Posts tagged with "omnifocus"

The OmniFocus for Mac 2.0 Wish List→

The OmniFocus for Mac 2.0 Wish List

Sven Fechner of Simplicity is Bliss:

I hardly use the project or task notes as the UX choice made is too clunky for me. It is clearly a concept coming from OmniOutliner, which, using the Kinkless GTD Scripts, was the original source of inspiration for OmniFocus. However, it doesn’t really work for longer notes, any font size you chose for the note section is either too small or too big, if you insert attachments things start looking awkward, … In my eyes there are quite some challenges with the way notes are handled in the current OmniFocus UI.

I’d like to cut and paste Fetcher’s entire list of ideas for OmniFocus 2.0 here, but his complaints about notes (in both OmniFocus and OmniOutliner) hit the nail on the head and sum up the issues about giving ideas or tasks additional details.

The one challenge that OmniFocus and other apps face is mitigating how you manage an “everything box.” OmniFocus ultimately becomes and should become a sort of outbox where you follow up on email, gather your errands for the afternoon, and follow decisive actions to complete a project. Where the lines begin to blur is with contexts and details. Contexts are the sort of tags that specify either the person, thing, or place you need to be in to complete a task, and details are the additional reference materials or notes associated with a task.

If your task is concise and straightforward (you should never have to think about the action), you shouldn’t need any supporting details. This changes however if you need a reminder for an article (Paste attached note as a quote in “Apple Q1 2012 Results”) or if you need to attach a picture, lines from an email, or need to type out what someone gave to you in paper form. OmniFocus could really use a boost in how documents are attached. An icon inline with text or a full blown image that can get cut off due to column-width aren’t good ways to display supporting details for tasks and projects.

There are other good opinions in the article too. I personally don’t need or want themes in OmniFocus, but I would love to see better email handling and the ability create projects based off templates of pre-written tasks (you can sort of do that now, but it’s messy).

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OmniFocus for iPhone Adds “iCloud Capture” To Import iOS Reminders

With the latest update to OmniFocus for iPhone, The Omni Group has figured out a way to let the app interact with iOS reminders and iCloud, and automatically fetch reminders created through the iPhone 4S’ Siri or Reminders app. Whilst you still can’t ask Siri to create new tasks directly into OmniFocus, the solution implemented by The Omni Group is very clever, and it gives you the illusion of native integration with the assistant, using iCloud and your Apple ID as a bridge between Siri’s reminder functionality, and OmniFocus.

The Omni Group has implemented a new feature called iCloud Capture that is capable of taking Reminders from your iCloud account, and move them into OmniFocus’ inbox. iCloud Capture, as explained in the Help section, literally takes input that would otherwise stay into Reminders, and moves “as much data as it can” away from Reminders and into OmniFocus. This is done in two ways: first, you have to create reminders that go into a “Reminders” or “OmniFocus” list. Second, you’ll have to log in with your iCloud account in OmniFocus’ settings, and enable iCloud Capture. Once enabled, OmniFocus will check for new reminders every time upon launch and move them into the inbox. The “upon launch” part is important, as OmniFocus can’t process iCloud data in the background – you won’t be able to add reminders via Siri, and expect OmniFocus to import & sync in the background. You’ll have to open OmniFocus for iCloud Capture to work, but it’s a minimal effort compared to the added convenience of being able to let OmniFocus seamlessly process and import reminders.

Please note that reminders will be deleted from Reminders.app as they’re moved to OmniFocus; title and dates will be preserved in the transition, but The Omni Group says that location reminders – which both Siri and Apple’s Reminders can use out of the box – will be “most effective” when they match Reminders’ contact locations and OmniFocus’ own implementation, which is quite different from Apple as it’s got more options. From my understanding of this limitation, it appears getting location reminders into OmniFocus from iCloud might work best if OmniFocus is using the same contact information rather than its “current location” or “exact location”, and I’ll need to investigate this further. For now, I can say that one location-based reminder did go through iCloud Capture, but another did not, and stayed inside Reminders.

The Omni Group didn’t add direct Siri integration, but they came up with one of the most clever ways I’ve seen to use Siri and iCloud to create reminders and have them automatically moved to OmniFocus every time you open the app. The system isn’t perfect, but has worked very well for me with simple reminders. Another good point of iCloud Capture is that Windows users will be able to move Outlook tasks to OmniFocus when they launch the app, as iCloud Capture checks for all reminders in your iCloud account, not just those created via Siri. Overall, I’d recommend giving iCloud Capture a try, and see if reminders might work better for you inside OmniFocus rather than Apple’s Reminders.

Update: The Omni Group has posted a series of videos showing how iCloud Capture works. Check them out after the break.

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iOS 5 Reminders From an OmniFocus User’s Perspective

When I first got my hands on the new Reminders app in iOS 5, I launched it and scoffed under my breath. Sure it was cute but it was not for me. I have spent so much time developing a bond with OmniFocus that I don’t know if it could ever be broken. It probably sounds dramatic but OmniFocus and I have been through some hard times together, probably some of the worst in my life.

My wife hates when she sees OmniFocus projects related to something personal in our marriage but it is my trusted system and I use it for everything. I have never found a suite of applications that can do for me what OmniFocus does. I have tried so many productivity and task management apps that I refuse to count them for fear of realizing the amount of money I have wasted. I have a natural (or unnatural if you ask my wife) attraction to this genre of apps so of course I was excited to take a look at the new Reminders app.

Reminders is a simple, albeit extremely well done, list-making application. Its main appeal is the “geo-fencing” feature that will trigger a reminder based on your proximity to a predefined location. The concept is amazing to me. The only problem is Reminders does not easily integrate in to my existing system, thus I probably won’t be able to truly utilize it.

Enter Siri. Read more

OmniFocus Updated with iOS 5 Location Reminders

The Omni Group released two updates for its OmniFocus app for iPhone and iPad today, adding several bug fixes and improvements, iOS 5 compatibility, and a new Location Reminders feature that leverages iOS 5’s geo-fencing APIs to send you a reminder when you’re in the right area to complete an action. The same technology is used by Apple in Reminders, a new native app in iOS 5.

The new Location Reminders in OmniFocus require an iPhone 4 or iPad 2 3G with iOS 5 installed. iOS 5 isn’t coming out until Wednesday, October 12th, but I’ve been able to test the functionality on my iPhone 4 running the Golden Master release of iOS 5. In the new OmniFocus, location needs to be assigned to a Context from the context editing view. The location settings have more options than Apple’s Reminders app – you can assign a location to a context by fetching the current location via GPS, selecting a contact’s address (like Reminders), or pinpointing your exact location. You can also manually search for an address, select “always available”, or choose to skip location altogether by choosing “none”. Once you’ve set a location for a context, you can select how you should be notified for an available task: when you leave or when you arrive. In this screen, The Omni Group warns that Apple’s geo-fencing technology in the first version of iOS 5 has a series of limitations to keep in mind – opening the app’s Help screen reveals that location-based reminders might not be 100% accurate, especially if you quickly leave/re-enter a location, or quickly pass by one (example: while driving on the highway). This is something The Omni Group can’t really address on its own as it’s a set of APIs provided by Apple, and if anything it shows that the developers are committed to providing an optimal experience by offering even more location options than Apple’s Reminders. In my tests, I can confirm OmniFocus’ (and Reminders, too) location alerts haven’t been accurate all the time – current location would work with a specified area, but not a manually-entered address. Similarly, the distance settings offered by OmniFocus sometimes failed in reminding me to do something when I was leaving a location; the app offers three different dots to determine distance, a small one for about 200 meters (600 feet), a middle-sized circle for 500 meters (1500 feet) and a big circle for 10 kilometers (6 miles). Again, these are options that Apple doesn’t provide in its native Reminders app.

It’s too bad location technology for reminders in iOS 5 still needs some optimizations, because I believe OmniFocus’ support for the feature is just great. The user interface is simple and elegant, the context-based system is meaningful to the concept of context itself, and OmniFocus is still a fantastic piece of software (with several bug fixes that you can check out in iTunes’ changelog). There’s no doubt Apple will improve location reminders over time, and please note, too, that there’s a chance the functionality will work perfectly for you, and addresses in my area simply don’t want to cooperate with Apple and OmniFocus.

You can get the updated OmniFocus in the App Store here (iPhone) and here (iPad).

OmniFocus for iPhone Gets Forecast View, Lots Of Fixes

Users of the OmniFocus application for iPad who also happen to have an iPhone and are tied to The Omni Group’s software ecosystem might want to check for updates in iTunes and download the latest version of OmniFocus for iPhone. Released a few minutes ago, OmniFocus 1.10 adds one major new feature: Forecast mode for overdue, due, and future actions. Forecast was one of the new OmniFocus features exclusive to the iPad version, and a hint of things to come in the much-anticipated OmniFocus 2.0 for Mac. Just like on the iPad, you’ll have a bar along the top displaying a summary of your upcoming week, as well as past tasks and stuff that needs to be taken care of sometime in the future. Forecast mode replaces the Due and Overdue lists and it provides an incredibly useful way to see what’s going on at a glance, without having to find your way around sections and taps. It’s a huge time saver.

OmniFocus 1.10 also comes with several refinements all around the UI and bug fixes, which you can read in detail here. Just to name a few, the first-run sync process has been redesigned to be more intuitive, and the Action and Project editors got “Go to Project” and “Go to Context” buttons. Overall, the app feels a lot faster and it’s clear The Omni Group set out to fix all those minor annoyances that are not so minor when you have to work with an app on a daily basis.

You can find OmniFocus for iPhone at $19.99 on the App Store.

Alternative Ways To Add Actions Into OmniFocus

It is no secret I’m a big fan of The Omni Group’s OmniFocus for Mac and iOS, as over time it has become my “trusted system” (as people like to call great applications you can rely on nowadays) to organize actions (tasks), contexts and, in general, stuff I have to do and don’t want to forget about. If you’ve been reading MacStories in the past few months, you know we care about the latest OmniFocus updates and new features implemented by the developers, but more importantly we, like many others, have fallen in love with the iPad version of OmniFocus, which contrary to expectations has turned out to be a great portable counterpart that retains most of the functionalities of the desktop OF without sacrificing usability – actually adding new intuitive schemes, navigation options, and more. With an update to the iPhone app around the corner and a major 2.0 update for the Mac coming out sometime in the next months, there’s plenty of features to look forward to.

Over the past weeks, however, rather than reading tutorials on how to get the most out of OmniFocus or learning about other users’ setups (something that I usually love to do, by the way, as my Instapaper queue can prove), I decided to play around with tools and utilities provided by The Omni Group to customize the way you can get actions into OmniFocus without actually using OmniFocus. That’s an interesting concept: as OmniFocus can be integrated with OS X, accessed to from a web browser or even linked to by other apps, there are ways to quickly get items into it without following the usual pattern of opening the app + writing down a new action, or launching the desktop Quick Entry window manually. And as much as I love the iOS versions of OmniFocus, there’s always something that bothers me when I’m in a hurry but I need to get some actions saved quickly: as others have outlined before, I think I’d really enjoy a “mini OmniFocus” that’s exclusively aimed at entering tasks in seconds without loading the entire database. Or, there could be a way to send an action quickly to OmniFocus’ cloud server, without having to open OmniFocus at all. While this is not possible today – but I have a pretty good feeling The Omni Group is considering it for future updates – there are ways to quickly create tasks outside of the main OmniFocus environment and save them in seconds.

After the break, I take a look at some of the tools I’ve been using to add actions in my OmniFocus using an iPhone, iPad, or Mac. Read more

OmniFocus for iPad Gets Calendar Integration

The Omni Group’s flagship GTD application, OmniFocus, received an update earlier today in its iPad version to include a number of new functionalities, bug fixes, and miscellaneous improvements to the interface. Widely regarded as the best version of OmniFocus currently available on all platforms, OmniFocus for iPad managed to win the hearts of The Omni Group’s loyal user base thanks to a clean and elegant design, a powerful sync engine that keeps tasks, projects and contexts always available across the Mac and iOS, but most of all the Forecast view, a slimmed down version of the popular Due perspective, which on the iPad has been completely reimagined as a timeline of sorts with the upcoming week’s days sitting in a top toolbar, listing all your next actions for quick reviewing and rescheduling. Coming soon on the iPhone as well and rumored to be part of OmniFocus for Mac 2.0 big upgrade (expected later this year), the Forecast view in OmniFocus 1.3 for iPad now allows you see items with a start date and, more importantly, calendar events.

Calendar integration in OmniFocus for iPad will display all events for one day through a bar along the bottom that, among other things, allows you see events in popover menus, and change your availability status. You can’t edit events within OmniFocus, as I guess the developers wanted to offer a way to see what’s going on. The addition is very welcome for users like me, who keep an organized set of tasks and projects in OmniFocus, but save other things like reminders and meetings in iCal. At first, however, I was a little disoriented by the changelog of version 1.3 that illustrated the new feature:

OmniFocus for iPad 1.3 updates Forecast Mode: Never spread yourself too thin. Enable Calendar integration to see your hard landscape events alongside your overdue and due soon OmniFocus actions. Use the View options menu to show your items with a start date. Reschedule your projects and actions—with just a tap or two—to keep your days balanced.

Forecast mode now integrates calendar events into a convenient timeline. Use the View options menu to configure which calendars appear on the timeline, and the range of hours for which events are displayed.

Because I keep my OmniFocus for iPad in sync with the Mac version through the Omni Sync Server beta, I initially thought enabling calendar integration would require me to open the desktop app and fiddle with the iCal tab in the Preferences. I clearly read the changelog wrong (and didn’t really remember iCal’s send-to functionalities on OS X), because OmniFocus for Mac doesn’t let you import events, it lets you publish tasks and contexts to a calendar. Instead, what The Omni Group is doing here is different: they’re letting you see calendar events in OmniFocus for iPad alongside tasks in the Forecast view. How does it work? Simple: by relying on the iOS calendar API, any calendar that’s already been configured on an iPad can be displayed out of the box in OmniFocus. Just tap the view icon in the upper right corner, select Calendar Events, and choose a calendar from the Calendars tab. Select a day’s start and end times and you’ll be able to view events at the bottom. Events are color-coded depending on your calendar’s settings, and like I said above you can’t edit them. I wish the developers implemented a way to see events for the next weeks as well (as I treat events differently than most of my tasks and I need to know with weeks in advance about that meeting in Rome), but I guess that breaks the whole purpose of the Forecast view. Anyway, well done.

OmniFocus for iPad 1.3 also packs other interesting features. For one, I love the new fullscreen mode for editing notes in a task’s panel. Or the fact that the app’s badge counts due, overdue and flagged items, but items that are both overdue and flagged aren’t counted twice anymore. Another new neat functionality is video mirroring: by taking advantage of the iPad 2 hardware, The Omni Group now allows you to mirror OmniFocus on a second display, with viewers being able to see gestures, taps and swipes on screen. This will be huge for OmniFocus users like Merlin Mann having a presentation about OF in the future – and it’s something more developers should support.

OmniFocus 1.3 is a huge update with lots of additional fixes and enhancements you can check out in detail here. The app is available at $39.99 in the App Store – it was worth it before, and with calendar integration in the latest version it’s simply become a must-have.

OmniFocus for iPhone 1.9 Released with Improved View Settings, In-App Browser

A major update to OmniFocus for iPhone was released yesterday in the App Store, including support for new view settings that make it easier to switch between next, available and remaining actions or all items saved in OmniFocus. The OmniGroup developers also improved the design of the date picker (start and due dates) which now has a series of shortcuts to increment the start or due dates quickly by 1 day, 1 week or 1 month. Admittedly, being able to jot down a due date without having to manually scroll a list was one of the features I was really looking forward to have in OmniFocus for iPhone.

Other improvements in version 1.9 include a rewritten in-app browser (finally, it is much more stable and incredibly useful for those users like me that insert a lot of web links in tasks’ notes), Map mode available from the main screen and the possibility to view dropped contexts in the Context list.

OmniFocus for iPhone is available here. Check out the full changelog below. Read more

Affix Lets You Email Notes to Yourself With Prefixes, Gmail Filters Approve

Back in September I reviewed Captio, a simple iPhone app to send text or pictures to yourself via email. The concept behind Captio is simple and very appealing: when things to remember are too many and opening your GTD app of choice always feels like a thousand taps away, Captio offers you the 1-tap shortcut to dump anything into your mail inbox. Cool link to check out later? Email to myself in the inbox. Task to complete? Email. Youtube video? Same. Captio literally requires one tap to be ready to feed your inbox content to be consumed later, and for many it’s an insanely useful and time-saving little app.

Starting from this idea, developer Raul Rea Menacho created Affix, which is a $0.99 iPhone app that like Captio lets you email things to yourself, but gives you more control over the ‘Subject’ and ‘From’ fields. Captio, in fact, focuses on speed but doesn’t let you specify a subject for the notes you’re going to email yourself. Furthermore, incoming messages are received from Captio’s own email address – something that might not be OK for some users. Affix aims at becoming your new default solution for dumping tasks and ideas onto your inbox by providing a way to set multiple templates for subjects, completely editable from the main screen at any time. You can change the default email address to send messages to with the tap of a button but, more importantly, Affix relies on iOS’ mail interface to let you change the ‘From’, ‘CC’ and ‘BCC’ fields when you want to. In fact, Affix uses the in-app email UI you know and love and that’s it.

The interesting feature is the possibility to create the prefixes to achieve God-knows what complicated workflows in your Gmail or Apple Mail inboxes. Think about it: if you can set up different subject templates with prefixes and if you have control over the sender information, it means you can easily create filters and rules to turn these emails into actions. In Gmail, for instance, you could create a filter to label messages coming from Affix with the “Work” prefix as “Important”, star them and leave them in the inbox. Or again, you could set up Apple Mail to receive emails from Affix with a certain Subject and pass them along as tasks to OmniFocus. The possibilities given by this kind of control over email fields are almost endless and totally up to your geek dreams and needs.

Affix could use some UI refinements, but overall it’s a very good app. Think of it as “Captio for nerds” who would love to deeply customize the way emails can be turned into actions, tasks and reminders within a desktop or web mail program. Affix is available at $0.99 in the App Store. Read more