ToodledoSync Application Information

This utility allows you to synchronize tasks between Outlook and the Toodledo online task manager application

When used with the Toodledo web site and third party phone applications this utility allows you to synchronize Outlook Tasks and Notes to Apple iPhones and Windows Mobile 7 smart phones.

The download page for this application can be found here.

You can install the application by running the *.msi file that you obtain from the download page.

Please see this page for a list of common issues and resolutions for the application.

General Information

Once you install the application it will create an link in your start menu. This will start the application automatically when you next log in. If you don't want to wait until the next login you can run the application manually by executing double clicking the shortcut in your Start Menu.

The first time that the application runs you will need to set up any required proxy settings.
You will then need to enter your toodledo Unique Id and password and verify the authentication.

Please note that you need to use your Toodledo Unique ID to authenticate. This is different to your normal Toodledo login name. You can find your Unique ID on the account settings page once you have logged in to the Toodledo web site.

Once you get past this stage the application will live in your task bar. You can right click the application icon to access a menu. This menu will let you either change the application options, manually run the synchronization process or exit the application.

On the options form you can change the synchronization settings, change your proxy settings or change the account details that you use to connect to Toodledo.

Synchronization Settings

The Synchronization options panel allows you to modify how the Toodledo Sync application interacts with Toodledo and Outlook

The following synchronization settings can be applied

• Enable Automatic Synchronization
• Synchronization Interval
• Enable Toodledo Updates
• Enable Toodledo Deletions
• Task Reminder Interval
• Add Outlook Tasks to Folders
• Enable Outlook Updates
• Enable Outlook Deletions
• Warn before bulk Toodledo deletes
• Ignore Existing Completed Tasks
• Use Unique Outlook Instances
• Enable Notes Synchronization
• Preserve Long Outlook Notes
• Allow extended characters

Enable Automatic Synchronization

Check this box to enable the application to automatically synchronize your tasks at scheduled intervals.

Synchronization Interval

This option sets the interval in minutes between automatic synchronization attempts

Enable Toodledo Updates

Check this box to allow new Outlook task items to be created in Toodledo and to allow changes to Outlook task items to be propogated to Toodledo.

Enable Toodledo Deletions

Check this box to allow Toodledo tasks to be deleted when a corresponding Outlook task item is deleted.

Task Reminder Interval

Set this to a non zero value to set a reminder time for new Toodledo tasks that are created by the application. Please note that the values other than '0' or '60' will only work for Toodledo Pro subscribers .

Enable Outlook Updates

Check this box to allow new Toodledo tasks to be created in Outlook and to allow changes to Toodledo tasks to be propogated to Outlook.

Enable Outlook Deletions

Check this box to allow Outlook tasks to be deleted when a corresponding Toodledo task is deleted.

Warn before bulk Toodledo deletes

Check this box to cause the applicaiton to prompt for confirmation before it deletes a large number of tasks on Toodledo.

Ignore Existing Completed Tasks

Check this option to enable to tool to skip the creation of a synchronized task where the source task is already completed. This prevents the tool from copying existing completed Outlook tasks to Toodledo (and vice versa) when it is first run.

Enable Notes Synchronization

Check this box to enable the application to sync Outlook Notes to/from Toodledo Notes

Preserve Long Outlook Notes

Check this box to allow Outlook tasks longer than 2048 bytes to be preserved. Notes longer than 3072 bytes will be truncated when sent to Toodledo. This option prevents the truncated notes from being synchronized back to Outlook when a change is made to the Toodledo task.

Use Unique Outlook Instances

When this box is checked the application will start and stop an Outlook instance whenever a sync operation occurs.
When the box is unchecked the application keeps a single background instance of Outlook running permanently.

Allow extended characters

Uncheck this box to cause non ASCII characters to be filtered from your Toodleod tasks. Some non Ascii characters can cause the application to reject the Toodledo task data and this setting can be used to work around the issue.
Unchecking this box will remove all extended characters from any tasks that the application modifies.

Mappings

The mappings tab allows you to choose how the application syncs Outlook Categories to Toodledo.

There are three options

• Map Outlook Categories To Toodledo Folders
• Map Outlook Categories To Toodledo Contexts
• Do Not Map Outlook Categories

Map Outlook Categories To Toodledo Folders

If this option is selected then the application will attempt to match Outlook Categories to Toodledo Folders. When a task is created or edited in Outlook it will be copied to the first Toodledo folder that exactly matches the task's Outlook Category.
When a task is created or edited on Toodledo then it will be given an Outlook Category that exactly matches the name of the Toodledo Folder. Please note that Outlook Categories are not automatically created to match Toodledo Folders, they must be manually maintained

Map Outlook Categories To Toodledo Contexts

If this option is selected then the application will attempt to match Outlook Categories to Toodledo Contexts. When a task is created or edited in Outlook it will be copied to the first Toodledo Context that exactly matches the task's Outlook Category.
When a task is created or edited on Toodledo then it will be given an Outlook Category that exactly matches the name of the Toodledo Context. Please note that Outlook Categories are not automatically created to match Toodledo Folders, they must be manually maintained

Do not Map Outlook Categories

If this option is selected then the application will ignore Outlook Categories when syncing tasks

Context settings

The Context settings tab allows you to configure how the application processes Toodledo Contexts. There are two areas that you can configure

• Context Filtering
• Default Context

Please note that you have to click the Refresh Contexts and enable button on the Context panel to enable the Context settings.

Context Filtering

The Contexts filtering options allow you to configure the tool to only synchronize Toodledo tasks that belong to a specific set of Contexts. This allows you to synchronize only some of your Toodledo tasks to Outlook. Please note that this is a one way filter and it does not filter the tasks sent from Outlook to Toodledo.

Check the Synchronize Selected Contexts Only box to configure the application to only create Toodledo tasks that belong to certain Contexts in Outlook. When this box is checked, only Tasks that belong to Contexts that are listed in the Selected Contexts box will be syncrhonized.

Default Context

The Set Defauilt Toodledo Task Context section allows you set the Context that new Toodledo tasks will be created in. Check the Set Default Context box and select ' a context from the drop down list to ensure that all new Toodledo tasks are created in that context.
Please note that this option is only processed if the Map Outlook Categories To Toodledo Folders mapping option is set

Folder settings

The Folder settings tab allows you to configure how the application processes Toodledo Folders. There are two areas that you can configure

• Folder Filtering
• Default Folder

Please note that you have to click the Refresh Folders and enable button on the Folder panel to enable the Folder settings.

Folder Filtering

The Folders filtering options allow you to configure the tool to only synchronize Toodledo tasks that belong to a specific set of Folders. This allows you to synchronize only some of your Toodledo tasks to Outlook. Please note that this is a one way filter and it does not filter the tasks sent from Outlook to Toodledo

Check the Synchronize Selected Folders Only box to configure the application to only create Toodledo tasks that belong to certain Folders in Outlook. When this box is checked, only Tasks that belong to Folders that are listed in the Selected Folders box will be syncrhonized.

Default Folder

The Set Defauilt Toodledo Task Folder section allows you set the Folder that new Toodledo tasks will be created in. Check the Set Default Folder box and select ' a context from the drop down list to ensure that all new Toodledo tasks are created in that context.
Please note that this option is only processed if the Map Outlook Categories To Toodledo Contexts mapping option is set

Proxy Settings

The Connection options panel allows you to change the proxy settings that the application uses to communicate with Toodledo

The following proxy settings can be applied

• Use a Proxy Server
• Default Proxy Address
• Manual Proxy Address
• Default Credentials
• Manual Credentials

Use a Proxy Server

Check this box to configure the application to use a proxy server when connecting to the Toodledo web site.

Default Proxy Address

Check this radio button to use the system default settings for a proxy server. These should be the same proxy settings as the ones that are configured in the Internet Options feature of the Control Panel.

Manual Proxy Address

Check this radio button to manually enter the address of the proxy to use. The proxy address needs to be entered as a Uniform Resource Locator in the URL box.

Default Credentials

Check this radio button to use the default network credentials to authenticate with the proxy server. These should be the credentials that you use to log in to your machine.

Manual Credentials

Check this radio button to manually specify the network credentials to use when authenticating with the proxy server. The user name and password to use when authenticating to the proxy should be entered in the Username and Password text boxes. You can also optionally enter a Domain name if your network login requires it.

Diagnostics Settings

The Diagnostics options panel allows you to display trace information that can be used to diagnose problems with the operation of the application.

Recovery Settings

The Recovery options panel provides a tool that allows you to clear the application's internal synchronization database.

This is a dangerous option that will almost certainly create many duplicate tasks if used incorrectly.

Custom User Fields

You can set up custom fields in Outlook to show some Toodledo specific information for your tasks

Use the following process for Outlook 2007

• right-click on your Tasks page and select 'Show Fields'
• click 'New Field'
• type in the name of the user property to display(see below)
• Ensure the type for all properties is set to 'Text'

The following properties are currently supported

• toodledoid - shows the toodle id of the task
• tdstar - displays/sets whether or not the task is starred on the Toodledo site
• tdcontext - shows/sets the name of the tasks's toodledo category.
• tdfolder - shows the id of the tasks's toodledo folder
• tdparent - shows the task id of the tasks's parent. If this task is a parent task it will show '(parent}' next to the id
• tdtag - syncs to the Toodledo Tag field
• tdreminder - syncs to the Toodledo task reminder field

Changing the 'tdcontext' field will change the Toodledo Context that the task syncs to. The value of this field needs to exactly match the name of a Toodledo context for this to work.

Please note that only changes to the tdcontext, tdfolder and tdtag fields are synched back to Toodledo. The other proprty fields are currently for information purposes only.

Custom Tag Names

The Properties tab allows you to customise the Outlook property names used for the tdtag, tdcontext and tdfolder fields. This is intended to allow the application to be compatible with other GTD add-ins that group Outlook Tasks by folders and contexts

Changing these fields may existing tasks to lose their folder, context or tag information.

Recurring Tasks

The ToodledoSync application has partial support for recurring tasks.

When a recurring task in Outlook repeats, the originally created Toodledo task will be updated and vice versa for Toodledo

Plese note that a recurrence pattern should be set at one end of the sync relationship only (i.e. in Outlook or on Toodledo, but not at both ends).

Sync and Exit

The application can optionally be started with the command line option /syncandexit. This will cause the application to start, perform a single sync run then exit instead of staying resident in the taskbar

You can uninstall the application from the Add/Remove Programs feature of the Control Panel

Please consult the Toodledo Third Party Applications Forum for the latest information about this application. You can find it here.

• The application does not currently support an environment where Outlook tasks have been previously imported into Toodledo by some other process (e.g. manual import). It will treat these imported tasks as new Toodledo tasks which will duplication when synchronizing. It is recommended to backup, then delete any Outlook tasks that have previously been manually imported into Toodledo before running the tool.
• Outlook shows a security prompt when synchronizing in some environments.
  If you are using Outlook 2007 you may be able to disable this by either updating your anti-virus software or using the Trust Centre options (Tools -> Trust Center -> Programmatic Access)
  If you are using Outlook 2003 then you need to look at some third party utilities. Other users have found some success with these utilities:
  http://www.mapilab.com/outlook/security/
  http://www.contextmagic.com/express-clickyes/
  
• The Toodledo servers will block any application that performs too many operations is a given time period. In order to avoid triggering this block the application will only send updates to the server at the rate of 1 update every 20 seconds. This can cause the first synchronizatio to take quite some time
• You must manually shutdown and uninstall an old version of this application before upgrading
• The application may resync all of your Outlook tasks the first time that you sync after upgrading to a new version
• Outlook task notes over 2048 bytes long will be truncated went transmitted to Toodledo.
• You must set your timezone correctly in the Toodledo account settings for this application to work
• Context and Folder filterscurrently only work for new tasks created in Toodledo. They are not applied to updates or to tasks created in Outlook

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