Onlytasks is a tasks management software, those tasks can have the following elements:
- Notebook. In the following pages you have how to create and manage notebooks.
- Due Date
- Tags, as much as you want. In the following pages you have how to create and manage tags.
- Alarm, when you activate an alarm, the system (OS X o iOS) will bring you a notification at date and time specified.
- A task can be repetitive, i.e. Every week, every month, every 2 days …
When a repetitive task is completed, the actual task is marked as completed and, in that moment, the app creates a new task with the next due date.
- Time Trackers (only in OS X), you can track the time you are expending in complete the task.
- Linked folder (only in OS X), it is possible to link one Finder folder with a task. Once a folder is linked you only have to click on the representing folder in Onlytasks window to open the Finder folder and access to all its contents.
- Synchronization with the System Calendar/Reminders, it is possible to send a task with due date to the System Calendar, once you have sent it this event/reminder will be linked with the task so any change in title or due date of the task will be reflected in the event/reminder and any change from the System Calendar/Reminders will be reflected in the task.
Creation of tasks:
The process is very easy, search for the + button in iOS, or the similar in OS X (you can press Cmd+N too) and you will have the window where specify all the data for the task.
AUTOMATIC DUE DATE DETECTION: the title field can detect when you write a date and assign it as due date, to do so it uses the System’s data detectors.
If you write, for example, feb 12 or next Monday, that date will be set as due date. If you also write a time, for example feb 12 at 10, the app interprets it as an alarm.
When you leave the title field the detected text will be erased.
In our test with the System’s data detectors we have seen that the words “Today” and “Tomorrow” are not detected as a date, so they don’t generate due dates.
Notebooks in Onlytasks are task’s containers, every task must have a notebook.
The names of the notebooks are uniques and the notebooks will be presented, in notebooks’s lists, in alphabetical order.
You can set a Notebook as the app’s default notebook (go to Preferences in OS X, go to settings Notebooks, Notebook in iOS). The default folder will be selected when a task is created outside the lists of notebooks, for example, from main view in iPhone or from the share extension in iOS or from the System Services in OS X.
As a standard container you can give to your notebook the sense that you want, they could act as simple folders to store your tasks or could represent a business project or a personal project and so on. It gives the user great flexibility to manage his/her tasks.
You can assign to every notebook one of the predefined seven colors (Onlytasks 2 only feature).
On the other hand, it is possible to hide notebooks. When you hide a notebook, it and its tasks disappear from the views but still are in the database so you can access them again simply activating again the notebook. It can be very useful, for example, to projects that have been finished, etc.
To create a new Notebook, go to File -> New Notebook menu.
Once you have created a Notebook you can change its name directly in the lists of notebooks in the main view with double-click. You can change the color or delete the notebook with right click over the list of notebooks.
To hide/unhide Notebooks go to the app preferences.
To create, edit, delete, hide or change the color of your Notebooks go to the app settings (the button at top left).
The Tags are other way or tool to organize the tasks, it is optional to add tags to the tasks.
The names of the tags are uniques and the tags will be presented, in tags’s lists, in alphabetical order.
On the other hand, it is possible to hide tags. When you hide a tag, it disappear from the views and from the tasks but still is in the database so you can access it again simply activating again the tag.
When you hide a tag, the tasks that have this tag still are visibles in the lists of tasks but they would not have that tag.
To create a new Tag, go to File -> New Tag menu.
Also you can create tags directly in the tags fields, in the lists of tasks and in the new/edit task window: write the new tag and press Intro, if the tag does not exist it will be created.
Once you have created a Tag you can change its name directly in the lists of tags in the main view with double-click. You can delete the tag with right click over the list of tags.
To hide/unhide tags go to the app preferences.
To create, edit, delete or hide Tags go to the app settings (the button at top left).
Also you can create tags directly in the new/edit task window.
In Onlytasks 2 for OS X we have four different views to manage our tasks:
- Main view
- Calendar view
- “What you have done today”
Main view offers a side panel on the left where selects the tasks to see.
In this panel we have three different lists:
- Status, with Featured tasks, overdue, today, tomorrow next 7 days, even later and someday (tasks without due date).
You can extend this list in the Preferences to include: All pending, all completed and all.
You can select one o more items (press cmd while select) in this lists and you will see the tasks that meet those criteria.
For example, if you select a notebook you will see the tasks of this notebook, but if you also select “Today” you will see the tasks of this notebook for today, and if also you select a tag your will see the tasks of this notebook for today and that have that tag.
When you search, through the search field, if you have not selected “All tasks” in search options, the scope of the search will be the actual list of tasks.
It is possible to drag and drop tasks into the left side panel, with this you can move tasks between notebooks, change the due date (drag over Today, Tomorrow, …) and add tags (drag over a tag to add it to the task).
The list of tasks
In the top of the left panel we have the sort criteria for the list.
In the list of tasks we can edit directly the following data of the tasks:
- Title, click on the title, wait for a moment and the field becomes editable.
- Tags, click on the tags field and it will become editable.
- Due date and alarm, click on the due date and a calendar will be presented, bellow the calendar you have a clock and a field to indicate date and time of the alarma. Click on the clock to activate/deactivate the alarm.
- Notebook, click on the notebook name in the task to see the list of notebooks and select the one where you want to move the task.
Right side panel
In right side panel we will find some data related to task selected in the list of tasks. From top to bottom:
- Notes panel, here you can edit directly the notes of the task.
- Linked folder, drag a Finder folder over this folder to link it with the selected task. Click on that folder to open the Finder folder.
- Time trackers.
The Status view wants to represent in a global way the Status list of the Main View. It shows abbreviates tasks to let us view quickly how our tasks are configured.
Plus the abbreviated mode that you see by default we have an extended mode where view our tasks day by day. Click on the arrow in the up left corner to change between modes. In day by day mode we have two buttons in the right-up corner to move the days.
We can edit directly the title of the tasks and mark them as featured or completed.
You can drag and drop tasks between columns to change the due date.
In this view we have a big calendar with numbers indicators in the days with tasks.
A summary with the stuff you have made today.
Onlytasks 2 for iOS: iPhone
In the home view we have the overdue tasks, the tasks for today and, if you have selected it in settings, the tasks for tomorrow.
The text color of the task’s title will be the same as its notebooks (this can be disabled in settings).
Tap a task to edit it.
Swipe to the left to complete a task.
Above we have one button to access the setting and one to creta a new task.
Down we have the buttons to go to the different views of our tasks:
- All the tasks.
Inside each of those views, in the top right, we have a button to access the sort and search options of every list.
In the home view, in the iPad, we have the Status list at left, with options to access all tasks, notebooks and tags.
Down we have a calendar, tap over the month to make it go up, tap again to make it go down and hide.
Every list: All tasks, Status, Notebooks and Tags has its own options to sort and search. To access them, select the list and tap on the Options button in the top right.
The lists of tasks are visually identical in iPhone and iPad, except that in iPad, since the screen is bigger, they have a frame with its notes.
In the lists of tasks you can make five quick editions:
- Tap on the circle in the left to complete(resume) a task. If have enabled “Show notebooks when complete” in Settings, a view with all your visible notebooks will be presented to select the notebook where move the task.
- Make a Long pressure on a task to see quick options that let you change quickly the featured state of the task, the notebook, the due date and the alarm.
Tap again on the task to hide this options.
IMPORTANT: you will never see the content of your notes of Evernote in Onlytasks. Onlytasks will add its keywords onto the end of your notes's content.
So it is highly recommended create, in Onlytasks, notebooks for your tasks before the first synchronization and use them only for tasks and don't mix tasks of Onlytasks and notes of Evernote in the same notebook.
You can open the note of the Evernote of a task of Onlytasks directly in your Evernote desktop client or in your browser, to do so select the task in the list of tasks and press the button of Evernote in the toolbar.
- to open the note in the Evernote desktop client you must be logged in Evernote app with the same account that you have linked Onlytasks.
- to open the note in the browser you must be logged in evernote.com with the same account that you have linked Onlytasks.
To synchronize with Evernote you must first have established an Evernote account, and then give Onlytasks access to your Evernote account, to do so go to the Onlytasks preference pane under "Syncronization", and press in Login, then authorize Onlytasks to access to your Evernote account. You can open the Onlytask preference pane by going to the Onlytask menubar, then under "Onlytasks" pull down to "Preferences..".
Onlytasks will start the first synchronization when you close the Preferences window:
The first step is to download your notebooks, then mix those with what you already have. You will be presented with a list where you can select those notebooks you want to use. In Onlytasks check only the notebooks that you want to use with Evernote (this can be changed as often as you like through the notebooks button on the bottom left of the main application window). Once done press Ok and synchronization begins. During the first synchronization, use of Onlytasks will be blocked and it will not be possible to use the Onlytasks program until it is done with the process. Please do not close Onlytasks during this process.
After the initial sync, following synchronizations are always run in the background and your use of Onlytasks is not blocked.
For other synchronization options see the settings under Preferences: Synchronization.
Onlytasks consider every single Evernote note as a task, it uses the note title as the task title and the note content to store the task due date, if the task is completed, the task's notes and if the task has Star.
It does so within an html table with hidden tags to detect the data.
IMPORTANT: If you modify the data directly in Evernote please, modify only the data stored in the data box table, NOT modify any other text in the table because it could lead to accidentally erase Onlytasks hidden labels.