Tuesday, October 26, 2010

New Feature: Sharing Data in Timetonote

One of the most requested features is here: sharing data in Timetonote.

Until now, all data in Timetonote was visible to all the users in your account. With this, very easy to use, new feature, you have control over who you want to see the data in Timetonote. You're now able to share people, companies, notes, emails and tasks with only the groups of users you want.

Here's how it works:

On the top right corner of the screen there is now a "Groups" link. On the Groups page you can define the groups in your organization and the member users for those groups. You can think of groups as departments in your organization. For example you might have a "Sales", "Management" and "Technical" departments. Each department has a number of people in it, and so do groups. One person can be part of multiple groups. Note that, on the Groups page, you can only see and manage the groups that you've created. Here's how this page can look:

After you've created your groups you can start to share data with the people in these groups. You'll now see a "Share with:" option when you add or edit people, companies, notes, emails and tasks in Timetonote. This option will show you only the groups that you are a member of.

You can select either "Everyone" or a group that you want to share a specific entity with. Only the users in that group will than be able to see that specific entity. For example, you might create a new lead contact and you'll want to share it only with the "Sales" group. Or, you might post a note with a file attachment that you only want users in the "Management" group to see.

You can even create a "Private" group that only has you as a member. This way, you'll be able to add private data in Timetonote, i.e. that only you can see. No other user can view your group or add him/her self as a member to your group to view your data.

To make it easier to see which data is shared with everyone and which is only to a specific group, you'll see a lock icon right next to people, companies, notes, tasks or emails that are only shared with a group.

Your feedback

I'd love to hear your thoughts on this new feature, other features or any other Timetonote questions! You can use the forum or you can send me an email at lucianbaciu@timetonote.com.
Also, if you like this feature and if you like Timetonote, please support Timetonote and write a few words on the Google Apps Marketplace.


Monday, September 13, 2010

Flexible Contacts Import

The fixed CSV format for importing contacts proved to be a slow down for lots of people. Therefor, a simpler and more flexible approach was needed.

On the contacts import page you'll now be able to import contacts basically from any CSV file, and you will no longer have to edit the CSV file to match a predefined custom format. The only requirement now is for the CSV file is to have a headers row. After you upload your file you'll get a chance to map CSV header columns to Timetonote contact fields.

The mapping works best with Outlook CSV formats, so if you want to import contacts from Gmail into Timetonote, first, export them in Outlook format from Gmail.

After you've assigned and verified all CSV file headers, Timetonote will notify you of any possible duplicate contacts resulting from the import (i.e. existing contacts in Timetonote that have the same name as contacts you want to import). You'll have two options to handle duplicate contacts, you can either update existing Timetonote contacts with contact data from the import file or just skip the duplicate contacts.

Thank you for using Timetonote.

Batch Operations for Contacts

Something you've requested since very early on were batch operations for contacts. And now, since a few days ago, the first batch operations for contacts are available.

The contacts are now presented as a list on the contacts page each having an associated check box. Check for those you want to apply a batch operation. For now, there are two batch operations. First is apply and remove labels and second is delete contacts. Log in and give it a try, if you haven't already.

Other batch operations will follow soon.

Friday, July 2, 2010

New (cool) feature: Gmail integration

Recently, the Google Apps Marketplace launched Gmail contextual gadgets, a new Gmail API that lets Marketplace apps present relevant information to users right in Gmail, when they’re reading a message.

Building on this new Gmail API, Timetonote now launches the Timetonote Gmail contextual gadget. This gadget, when you open an email, will display the Timetonote person or company page right within Gmail, and you'll be able to interact with the contact's data just as you would on the web page. That is, you'll be able to view and edit the contact notes, emails and tasks, without leaving your inbox:

To enable the gadget you'll have to add Timetonote to your domain. If you've already added Timetonote to your domain, you'll have to go to your Google Apps Dashboard and grant Timetonote app access to your Gmail data: sender and recipients.

Once the gadget is enabled and is displayed in Gmail, you'll next have to login. This is a one time operation, and once you've logged in, you'll never see the login screen again.

Once you've logged in, when you open an email, you'll see the contact page, for the sender of the email, if it's not you (the user) or for the email recipient, if the sender is you, right below the email.

If the gadget takes to much of your screen, you can choose to collapse it. In this state, which the gadget remembers when it's opened next time, you'll see only two links: one to show the gadget again, and another one to open the contact page in a new window.

Using the gadget you'll be more efficient and you'll get your work done a lot faster. Give it a try. I really think you'll like it. Let me know if you have any ideas or suggestions on how to make this better, I would love to hear them.

One more thing, if you like this feature, or if you like Timetonote, please help and write a few words about it on the Google Apps Marketplace.

Sunday, June 13, 2010

New feature: Export history

New feature in Timetonote: Export all history: notes, completed tasks and emails.

Whether you want to export your data to have an offline version of a client's history, or to print your work over a period of time, or you just want to have a local backup of all your data, I'm sure you'll find this feature great. It's your data, so you should be able to do whatever you want with it.

To export your history go to the dashboard page and click the "Export history" link:

On the Export history page you can specify the items you want to export, you can export items by user, date or by the attached contact or project:

This feature is restricted to the admin users in your account. The exported data will be sent to your email address in batches of 2000 items or less in CSV format.

Friday, May 21, 2010

Dropbox updates

Here are some of the recent updates you can see in Timetonote related to the dropbox:

Timetonote now searches by email for your Timetonote contact(s) to attach the emails you send to your dropbox.

Click a contact email in Timetonote and your Gmail or Google Apps Gmail will open with the contact's email and your dropbox fields filled up for you. Just write the email and send. To set up what email to open when you click a contact's email, go to your Settings page:

Create tasks via the dropbox. Replace the "dropbox" in your dropbox address with "task+today", for example: task+today123456789@timetonote.appspotmail.com. Other possible values are: task+tomorrow, task+thisweek, task+nextweek, and task+later. You can write the task text either in the email subject or body, or both. For example:

Thank you for using Timetonote.

Wednesday, May 19, 2010

Timetonote en español

Timetonote has been translated in one more language: Spanish. Thank you for the translation to our users Sylvia Kurzweg and Eduardo López from AnimaNaturalis.

Thursday, May 13, 2010

Filter upcoming tasks by responsible user and category

Since day one, Timetonote got a bunch of feedback, and some of this feedback was related to tasks. Today, I'm happy to bring improvements to Tasks that were implemented as a direct result of your feedback:
  • Filtering for upcoming tasks by responsible user and category:
  • Filtering for completed tasks by responsible user.
  • Ability to create tasks about a contact or project right from the tasks page or dashboard. You no longer have to navigate to a contact or project page to create a task about that contact or project. This should help you create tasks faster:
  • Bigger text box to write the task text when creating or editing tasks. Helpful as some tasks grow bigger than one line of text and get harder to view or edit.
I hope this helps you get stuff done faster in Timetonote. Join us in the forum if you have any questions.

Tuesday, May 4, 2010

Timetonote in Portugese

Timetonote is now available in one more language: Portugese. The translation has been done by one of Timetonote's users, José Augusto de Melo Neto. Thank you!

Timetonote translation
The objective is to make Timetonote available to the entire world. With your help, this goal can be achieved. If you want to help translating Timetonote in your language, send me an email.

Thursday, April 29, 2010

Contacts Sync Updated

The Contacts Sync feature has been greatly improved. One the most important changes to contacts sync is the ability to re-sync. This basically means that after you create and run a sync for the first time, to keep your contacts up to date you only need to re-sync. Re-sync will only scan for new or updated contacts in Timetonote or Gmail, making re-sync very fast. Other sync updates include:
  • The ability to select the Google groups that you want to sync with Timetonote. For example, you could have a "Business" and a "Personal" group in Google, in this case you would probably want to only sync the contacts in your "Business" group.
  • The groups of a Google contact are now translated as labels in Timetonote.
  • You can select a Google group where sync will place new contacts in Google, and you can define a label to apply to new contacts in Timetonote.
  • Contacts sync now supports Google Apps Domain Shared Contacts. Note that Domain Shared Contacts API is only available to Google Apps Premier and Education editions.
  • An email will be sent to you when the sync is complete.
  • Contacts Sync is now available only to admin users and premium accounts.
Enjoy, and thank you for using Timetonote.

Tuesday, April 27, 2010

Notification: Upcoming scheduled maintenance periods April 28th, 2010 and May 5th, 2010

There will be two upcoming (App Engine) maintenance periods:

April 28th, 2010: 1pm-2pm Pacific
May 5th, 2010: 1pm-2pm Pacific

Timetonote will not work during this periods.

Thank you,

Friday, April 9, 2010

Import/Export contacts works with labels now

The import/export contacts feature was updated with functionality that you requested. These are the updates:

For import contacts:
- Import contacts now supports importing labels for contacts. You can now add contact labels in the import CSV file, one label per column. These labels will be set to your contacts in Timetonote when you import them. If you're importing a Gmail contacts file, the contact groups will be imported as labels in Timetonote. Both system and user defined groups will be imported.
- To notify you when the contacts import is complete Timetonote will send you an email.

For export contacts:
- Export contacts is now available only to admin users.
- You can now choose who do you want to export. You can either export everyone, or you can select the contacts to export by label.
- Contacts labels are now included in the export file. Each label is assigned a column in the CSV file so that you can easily filter your contacts by label in Excel.

Thanks for using Timetonote.

Friday, April 2, 2010

New in Timetonote: Filter contacts or projects by multiple labels

You can now filter your Timetonote contacts or projects by multiple labels. This is especially useful as the number of contacts or projects in your account increases as well as the number of labels you set to contacts or projects.

To filter contacts by multiple labels click a label in the "Labels" widget, then simply click another label. Each displayed contact will have both of those labels. To start over with a new label, click the "start over" link displayed in the "Labels" widget when multiple labels are selected.

Friday, March 19, 2010

New feature: Forward, CC or BCC emails to Timetonote

You can now send important emails to Timetonote using your dropbox, so that your entire team can see them. Emails are automatically attached to the right contacts or projects, so that, on the contact's page or project's page you'll be able to see all the emails about that contact or project from everyone in your team.

How can I attach emails to contacts?
To attach emails to your Timetonote contacts, CC, BCC, or forward your emails to your contacts dropbox email address.

What is the contacts dropbox email address?
The contacts dropbox email address is a Timetonote email address. Each user has a unique dropbox email address, this is how Timetonote knows who that email is from. To find your dropbox email address go to the contacts page or to a any contact's page, and on the side bar, you can see your contacts dropbox information.

How do the emails I send to Timetonote get attached to the right contact(s)?
This is how it works. There are two cases:

First case, when you send an email to your contact(s) and CC, or BCC your dropbox. Timetonote extracts the contact names from the TO list of email addresses of the email. Make sure your contact email addresses include the contact names as well, like so:

Second case, when you receive an email from one of your contacts and you forward it to Timetonote, Timetonote will extracts the contact name from the "From:" section of the email's body (e.g. From: Lucian Baciu ) included automatically in the body of the email by your email client:

What if the contact is not found in Timetonote?
If the contact, the email should be attached to, is not found in Timetonote, it will be created automatically.

Does it work with more than one contacts, how about file attachments?
Yes, if you send an email to more than one contact and CC or BCC your dropbox the email will be attached to all the right contacts. Emails can also have file attachements. They will be stored along with your email in Timetonote. The storage used for these files counts towards your account storage space.

Can I CC, BCC or forward an email directly to a project?
Yes, each project has a unique dropbox email address. To find a project's dropbox, go to that project's page and you'll see the dropbox information on the sidebar. Timetonote will automatically attach emails sent to this dropbox to the right project.

Thanks for using Timetonote and let me know what you think.

Wednesday, March 3, 2010

Sync your Timetonote contacts with your Google contacts

You can now synchronize your Timetonote contacts with your Google account or Google Apps account contacts. Click the "Sync contacts" link on the contacts page, select the type of sync and your Google account, and Timetonote will automatically sync your contacts.

You can choose to sync your contacts both ways, 1-way: Google contacts to Timetonote contacts or 1-way: Timetonote contacts to Google contacts.

Let me know what you think, and thanks for using Timetonote.

Saturday, February 13, 2010

New in Timetonote: Attach files and Google documents to notes

Just launched a new Timetonote feature I think you're going to like: attach files and Google documents to your notes. You can either upload files from your computer to Timetonote, or you can select files from your Google account or Google Apps account, and attach them to your notes.

Here's how it works:
In the options panel of the add or edit note widget you'll see the new "Attachments" option:

There, you have two links to upload files from your computer or to select Google documents from your Google account or Google Apps account:

Check it out, and start sharing files with your team, you have storage included even if you have a free account, go premium when you need more space.

Wednesday, February 3, 2010

Google Accounts and Google Apps authentication in Timetonote

You can now login to your Timetonote account using your Google account or Google Apps account. You no longer have to remember a username and password for Timetonote, if you don't want to.