Todo Cloud Features
We are set on building the best productivity system for individuals and teams. To get to know our product, we have organized features into four groups of capabilities:
Table of Contents
Intelligent Task Parsing
When you create a task, Todo Cloud will evaluate what you’ve typed and automatically add task values to task detail fields based on the characters you use when creating the task.
This will occur when you create a normal task from within the app or when you use Siri. And when creating a task from an email, the email subject line is evaluated as the task name.
The following characters are used to indicate the task detail that follows. Please refer to the below link to find a number of specific examples:
[ ] Start Date
( ) Due Date
!!! Priority
#Tag (Tags will be auto-created if they don’t already exist).
–List Name (The list must already exist).
Creating Smart Lists
Smart Lists are virtual folders organizing tasks based on search filters so you can cut across everything in Todo Cloud to see just those tasks that matter right now. Once created, Smart Lists are always gathering tasks so you can build your workflow around them.
Every user account begins with standard SmartLists that can be customized or duplicated and changed so you can create your own.
Included Smart Lists (a selection of the total)
- “Important” – Any task that is marked with a star is included. This organizes your most important tasks in one place independent of List.
- “Next seven days” – Any task that is due in the next seven calendar days. This creates a near-term view of upcoming tasks.
- “Assigned to you” – any task to which you are assigned. This is very helpful when you have tasks and lists shared with other people like a spouse or teammate.
Creating New Lists
This is the first building block. Every task is part of a List. Todo Cloud has permanent Lists.
From the home screen, select the ‘add a list’ option at the bottom of the custom lists section. Name your list and give it default settings that apply to all tasks created within it. Done.
Rearrange Lists
The order of lists can be adjusted so that the home screen represents your top priorities. Press and hold a list until you see the 3-d shadow edges indicating that it is now movable. Drag and release the list in its new location.
Add a Spacer
Create breathing room between any of your ‘custom’ smart lists by adding a spacer. While this option is hidden today behind the ‘add a list’ option, our near term interface changes will move this action to a new button we’ll explain upon release.
Once you add a horizontal line list spacer, you can press and hold that line to move it to a new location. This is helpful to visually cluster your custom lists together.
Move Task to Another List
The order of lists can be adjusted so that the home screen represents your top priorities. Press and hold a list until you see the 3-d shadow edges indicating that it is now movable. Drag and release the list in its new location.
Quickly Create Tasks
Tasks are the primary object type within Todo Cloud. This shows the simplest process to add a task from the Todo Cloud home screen.
Todo Cloud enables a rapid creation tasks that stack up together in the current view. This visual view of the list is especially helpful when you are creating related tasks and want to see them before they disappear into your list.
You can even click to give each task details.
When done, select your done button and all your queued tasks are dropped into their respective list or inbox if none is defined.
Add Task Notes
Notes are plain text entries that include any amount of detail. They are searchable.
The note is not built with text formatting currently but these improvements are on our roadmap.
If a user creates a task using the “Email-to-task” feature (sending an email to their Incoming Email Address), the body of the email is parsed and placed into the task’s notes property automatically by the Todo Cloud service.
Add Comments to Your Tasks
Comments are most typically added by people collaborating on a shared task list.
The commenting option lets you post comments to tasks, checklists or projects.
Comments are a great way of tracking/logging updates about a particular item. When you post a comment, your name and a timestamp is displayed with each comment.
If you or others in a shared list have comment notification enabled, you’ll receive an email notification each time a new comment is added to a task.
You can delete a comment by swiping left on the comment and tapping the Delete option
Add Start & Due Dates
Start Dates
Currently, the Start date is only available after a due date is chosen and the start date can never begin after the due date.
You may experience errors if you you try to change the due date prior to a start date.
Due Dates
As the name suggests, the due date option allows you to select the date which you’d like a task to fall due. When selecting a due date, you can pick from one of the quick selections (Today, Tomorrow, Next Week, or None) or you can use the calendar view or a date picker. The date picker is ideal when selecting a date in the distant future. You can remove a due date from an item by tapping the X button to the right of the due date. Removing the due date will also erase the start date and all reminder alerts.
Add Reminders
The reminder option lets you add a time to be reminded about a task. With a basic account, you can add ONE reminder. If you have a premium subscription you can add additional reminders before your initial alert time; you can add up to 10 follow-up reminders. If the initial reminder time has been removed all subsequent alerts will also be deleted. The follow up alerts are as follows:
- 5 minutes before
- 15 minutes before
- 30 minutes before
- 1 hour before
- 2 hours before
- 1 day before
- 2 days before
- 1 week before
- 2 weeks before
- 1 month before
Set Location Alerts
NOTE – Enabling location services ‘Always’ is required for this feature.
Go to Settings > Privacy > Location Services > Location Services AND any apps that are enabled.
If they are greyed out, check if you have any restrictions on. Go to Settings > General > Restrictions to check.
Using the Apple location services, you can trigger task alerts when arriving or leaving a location.
When creating a location alert you’re presented with a map of your current location.
You can select a location by tapping on the map or typing an address and selecting from the list of suggestions.
You can select the map view: standard or hybrid.
Set Priority Levels
The Priority options are:
- Low
- Medium
- High
By default, tasks do not have a priority. When you choose a priority, the priority row becomes active and the X button on the right is enabled. Tapping the X button removes the priority and resets the row back to none.
Move Tasks Between Lists
There are two ways to edit the list a task is associated with either by editing the list selection within the task or by using the quick menu controls which are described here.
Add Tags for Better Triage & Tracking
You can assign tags to a task, checklist or project as a way of organizing to-dos.
You can assign multiple tags to a task.
Tags can be added to a task from the task-edit screen or via the quick menu.
Tags give you control of how to categorize your tasks and lists.
Here are some tag categories often used:
- People (e.g. Abdul, Mary, Juan, Sariah)
- Projects (e.g. Product launch, Home Renovation, Trip Planning)
- Activities (e.g. personal, volunteer, work)
- Locations (e.g. home, office, school)
- Time (e.g. 2019Q1, 2019-23-10)
- Process (Step 1, Phase 2, Draft 3)
- Teams (Marketing, Sales, Engineering)
Create your tags
Open Todo Cloud. Create a task. Click on the tag icon to add your keyword. See it selected. That’s it. Nothing more to do. Your tags are auto saved.
Set Recurring Tasks
The task recurrence lets you set a repeating cycle for tasks choosing from these options:
- None
- Every Day
- Every Week
- Every 2 Weeks
- Every Month
- Quarterly
- Semiannually
- Every Year
- Every X days
- The X day of each month
- On days of the week
The difference between repeating on completion date or from due date is material.
Completion Date
This setting is best for flexible dates like exercise or meditation, prayer or reading.
When you complete a task, its new due date is calculated from the moment you complete the task.
For example when you create a task with the repeat option of Every Week and the due date of a task is tomorrow, but you don’t complete the task for 4 days, then the 2nd task will be set 7 days from completion or 11 days from today.
Due Date
This setting is best for non-negotiable fixed dates like the trash removal or 2x reporting.
When you choose the due date, Todo Cloud creates tasks for every subsequent recurring task.
If a recurring task based on due date is missed, the tasks will stack up and require you to dismiss each of them.
For example when you create a task with the repeat option Every Week and the due date of a task is tomorrow, the new due date would be one week from tomorrow.
Email a Task
With a premium subscription, you can send a task and its details via email from Todo. These properties are sent in the email:
- Task Name
- Priority
- Completion status
- Due Date
- Repeat status
- Task Notes
View Completed Tasks
When you complete a task, a “completed date” is assigned to the task and it drops to the bottom of a list view.
The task is stored locally on the device for two weeks. All completed tasks are however synced and stored to the server.
If you have a premium account, you can access all completed tasks by tapping the completed tasks button.
Completed tasks are displayed in sets of 30 each time the Show completed tasks button is tapped.
If you do not have a a premium subscription and attempt to retrieve completed tasks beyond two weeks, the paywall screen is shown with details on premium features. You can either dismiss or purchase a premium subscription from the paywall screen.
Filter Using Calendar
Calendar View
The calendar view gives you a visual view of your schedule. It helps you see when tasks are scheduled on certain days (with a bolded day number).
Showing/Hiding the Calendar
You can toggle the calendar view on/off by tapping the calendar icon in the Todo’s [Navigation header]. The calendar slides down from the top of the screen and pushes the section header down.
Calendar View
The calendar view gives you a visual view of your schedule. It helps you see when tasks are scheduled on certain days (with a bolded day number).
Showing/Hiding the Calendar
You can toggle the calendar view on/off by tapping the calendar icon in the Todo’s [Navigation header]. The calendar slides down from the top of the screen and pushes the section header down.
