timetonote

TIMETONOTE IS SHUTTING DOWN FEBRUARY 1, 2022

2021-06-27T15:00:00.005+03:00

Timetonote will shut down on February 1, 2022. This means ALL data in Timetonote will be DELETED.

To export your contacts from Timetonote use the "Export Contacts" feature on the Contacts page.

To export your history from Timetonote use the "Export History" feature on the Dashboard page.

Thank you!

Google G Suite Integration Shutting Down

2019-01-31T10:25:00.000+02:00

Google G Suite Integration will be permanently shut down on February 4, 2019. This means the following features will be removed:
- Contacts Sync with Google Contacts
- Adding tasks to Google Calendar
- Attaching a Google Drive file to a note.

To remove Timetonote from your G Suite domain, and disable data access to your G Suite domain, log in to your G Suite Admin Console find the Timetonote app and delete it.

Gmail Contextual Gadgets Shut Down

2018-04-30T20:04:00.002+03:00

Gmail Contextual Gadgets have been deprecated by Google and will be permanently shut down on August 1, 2018.

Timetonote in Czech

2015-10-20T11:09:00.002+03:00

Timetonote has been translated in one more language: Czech. Thank you for the translation to our users.

Upgraded security to OAuth 2.0

2014-10-01T10:12:00.000+03:00

Timetonote has been updated to use OAuth 2.0 security for all Google APIs integrations. To grant Timetonote new data access rights please follow the steps bellow:

1. Go to your Google Apps Admin Console, find the Timetonote application, under Marketplace apps, and delete it from your domain (you will not loose any data). Note you will need a Google Apps admin account to do this.

2. Go to the new Google Apps Marketplace, click on "Integrate with Google" and follow the steps to add Timetonote back to your domain.

Contact us if you have any questions.

New User Interface

2014-07-31T10:27:00.000+03:00

Timetonote's user interface has been updated recently to a new more modern look and feel. The new user interface is cleaner and more similar to Gmail's interface, something that Timetonote's users are already familiar with.

Here are some of the most important changes to the user interface:

The main navigation tab has been moved to the top with only the most common actions being kept as default. The rest of the actions have been moved to their corresponding pages to reduce clutter.

The "Dashboard", "Contacts", "Tasks" and "Projects" pages all have now a filters column in the left side bar which enable you to easily filter the data in the lists by user, label, type or by searching.

You can now scroll through all the lists while having all the navigation and filter options locked in place and still visible. Selecting one or more items in these lists will display all the options available in the bar above the lists, like apply labels, delete, merge, etc.

One great new feature, included in this update, is the count number for all the contacts and projects displayed in the lists near the page navigation buttons.

The contact and project pages have also been improved to the same look and feel. With more screen space being allocated to the history and tasks lists on the right side bar.

Also, the "Settings" and "Account" have been moved under the user icon button on the top right corner.

Gmail Gadget Updates

2013-06-18T16:44:00.000+03:00

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

2013-04-20T14:33:00.000+03:00

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

2013-04-12T12:03:00.001+03:00

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

2013-03-30T18:38:00.001+02:00

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

2013-01-08T14:41:00.001+02:00

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

2013-01-03T09:54:00.002+02:00

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:

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

Sync Timetonote contact labels with Google contact groups

2012-02-02T11:46:00.000+02:00

The Timetonote's contacts sync feature has been updated to sync Timetonote contact labels with Google contact groups. Whether you create a new sync or run an existing sync, the sync process will now sync your Timetonote contact labels with Google contact groups.

The sync is both ways and supports both adding and removing labels and/or groups to/from contacts.

Sync will match Timetonote labels with Google groups by name. If it fails to find a label or group with a specified name, it will create one.

The sync process will sync the Google default groups as well: "My Contacts", "Friends", "Family", "Coworkers" and "Starred in Android". Note, that if you sync the Google contacts in these groups with your Timetonote contacts, and other user(s) in your account runs similar syncs, all users will end up with the same contacts in the Google default groups.

Custom labels for contact fields

2012-01-25T19:53:00.000+02:00

On the add and edit contact pages, you'll now see a "Custom" option under all label list boxes, for all the contact fields: email, phone, address, web site, instant messaging and date. Select this option, and input any value for the label.

With this new feature, you're no longer limited to a predefined set of values for the labels, like "Work" and "Home". You can input any value for the label, for example: "Bob's assistant" for a phone number:

The custom labels will sync with your Google contacts.

Merge Contacts

2011-12-05T11:34:00.001+02:00

If you have duplicate contacts in your Timetonote account, you can now select them and merge them. Go to the contacts page, and under "More options", you'll find a new option: Merge Contacts.

Merge contacts will merge into one contact all data from all the contacts selected to be merged, i.e. the contact information, labels, links, tasks, notes and emails.

As limitations, you can only merge people with people and companies with companies. And you can not merge two, or more, contacts that all have associated users.

Thank you for using Timetonote.

Street, City, State, Zip and Country

2011-12-01T10:30:00.001+02:00

The address filed of contacts has been split into Street, City, State, Zip and Country fields. The import, export and sync contact features have also been updated to work with this change.

New Feature: Links

2011-11-29T10:18:00.001+02:00

There is a new big feature in Timetonote: Links. This feature enables you to link any person, company or project to any other person, company or project in Timetonote. You can use this feature to link related items together with relationships that make sense to you.

Links are bidirectional, so when you link two objects together you'll see the link between the two on both object's pages. Each link has an associated relationship name and a description. A few example relationships are: "customer", "supplier", "colleague", "referred by", "subsidiary", etc.

How it works
On the right side panel on person, company and project pages you'll now see two new widgets. One to add a new link and one with the list of all links for this person, company or project:

To add a new link, click "+ Add a new link" button, and start typing the name of the item you want to link to, and select it from the list. The "relationship" and "description" fields are optional.

Note that when you link two items of the same type together, for example two people, to be able to give a direction to the link, the relationship will include the items names as: [From item name] relationship [To item name]. This is how the relationship will be displayed on both "From" and "To" item pages. For example, to link Bob as the parent of "John", link Bob to John and input as relationship "is the parent of", this will result in this text: "Bob is the parent of John" to be displayed as relationship on both Bob's and John's page.

The links list widget displays all links from and to the current item. The items are grouped under "People", "Companies" and "Projects". You can edit and delete all links as long as you have the permission to do so.

For people, on the edit person page, you can select a default linked company. When you select a default linked company for a person, it will be displayed in the list on the contacts page under "Title" and "Company" columns and will also be included when exporting contacts.

Previously, people had only a title and a company. And, on the company page you could see a list of people in the company. These have changed so that a person title and company is now converted to a link from the person to the company and the title as the relationship name. If the person had only a title and no company, the title is now added as a custom field to the person, yet it is still being displayed on the contacts list page under the "Title" column. The "People in this company" widget is now replaced by the links list widget.

Thank you for using Timetonote.

Bigger contact and project images

2011-06-23T10:02:00.002+03:00

If if you sign in to your Timetonote account you'll notice that the person, company and project images have been increased in size by almost a 2x factor. This is, for the obvious reason, to be able to see the contact or project image better, but also, to match the Timetonote contact image size to Google contact image size, so that contacts sync will work even better with no image scaling required.

User Permissions

2011-04-25T11:15:00.004+03:00

As a Timetonote account owner you will probably want more control over what your users can do in Timetonote. With the new user permissions feature, added to Timetonote, now you can. Navigate to your users page, there, for each user or invitation you will have six permissions to enable or disable:

Can edit/delete data created by other users?

This permission enables a user to edit or delete all data in Timetonote. Disabling this permission for a user means the user can only edit or delete data that he/she created. Data refers to contacts, contact labels, projects, project labels, upcoming tasks, task categories, notes, emails and completed tasks.

Can manage users?

This permission enables a user to invite, edit or delete users. Disabling this permission for a user means the user does not have access to the users page and can not invite, edit or delete users.

Can manage groups?

This permission enables a user to create groups and edit the member users of those groups. Disabling this permission for a user means the user does not have access to the groups page and can not create groups. A user can not have private data if this permission is disabled.

Can export history?

This permission enables a user to export history from Timetonote.

Can export contacts?

This permission enables a user to export contacts from Timetonote.

Can sync contacts?

This permission enables a user to sync contacts in Timetonote.

The old concept of "Administrator" user has been removed. There are no more administrator users, just users. Old administrator users have now all permissions enabled while non administrator users have none.

Account owners have all permissions enabled. Account owner permissions can not be edited.

Thank you for using Timetonote.

New feature: RSS Feeds

2011-03-21T10:56:00.002+02:00

One more new feature is now available in Timetonote: RSS feeds. You can subscribe to your Timetonote recent history feed or to a contact or project history feed.

To subscribe to Timetonote's recent history feed click on "Feed for recent history" link at the bottom of the dashboard page. You can also subscribe to a contact or project feed on the contact or project page.

Because Timetonote feeds are private, you'll be prompted for authentication. To authenticate, enter your feed authentication token, displayed on your "Settings" page, as the username and leave the password field empty.

Note that you need to use an RSS reader that supports authentication for private feeds. Unfortunately, Google Reader does not support private feeds.

Thank you for using Timetonote.

Google Calendar Integration

2011-03-09T09:53:00.026+02:00

I'm very excited to announce that a much requested and waited for feature is here: the Google Calendar integration.

This new feature will enable Timetonote users to view their Timetonote tasks on a Google Calendar. After you've set up the Google Calendar integration, all your upcoming tasks will show up on your Google Calendar. When you add a new task, edit, delete or complete a task the action will be reflected on your Google Calendar in seconds. Thus, your Google Calendar will always by in sync with your Timetonote tasks. However, this is a one way sync so changes in Google Calendar will not be reflected back in Timetonote.

Other great benefits that come with the Google Calendar integration are, among others, Google notifications for the upcoming tasks on the Google Calendar, the option to print a Google Calendar, and to view your Google Calendar on mobile devices.

Here's how it works

First, you'll need to set up the Google Calendar integration to grant Timetonote access to your Google Calendars. There are two ways to do this:

1. If you have Timetonote added to your Google domain:

You'll have to go to your Google Apps "Domain management" page.
Locate the "Timetonote" application and click on "View and grant access":

Then click on "Grant data access" to grant Timetonote access to the new data requirements. This will enable all your domain users that use Timetonote access to their Google Calendars.

2. If you don't have Timetonote added to your Google domain:

Login to Timetnote.
Click on the new "Calendar" link in the left navigation sidebar.
Click on "Edit Google Calendar integration".
Then click on "Change Google account", this should open a new browser window (check if your browser is blocking popups if you don't see it) and follow the steps to authenticate and grant Timetonote access to your Google Calendars.

Now that you've granted Timetonote access to your Google Calendars you need to select the Google Calendar where you want Timetonote to add your tasks:

Login to Timetnote, click on the new "Calendar" link in the left navigation sidebar.
Click on "Edit Google Calendar integration".

Select a Google Calendar from the list, where you want Timetonote to add your tasks:

Click on "Save changes". Any existing existing upcoming tasks you have in Timetonote will be added to your Google Calendar within the next few seconds.

That's it, you're all done. Now, when you click on "Calendar" in Timetonote, you'll see your Google Calendar with all your upcoming tasks:

You can now start adding new tasks in Timetonote, editing or deleting them and the changes will be reflected on your Google Calendar. When you complete a task in Timetonote the corresponding Google Calendar event is deleted. The event created in Google Calendar for a task will have all the info associated with the task. All day tasks are created as all day events, the task category is added to the event title, and the contact or project the task is linked to is added to the event description.

In order for times to show correctly between Timetonote and Google Calendar you must ensure the timezone is set correctly in Timetonote. To change your Timetonote timezone click on "Settings".

Feedback

If you like this feature and if you like Timetonote, please support Timetonote and write a few words on the Google Apps Marketplace.

You can also share Timetonote with your friends on Facebook:

Thank you for using Timetonote, I hope you like this new feature.

Gadget new feature: Add this email in Timetonote

2011-01-23T11:23:00.006+02:00

If you don't like to forward emails you receive from your customers to Timetonote, there is an easier way now to add those emails into Timetonote: just click the "Add this email in Timetonote" link in the Gmail gadget:

When you click on "Add this email in Timetonote" the email you're currently viewing in Gmail gets added to the Timetonote contact's history. The email is shared, by default, in the same group as that of the contact. You can also edit the email in the gadget and change the group, the date, or attach the email to a project.

However, there are two limitations to this feature. First, only the first one thousand characters of the email body are grabbed and added into Timetonote, and second, the email attachments are not added.

To use this feature all you have to do is add Timetonote to your Google Domain. If you've already added Timetonote to your Google Domain, follow these steps:
1. Go to your Google Domain management page.
2. Locate the "Timetonote" application and click on "View and grant access":

3. Then, click on "Grant data access" to grant Timetonote access to the new data requirements.

Thank you for using Timetonote.

A new user interface for Timetonote

2011-01-19T13:51:00.002+02:00

As you've already seen for some time now, the user interface of the application has been updated to make the app easier to interact with. Among other improvements:

A new navigation widget was added to the left of the screen. All navigation links are now in one place and everything is now one click away, If before you needed to go through an extra page to get to the desired page (for example add a person when on a person's page) you're now one click away, regardless of the current page. You can also search the history, for a contact or project from the left navigation as well.

Cleaner layout and more screen space for the displayed page. The old right side bar and the top tabs were removed to make room for the important thing, which is the actual page being displayed.

Updated contact and project pages. Including a collapsible add note widget and the ability to apply labels to the contact or project on this page as well.

The gadget contact page was updated. The same new contact page is now displayed in the gadget as well. This means you can now apply or remove labels to contacts right in the gadget.

More options under "Settings". Language, timezone and the option to change your username and password are now under the "Settings" page.

One more thing, Timetonote has a Facebook page now. Become a fan, ask questions, suggest features and share with your friends:

Thank you for all your support and for using Timetonote,
Lucian

New Feature: Sharing Data in Timetonote

2010-10-26T12:30:00.009+03:00

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.

Thanks,

Lucian

Flexible Contacts Import

2010-09-13T13:08:00.002+03:00

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.