Overview

When you have logged in to Organisemee the main page of the application will be shown, which contains of the following elements:

On top of the page you see the Organisemee logo on the left, three buttons for switching between different views in the middle (Lists, Priorities, Due Dates), and a small menu on the right.

The small menu contains of the following entries:

• Organise: When following the Organise link you well find a description how to use Organisemee to get your task done in an efficient way
• Contact: Since Organisemee facilitates the collaboration with other persons, you are able to find or speficy these other persons behind the Contact link.
• Help: The Help link will bring you to the overview page for all help chapters: A description of the different topics as well as answers to frequently asked questions (FAQ), both for the web as well as for the mobile version of Organisemee.
• Logout: Finally, when clicking on the Logout link you will leave Organisemee

Underneath these top elements a row with tabs will be shown. On the left side of the row, the tabs depend on the view.

By default, the list view will be shown when entering Organisemee. When logging in for the first time there is already one tab named 'General'. You can create, change and delete your own list - just like you need.

In the priority view, you can select from different predefined tabs - like high prio, low prio, etc.

And in the due date view, there are tabs according to the duration until the due date of the tasks is reached - today, next 7 days, this week, etc.

On the right side of the row, the following tabs are displayed in every view: Inbox, Outbox and Archiv.

Below the tabs, there is the entry field for adding new tasks. Underneat all of your existing tasks will be displayed in a table style. Every task is a row on its own, with information displayed in columns.

When moving the mouse pointer above a certain task, the background will change to a light grey color. (Not within Internet Explorer) Also a button displaying a small triangle will be visible on the right side of the row.

When clicking on the triangle on the right the task menu will appear, which enables you to initiate certain actions on the task.

Additionally, small buttons with triangles appear within each column exept the description and due date column when moving the mouse pointer above. By clicking this button, a menu appears, where you can change the appropriate enty of the task.

Finally, there is the footer on the bottom of each page.

We hope that we have created a layout which is easy to understand and enables you to focus on the main objective of Organisemee: To support you getting your tasks done.

Views

In Organisemee every task will be displayed in three different views explained below. You can switch between these views by clicking on the appropriate button on the top of the page. Within each view several tabs exist, where the tasks are further structured or sorted.

List view

To organise your tasks, you can create and manage lists - for private tasks, business tasks, shopping list, home improvement list, vacation preparation list, gifts list, etc.

Every list will be displayed as a dedicated tab.

To create a list, you need to click on the 'Add list' text link on the left side of the tabs. You can give each list a name, which represents the assigned tasks best. Also you can assign an individual color to each list, supporting you in distinguishing your lists.

You can then create new tasks for each list, or re-assign already existing task.

Priority view

In the priority view, the tasks are displayed according to their priority. So you can see, which task you need to execute by priority.

• high priority
• medium priority
• low priority
• no priority

There is also an 'All' tab showing all of your tasks.

To better visualise the priorities, you can assign individual colors to the different tabs. Otherwise, tabs can not be changed.

Due date view

For identifying which tasks need to be executed next, the due date view is the place to go.

Here, different tabs exists, like today, in 2 days, in 3 days, this week, in 10 days, and so one.

In each tab all tasks with a due date within the defined time period are displayed.

This enables the user to get a quick overview about all tasks he need to accomplish before a certain date.

When clicking on the text link 'Change' next to the most right tab a control box appears. In this box you can select which of the 8 predefined due date tabs should be visible.

Important: When creating a new task in the due date or priority view, the task will only be displayed in the active tab when the due date fits in the time period or the priority fits to the priority of the tab.

Create list

Creating a list on your own is quite easy. In the list view, a small text link 'Add List' is displayed on the right side of the tabs. When clicking on the link, a control box appears.

Here you need to enter at least a name for the new list. The minimum length is 1 character, the maximum length xx characters.

Also you might want to select a color from the color palett. When not selecting a color, a default color will be assigned.

Finally you need to confirm your entries by clicking the OK button in the control box.

The new list will immediately be added on the right side of the existing lists. You can immediately start to create or assign tasks for the new list. (which is empty when the list is created new).

There might be the case that you get a message when you try to add a new list, telling you, that your maximum number of list has been reached. This is because Organisemee has limited the number of list in the free version of Organisemee to five list. Currently, it is not possible to add another list when you have reached the limit. You might only re-shuffle your existing lists.

We are already working on a premium version of Organisemee, which will offer an unlimited number of lists. Please stay tuned for news.

Change list

You can change the name and the color of a list. In both cases, you need to click on the small triangle displayed in the active tab.

Then a pop-up menu appears, containing the following entries:

• Color
• Edit
• Delete

Change color
When selecting the 'Color' entry, a control box similar to the control box for creating a new list will appear, where you can select another color from the color palett.

Change name
By choosing the 'Edit' entry, the control box displayed on the right appears where you can change the list name by entering a new name into the text field.

To confirm you changes, you need to press the OK button.

Delete list

For deleting a list you also need to click on the triangle in the active tag, and then select the 'Delete' entry in the pop-up menu.

Now an alert box will appear, warning you that the deletion of the list will also delete all the tasks assigned to this list.

When you confirm the deletion of the list, the control box closes, and the list - including all assigned tasks - is directly deleted.

Create task

In Organisemee, you can crew_date a task the moment you imagine it - no matter in which view or tab you are. And: You can create as many tasks as you need.

On every tab you will find an text field where you just need to enter the description of the task. Then, a menu will be enrolled underneath the text field. In this menu, you can enter further information:

List:
You only need to select the list from the pop-up menu, to which the task should belong. All other information is optional.

Priority:
With the priority you can assigne one of four priority levels from a pop-up menu to the task. This entry is important for distinguishing the tasks in the priority view.

Due date:
You can also assign a due date from a mini calender. To open the calender you need to double-click on the 'none' entry.

Reminder:
To support you in getting your task done in time, you can assign a reminder for a task. Then you will receive reminder emails or SMS messages.
You can either assign a standard reminder, defined once by you in the settings, by checking the corresponding check box.
Alternatively you can define an individual reminder by opening the control box and setting the desired parameters.
(For more detail please refer to the 'Reminder' help topic.)

Responsible:
Finally, you can also assign a task to a responsible person. By default, this person is you. But you can also assign a task either to a contact, either created by you, or to a contact who is another Organismee user. With the later, Organisemee supports you in collaborating with your family, friends or your colleagues.
(Please also visit the corresponding help topics for more information)

Change task

You can change an existing task in every view and in every tab, where ever the task is displayed. And you can change the various elements of a task directly in your current view or tab.

Depending on the task element, the way how to change the element varies a bit. This is described in the following:

Decription
To change the description, you need to double-click on the description text. Then, the font of the text changes, and you can edit the description. Whenever you are ready, you just need to click outside, and the text will return to the normal font.

To change another element of the task, you just need to move the mouse pointer above the entry. Then a small triangle will appear. When clicking on this button, a pop-up menu or control box will appear.

In case the entry does not exist yet (e.g. due date), but you want to add this entry now, you need to move the mouse pointer above the empty space where the row of the task crosses the column, which represents the information you want to add.

List
You can move the task to another list by selecting the appropriate list name in the pop-up menu. When you are in the list view, the task will be removed immediately from the current list.

Due date
When double-clicking the existing date, or the 'none' entry, a mini calender will appear, where you can define the due date by clicking the appropriate date. If necessary, you can browse to the required month or year to select the correct due date.

Priority
You can set or change the priority of the task by selecting the appropriate priority level in the pop-up menu. When you are in the priority view, the task will be removed immediately from the current priority tab.

Reminder
In Organisemee you can set a sophisticated reminder (represented by the clock icon) which should help you deliver your task in time. You can set a new reminder or change an existing one. When clicking on the triangle button, a control box with various options will appear. (Please see 'Reminder' topic for details)

Assignement:
Here, you can assign a task to one of your contacts, either a contact created on your own, or another Organisemee user. Or you can change a task, which is assigned to one of you own contacts. To change the assignement of a task assigned to one of you Organisemee user you need to call the task back first.(Please see the different 'contact' topics for details)

When you have assigned a task to one of your Organisemee contacts (see topic 'tasks assigned to contacts' for details), you can only change the following data elements:

• List
• Due date
• Priority
• Reminder

Only the change of the due date will be transparent for the contact, to whom you have assigned the task. All other changes are only relevant for you, and therefore not visible for your contact.

For all tasks assigned to you, you can change these data elements:

• Due date
• Priority
• Reminder

Non of these changes are transparent for the contact, who has assigned the task to you.

Archive / delete task

To delete a task, you need to move the mouse pointer above the triangle on the right within the task row. When clicking on the button, the task menu opens, and the entries are displayed:

• Delete
• Archive

Delete
When selecting the entry 'Delete', an alert message will appear, asking you, if you really want to delete the task. When you confirm this alert message, then the task will be deleted, and disappear from the list.

Archive
When selecting the 'Archive' entry, the task will immediately be moved to the archive, without any alert message. The task is removed from any lists, priority or due date view, and is only visible in the archive.

Tasks, which you have assigned to one of your contacts, can not be deleted or archived in the first step. Instead, you need to call back the task from your contact by selecting the 'Call back' entry in the task menu first.

Then your contact will be informed about your intention (see 'call back' help topic). Directly after calling your task back, you can open the task menu again and now the 'Delete' or 'Archive' options are available, so that you can delete or archive the task.

Tasks assigned to you by one of your contacts can never been deleted nor archived by you. Instead, you can give back the task to the contact. (see 'give back' help topic)

Reminder

Everybody has a hard time keeping track of all his tasks and execute them in time. Therefore Organisemee enables you to assign multiple reminders to a task.

For a new task you can set a reminder within the menu enrolling underneath the description.

When assigning a reminder to an existing task, you need to move the mouse pointer in the empty 'cell' of the reminder column and the task row.

In both cases you will find two options:

• assign standard reminder
• create individual reminder

Standard reminder

To ease you from the creation every time you want to assign a reminder, you can define a standard reminder in the settings once. Then you just click the check box 'Set standard reminder'. Done.

Individual reminder

When you want to create an individual reminder, you can do this both for the reminder before and the reminder on due date:

Reminder before due date

1. Here you can define, how many days before the due date the reminder should be send, and if the reminder should be send only on this day, or on all days until the due date.
2. Then you can define up to three times, when the reminder before due date should be send.
3. Finally, you specify over which communication channel the reminder should be send (e.g. email, SMS, ...). The communication channels need to be defined in the settings before.

Reminder on due date

1. You can also define up to three times if and when the reminder should be send on due date.
2. And you specify over which communication channel the reminder should be send (e.g. email, SMS, ...).

Action buttons

Since there are four action buttons we would like to explain them:

• Save: Saves the defined reminder and closes the control box.
• Clear: Clears all exiting entries within the control box, so you can start fresh.
• Delete: Deletes the reminder and closes the control box.
• Cancel: Closes the control box and keeps the status before opening the control box.

Contacts - Overview

You will not perform all of your task on your own. Instead, some of your tasks will be executed by others - e.g. your family, your co-workers or your employees. In Organisemee, all of them are called contacts. Organisemee knows two types of contacts:

• Contacts to other Organiemee users
• Contacts created on your own

Contacts to other Organisemee users

You can also exchange messages with the user in Organisemee. And you will see when the user has completed the task, or when the task is overdue. Nevertheless you are still in control of the task.

Before exchanging tasks, you need to find the user in the Organisemee user base, and send him a contact request. You can start assigning tasks once the user has accepted your request.

Contacts created on your own

This means that you just create a name in Organisemee once, which you can assign to tasks. Since this task is not assigned to the person within Organisemee, you still need to tell the person about the task he needs to execute for you.

So a contact created on your own is more a note for you - and definitly not a colloboration function.

Create own contacts

To create a contact on your own, you need to open the 'My Contact' page by clicking on the 'Contacts' text link.

On the My contacts page, both the contact to Organisemee users as well as contacts created on your own are managed.

Contacts created on your own are managed on the right side.

To create a new contact you need to click on the 'Add contact' button.

Then a new area will appear just underneath the 'Add contact' button.

Here, you can enter the name of the contact. You are free to enter either a first or a last name, or both.

After saving your entries, the new contact will be displayed in the list of contacts.

Now you can start to assign task to this newly created contact. (you can also say that the the task is marked with the name of the contact)

You can change the name of the contact every time. The change will immediately be visible within the tasks, which are assigned to this contact.

Also you can delete the contact. Then the tasks, currently assigned to the contact, will be re-assigned to you.

Find & Manage Organisemee contacts

To find another Organisemee user and add him to your contacts, you need to open the 'Search For Contact' page by clicking on the 'Contacts' text link.

There you will find a search text box, where you need to enter the name (at least 2 characters) of the person you want to add to your contacts. By pressing the search button, you will search in the existing user base of Organisemee.

In case there is no search result matching your query, you can adapt the search string and try again.

Maybe the person you are looking for is not an user of Organisemee yet - which is very likely, since we are still a young service.
In this case please go to the 'Invite' tab and send the person an invitation to Organisemee. Then you become a contact of you soon.

In case there is a search result for your query, and the person you are looking for is among the search result, you need to send him a request to become one of your Organisemee contacts.

Therefore you need to click on the 'Request' text link next to the name in the search result. Then a control box will be opened, where you can enter a message to the person.

Now you need to wait until the person confirms (or rejects) your contact request.

In the search result you also explicitly see who is already one of your Organisemee contacts.

You can see the status of your request in the 'My contacts' tab. There, all of your contacts to other Organisemee users are listed - including the yet unconfirmed contacts. Next to the name the status of the contact is displayed - either still unconfirmed, or already confirmed

When the user has confirmed your status request you can start to assign task to him - and vice versa he can assign tasks to you.

Here, you can also send messages to your contacts - independent from any task. The message will show up in the xxxxx on the side of your contact.

You can also cancel the collaboration with a contact by just deleting him from the list. Then all the task currently assigned to this contact will be re-assigned to you.

Assign task to contacts created on your own

You can assign a task to one of you contacts created on your own during the creation of a new task by selecting the appropriate entry in the task menu.

Or you can assign an already existing task to a contact created on your own. Then you need to move the mouse pointer above the 'You' enty in the responsible column. Now a button with a triangle will appear.

By clicking the button, the control box displayed on the right will be opened. In the control box there are two options:

• Assign the task to a contact created by you.
• Assing the task to one of your Organisemee contacts.

To assign the task to a contact created on your own you need to open the first pop-up menu and select the right name.

When saving the entry, the task is assigned to the contact created by you. You can see that the name of the contact is now displayed in the 'Responsible' column.

Since this 'assignment' is more like marking the task with the name of the person who should execute the task, you still need to tell the person about his obligation.

Assign task to Organisemee contacts

You can assign a task to one of you Organisemee contacts during the creation of a new task by selecting the appropriate entry in the task menu.

Or you can assign an already existing task to a Organisemee contact. Then you need to move the mouse pointer above the 'You' enty in the responsible column. Now a button with a triangle will appear.

By clicking the button, the control box displayed on the right will be opened. In the control box there are two options:

• Assign the task to a contact created by you.
• Assing the task to one of your Organisemee contacts.

To assign the task to one of you Organisemee contact you need to open the second pop-up menu and select the right name. Underneath you can optionally add a message for the contact.

When saving the entry, the task is immediately assigned to the Organisemee user. You can see that the name of the contact is now shown in the 'Responsible' column.

The task will now also be displayed in the Inbox of the Organisemee user. He still needs to confirm the assignment before you can start to assign tasks to each other.

You can get a quick overview about all tasks currently assigned to your Organisemee contacts by opening the Outbox. In the outbox, all tasks are sorted in three sub-tasks:

• Not yet accepted: Here all tasks are listed, which you have assigned to Organisemee contacts, but which are not yet accepted by them.
• Accepted: Tasks, which are accepted by your contacts, and currently work in progress, but not yet completed.
• Rejected: Tasks assigned by you to one of your contact, but which have been rejected by him. Here you need to take action on your own.

Whenever you have assigned a task to one of your Organisemee contacts, which is not yet accepted by him, you should check your outbox for updates regulary.

Tasks assigned to me (inbox)

It's not that only you can assign tasks to your confirmed Organisemee contacts - they can also assign tasks to you.

Whenever one of your Organisemee contacts assigns a task to you, the task will show up in the 'New Task' tab within your Inbox. Therefore, when you are currently cooperating with others you should check your Inbox every time you log in to Organisemee.

There, the task is show with it's description and it's due date. Also the name of the contact, who has assigned the task to you, will be displayed.

Now you have the following options for handling the assigned task:

• Accept
• Message
• Reject

Accept
When you understand the description of the task and when you are fine with the due date, you can accept the assignment of the task by clicking on the 'Accept' icon. Then a control box will appear (like displayed on the right), where you need to assign the task to one of your task lists.

Now the task will immediately disappear from the New Task tab, but is instead displayed in the just selected list. Also the task is displayed in the 'Accepted Task' tab. There, you can always get a quick overview of all your task, which have been assigned to and accepted by you.

Message

You can do this directly within Organisemee by sending the user a message associated with this task. Therefore you need to click on the 'Message' icon. Then the control box displayed on the right will be opened where you can enter a message and send this off to your contact.

Now a chat icon is displayed within the task. When clicking on this icon, the message just sent will be shown to you. This chat icon will also be displayed within the task on the side of your Organisemee contact. He needs to click on the icon to see the message you have send him.

He can also reply to your message, and you are able to send him further messages.

Reject
In case you do not agree with the assigned task, and you are not willing to execute the task, then you need to reject the assigment by clicking on the approriate icon. Then the task will immediately disappear completely from our Inbox.

Your Organisemee contact will be informed about your rejection in the way that the task will be moved in his Outbox into the rejected sub tab, which he should check regularily when he has assigned a task, which is not yet accepted.

Communicate with contacts

Organisemee enables you to communicate with your Organisemee contacts and therefore supports you in collaborate with family members, colleagues and friends. You can either exchange messages with your contacts in general, or you can communicate in regard with a specific task. Both will be explained in the following:

General communication with contacts

To exchange messages with one of your contacts you need to open the 'Contacts' page, and then the 'My contacts' tab. Within the overview of your Organisemee contacts, there is a 'Message' text link next to every contact listed.

When you click on the link a control box opens, where you can enter the message for your contact, and then send off the message.

All messages send to your contacts will be displayed on the 'Messages' tab. There, all messages send to one contact are bundled together to one conversation.

You can directly reply or send a new message to your contact from here.

Whenever you have received a contact request, you can also send a message to the requesting contact contact from the 'Contact Request' tab.

Communication regading a task

For every task, which you have assigned to one of your contacts, or which has been assigned to you, you can start a communication with the Organisemee user, whom you have assigned the task, or who has assigned the task to you.

You just need to open the task menu. For every task assigned to you, or to one of your Organisemee contacts, the task menu contains the 'Message' entry.

When selecting this entry, the control box displayed on the right will be opened. Here you can enter the message and then send it off to the Organisemee contact.

Now a message icon will be displayed within the task. By clicking on the icon, the messages just send will be displayed underneath the description of the task. In case there are several messages exchanged, all of them will be displayed here. To close the messages, you need to click on the chat icon again.

The message icon will also be displayed in the application of the Organismee contact. So he needs to open the messages to read the message you just send to him.

With this functionality, you can exchange messages focused on a certain task.

Call back task

When you have assigned a task to one of your Organisemee contacts, there might be the case that you want to call the task back from your contact. This could be when e.g.

• the task is not relevant anymore
• somebody else should perform the task
• you want to delete the task

Since you can not just delete or archive a task, which you have assigned to one of your Organisemee contacts, you need to call the task back first. This is also the case when you want to assign the task to another Organisemee user.

To call a task back, you need to open the task menu. For all tasks assigned to another Organisemee user, the task menu contains the following entries:

• Call back
• Message

When selecting the 'Call back' entry, your contact will receive a message, telling him that you have called the task back.

Directly after calling the task back, you can now either delete or archive the task. The task is now re-assigned to you, and you will find the appropriate entries in the task menu. You can also assign the task to another of your Organisemee contacts.

Give back task

When you have accepted a task assigned to you by one of your Organisemee contacts, there might be the case that you can not execute the task. For this case, Organisemee offers you the option to give an accepted task back to your contact.

To give a task back, you need to open the task menu. For all tasks assigned to you from another Organisemee user, the task menu contains the following entries:

• Give back
• Message

When selecting the 'Give back' entry, your contact will receive a message, telling him that you have called the task back.

Directly after calling the task back, you can now either delete or archive the task. The task is now re-assigned to you, and you will find the appropriate entries in the task menu. You can also assign the task to another of your Organisemee contacts.

Archive

Organisemee enables you to store tasks which you might need to execute again. You can then re-activate the tasks later.

You can archive all of your tasks, no matter if they are already completed or not. Only tasks, currently assigned to one of your Organisemee contacts, can not be archived, but need to be first completed by your contact or called back by you. Tasks, which are assigned to you by one of your Organisemee contacts can never be archived.

To archive a task, you need to open the task menu and select the 'Archive' entry. Then the task is directly moved to the archive.

In the archive, the tasks are displayed similar as in the other views. The description and the due date is displayed in the same way, and you are responsible for all tasks.

Also the old list the task used to be part of is still displayed. But now you can not change the list anymore here. Instead, there is a new column 'Reactivate to'. The default value within this column is 'Move to'. When moving the mouse pointer above this entry, the triangle button appears. By clicking on the button, a pop-up menu with the currently existing lists will be displayed. When you select one of the entries, the archived task will be re-activated and directly moved to the just selected list.

In case you can foresee that you will never use a task again, you can also delete the task within the archive. Therefore you need to open the task menu and select the only available 'Delete' entry.

Settings - Overview

When clicking on the 'Settings' entry in the footer, the settings pages will be loaded, which consists of the following tabs:

• My profile
• Password
• Site Settings
• Channels
• Reminder

My profile
In the my profile tab, you can change all the data entered during the registration, like name, date and time format, time zone and country.
You can also change your username and your email address.

Password
In the password tab you can set a new password.

Reminder
Finally, in the reminder tab you can set your standard reminder, which you can quickly assign to a task without the need to define a reminder every time you want to assign a reminder.

The standard reminder contains both the reminder before and on due date, and consists of all entries of the individual reminder:

• how many days the reminder should be send before due date
• if the reminder should be send every day until due date
• at what time the reminder should be send
• and the communication channel the reminder should be send through.

The content of the Site Settings and Channels tabs will be explained in the respective help topics.

Site Settings

In the site settings tab, you can define

• what happens with completed tasks
• specific settings for the Internet version
• specific settings for the Mobile version

Completed task
Here you can define if a completed task should be either archived or deleted.

And you can define, how many days after completion the task should be archived or deleted. When you select 0, then each task will be immediatelly be archived or deleted when you complete a task.

Internet
For the Internet version, you can define which page should be displayed when you log in Organisemee. You can define one of the three views: list, due date and priority view

Mobile
You can also define the start page for the mobile version of Organisemee. Additionally, there are different options which enables you to adapt the mobile version for the display of your mobile phone:

• adapt the size of the application for a relative large or relative small display
• define if the priority should be displayed in the task list beside the task description
• define if the due date should be displayed in the task beside the task description
• select the font size of the mobile version.

Settings - Channels

To send the reminder to you, you need to specify the communication channel, where the reminder should be send through. The communication channel can be either an email address for sending a reminder email, or the number of a mobile phone for sending a reminder short message service - SMS.

To add a new channel, you need to push the 'Add channel' button.

Then a pop-up menu and a text field appears. In the pop-up menu you select the channel type - email or SMS. And in the text field you need to enter either the email address or the telephone number.

When saving the new entries, the channel will be displayed as part of the channel list.

Here, you can change or delete an existing channel by clicking on the respective text links of the channel.

Also you can specify, which channel should be the default channel by clicking on the star icon before the channel type. The default channel will be displayed on top within the pop-up menu for selecting the channel when setting the reminder. Please note that you can not delete the default channel.