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To easily overview your pending appointments, todoyu has a dedicated events tab, listing your upcoming events in the portal. Additionally there is a very useful feature, helping you to really not forget any appointment or the preparation for it: automatic event reminders sent to you via email.
todoyu event reminder email
To automate repetitive tasks, such as automatically sending reminder emails, there is an inbuilt scheduler service in todoyu. To use the scheduler, on the server where todoyu runs, a cron job must be set up to repetively call the todoyu scheduler.
Please note: cron table files vary from system to system. Please ask your server administrator to learn the details for your system.
*/5 * * * * /usr/bin/php -f
/var/www/todoyu/core/cli/scheduler.phpsh
If your todoyu installation is hosted on a virtual hosting domain, then the administrator at your provider has to set up your cron tabs for you.
Please note: Setting up cron jobs should generally be done by the system administrator.
If you want to take advantage of this helpful feature but your host does not support cron jobs, or you simply don't want to go through the hassle of setting up a cron job, you can also sign-up for one of the todoyu SaaS packages: http://www.todoyu.com/plans-and-pricing/saas-packages/
Once having the scheduler cron job running, you need to activate the event remider mailing in the calendar extension. To do this, go to the system adminstration area of todoyu (using the cogwheel icon from the todoyu headlets bar) and open the configuration of the calendar extension. Over here check the "Activate event reminders per email" option.
By activating the "Use reminder mailing" right, selected usergroups are enabled to receive and schedule email reminders of events. This is done in the Calendar options of the roles and rights module of the system administration area.
To control whether, when and to whom send reminder emails, todoyu provides a multi-level configuration:
Scheduling single event email reminders individually via the event context menu
When a new event is created, a reminder is being scheduled to be mailed to all participating persons having the right to receive reminders and having the email reminding option activated in their profile.
Every user with email reminder access rights, can change the reminding schedule for every particular event. This way, you can configure todoyu to remind you of every upcoming event e.g. the day before, and of special events that need more preparation for example one week in advance.
An important aspect of project management is the communication of ongoing projects and related tasks with all involved parties: team members, clients and outsourcing partners.
todoyu enables you to communicate information and questions with the help of task comments.
All comments are created and stored inside the task's "comments" tab.
If a task is not commented yet, opening the comment's tab, automatically opens the form for writing a new comment.
So called feedbacks are task comments, which are addressed to other persons of the company or project. The addressed persons will then be notified about outstanding feedbacks in the "feedbacks" tab of the portal area.
Persons with addressed feedback-requests, are listed in the header of each comment. If a person has not confirmed or answered the feedback request, his name will be marked with a star icon. Cleared feedback requests are marked with a green tick icon.
Comments with new feedback requests are displayed to the person whom the feedback is requested from, marked with a star icon. The addressed person can then write back a feedback, or just confirm the received comment as being read by clicking the star icon.
We have repeatedly had the problem that team members were addressing feedbacks to clients and for some reason the client did not see the sender person in their feedback persons list- so the customer was not able to address his feedback to the desired person. There actually is a good reason for this behavior: todoyu's control of data visibility. All internal data, for example the internal persons, are by default hidden from the view of non-internal persons (like customers).
Within the settings of each project you'll find an option to enable customers to see selected internal persons and address feedbacks to them: open the project settings and select the "Project member is visible for externals" option for the respective persons.
Often I hear about the very basic problem that users can't edit a task or a project. That's because on websites you're looking for a button to click to start an action. But todoyu isn't a simple website, so there isn't always a button to click. As in desktop applications, you can use the context menu (right mouse click) to see a list of available commands.
Context menus are available on several elements inside of todoyu, for example on tasks, projects or events. The context menu for an element can be extended very easy by extensions.
The available options in the task context menu can depend on your rights, the current status of the task itself or other factors. So you won't always see all possible options.
A very powerful feature is copy & paste for tasks. Under the “Task ...” option you'll find more options like “Copy” and “Cut”. As soon as you have selected one of these options, a new option “Paste task …” appears in the first level of the task context menu, when you open the context menu on another task. Now you can choose the position how to paste the task.
Pasting a task is only available in project view, but you can paste it into every project you open. You can even open todoyu in a new tab and paste the task there. When you select to copy a task which has subtasks, todoyu will ask you, if you want to copy all the subtasks too. So it's quite easy to restructure your task tree in the project view. You can't paste a task in the portal, because there are only lists of filtered tasks, so you only can cut or copy them from there.
It's very easy to extend an existing context menu or even create a new type for your own elements. To extend a context menu, just add your callback function for the menu type. To extend the task context menu, add the following line to your init.php file:
TodoyuContextMenuManager::addFunction('Task', 'MyClass::getMyCustomContextItems');
The easiest way is to have a look at the existing callback functions and copy some of their functionality. You'll get the task ID and the current list of menu items as parameters in your function. So you can add, modify or remove menu items depending on the context element and the users permissions.
Projects contain lots of data: appointments, contacts, tasks, files, related communication...
The real challenge in effectively managing projects lays not in storing all the involved information - but keeping a good overview. Therefor todoyu offers very versatile and flexible search options.
This way you can concentrate on managing the actual project (instead of managing it's data) having the needed information at hand at any time.
Over here at snowflake we're using todoyu effectively every day with a team of 40+ collegues, distributed over 12 departments, each one with it's very own scope, perspective and requirements.
The definition of which information is the most relevant varies with each one of these departments and to some degree per project. (At the end of this blog post, you'll find several real-life examples of filter combinations, which are being used at snowflake)
To satisfy the diverse demands of how/which data to find, todoyu offers several options:
As an omnipresent element in todoyu, you'll find the so-called headlets bar at the top right of the page. Headlets are widgets offering a quick access to globally useful functions. The search headlet is the one with a magnifying glass icon.
After clicking the search headlet, it displays a search input field: simply enter some words to look for and a list of results, grouped by data types (tasks, projects, appointments, contact persons, companies, etc.) will be shown. Per type the five first hits will be listed. If your searched item is not contained in the list, simply narrow-down the results by adding more search words. (or use the type dedicated search)
Clicking any of the result items will bring you to the approriately best view of the respective type and display the selected item. For example: appointments will be shown inside the calendar, projects and tasks inside the project area.
Hint: if you type multiple words to be searched for, they don't have to appear in that same order inside the searched data, todoyu will list all items containing those words. You can also enter part of words or a task number to look for.
Next to the input field of the search headlet, you'll find an option to quickly narrow-down the search to one of the various data types used in todoyu: tasks, projects, comments, events, persons, companies, etc. This way up to thirty results of that type will be listed.
Todoyu's search area offers more options than the search headlet:
Using the sub tabs of the search area allows searching for the different data types: Tasks, Projects, etc.
To build a custom filter set, select filtering conditions from the dropdown. The found results will be refreshed immediately. You can combine any amount of different conditions to narrow-down your search. Next to the select field of conditions, there is an option to select an "AND"- or "OR"-conjunction for combining the chosen conditions accordingly.
Example: To find all your unfinished tasks that are planned to be finished until the current day, combine the following conditions:
Most conditions can be negated as well, for instance the above example can be adapted to look for your tasks which are planned to be finished in the future, by clicking the [Until] button inside the "Deadline (Dynamic)" condition, which will negate the "Until" into "From".
Hint: you can even re-use stored filter sets when building a new filter set. Simply use the filter option: "Filter > Filter Sets" and select an afore saved filter set. By re-using filter sets you can mix AND / OR filter combinations!
Once a useful search filter has been configured, you can save it for later use: click the "Save as new filter" button, give the filter a name and click "Ok". The saved filter will then be listed in the filter sets widget on the left of the search area. Clicking on an item listed in the filter sets widget loads that filter set back into the search area.
Hint: the order in which saved filter sets are listed in the filter sets widget can be quickly rearranged. The dotted area on the left side of each item inside the filter set widget makes it sensitive for dragging and dropping.
Using saved filter sets is not limited to the search area: in the portal area of todoyu the filter sets widget is also available. Clicking a listed filter set over there displays the up-to-date results of that filter in the portal's "my filter" tab.
Please feel free to comment your own filtering examples to this post.
...and project leaders managing sparse and valuable human resources.
One powerful feature of todoyu is time tracking. todoyu has a timer already built-in and every task has a tab called "time tracking". Depending on the status of a task (yes, if the task is already set and done or even invoiced... no more time tracking!) the assigned team member can start the timer. The work time for completing the task is then tracked in the background.
Start working
Well, I give you my personal example today. My colleague Adrian - the todoyu Community Manager - has set me a task with a deadline of April 15, 2011 to write this blog post. And here I go... I am working on this task to write the blog post about how to use time tracking in todoyu.
After opening the task with a click, I went to the "time tracking" tab and hit "Start" to get the stop watch running.
opened task in todo list shows tab "time tracking"
So far, so good. But I just got a call from my client and need to interrupt this blogging task to work for another todo I have open for my client. I was browsing to the task of my client and hit there "Start". My blog post task has automatically stopped and I was answering the clients questions on the phone. Perfect, he was happy. So back to Adrian's task for blogging... I click again "Start" and the timer continues to count the time of my writing.
How much time I have left?
I wasn't anymore sure, how much time Adrian allocated me to get the task done. The best way to check is by using the time tracking icon in the header section (or shall we call it headlet?). Have you noticed the red recording dot within the icon? Cool... I know with one quick look already that I have the timer running for a task. But which one? And how much time I have left to finish?
Status of the task I am currently working on
I clicked on the time tracking icon and todoyu shows me for which client on which project I am currently working on and more important (therefore in bold) on which task.
Adrian estimated 1:00h to get this blog post done and I have now worked 17 minutes and 29 seconds on this, or 29% of the time I've used so far. The bar is at about 1/3 and still in green. Good... so let's then get this task done.
Naturally, the working hours of all tasks of today would be my time sheet. In todoyu, the time sheet is located within the left column of the main areas "Portal" and "Projects". This gives employee an up-to-date overview on how much time they have worked today already and your staff can check at the end of the working day if the time sheet meets the required working hours of the day.
And by clicking the "time sheets" button, the employee get access to his or her monthly journal with daily summaries, including details of each task (tick to show all details).
Journal of the daily time sheets
With the built-in timer in todoyu for time tracking, you can:
And the best of all... it's free: time tracking belongs to the basic feature set in todoyu.
Now, as you have your client's address, the project and its todo list, the status of each task, the work time used for completion... wouldn't it be handy to simply create an invoice out of all this data, double check the amount with the project supervisor (e.g. CFO, client account manager) and print out the bill to send it to the billing address of your client?
Yes, there is a tool for that. No... not another software. It's in todoyu: the professional extension "billing". Extend your todoyu system with invoicing features for only $499.
10.05.2012 15:33
todoyu 2.2 发布，PHP项目/任务管理todoyu是一个PHP开源的任务/项目管理，时间跟踪和协作开发应用程序。它拥有一个流行的Ajax操作界面，在每个项目上都可以有用户和客http://t.co/bGnGfbFI http://t.co/VA53raBB
10.05.2012 14:35
todoyu 2.2.0 http://t.co/6JFGKyIU
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