To Do A shareware personal task manager for the Psion Series 3. PREAMBLE Disclaimer ========== No warranty is given on this program. No liability for any damage or loss to equipment, data or software will be assumed. You use this program at your own risk. Registration ============ The TODO program is shareware. If you like it and use it after 14 days, you should send me œ10. This will ease your conscience and my bank balance. I will send you a small file to disable the "nag" screens and show you as a registered user on the About screen. If you do not have an email id, then please ensure I have your name and address and state whether you have a 3.5 or 5.25 inch diskette drive (PCs only I'm afraid). Bug-fix versions will be available from the lexsoft/todo conference on CIX and the Palmtop forum on Compuserve. Errors ====== I don't know of any outstanding bugs (unless listed at the end of this document) but as with any piece of software I'm sure there are some. The program's error handler attempts to save the current file as ERROR.TDO before collapsing in the proverbial heap. Check this file out if an error occurs. If it appears ok copy it over your original file and continue. Please let me know of any errors. Distribution ============ This package may be freely copied, distributed as shareware so long as the contents remain intact and are not tampered with in any way. The ZIP file should contain: OUTLINE.FON OUTNORM.FON PROJECTS.TDP TYPES.TDP TODO.APP TODO1.OPA TODO2.OPA TODO.TXT (this file) INTRODUCTION I found that the To Do list part of the built in Agenda program on the Series 3 was not quite up to my requirements. I wanted an application that would allow me to prioritise tasks by day, so that I could schedule my time, and within day by priority. Additionally I wanted to keep track of tasks that I had delegated to my staff and other people. Ideally, tasks could be sorted by project so that I could quickly see a list of outstanding tasks when I attended a review meeting or when compiling a status report. A type field would also be handy so that I could organise my todo items so as to tackle all phone calls, electronic mail items etc. together. Other requirements were to keep notes attached to a particular entry, have extensive search capabilties, allocate an estimate to each task so as to enable a summary of time estimated per day to be produced. You've guessed it, all of these features, and others, are included within this program. Todo is now becoming quite a smart Personal Information Manager although not up to those found on the PC. This is only because the program needs to be kept to a managable size. INSTALLATION INSTRUCTIONS Create a directory \TDO to hold data files generated by the application. This can reside on any local drive. Unzip the file TODOxxx.ZIP and transfer the included files to the Series 3 as follows: TODO.APP Copy to the \APP directory on any drive. TODO1.OPA Copy to the \APP directory on any drive. TODO2.OPA Copy to the \APP directory on any drive. PROJECTS.TDP Copy to the \TDO directory on any drive. TYPES.TDP Copy to the \TDO directory on any drive. Copy the two files OUTLINE.FON and OUTNORM.FON to any \OPD directory. The .APP,.OPA and .FON files should be kept on the same drive. All may be kept on Flash SSD as they are only read by the program and not changed. Install the program on the Series 3 menu by going to the system screen, and pressing Psion-I. In the "Install Application" dialog box, set "Disk" to the drive to which you have copied TODO.APP, and set the File Name to TODO.APP. STARTING TODO Having installed TODO, it operates just like one of the standard applications such as Word or Data, in that a list of data files is shown under the TODO icon. These can be opened by pressing Enter or Shift-Enter. A new file can be created by pressing Psion-N. GENERAL Commands can generally be entered in one of three ways: - From the menu - by pressing the key indicated on the menu - by using the same key without the Psion prefix. One key operation is considerably easier if you are using the Series 3 "one handed". Up to 70 records can be held in a single file although unregistered users will get a "nag" screen when entering each record after the first 20. CREATING AN ENTRY Press Psion-E, E, the space bar or Shift-Enter. Enter up to two lines of text in the dialog box. Use the up and down cursor keys to move between the two lines. This text forms the main text of the entry. When you have pressed enter, a second dialog box appears. Complete these fields. Due Date: The entries are sorted by default on the Due Date field which is usually used to denote the day on which the task is to be carried out. Priority: This may be set to 1 (High) down to 9 (Low). Type and Project: These fields can be set to one of the codes that you can enter yourself (see later in this manual). Estimate can be used to enter, in hours, the time you expect the task to take to complete. This field is optional (see Options settings). Onus can be set to In, which means that next action is down to you, or Out, which means that the next action on the item has been allocated to somebody else. The onus of a particular item may therefore swing between In and Out as events unfold. DISPLAY TYPE AND FONT SIZE The list can be shown in either of two fonts; normal or small (as used in the spreadsheet). Use Psion-B to toggle between the two sizes. The display can also be toggled between the full display and a summary display using Psion-H. MOVING BETWEEN ENTRIES Use the up and down cursor keys to move between entries, one at a time. PgUp and PgDn move four entries at a time (full display) or eight entries at a time (summary display). Ctrl-Psion-Up Arrow and Ctrl-Psion-Down Arow move to the top and bottom of the file respectively. Psion-J/Psion-K and J/K also perform these functions which makes it easier EDIT TYPES AND EDIT PROJECTS Types can be set to anything you like. I use them for different categories of work such as Email and Phone calls, which I like to get out of the way every morning. I also have special categories for the people who work for me, and one for my boss. This enables me to sort items by type when I have a meeting with one of these people. The higher the type in the type lists, the higher they get sorted. So, if there is a particular category of tasks that you like to get out of the way each morning, you should set this type at the head of the list. The default sort order is by day, then onus in before out, priority and finally, type. Projects can also be used for anything you like. Use Psion-Y to update the types and Psion-T to update Projects. Up to 24 types and 24 projects can be defined. Processing is similar for each, with 6 entries being shown at a time, press Enter after each group. Blank entries are allowed but are filtered so that they don't appear on selection dialog boxes. The Types and Projects are saved with each file. The TYPES.TDP and PROJECTS.TDP files are used to set the Types/Projects for new files. Each time you amend the types and projects, you are asked if you want to save the settings as the default for new files. UPDATE AN ENTRY To update the details of an entry, press Psion-U or Enter. When the entry has been updated, the list is resorted and redisplayed. COPY AN ENTRY Psion-C copies the current entry and then puts you into update mode on the new record. This is useful for entering recurring tasks. DELETE AN ENTRY To delete an entry, press Psion-D or the Delete key. You are asked if you are sure. Press the appropriate key. If you have a note assigned to an entry, you are asked if you if wish to delete the note. When an entry is deleted, it is optionally appended to a Done file, named, by default, DONE.TDO in the /TDO directory on the default drive. The name of this file can be changed from the options screen but always resides in the TDO directory of the default disk. A warning is displayed if the number of records in this file exceeds 65. This gives you a chance to set another done file before the limit of 70 entries is reached. You can choose whether items are always archived to the "Done" file, are never archived or whether the program asks at delete time, by using the Done option on the Options dialogue. The date of the archived record on the "Done" file can be set either to the original due date or to the date archived. This option is on the second option panel (Psion-B). You will get a program error message if you attempt to delete a record from a "Done" file to the same "Done" file. To delete from the Done file, set the Done File in Options to another file and set Done Type to "No". CHANGING THE DUE DATE To change the Due Date of an entry, press the right arrow to change forward one day and the left arrow to move back one day. Psion/Left and Psion/Right move the due date by one week. Today's date is shown as "TODAY", the next seven days are shown as "Mon", "Tue", etc. Thereafter the actual date is displayed. Note that when a file is loaded, any dates in the past are updated to today. An exception to this rule is any file beginning with "DONE" or "ARCH" (Done/Archive files). Their dates are left alone. Dates are also updated whenever the date changes (i.e. at midnight). CHANGING OTHER FIELDS FROM THE DISPLAY If the display was resorted and updated everytime you made a minor change to an entry, the response time would be intrusive and you would tend to lose track of your thoughts. Most fields can therefore be changed directly from the list. Psion-/ toggles Onus between In and Out. An Onus of out always displays in italics. Psion-W allows a change of type, while Psion-Q allows a change of project. Psion-R allows the Estimate to be changed. To change the priority of an item, just press a number key between 1 and 9. RESEQUENCING To resequence or sort the file after using the features in the previous section, use Psion-Z. SORT The list may be sorted into one of three orders by pressing Psion-M and selecting one of the following orders; TITLE SORT ORDER (Major->Minor) Due Due Date, Onus, Priority, Type Project Project, Due, Onus, Priority Type Type, Due, Onus, Priority Note that any operation can be carried out on the file in any sort order. SEARCH You can search for entries by Project, Type, a string appearing in the descriptive text, Priority or Date. Press Psion-F to begin the search. A dialog box appears asking for the field to search on. By default, the field type offered is the current main sort key. Thus if the file is sorted on Project, then you are offered Project as the search type. Select the field to search on. If a matching item is found, the cursor is positioned on the first matching item. If a match is not found, a message is displayed. Press Psion-G to repeat the search starting at the previous match. OPTIONS Press Psion-B to set options for; Page 1 1. Lines: This changes the setting which governs whether horizontal lines are shown on the display to separate items. Turning lines off speeds up the display slightly. 2. Font: Changes the font between normal and small. 3. List Type: Choose between the short and long format displays. 4. Estimate: The Estimate field can be turned off for those users that do not require it. If off, the field is not shown on entry or update, or on the general display. All estimates are set to zero behind the scenes. Page 2 1. Done: Dictates how items are archived to a "Done" file. If "Yes", items are always archived. If "No", items are never archived. If "Request", you are asked when you delete an item if it is to be archived. 2. Done File: Name of Done file associated with this file. The file will exist on the default drive in the \TDO directory. 3. Date on Done: Can be set to "Due"; where the date on the "Done" file will be set to the original due date, or "Deletion", where the date will be set to the deletion date. NOTES Notes can be attached to any entry by pressing Psion-+ (Psion key and the plus key). If a note has not already been associated with the entry, you are asked for an application (which can be the inbuilt Word application or Lexsoft's Outline) and whether the file is an existing file or one you are about to create. You are then asked for the file name before you are positioned in Word or Outline (depending on your selection), where you enter the note. Return to TODO by exiting Word or Outline in the normal way. To delete an associated note press Psion- (psion key and the minus key together). When an entry is deleted you are asked if you want to delete the associated note. Notes are stored in .WRD or .OUT format in the \TDO directory (although you can specify that the note resides in any directory that you want). OPENING AND CREATING FILES Files can be opened or created from the System screen in the normal way or from within TODO. Press Psion-O for Open, Psion-N for New. SAVING FILES File are, of course, saved when you exit from the program. Increased security can be obtained by periodically saving the file using Psion-S. The Save As option allows you to make a copy of the file to a different name. REVERT To revert to the last saved copy of a file, use the revert option, Psion-V. This can be used, in conjunction with Save, as a form of "undo". Note that any notes that have been deleted will be lost permanently. Also, entries created since last saved that contain notes will no longer be present although "orphan" notes will be present. PRINT The task list can be printed in the order currently displayed by pressing Psion-P or P. A dialog box appears requesting whether the file should be printed via the parallel interface, serial interface or to a file. If the serial interface is chosen, a further box appears asking for details of the serial interface. Press enter to accept the normal default values. Printing is carried out at 65 characters to the line and about 55 lines to the page. Change History ============== 1.13 Initial Release 1.14 (5 December 1992) Summary Facility Added Open File and New File options. Each parameter files can now exist on any drive. Revert option issues warning. Header display same as OUTLINE (version 1.14) Notes are checked for existence before trying to open in case these notes were deleted outside of TODO. .TDP files now reside in \TDO directory. FIXES Project and Type names on list are now shown in italics if onus is out. 1.15 (7 December 1992) ENHANCEMENTS Now allow six different selectable sort sequences. Menu layout changed; slightly more logical given restrictions of up to six menus with up to six items. List facility removed as sort order gives the same functionality plus more. Screen display faster. Moving up or down one item now scrolls the screen rather than redisplay. Options for Lines on Display, Font, List Type and Estimate field which are saved with file. FIXES Error fixed whereby impossible to save Types and Projects files if changed. Keys now work with CAPS LOCK on. 1.16 (8 December 1992) ENHANCEMENTS 70 records now allowed per file rather than 50. Done file checked for >65 entries. Faster sort BUT less sort orders "Text" prompt removed on Insert and Update Entries. FIXES If Update is pressed to view record in full, escape does not now cause redisplay. Screen shown while resorting. File may be saved without error even if no records. Similarly empty file can be opened safely. Change Font (Psion-L) now works correctly. 1.16a (12 December 1992) ENHANCEMENTS 24 Types and 24 Projects now allowed. Blank entries are filtered out on selections in dialogs. Screen not refreshed on search that finds no match. Types and Projects now saved with file. TYPES.TDP and PROJECTS.TDP are used for initial settings on new files. Whenever Types or Projects are changed, you are given the option to Save these as the default values. Psion-cursor left/right changes date of current entry by one week. Name of Done file now specified as an option. Option on each file can be set to archive all deleted entries to "Done" file, not archive any or to ask when deleting. Option to set date on "Done" file to original due date or date of deletion. FIXES Better checking on existence of associated WORD documents: If the document is found not to exist on delete note or edit note then you are informed, the note flag is removed and the program does not abend. Summary option from menu now works. Program error message if attempting to delete record from "Done" file to the same "Done" file. To delete from the Done file, set the Done File in Options to another file and set Done Type to "No". 1.16b (13 December 1992) ENHANCEMENTS Copy Record facility (Psion-C). Edit Projects (formerly Psion-C) now Psion-T. FIXES Can escape from Psion-Q (Change Project) Error file saves options. 1.16c (13 December 1992) FIXES Psion-Q/Psion-W changed day in Caps Lock mode, whereas they should change project and type. Mysterious blob now doesn't appear when day changed on an item followed by scroll down one line. 1.16d (14 December 1992) FIXES Error when Types or Project previously allocated is deleted. Furthermore, if all types or all projects are deleted then an error would result on change of type/project. 1.16e (18 December 1992) FIXES When last record from file was deleted, error occurred "Nag" screen introduced for unregistered users. Screen now updated if escape key used for update entry dialog immediately after copy record. 1.16f (20 December 1992) FIXES Fixed problem with opening files from the System screen if user option was set to Shift-Enter rather than Enter. 1.16g (22 December 1992) FIXES Just using X to exit TODO did not save file. 1.16h (23 December 1992) ENHANCEMENTS The "Done" file can now exist on any drive, not just the default drive. FIXES Registration details now checked when a new file is created. This caused the program to show "unregistered" on the About screen. Problem whereby files with an associated Done file with a name of 8 characters could not be read is fixed. 1.17 (31 December 1992) ENHANCEMENTS Document name for entry now copied to Done file if document is retained. Sort by Project now sort by Project in alpha order rather than Projects position in list. Files beginning with "DONE" or "ARCH" do not now have their dates updated when opened. Display Date and Entry Dates updated at midnight. Program split into two OPAs. This reduces memory consumption by about 5-6k. Psion-supplied code incorporated to reduce memory overhead on calling MENU. FIXES Fixed problem introduced in 1.16h where error occurs if directory for new done file does not exist. Display after scroll down one line tidied up. 1.17a Not released 1.17b FIXES Onus setting was not being copied on Copy Record. Cursor up/down speeded up slightly. 1.18 (19 January 1993) ENHANCEMENTS Program heavily restructured internally Title on Delete Warning shows summary of record FIXES Entry of records could cause display errors and eventual abends depending on screen mode. Open from system screen did not save old file where Psion defaults had multiple files set to "Shift-Enter" 1.19 (16 February 1993) ENHANCEMENTS Sort time reduced Search displays first record found at top of screen rather than at the bottom Can now call Outline program as well as Word The type of search now defaults to the main sort order key. On exit, the file is not saved if has not been changed. Space Bar and Shift-Enter allow record entry. Enter allows record update. FIXES Bug which produced "Module not found" errors Sort by Type now sorts properly (by Alphabetic order) rather than by position in Type list. DELETIONS Summary option removed (it didn't seem to be used and it took up memory!) 1.19 (4 March 1993) FIXES Associated Document Flag not shown if single line only printed as a result of next/previous day and other commands. Escape from Search boxes could cause errors. Psion-Q not working as stated above. Better checking for empty file. Previously program could easily fall over if no records in file and menu options other than Enter Record selected. 1.20 (27 June 1993) ENHANCEMENTS Delete key now functions as an additional Delete Task key. Outline program can exist on a different drive to ToDo. FIXES ERROR.OUT can be saved to any drive. 1.20a (29 June 1993) FIXES Removed debugging line left in inadvertantly which produced error when cursor right used. Mention of .APP in documentation changed to .OPA. 1.20b (1 July 1993) FIXES Fixed error which occured after changing Types or Projects when file is empty. 1.21 (17 August 1993) 1.21b (21 August 1993) ENHANCEMENTS Print option added Sort option changed to Psion-M from Psion-P Program file integrity checked to ward off REVTRAN'd versions FIXES Better handling of Out of Memory errors. 1.21c (24 August 1993) FIXES Icon now shown on Psion-Menu If a button bar button is assigned to Todo, it functions correctly. For users with Open Multiple files set to "Shift-Enter", second file opened without error. John Whiting 3 Fitzwilliam Road Colchester Essex CO3 3RZ CIX: johnw (johnw@cix.compulink.co.uk) Compuserve: 100025,3337 Internet: 50215@ibmuser.ibmx400.gb