapping it.
  5. If you’re adding a new expense, tap Expense and add a name, amount, and due date/time.
  6. Add other optional information.
  7. Tap Save.

How to associate a service with a project:

You can create a service in the People + Services topic and later associate it with a project in the Tasks + Projects topic (or) you can add a service directly in the Tasks + Projects topic. For detailed information about services, refer to the People + Services help.

  1. Locate a project by tapping the Projects tile in the Tasks + Projects topic.
  2. After you open it, tap the plus sign at the bottom of the view.
  3. Choose Create New or Choose Existing from the menu depending on your choice.
  4. If you’re choosing an existing service item, tap Service and select the service you want to add by tapping it.
  5. If you’re adding a new service, tap Service and add the necessary information for the service.
  6. Add other optional information.
  7. Tap Save.

How to associate a shopping item with a project:

You can create a shopping item Shopping + Gifts topic and later associate it with a project in the Tasks + Projects topic (or) you can add a shopping item directly in the Tasks + Projects topic. For detailed information about shopping items, refer to the Shopping + Gifts help.

  1. Locate a project by tapping the Projects tile in the Tasks + Projects topic.
  2. After you open it, tap the plus sign at the bottom of the view.
  3. Choose Create New or Choose Existing from the menu depending on your choice.
  4. If you’re choosing an existing shopping item, tap Shopping Item and select the shopping item you want to add by tapping it.
  5. If you’re adding a new shopping item, tap Shopping Item and add a name, amount, and due date/time.
  6. Add other optional information.
  7. Tap Save.