Gmail Gadget Updates

The Timetonote Gmail Gadget has just been updated. The new Gmail Gadget comes with a redesigned user interface, a "Save email" button and a "Save contact" button.

To use the Timetonote Gmail gadget you must add Timetonote to your Google Apps domain. If you have already added Timetonote to your Google Apps domain you must grant Timetonote new data access rights on your Google Apps Domain Management page.

Another requirement for the new gadget is that you have IMAP enabled for your Google Apps domain users. You can read more on how to enable IMAP here.

Saving Emails in Timetonote

The new gadget makes it a lot easier to save emails in Timetonote. The gadget will display a "Save email" button below each email in your Google Apps Gmail account.

With just a click of this button you can save the email in Timetonote. Once the email is saved, the button will disable itself and indicate that the email was saved with a "Email saved" button text.

When saving an email, the gadget will read both the email sender and recipient(s), it will then search for them in Timetonote (by email address) and will link them to this email. If the contacts are not found in Timetonote, they are automatically created.

The gadget will now save emails as HTML so you will now see the rich HTML email in Timetonote, and not just the plain text version.

Save/View Contact

A new "Save contact" button has been added to the gadget. This button enables you to just save the contact(i.e. the email sender or recipient) in Timetonote and not the email.

The gadget will initially read both the sender and the recipient of the email and will figure out which is the Timetonote user (based on your Timetonote user email address) and which is the "client". It will then search by email for the "client" contact in Timetonote. If it does not find one it will display a "Save contact" button, and if it finds one it displays a "View contact" button.

The "View Contact" button will expand the Gmail Gadget with full contact details, history, tasks and links. You can also add new notes, tasks and links in the gadget expanded view.

Groups Updates

The Groups feature has been updated. Specifically:

• The groups management page has been moved under the "Settings" page.
• Every user with "Can manage groups" permission can now view, edit and delete all the groups in the account, not just the ones he/she created.
• Users can now share data with any group, not just the ones the user is a member of. For example, a user that is a member of the "Sales" group can now create a task and set it as visible to the "Installation" group even if the user is not a member of the "Installation" group.

User Management Updates

The user management page has been updated and moved under "Settings". The new user management page enables you to edit the name, email, username and password for every user:

Sharing Data Updates

You now have greater control over who in your Timetonote account sees your contacts, projects, tasks or notes. If until now, you were only able to set an item visible to only one group in Timetonote, you can now set the item visible to any number of groups and/or users:

Change who can see data in batches

You can now change the groups and users a contact, project or task is visible to in batches. For example, for contacts, on the contacts page, select the contacts you want to update, than under "More options" select "Change who can see them", input the group(s) and/or user(s) you want to see those items and apply your changes in batch. 

Thank you.

Labels for tasks

The old task categories have been removed and replaced by task labels. Using task labels you can now apply more than one label to a task. Previously, using categories, you could apply only one category to a task. For example, you can now label a task with both "Call" and "High priority" labels, and you will be able to filter your tasks by any of those labels.

You can apply labels to a task on the "Add task" page, on the "Edit task" page and on the "Tasks" page where you can select tasks and apply labels in batch.

Note: All label management pages have been moved under the "Settings" -> "Labels" page.

A new user permission has also been added: "Can manage labels". This permission enables a user to add, edit and delete contact, project and task labels. By default, only the account owner has this permission enabled. For other users, who should be able to manage labels, this permission has to be manually enabled by the account owner or another user who has "Can manage users" permission.

New feature: Templates

Templates are a great tool that make it easier to add a new contact or project. Using templates you can customize the add and edit person, company and project pages. A template is a set of ordered fields that you specify. Each field has a type (i.e. email, phone, address, text, number, list, etc.), a label, a help text, a regex validation rule and a default value. You can create a template for every type of contact or project you need to track. For example, for people, you could have a news reporter template, a politician template, a lawyer template, a real estate broker template, a movie producer template, etc. When you then create a new contact, a news reporter for example, you just select the "News reporter" template on the add person page and fill in the template fields.

Create a new template

To create a new template:

1. Click on "Settings" in the Timetonote left navigation panel
2. Select the "Templates" tab
3. Select the "Person Templates", "Company Templates" or "Project Templates" tab to determine the type of template you want to add
4. Click on "Add a new template" button and input the template name and define the template fields
5. Click on "Save template" to save the template

For example, here is how you could define a person template and it's fields for a news reporter:



There are three types of templates: person templates, company templates and project templates. A person template is used to add or edit a person. A company or project template is used to add or edit a company or project respectively. After you save the template all users in your Timetonote account will be able to see the template under the "Use template" drop down list on the add and edit person, company or project pages, depending on the template type.

Template fields

Use template fields to capture information about contacts or projects. For example, email, phone, media market, employees, election year, etc. whatever is relevant to your business. Each template is basically a collection of ordered fields. You can reorder template fields at any time by clicking on the up and down arrows next to the field on the add or edit template page. The type of fields that you can add to a template depend on the the template type. For example, these are the fields that you can add to a person template:

The available standard fields are: Email, Phone, Address, Web site, Birthday, Instant Messaging, Date and Background info. The available custom fields are:

• Text: plain text
• Number: a numeric value (either float or integer)
• Choose from a list: a drop down selection list
• Text area: plain text on multiple lines

You can also add section headers if you'd like to divide your template in sections to make it easier to read and fill out.
Each field has these properties that define how the field displays and collects data from the user when the template is selected to be used:

• Label: the text displayed to the user
• Help Text: additional help text to help the user fill in the field. The help text is displayed when the user hovers the mouser over [?].
• Default Value: a default value that will automatically be used to fill this field. You can use a default value when a field has often times the same value. This will help the user input data faster as the field will already be set.
• Regex validation rule: you can validate user input for this field using any arbitrary regular expression. For example, to validate double-digit numbers 10 to 99 you could use this rule: [1-9][0-9], or to validate an email address you could use this rule: ^[a-zA-Z0-9._%+-]+@[a-zA-Z0-9.-]+\.[a-zA-Z]{2,4}$.
• Make this a required field: the user will be required to input a value for this field.

Edit and delete templates

On the templates page you can view all the templates in your Timetonote account and you can edit or delete any template by clicking on the "edit" or "delete" links next to the template:

Note: When you edit a template and rename or delete a template field the data collected in contacts or projects using that template is not updated. Also, when you delete a template, the data collected in contacts or projects using that template is not deleted.

Using templates

After you've created your templates, you can use them on the add and edit person, company and project pages. For example, to add a news reporter person, select the "News reporter" template on the add person page:

Using a custom template of fields, instead of the more generic default template, enables you to quickly add fields. Fields that are required are marked with a red * and users will have to input a value for this field before they can save the entity. Also, if the field has a regex validation rule, users will have to input a valid value, otherwise they will be presented with a "Invalid value" message for that field.
When you create a contact or project using a template, the same template will automatically be used when you edit that contact or project. However, you can select another template or the default generic template to edit a contact or project.

User permissions

Only the Timetonote account owner has access to the templates management page to add, edit or delete templates. To give another user access to the templates management page, enable the "Can manage templates" permission for that user on the "Users" page.