How to Use Toodledo to Manage Tasks on Your iPad at Work

By Galen Gruman

The $2.99 Toodledo brings you more control over your tasks than the iPad’s Reminders, but it can sync only to the Toodledo app on your other devices (iOS, Android, and BlackBerry) or to PCs or Macs via the Toodledo website at a browser. That is, it doesn’t use accounts like iCloud or Exchange to sync its data across your devices, but instead Toodledo uses its own website as its hub.

Also, Toodledo can’t share task lists. Its Share sheet, for example, can share only an individual task (as if it were a note), and only via Twitter or email. And it can’t set up shared task lists as Reminders can.

The real power in Toodledo resides in its Settings screen, which you get to by tapping Settings at the bottom of the screen. In the Settings screen, you decide which fields appear for your tasks:

  1. Tap Fields & Defaults in the left pane.

    In the Fields & Defaults pane that appears on the right, there are two sections: Fields Used and Unused Fields.

  2. Drag fields between the Fields Used and Unused Fields sections using the Reorder icon (the three bars) for each field you want to move.

    Any fields in the Fields Used section will be available for your tasks in Toodledo.

  3. Tap the Tasks button at the bottom of the screen when done to return to the tasks view.

After you set up the fields you want to display and in the order you want to display they, you can use any or all of them for your tasks. Just tap a to-do item to open it; then tap the desired field from the list that appears to its right.

image0.jpg

Adding and deleting tasks

Adding a task is straightforward:

  1. Tap Add Task.

  2. Type in the task’s title.

  3. Tap Edit to get the available fields, and fill in those that are relevant to the task.

  4. Or tap Add to add the task with just a title.

    Either way, the task is added to your list. You can tap the task to show the fields available, at which point you can fill in those relevant to the task.

  5. (Optional) Enter a note for the task in the Tap to Add Note field that appears in the upper right of the screen when you select or create a task.

You place a task into a folder by using the Folder field, which is with all the other fields, such as Priority and Due Date.

Deleting a task is even easier: Just flick to the left over a task and tap the Delete button that appears.

Marking and organizing tasks

As with most task managers, you just tap the check box to the left of a task to mark it as completed. Tap the Star to mark a task as a starred one. (You get to decide what meaning that star has, such as “important,” “seriously, don’t forget,” or “my boss wants this.”)

Where Toodledo stands out is in the two ways it lets you manage the display of your tasks.

First, you can choose which tasks to show via the All Tasks, Hotlist, and Starred buttons at the left side of the screen, or by using the five menus also available there: Priority, Due Date, Folder, Recent, and Searches.

The Searches feature lets you save complex search criteria (such as a combination priority, due date, and folder) for reuse later — a real time saver. But you have to set up saved searches at the Toodledo website, not in the app. Any searches you set up on the website display when you tap the Searches button, if your iPad has an active Internet connection; tap the saved search you want Toodledo to run.

By default, Toodledo decides on its own what tasks are marked as Hotlist ones — that is, the tasks it deems urgent or important and so wants to call out in a separate list. But you can set up your Hotlist rules in the Settings screen by tapping Hotlist Defaults in the list at the left and then Different Settings in the pane at right. You can combine priority level, due date, and star status to define what goes in the Hotlist.

The second way Toodledo helps you display your tasks is by using the filters. At the top of the tasks list are four buttons that let you control how your results display: Show, Sort, Second Sort, and Third Sort. Show lets you decide whether you show completed tasks and future tasks, and the three Sort menus let you combine up to three filters — such as Date Added, Folder, and Alphabetical — for the display order.