P O CKET I NFORMANT™ / HD

IP H O N E / IPOD TOUCH/IPAD
1.60
User Guide

WEB INFORMATION SOLUTIONS, INC

©2000 – 2010
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Table of Contents
BEFORE GETTING STARTED ...................................................................................................................4
SYSTEM REQUIREMENTS...............................................................................................................................4
GETTING STARTED ....................................................................................................................................4
INSTALLING POCKET INFORMANT™ .............................................................................................................4
LAUNCHING POCKET INFORMANT™ ............................................................................................................4
REMOVING POCKET INFORMANT™ ..............................................................................................................4
Using iTunes ............................................................................................................................................4
GETTING FAMILIAR WITH POCKET INFORMANT™ ......................................................................5
INTRODUCTION..............................................................................................................................................5
IPAD..............................................................................................................................................................5
MULTI-TASKING............................................................................................................................................5
CONTEXT LOCATION ALARMS ......................................................................................................................5
USER INTERFACE...........................................................................................................................................6
PROPERTY ICONS...........................................................................................................................................7
GENERAL ICONS............................................................................................................................................7
BASIC OPERATIONS.......................................................................................................................................8
THE VIEWS..................................................................................................................................................10
TODAY VIEW...............................................................................................................................................10
Add Button (+) ......................................................................................................................................10
Add Task Button (+check) .....................................................................................................................10
View/Edit Calendar Item Details in Today View ...................................................................................10
Calendar Filter Button ..........................................................................................................................11
CALENDAR VIEW ........................................................................................................................................11
Widescreen (Informant HD only) ..........................................................................................................12
Go to Today Action (Informant HD only)..............................................................................................12
Calendar View Selection Buttons ..........................................................................................................13
Month Cell Style ....................................................................................................................................15
Creating Events and Tasks ....................................................................................................................16
Tasks in Calendar View .........................................................................................................................18
TASK VIEW .................................................................................................................................................19
General Task Information .....................................................................................................................19
Multi-Select/Delete/Complete/Edit .......................................................................................................20
Task Conversions ..................................................................................................................................21
Franklin Covey Task Mode....................................................................................................................21
Toodledo mode ......................................................................................................................................22
Getting Things Done (GTD) mode ........................................................................................................22
Projects and Contexts ........................................................................................................................................22
Inbox Group ..........................................................................................................................................23
Project Group ........................................................................................................................................23
Creating Projects ................................................................................................................................................24
Context Group .......................................................................................................................................24
Tags .......................................................................................................................................................24
Creating Contexts ..............................................................................................................................................25
Starred Group........................................................................................................................................25
Next Action Group .................................................................................................................................25
Filters ....................................................................................................................................................25
Grouping, Search/QuickInsert/Add .......................................................................................................26
Sub-Tasks ...............................................................................................................................................28
SEARCH VIEW .............................................................................................................................................29
TEMPLATES ................................................................................................................................................30
EVENT TEMPLATES......................................................................................................................................30
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TASK TEMPLATES........................................................................................................................................30
APPLYING TEMPLATES ................................................................................................................................30
CALENDAR/TAG FILTERING .................................................................................................................31
ALARMS .......................................................................................................................................................31
NATIVE ALARM LIMITATIONS......................................................................................................................32
WHAT ARE PUSH ALARMS (FOR IOS 3.2 AND 3.13 USERS)? ........................................................................32
CONFIGURING PUSH ALARMS .....................................................................................................................32
PUSH ALARMS LIMITATIONS .......................................................................................................................32
SNOOZING ALL ALARMS.............................................................................................................................33
ALARMS FROM SYNCED DATA.....................................................................................................................33
SYNCHRONIZATION ................................................................................................................................33
DESKTOP OUTLOOK ....................................................................................................................................34
GOOGLE CALENDAR/TOODLEDO SYNC ......................................................................................................35
Automatic Sync ......................................................................................................................................36
Calendars to Sync..................................................................................................................................36
TASKS .........................................................................................................................................................36
CONTACTS...................................................................................................................................................37
NATIVE IOS CALENDAR ACCESS (IOS 4 AND UP ONLY) ..............................................................................37
MIGRATING EXISTING CALENDAR DATA TO GOOGLE CALENDAR........................................38
IF YOU ARE USING MOBILEME ON A MAC ...................................................................................................38
IF YOU ARE USING OUTLOOK ON WINDOWS................................................................................................38
FOR OVER-THE-AIR GOOGLE EXCHANGE SYNC ..........................................................................................38
FOR USB ITUNES SYNC ..............................................................................................................................38
IF YOU ARE USING ICAL ON THE MAC WITHOUT MOBILEME.......................................................................39
SETTINGS VIEW ........................................................................................................................................39
General Settings ....................................................................................................................................40
Appearance............................................................................................................................................42
Today Settings........................................................................................................................................44
Calendar Settings ..................................................................................................................................45
Task Settings ..........................................................................................................................................48
Sync........................................................................................................................................................49
Advanced ...............................................................................................................................................51
Version Information...............................................................................................................................52
KNOWN ISSUES/COMPATIBILITY/LIMITATIONS............................................................................52
All Day Events Limit .............................................................................................................................52
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Before Getting Started

System Requirements
Pocket Informant™ iPhone / iPod Touch/ iPad requires the following minimum configurations:

• iPhone (EDGE, 3G, or 3GS) or iPod Touch (1st, 2nd or 3rd generation)

• iPad (3G or Wi-Fi)

• iPhone OS 3.1.3 or higher

• Some features require iOS 4.0 and higher

Getting Started
Installing Pocket Informant™
Pocket Informant can be installed from a computer by way of iTunes syncing with your iPhone/
iPod Touch/ iPad or over-the-air from the App Store directly to your device.

Launching Pocket Informant™

After installing Pocket Informant, you will see its icon on one of your Application screens. Tap the
Informant icon to launch Pocket Informant and begin using it.

Removing Pocket Informant™

Pocket Informant is uninstalled just like any other iPhone/iPod/iPad Touch application. Removing
Pocket Informant will remove all your data permanently!

To uninstall Pocket Informant, follow these steps:

Using iTunes
1. Go to the Applications tab when syncing your device and deselect Informant.

2. Click the Sync button in iTunes. This will remove the application from your device.

On Device
1. Hold down the Informant icon until all of the icons start to “shake.”

2. While shaking, each icon will have an “X” in the top-left corner. Tap the X near the
Informant icon and this will prompt the device to ask if you want to remove the
application.

3. Tap Delete to confirm that you want to remove the application.

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Getting Familiar with Pocket Informant™

Introduction
Pocket Informant is designed to be easy to use, yet powerful at the same time. Every feature in
Pocket Informant is designed to be as unobtrusive and simple to access as possible. Within its
simplicity, weʼve added many useful ways to manage your calendar and to-do items — so to get
the most out of Pocket Informant, please take a moment to review this user guide.

iPad
This user guide is written for Pocket Informant on the iPhone, iPod, and iPad. The operation of
Pocket Informant on the iPhone and iPad is identical except for the device differences. The user
interface on Informant HD, the iPad version, is a little different however it is important to note,
especially for long time PocketInformant users, that all of the functionality from your iPhone is
included in Informant HD it may just look a little different. Throughout this user guide we will
make every effort to point our areas where Infomant HD functions differently from Pocket
Informant. Look for Informant HD followed by Informant HD specific content.

Multi-Tasking
At of the time of this writing, only iDevices running iOS4 or later can multi-task. Exclusions to this
are iPhone 3G or older and iPod Touch 2nd generation or older as even with iOS4 those devices
do not support multi-tasking. Pocket Informant does work in the background on your multi-
tasking iDevices and as such does have some changes to itʼs operation as a result. With multi-
tasking Pocket Informant no longer quits when the home button is pushed. Instead it goes to the
background and waits to be called on again. This is important because Pocket Informant will
come back in the screen you last viewed, not in the startup screen selected in settings. That
setting only applies to the starting of Pocket Informant from a non-background status.

Context Location Alarms

On iDevices running iOS4.x that support the option, Pocket Informant now has the ability to set
off an alarm when you are close to one of these contexts. This is best illustrated this way. If you
have a context called “shopping” and you give it an address for the store, then build a task for
shopping that is active, Pocket Informant will use the devices GPS and watch for that store. If
you happen to drive near the store, Pocket Informant will sound an alarm to remind you that you
have an active task at that location. This feature is activated in the task settings under the main
settings tab. It is important to note that Pocket Informantʼs use of the device GPS is momentary
in nature and does not cause an excessive battery drain when enabled.

Terminology
The term “iPhone” in this User Guide is intended to include the iPhone, iPod Touch, and iPad.
Listed below is a quick explanation of some of the key terminology used in Pocket Informant.
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Events These are appointments, meetings, and Calendar items.

Task These are the task or “to do” items.

Calendar Item This refers to something that is either an Event or a Task

Calendar Each Event or Task belongs to a Calendar. Calendars are directly related
to the concept of calendars in Google Calendar or iCal (or "Categories" in
Outlook) and can be colored to your preference.

Contacts These are entries in your built-in Contacts application.

User Interface
Pocket Informant has multiple Views to manage your information. Each View constitutes its own
area of work. Each of the Views integrates with the others and has a similar interface.

There are five basic Views, which are selected using the buttons on the Tab Bar at the bottom of
the screen. The five basic Views are as follows:

Today This is a View of todayʼs items, such as Tasks, appointments, alarms,

and meeting attendees for today's appointments.

Calendar In this tab you will see your Calendar in Month, Week, Day, or List View.

Task You can manage your Tasks from this View. This View contains several
pre-defined filters to efficiently find the Tasks you are looking for. In GTD
mode it provides your access to the Inbox, Project, Context, and Next
Action groupings.

Search* This View activates the Pocket Informant built-in search engine to allow
for quick searching of Contacts, Calendar items, or Tasks.

Settings All Pocket Informant settings are accessed and changed in this View.

See the section of this guide titled “The Views” for more information on the different Views.

*Informant HD

There is no “Search View” as described above in the iPhone/iPod

version. Instead the same search function from that view has been
integrated into all of the views. At the top of each page there is a
“Search Bubble” which when tapped will open up the keyboard. From
here a search string can be typed in and searced for.
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Property Icons

Icon Meaning

This item has an alarm

This item is recurring

This is an exception to the recurrence pattern

This item has a note

There is an attendee for this meeting

You have flagged this Task item

This task is a sub-task

General Icons
Pocket Informant 1.6
supports the use of icons
on tasks, events, tags,
and calendars. Included
in the application is a rich
library of icons suitable for
most any need. The
screenshot shows the new
icon selection dialogue.
Informant HD version is
shown, the iPhone/iPod
version is similar.
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Basic Operations
• Navigation Bar: This tool bar is located at the top of the screen, just beneath the iPhone
status bar. There are different options in the Navigation Bar depending on the View you
are in. In many Views, it will have an action button on the left and a plus sign on the right.
The plus sign (+) is the Add button and is used to add an item to a View — these items
can include such things as Tasks, Events, Calendars, etc.

• Tab Bar: This tool bar is located at the bottom of the screen
and is the method used to toggle between the different View
options.

Informant HD
• Gestures:
Normal The tabs are on the right side of the
iPhone screen and perform the same functions
as the Tab Bar.
gestures
such as
swiping up, down, left, and right are the major elements
used when navigating through Pocket Informant. The View
being used determines which swiping gesture will be used.
For example, with the Week View of the Calendar, swiping
left-to-right or right-to-left will move a week at a time forward or backward. In the Today
View, swiping up or down will scroll through the Tasks and Events scheduled for the day.
More about gestures will be discussed in the next section.

• Adding Events: Events can be added from any of the Calendar Views or the Today
View. This is done by tapping the Add button (+) located in the top right of the Navigation
Bar. Tapping this button will bring up a dialogue that you will use to create an Event. The
blanks for creating an Event are self explanatory and easily understood. When all of the
information is entered, simply press the Done button in the upper right of the Navigation
Bar to save the new Event. In a Calendar View, you can also tap-and-hold on a date, and
the Add Event/Add Task dialog will come up, preset with that date.

• Adding Tasks: Task items are added in a similar fashion to Events. From the Task
screen, tap the Add button (+) and fill in the blanks. When finished, press the Done
button in the upper right of the Navigation Bar to save your new Task item. Tasks can
also be added from the calendar views by tapping the (+Check) button.

• TextExpander Touch: If you have this application installed on your device it will fully
integrate with PocketInformant bringing with it the ability to enter data faster by using a
collection of previously defined snippets from TextExpander. TextExpander is activated in
PocketInformant by going to Options->General Settings-> and setting the TextExpander
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slider to the “On” position. If you would like to purchase TextExpander it is currently
available from the App Store.

• Gestures: Pocket Informant 1.6 supports many of the built in iOS gestures with more
coming in future releases. Pocket Informant 1.6 supports pinch and widening in when in
the day(s) view. This will allow for more or less days to be shown in the grid. The tap/
hold gesture in the Calendar View when used on an iDevice running iOS3.2 or later
brings up a dialogue for creation of a Task or Event. On devices running iOS 3.1 or older
the tap/hold gesture opens the event creation dialogue only.
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The Views
Today View
The Today View shows you the Tasks and Events occurring on the current day at a glance, as
well as current Next Actions, Meeting Attendees,
and Alarms. (For more information on Next
Actions, see the "Getting Things Done" section
below. All of these sections are user
configurable in the settings.

This View allows you to simply tap an Event or

Task to view its details, such as location,
attendees, and notes. Users can also add
Events and tasks directly from this screen.

To move through multiple Events or Tasks

quickly, up-and-down scrolling is available in this
View. By default, the color of the title text for the
Event will match the Calendar that the Event
belongs to. You may also configure this View so
that the background of the cell shows the color
instead of the text. Events and Tasks may have
one or more system icons displayed in their cells
to give you some quick information about this
item at a glance. Refer to the table on page 7
for an explanation of these icons. Users may
also select icons from the built in library to add their own unique identifiers to tasks and events.

For more information on Push Alarms see the “Push Alarms” section below.) All of these sections
are user configurable in the settings.

Add Button (+)

This button, located at the right of the Navigation Bar, allows you to add new Events directly from
the Today View.

Add Task Button (+check)

This button, located second from right of the Navigation Bar, allows you to add new Tasks from
any of the calendar views.

View/Edit Calendar Item Details in Today View

To view the details of an Event from the Today View, simply tap that Event. This will open a new
View that shows the Event information. Along the Navigation Bar at the top there are two buttons.
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The button with the current date on it will return you to the Today View. The Edit button on the
right will allow you to edit the Event currently being displayed. The edit screen is identical to the
Add Event screen discussed earlier in this guide.

In the lower portion of the Event screen there are three buttons. Tapping the trash can button on
the lower-left side will delete the Event being viewed. The button with the plus (+) will duplicate
the event allowing the user to edit the details before saving. The next button to the right is the
(Stamp+) this button will make a template out of the event. The last button looks like an
envelope, it is an action button, it will allow the user to e-mail the event, duplicate the event or
convert the event to a task.

Calendar Filter Button

The Calendar Filter button is in the top left of the Today, Calendar and Task view. It is the one
with 3 lines that looks like an inverted pyramid. To learn more about this feature, read the section
on Calendar Filtering.

Calendar View
The Calendar View is one of the most powerful Views
in Pocket Informant. This View will allow you to select
from multiple types of Calendar Views: Day, Week,
Month, and List Views. Events can be edited and
added from here as well. Calendar colors appear in
these Views with the Event title and other Event
information.You can also display tasks with a variety of
options within each calendar view. These attributes will
be discussed in further detail below.

Events can be edited from any of the Calendar Views

by tapping the Event. This will show more Event detail
and show the Edit button on the right side of the
Navigation Bar. Tapping the Edit button will bring up an
edit screen that is very similar to the Add Event screen.
Once you are done editing, simply tap the Done button
to save your changes.

Tapping on the day name in the Day View or the month name in the Month View will bring up the
“Jump to Date” Picker.
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Informant HD

Due to the larger viewing area allowed on the iPad there is no “Jump To
Date” function instead you can tap the month or week in the side pane to
see those dates in the main view. All calendar views have the preceding
and future months available in a static pane, that is displayed on the left
when in landscape view or brought up via the menu button in the portrait
view. Different weeks can be tapped from this pane to be displayed in the
main calendar view that you are in.

Widescreen (Informant HD
only)
In any of the calendar views when in
the horizontal or landscape orientation
a widescreen view is available. The
widescreen selection button is top of
the right hand pane and serves as a
toggle between the normal view and
the widescreen view. The widescreen
view will open the right pane to the full
screen width allowing for a larger viewing area and easier viewing of the text.

Go to Today Action (Informant

HD only)
Tapping on the Today button in any of
the calendar views will bring Informant
HD back to the current day in the
calendar view that you are in.
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Calendar View Selection Buttons

In the center of the the Navigation Bar are the main Calendar View selection buttons:

List" This button shows a List of all the Events and tasks stored in Pocket
Informant. Individual items can
be selected to see more detail
and for editing. Scroll down for
older events and tasks, scroll
up for current and future tasks
and events.

Day " The Day View displays

information for a single day.
Event bubbles cover the
duration of the Event and are
the color of the Calendar that
the Event is stored on or the tag
if Tags are used. Navigation in
this Calendar View is also done
by swiping up or down for the
selected day or left and right for
switching between days.
Holding down a time
will bring up the add
task or event
dialogue.

" The Day View now

features a red line to
indicate the current
time. It is also
available in the Week
View when in the
horizontal or landscape orientation.
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"

Informant HD

The equivalent view is called “Days” and shows a similar view to that
of the iPhone/iPod version. The major difference is that instead of one
day being shown the view shows a full seven days in the same grid
style view. Navigation is exactly the same as that of the iPhone/iPod
version, scrolling up and down will show the events for the selected
week. Left and right scrolling will move through the weeks. In the HD
version the redline only appears in the Days View and not in the Week
View.

Week" The Week View allows you to see seven days at a time in a staggered
formation. You can configure which day you would like to see on top (any
day of the week or "Today"). Each day "cell" includes a "time bar" at the
top with the Event listing below that. The time bar is a graphical
representation of the hours in a day with Events shaded in. (The left-
hand side of the time bar is 12:00 A.M. and the right-hand side is 11:59
P.M. for that day.) The gray-shaded area represents your work hours,
which are selected in the Settings tab.

You can swipe left or right to move between weeks in this View. Tapping
a day cell will will take you to another screen that shows the week in a
horizontal row with the current day highlighted. Below that is a list of the
Events and Tasks scheduled for that day. Tapping another day in the
horizontal Week Row View will display the list for that particular day. An
Event can be tapped for further information and editing, if needed.
Events can now be selected from the Week View without having to go
into the intermediate view. The “day header” in Week View can also be
tapped to show the single week view with all Events displayed
underneath. Task items can be tapped on the far right to view more
detail, or the item itself can be tapped to delete it or to mark it Completed
(see more about the Task cell controls below). To go back to the Week
View, simply tap the Return to Week View button at the top of the
screen.

" Individual events and tasks can also be tapped and selected from the
days in the week view. This will allow a detailed view of the item or allow
for editing of the item.

" When moved to a horizontal view the Week View will, by default move to
a columnar view that is similar to the day view..
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" You can add an event or task by simply holding down a specific day, this
will take you straight into the create event or task dialogue.

Informant HD

Due to the much larger viewing area Informant HD does not have the
week summary view described above for the iPhone/iPod version.
Also the Week View when rotated does not switch to the columnar
view.

Month" The Month View is very similar to the Week View in its behavior. Swiping
left or right allows you to navigate between months. Tapping the month
name brings up the "Jump to Date" picker discussed above. Tapping on
a specific day will bring you to the same horizontal "detail" Week Row
View described above.

Month Cell Style

Pocket Informantʼs time bars are one of our most loved
and innovative features that allows you to quickly see
how your day and weeks and months are filled by
different kinds of appointments. The time bars in the
Month View are slightly different than the ones in the
Week View; a gray line separates A.M. and P.M. (with
A.M. being on top). The top left of the time bar is 12:00
A.M., with the top right being 11:59 A.M. The bottom left

of the time bar is 12 P.M., with the bottom right being

11:59 P.M.

However not everyone needs or wants to use the time

bars. There are other view options available. These are
Mini-Text, Mini-Text with time, Mini-Text with colored
background, Icon View and Numbers only mode. Mini
text shows the information in a very small font within
each cell and can be configured with different options, such as time display or with a colored
background to make identification easier. Numbers only displays a simple number in the cell
much like the built-in Calendar. The icon view shows only the events with icons on them, which
allows them to be identified quickly and easily.

To open a day simply double tap any day cell in the Month View or Week View to go to that day in
the Day View.
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A single tap on a day will take you to a week summary view, very similar to that in the actual
Week View. From here the days can be tapped to see the tasks and events. Events and tasks
can be selected for deletion or editing from this view. Press the “Return to month view” button to
return to the entire month view. it is important to note here that events and tasks can be added
from this subview of the month view.

Informant HD

Single tapping a day will open up a view for that day. The events and
tasks will come up in a scrollable view where they can be selected for
viewing or editing. Additionally in this view tasks and events can be
added.

Creating Events and Tasks

This button (+), located in the upper right of the Navigation Bar, allows you to add new Events
directly from the Calendar View. A tap-and-hold on any day cell will also bring up the "Create
Event" screen for that date. The (+ Check) button serves the same function for adding tasks.

All Events and Tasks are e-mailable. This is done when viewing the Event or Task from any detail
view. In the lower right corner you will find an envelope button. Tap that to open the e-mail
dialogue. Once completed tap the “Send” button and the item will be sent via the default e-mail
account on your device. If the recipient is using PocketInformant they will be able to import the
item straight into their calendar.

Event Location Manager

This feature is part of the event creation dialogue. It gives you specific location information via
Google Maps. Itʼs use is very simple. During event creation simply tap the “flag” or “map pointer”
in the location field. This will take you to a map view where you can see the straight map view, a
satellite view or and hybrid view that is the satellite image with an overlay of the map view. At this
view you can tap the location or enter location information such as an address or business name.
Once selected you will be returned to the normal event creation dialogue to complete setting up
your event. In the events view in the calendar view you can tap the flag in the event view to be
taken to the map view. A new sub-feature here allows you to hold a point on the map which will
drop a push pin on that location. Entering a city or address that is close to where your event will
take place gets you started then you can, using normal scrolling gestures, find the exact location
on the map and drop a push pin there. That will the the location assigned to your event. If the
location doesnʼt have a name i.e.; Starbucks, then you will need to enter a name. This name will
then be displayed on event as the location. This feature is not to be confused with the context
location available with tasks and which will be explained later in this guide. This feature will not
work on iDevices that are running an OS lower than 4.0.
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Meeting Requests
Select the Attendees cell within the Event creation window to pick an attendee for your meeting. If
the contact has more than one email address, you will be asked to pick one of them. When you
save the appointment, you will be asked if you wish to send a meeting request. You have two
choices to send a meeting request.

• Send via Email

This brings up an email box that you can add text to or simply press “Send” to send
a meeting invitation created by Pocket Informant for immediate send.

• Send via Google

If you have Automatic Sync turned on for Events and are synching with Google
then this will request Google to send a meeting invitation for you as soon as the
background automatic sync completes.
Recurring Events

Pocket Informant supports many complex recurrence types natively and allows you to create all
of them within the user interface. You can create simple recurrences in the Repeat Event View
and more complex recurrences by selecting Custom.

Once you press Custom you can create the following recurrence types directly within Pocket
Informant:

• Daily — Every “x” number of days.

• Weekly — Every “x” weeks on any

custom combination of days such as
“Sunday and Wednesday” or
“Monday-Friday.”

• Monthly — Every “x” months on any

custom combination of days such
as:
• 5th and 19th of the month.
• The first Monday of every
month.
• The last day of the month.

• Yearly — Every “x” years on any

custom combination of months, such
as:
• Every Jan and June
• The first Sunday in October
every 3 years
• The last weekday of every July

Custom recurrences for both tasks and events are one of the more complicated operations that
Pocket Informant supports. To help you get the exact recurrence pattern you are looking for there
is now a help button at the bottom of the recurrences screen. Tapping this button will walk you
through the various custom recurrence patterns that Pocket Informant offers and how to set them
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up. Additionally this is a good review for long time Pocket Informant users. It is always available
as a resource when setting up a custom recurrence pattern.

Tasks in Calendar View

List, Week, and Month Views can be configured to include tasks in either “In Progress” or “Due
Date” modes. The In Progress mode will display a Task on every date which that Task
encompasses. For example a task due a week from now will show up on every day from now until
that due date. A Task which has a start and due date will show up on every date between those
dates.

In Month View, if you are showing Time Bars, then Tasks will appear as red badges over the day
they are due. If you are in mini-text mode, then the Task will be listed in the month cell itself with
a "completion" circle next to it indicating it's a Task. In Week View, these Tasks appear under your
events in each cell, again with the "completion" circle next to them. In List View, Task cells will
appear along with event cells.

You can also configure Pocket Informant to display completed tasks or to exclude them.
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Task View
The Task View is divided into two sections when using the GTD or Toodledo modes. When using
the FranklinCovey mode, the Grouping section is hidden. Each Group will display a bubble to the
right showing how many Tasks are currently in that Group.

When you tap on a Group or Filter you will be presented with a list of Tasks. The user interface for
the Task lists provides a quick-and-easy way to work with single and multiple Tasks.

To mark a Task completed, simply tap on the circle on the left. To select multiple Tasks at once for
a "mass" operation (such as complete or delete), tap the right most button for each task that you
want to complete or delete. To view the details or to edit the Task, simply tap the task which will
open the detailed view and provide access to the edit dialogue.

This View contains a Calendar Filter button in the top-left corner and an Add button (+) on the
right of the Navigation Bar of this View. This Add button allows you to add new Task items.

General Task Information

In Pocket Informant 1.6 several updates were made to the general task handling behaviors.
These changes are explained below.

• In the Task View tab and the calendar List View, tasks with a start date in the future
will have a faded appearance to them.

• Tasks that are marked as completed, in most cases, will have a 3 second fade out
to allow the user one last look before the task moves to a completed status.

• When a task with subtasks is duplicated, the duplicate will now have the subtasks
duplicated as well.
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Multi-Select/Delete/Complete/Edit
This feature has been greatly enhanced in Pocket Informant 1.6. Previously the multi select only
allowed for marking multiple tasks complete or to delete multiple tasks. Now in addition to those
functions you can select multiple tasks and edit their details in one step or make simple group
wide edits. When selecting multiple tasks you will notice a menu coming up at the bottom of the
screen which has three buttons that are detailed below. The screenshots are taken from
Informant HD, the iPhone and iPad versions are similar.

• Delete-This one is obvious, after selecting multiple tasks, tapping this button will
delete all of the selected tasks.

• Edit-Tapping this button will allow you to edit the details of all the selected tasks in
one step. It is important to note here, that all edits will apply to all of the selected
tasks. For example if you edit the due date, all of the selected tasks will now have
the edited due date.

• Quick Edit-This will likely be the most used button when in the multi-select menu.
From here the user can make the multi-selected tasks Due Today, Due Tomorrow,
the tasks can be Starred, or marked as Completed. It is important to note that if
the selected tasks are all Starred then the Star function will change to Remove Star
and will carry out that action if selected. If some of the selected tasks are starred
and others are not the Star function will default to Make Starred. That is normal
behavior and as stated above once all the selected items are starred the function
again will change to Remove Star.
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Task Conversions
Tasks can easily be converted to events or projects by pressing the bottom right button from the
task detail view screen. When converted to a project the tasks children will also follow the main
task and stay as children of the task within the
project. Other operations from this button allow the
task to be converted to an event or template, or
even emailed. If emailed to another Pocket
Informant user the task can be imported directly
into their Pocket Informant. Other useful buttons in
this task detail view include the duplicate
operations which looks like a plus sign. This
function will create an exact duplicate of the
selected task. To the left of the duplicate button is
the task completion button. Tap this button to mark
the selected task completed. The left most button
in the view looks like a trash can. This is the delete
button and will delete the selected task.

In the task detail view the star function for a task

can be toggled on or off.

Franklin Covey Task Mode

The FranklinCovey To Do mode will change Pocket Informantʼs editor and View in subtle ways.
First, the GTD groupings will disappear. Second,
instead of using Contexts, you are given the ability to
prioritize using A-Z/1-99. Other FranklinCovey features
such as Projects with hierarchical Tasks, Daily Notes,
Compass, Mission, and so on are planned for a future
release.

The A-Z/1-99 priorities are a powerful method of

organizing your Tasks into main Tasks/sub-todoʼs, or
into a projectʼs stages. They are only limited by your
own methods.

The priority system can be used in conjunction with

FranklinCovey methods and techniques or you can create your own. For example, some of our
users allocate the first letter as a second type of category such as “G” for Groceries.

A priority of “0” (zero) is supported as a non-prioritized letter priority. For example, “A0” would
mean that you have given a To Do an “A” priority, but not any sub-priority yet.
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Toodledo mode
Toodledo mode is a mode designed to better mimic the terminology and behavior of the Toodledo
online task system. It behaves much like the GTD system below but with a few differences
described as such:

• Projects are named Folders

You can read the GTD mode reference and simply use Folder for everything
named Project instead

• Each Folder can have multiple Next Actions

• Next Actions are not automatically assigned

• During sync with Toodledo the tag is no longer used as a Calendar name

• Folders cannot have to do items manually ordered

Getting Things Done (GTD) mode

GTD is defined by David Allen on his website (davidco.com) and is short for “Getting Things
Done.” Below is a summary of some of the highlights of this methodology, but to more thoroughly
understand the motivation behind the GTD process, see David Allen's website, or read his book
titled Getting Things Done.

GTD is a process for To Do management that contains two

key elements: control and perspective. You gain control
and perspective through the workflow that contains five
distinct phases:

• Collect

• Process

• Organize

• Review

• Do

Projects and Contexts

Projects are part of the Organize phase of GTD. Every
regular To Do that requires more than one physical action
to achieve becomes a Project. These Projects are tracked
and periodically reviewed to make sure that every Project
has a “Next Action” associated with it, and thus can be moved forward.

For example, you may need to fix the alternator on your car. This one To Do becomes a Project
and the subsequent Tasks might be:
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• Look through phone directory for a mechanic

• Call mechanic

• Ask about estimated costs to fix the alternator

• Schedule an appointment

• Bring car to mechanic

• Pick up car

The next uncompleted action in this Project becomes the Next Action. This type of list allows you
to easily see what you have to do to complete a Project and organize your time more effectively.
We commonly get stuck with simple Tasks (“Fix Alternator”) on our list that we keep
procrastinating because we have yet to accomplish the first step. This process breaks down the
steps and makes it mentally easier to process and complete.

Now couple the list above with Contexts. Contexts can be thought of as a physical location (such
as Grocery Store), or a mode of operation (such as "Phone Call") or even a time of day. For
example “Call Mechanic” would potentially be associated with a “Phone Calls” Context. The next
time you are making a phone call you can look at your “Phone Calls” Context and see that this
would be the perfect time to complete all Tasks that require a phone call, thus moving multiple
projects forward at once.

Inbox Group
Pocket Informant lets you quickly create new Tasks without assigning dates, Projects, or any
other information, simply to get the Task out of your head. The Inbox is where Tasks that have no
associated Project are shown. You will at some point process these Tasks by either completing
them or organizing them into Projects and Contexts.

Once a Task is assigned a date, context, project, or status it is moved out of the Inbox.

Project Group
This Task Group View will allow you to see the current Projects. Tapping on a Project will show
the uncompleted Tasks in that Project. Tapping on the Edit button while in the project view lets
you delete or edit projects.

Tapping on the Project while in edit mode allows you to rename a project or complete it. You
should always complete a project when you are done with it.

Across the Navigation Bar in this detail View are four buttons. The first is titled Project and will
take you up one level in the View. The middle two buttons are View and Reorder. View is the
default and will let you view your Tasks and access the standard features of the Task cell
described above. To reorder Tasks (for example, you may want to move a Task to the top to make
it the Next Action), simply toggle the view/reorder control and you will see the standard reorder
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"thumb" control appear on the right-hand side of the Task cells. Note that View/Reorder are not
available in Toodledo mode.

At the far right of the Navigation Bar is the Add button(+). This button allows you to add new
Tasks. If you are using Landscape orientation you will see three buttons to Group, Search/Quick
Add, or Add.

New in Pocket Informant 1.6 for tasks that are assigned to a project or folder is a summary or
properties table for
the contents of the
folder or project. At
a glance one can
see total tasks,
completion
percentage, start and
due dates to make
Pocket Informant
even easier to use.

Creating Projects
Projects are created in one of two ways.

• While in Project View you can scroll up above the first Project and press the
“Create Project” button.

• While creating a new Task you can create a Project in the Project list

Context Group
The Context Group keeps Task items grouped by their Context. A Context is typically used to
group by location or mode of operation, such as “Email,” “Phone Calls,” “Home Depot,” etc.

Tags
Tags are similar in nature to assigning calendars. When
in the Task creation mode, you can assign a tag to your
task this is essentially another filter method. The
defaults are “family” and “work”. Tags assign a color
and can be viewed when you look at the task detail.
You can quickly know what the tag is by the color, for example blue is for work so when viewing a
task with a blue flag one could quickly identify that the task is work related at a glance.

To see the Tasks for a particular Context, simply tap the Context and you will see all of the Task
items in that particular Context. Again, all the standard Task controls are available in this View.
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Creating Contexts
Contexts are created in one of two ways.

• While in Context View you can scroll up above the first Context and press the
“Create Context” button.

• While creating a new Task you can create a Context in the Context list

• It is important to note that if you are going to use the context locations that you turn
on the location alarms and select an address when creating the context.

Starred Group
The Starred Group keeps Task items that have been starred. You can use starred tasks as a
hotlist, favorite tasks, or a quick list, a special priority list or any other reason that works for you.

Next Action Group

This Task Group View will allow you to see the Next Actions for each Project. A Next Action is the
first Task that is uncompleted in a Project. You can also assign a Next Action to a Task that is not
assigned to a Project if you wish, and it will show up here.

Filters
The lower half of the Task screen is the Filter area. There are several pre-defined Filters. The
various Filters are listed below with their detailed descriptions. The detailed Filter Views are very
similar in operation. At the far left of each Filter name is a bubble with a number in it if there are
any Tasks in that Filter. The number indicates how many Tasks are in that Filter.

Tapping any of the Filters will show you the following, as well as the specific Filter detail:

All Active" This View shows all Tasks that have not been marked Completed.

In Progress" This View shows all Tasks that are currently in progress (meaning that
itʼs past the start date of that Task and it has not been marked
Completed).

Overdue" This View shows all Tasks that are currently overdue (i.e., the current
date is past the due date of that Task and it has not been marked
Completed).

Due Today/Tomorrow" This View shows all Tasks that are due today or tomorrow. This
filter will also show Overdue Tasks.

Undated" This View shows all Tasks that have been never been assigned a date.

Completed" This View shows all Tasks that have been marked Completed.
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Completed Today " New in Pocket Informant 1.6, this filter shows all of the tasks
completed today.

Grouping, Search/QuickInsert/Add
Many of the screens in the Pocket Informant Task View have a three button bar on the top right
which provides very powerful functionality. The three functions are Grouping, Search/QuickInsert/
Add.

• Grouping
Grouping allows you to both group and sort
a list of tasks by Date, Progress,
Completion, and more.

• Search/QuickInsert
This all-in-one field searches the list of
tasks quickly and allows you to insert the
item quickly without the need to open a
dialog

• Add
This is the traditional Add Task dialog
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Creating Tasks
When you create a Task, you have many options within the Task screen. Only the subject is a
required field.

Projects and Context

By selecting the Context or Project View, you can select or create Contexts and Projects for this
Task. To create a Context or Project simply type in the name you wish to use and then select the
“Create” line. (Note: the Context field is not shown in FranklinCovey mode.)

Actions
Pocket Informant supports several action types that you
can use for managing your Tasks. Pocket Informant
attaches special importance to Next Actions, which, in a
Project, cause a Task to move to the top of the ordered
list, if selected. If a Task is the current Next Action and
you change it to any other action type, then it is moved
to the bottom of the ordered list.

Task Alarms
Pocket Informant allows you to set an alarm for a Task
which will be used for an alarm. ( On Devices running
OS 3.2 or lower the alarms will be Push Alarms. For
more information on Push Alarms see the “Push Alarms”
section below.)

Dates
Pocket Informant allows you to set optional start or due
dates for a Task. Simply set a date or use the x to clear a date.

Due Time
A due time can be set on tasks with a due date. These tasks will be marked as overdue after the
specific due time.

Recurring/Regenerating
Recurrences do not show up in the editor until you have added a due date to the Task. The
recurrence rule you set can be applied to the "completion date" of a Task, or to the "assigned due
date." For example, if you set a Task to recur weekly on the completion date, when you mark the
Task as Completed, the next Task will be due a week from the date you mark it Completed.
Alternatively, if it's set to recur from the assigned due date, the new Task will be due a week from
when the last Task was due (regardless of when you actually completed it). All recurrence options
listed in the "Recurring Events" section are available for recurring Tasks as well.
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Parent Task
A task can be a sub-task to other tasks. This lets you choose the parent of the existing task.
Currently no business logic of applying dates or other information from the parent task is used.

Child Task
As long as the task has no parents you can add child tasks to a task you are editing or creating.
Here you can pick existing tasks to be sub-tasks or create a new task based on the task you are
editing/creating.

Sub-Tasks
Pocket Informant supports a basic set of sub-task features. Subtasks are denoted by a icon in
the Task lists. They are also shown indented under the parent task in the Tasks View with the
following limitations:

• Must be in the Tasks View. Subtasks are not shown indented in Today View, or
any of the Calendar Views at this time. We are planning on implementing that in a
future release.

• The parent task must be showing in the same group as the child task. If you are
using a Grouping where the parent and child tasks are in different groups,
indentation will not occur.

• Indentation does not occur in GTD Project view (but does in Franklin Covey Project
view) because Project View is user-sorted and as such the user can move the
tasks in any order which would conflict with the sub-task display.

• Indentation does not occur in the Completed view.

Sub-tasks will sync with Toodledo Pro users, but not, iCal, Outlook or non-Pro Toodledo users.
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Search View
The Search View is a powerful tool within Pocket Informant that allows you to search for items
such as Contacts, Tasks, and Events by simply typing in a characteristic or element such as a
first name or an Event name. All items that match the search criteria will be displayed below the
search bar in various sections. As with any other list view, all controls are available in the search
view to mark Tasks as complete, edit Event details, etc. The Search View has been enhanced
with itʼs own “mini filter” so to speak. Now
when searching for something, simply tap
the search window to bring up a selection of
filter buttons. Enter your search criteria then
select the filter button of your choice which
will narrow down the scope of your results.
The four buttons are “All”, “Events”, “Tasks”,
and “Contacts”.

Informant HD

There is no “Search View” as described above in the iPhone/iPod

version. Instead the same search function from that view has been
integrated into all of the views. At the top of each page there is a
“Search Bubble” which when tapped will open up the keyboard. From
here a search string can be typed in and searced for.
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Templates
Templates are a way to create preset events or tasks
that you can apply to event or tasks while editing. You

can create templates by tapping on the button on

any event or task detail screen or by visiting the
Settings->General->Manage Templates screen.

Event Templates
Event templates are like regular appointments except
that you donʼt set the date or calendar of the template.
You can set the time of the template and when you
apply that template to any date, the time will be applied.

All Day Events are treated specially by letting you

choose a duration of the all day event which is then
applied when you choose that template.

Task Templates
Task templates are likewise like regular tasks except that you donʼt set the dates or calendar of
the templates. Instead you are given a choice of how far out the due date is automatically set past
the current date
which is then
applied when you
pick that template.

Applying Templates
In the event or task editor you will see a new button to the right of the title field which
when tapped on brings up the template
picker. Select the template and it will be
applied.
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Calendar/Tag Filtering
Each event or task in Pocket Informant lives in a

Calendar. Each Calendar can have a color associated

with it. With the filter icon in the top left corner of each
view you can filter your data to only show the events
and Tasks on the Calendars you want to look at. The
filtering options are quite flexible: You can choose any
combination of calendars to display at once and you can
choose whether this filter applies only to Events or also
to Tasks.

When filtering you have two ways to set the active filter:

• Tap each calendar you wish to display (a

check mark indicates that calendar will be
displayed) and then tap Save.

• Press the colored Calendar circle on the

left side of the calendar cell - this will
select just this single calendar to filter by
and immediately perform the filter.

If you would like to view all your Tasks (meaning the

filter should not apply to Tasks), make sure the "All
Tasks" segment is selected. If you would like the filter
you are creating to also apply to your Tasks, choose the
"Filter Tasks" option.

Alarms
If you are on iOS 4.0 or above then Pocket Informant automatically uses local alarms much like
the built-in iOS Calendar application. If you are using iOS 3.2 or below then Pocket Informant
uses Push Alarms instead.

Alarms can have a sound associated to them that you configure and when they arrive you can
view the item the alarm is for. An important update to alarms for Pocket Informant 1.6 is that it is
now possible to set different default alarm sounds for tasks and events. The default sounds for
each is set in the settings area for tasks and calendars respectively.
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Native Alarm Limitations

Native on-device Alarms are a great feature and do not exhibit the same limitations as push
alarms do. However native alarms are limited to 64 alarms per application on iOS 4.0 and Pocket
Informant still must schedule each alarm going forward. For this to happen Pocket Informant has
to run every so often to create these alarms. On iOS 4 devices with multi-tasking this will usually
happen every so often naturally, but you may still find a need to launch Pocket Informant at least
once every few days to ensure these alarms get created. Because of the 64 alarm limit if you
have multiple alarms per event and task alarms, you may find that Pocket Informant has only
created 2-3 days worth of alarms. Opening Pocket Informant up at least once a day will ensure
that the alarms continue to get regenerated. This is not a hard and fast rule as if you use fewer
alarms you can go farther between opening Pocket Informant.

What are Push Alarms (for iOS 3.2 and 3.13 users)?
If you enable Push Notifications for Pocket Informant (done in your Settings app, by default they
are on), then as you add/edit alarms to your Events and Tasks, the alarm information is sent up to
a WebIS server. At the designated time, this server then sends the notification to Apple's Push
Notification server, which, in turn, delivers that notification to your device. Note that this means
your device must be on a WiFi network (or your phone company's cellular network for iPhone
users) to receive this notification. This typically isn't a problem for iPhone users unless you are in
Airplane Mode or are completely out of range of your cellular service.. It is important to note that a
“jailbroken” device on OS 3.2 or older will likely have sporadic push alarm performance due to the
fact that they must run through Apple Push Notification network before they are “pushed” out to
the device at the appropriate time.

Configuring Push Alarms

Push Alarms are configured by opening the iPhone Settings Application and choosing
Notifications. Then select Pocket Informant and use the switches to turn on/off the settings you
desire.

Furthermore you can set the sound for all future generated Push Alarms in the Pocket Informant
settings. Push alarms can also be disabled in the device settings of your iPod Touch or iPhone.

Push Alarms Limitations

Push Alarms are a great feature but have a small number of limitations due to the architecture.

• You have to be connected to a network. Push alarms work best with 3G service.
iPod Touches which are not connected via WiFi may experience delays of up to 30
minutes.

• You must run Pocket Informant at least once a week for the Push Alarms to be
generated for the upcoming two week period so that you donʼt miss any alarms.
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• Push Alarms are static on the server so in some rare cases its possible for a
deletion of an alarm or event not to be reflected quickly enough on the server
leading to you receiving an alarm that youʼve already deleted. Weʼve built an
extremely efficient and robust architecture so this should be rare.

• Apple does not promise any service-level reliability for push notifications. In our
tests Push Notifications typically arrive within 5 seconds to a minute of the alarm
time. However because notifications are network based if there is any network
congestions, slowness or other network related issues you may experience some
push alarms being late. We have not seen this during testing, but it is possible.

• Push Alarms may not work on a Jail-broken phone due to limitations on Appleʼs
end.

Snoozing All Alarms

This is not yet available but will be in a future release.

Alarms from Synced data

Pocket Informant will create Alarms, Push or local, for data synchronized down immediately after
the sync is complete. To confirm that the alarm has been created, look for the alarm "bell" icon
next to the event.

Synchronization
Beginning in Pocket Informant 1.6 users can now tell if a synchronization is taking place via wi-fi
or not. There is a new Wi-Fi indicator that will show on the screen during a sync operation if the
device is connected via Wi-Fi. If the Wi-Fi symbol is absent during a sync operation if the device
is not connected to Wi-Fi. This is especially handy when doing a WDS sync as it requires a Wi-
Fi connection.
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Desktop Outlook
PocketInformant can sync with Outlook for Windows.
Additionally PocketInformant still has the same
capabilities to sync with Google Calendar and
Toodledo for tasks.

To access and set up your “Sync Settings”, simply

press the settings button at the bottom right of the
main PocketInformant screen. From there tap Sync
Settings.

Press the plus sign to add the sync method of choice.

Desktop sync is the one that will sync with Outlook.
Once your desired method is chosen you will be taken
to the area to configure that sync method. The
questions are self explanatory and allow you to
determine things such as how often to sync, what
content to sync, what calendars to sync and so forth.
These are simple off/on toggles. We encourage you
to experiment with different settings to find out which configuration you like better.

The “Pair With Desktop”, button is part of the sync settings that allows you to build the
relationship to your desktop. This can be done manually or automatically. Once this relationship
is established you should not need to make any changes here. If PocketInformant cannot
automatically find a computer to pair with you will need to tap the manual button and configure
the connection yourself. Please note here that all network configurations are unique and while
we will do our best to assist you, your network admin can also be a valuable resource during this
initial connection. It is very important to view the sister document to this one available on at
http://webis.net/support. This document will explain the details of Windows Desktop Sync (WDS),
it will also provide information on downloading and installing the required desktop client that
allows WDS to function.
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Google Calendar/Toodledo Sync

Both Google Calendar and Toodledo sync in a
similar fashion. First you will need to have an
existing account with either or both of these
services. To get PocketInformant to sync with
either of these services start at the Sync Settings
under the Options button from the main
PocketInformant screen. Then press the plus
button and choose the service you want to
configure. The service configuration is a
straightforward and simple process. Simply set the
options to your preferences. Enter the login
information for your account so that
PocketInformant will have access to it. Thatʼs it
PocketInformant should now by synced. You can
set pocketInformant up to sync multiple calendars.

It is important to note here that ToodleDo Pro is

required for accurate and correct syncing of
subtasks.

Sync is a continually evolving and improving

process, we will be posting more information and
announcements on our website http://
pocketinformant.com.

To create a sync partnership for Google Calendar

or ToodleDo go to Settings, Sync Settings, and tap
the (+) sign in the top right corner. Select the sync
partnership you want to use. From here you will be
prompted to enter login information for the service
you want to use as well as the parameters for the
sync.

Once the sync is set up press the first time sync

button to immediately initiate a sync.
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Automatic Sync
Pocket Informant will automatically sync based on the settings chosen by the user:

• Pocket Informant will automatically perform an immediate one-way background sync of

changed items as you use Pocket Informant.

• This feature is smart enough to deal with

changes that happen in quick succession

• Automatic Sync will also perform a full two-way

sync every user-defined number of minutes (if
Pocket Informant is not running after the user-
defined interval of minutes from your last sync, it
will automatically sync on your next launch)

You can set the time interval of the full sync in the Sync
Settings screen.

For iOS4 users it is important to note that while Pocket

Informant will run in the background (on supported
devices) it will not sync until it is the opened or main application.

Calendars to Sync
When you setup the synchronization with Google Calendar, you can choose which Calendars to
sync with. Both your Calendars and Shared Calendars will show in this list. Once a Calendar is
synched, it will not be deleted if you remove it from the sync list. This is useful when syncing
unchanging public calendars such as Holidays. To remove a Calendar from Pocket Informant,
visit the Create/Edit Calendars screen in Settings to remove it. It is important to note here that
Google Sync now has an enforced rule of once a day syncing of calendars that are ICS imported
and a once a week sync for holiday calendars. This greatly speeds up the sync process.

Shared Calendars take substantially longer to sync than your own Calendars because Googleʼs
servers take longer to respond for Shared Calendars.

Tasks
To sync your Tasks, we have partnered with Toodledo as an online service that provides us with a
great web interface as well as syncing service. We recommend this knowledgebase article for
information on how to sync your Tasks to Toodledo.

When using GTD or Franklin Covey mode, Pocket Informant maps Toodledo fields in the
following manner:

• Toodledo Folders are mapped to Pocket Informant Projects.

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• Toodledo Tags are mapped to Pocket Informant Calendars. Any Task with a blank
tag in Toodledo is assigned to the Default Calendar when syncing down to Pocket
Informant. Similarly, any Tasks in the Default Calendar of Pocket Informant are
assigned no tags when syncing up to Toodledo.

Contacts
Pocket Informant does not yet support a full Contacts view, but we do support contact searches
and meeting requests. These contacts are drawn from your iDevice Contacts database. In order
to send meeting requests, you must sync those Events to Google Calendar.

Native iOS Calendar Access (iOS 4 and up only)

New to Pocket Informant 1.6 is access to the native calendar on iDevices with iOS 4 and above.
It is important to understand what this is and what it is not. It is not sync but instead a direct
reading of the existing calendars and events that live on your device. It also has nothing to do
with task support because the iPhone has no native task support.

If you are upgrading Pocket Informant to 1.60 or later from a previous release then support for
native calendars is off by default. If you are installing 1.60 or later for the first time then native
calendar support is on by default.

You may find that if you sync your iPhone to the same calendar data set as Pocket Informant
through Google that when you turn on native iOS calendar access your calendar looks like it is
duplicated. In a strict sense this is not true. Because this access is not sync Pocket Informant is
now reading both its own calendar data as well as the native calendar data on device so it will
show data in both sets. They do not intermingle, however. It is strongly recommended that you
do not sync the same data to PI and the native iOS calendar simultaneously as you are
creating a sync loop which can create duplicates and cause battery drain.

One of the benefits of native calendar access is that anything that syncs events to the built in
calendar in your iDevice will now be visible in Pocket Informant. Events generated within Pocket
Informant using these native iOS calendars will also be visible back the other direction and will
show on the native calendar and the sync partners of the local calendar.

A few limitations exist in native iOS event access:

• Events before 1933 are not supported, either through Birthday support or trying to
create the events (this may be fixed in a future iOS release). Events such as
birthdays before 1933 will show up on December 13th or 14th of the year you are
looking at.

• Meeting attendees are not supported.

• Calendar editing or deletion is not supported.

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• Alarms for native events will bring up the native calendar, not Pocket Informant.

• Data changes/updates require global refresh of all native event data and as such
you may experience slow or global refreshes in the interface as you interact with
the native events.

• Any Pocket Informant specific fields such as icon and tags are not supported for
iOS calendar events.

It is important to understand that these limitations are not ones we can work around but are
intrinsyc to the iOS interfaces that weʼre using to access the calendars. As Apple improves these
interfaces, so will our support of them.

It is also important to understand that we are not synching data but reading the data directly.
With that said it is equally important to understand that Pocket Informant does not become a
bridge between the iOS calendars and Google. Syncing with Google does not mean that your
iOS calendar items will show up there. iOS calendar support and Google sync are totally
separate items as are the events contained within each of them.

Migrating Existing Calendar Data to Google Calendar

If you are using MobileMe on a Mac
There are a few options for migrating, copying, or syncing data from MobileMe to Google
Calendar. The best way is to use third-party commercial software such as SpanningSync or
BusySync to publish your iCal calendars as Google Calendars. There is also a free option called
Calgoo that is recommended by some, but has not been tested by WebIS.

Make sure that your iPhone and Mac use MobileMe to sync your calendar data and set up Pocket
Informant to sync with Google Calendar, and you will be all set.

If you are using Outlook on Windows

1. Download Google Sync for Windows

2. Set up Sync so that it syncs up to Google

3. Set up your Sync settings in Google Calendarʼs settings

For over-the-air Google Exchange Sync

1. Set up your iPhone to sync with your Google Calendar using Google Sync for iPhone

For USB iTunes Sync

1. Youʼre done! iTunes will sync your Outlook data to the built-in iPhone calendar and
the Google Outlook Sync will sync your Outlook data to Google Calendar.
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If you are using iCal on the Mac without MobileMe

There are multiple ways to get your calendar data to Google Calendar:

1. Purchase third-party software such as SpanningSync or BusySync.

• This is the easiest solution; however, it is an extra cost. You could use the trial
versions of these packages task the initial import/export.

2. There is a free option called Calgoo that is recommended by some, but has not been
tested by WebIS.

3. Free method:

• Export your iCal calendars one by one to your desktop.

• Go into Google Calendar and create each calendar.

• Import the data from your iCal Exports.

• Use the Google Collaborator application to have iCal directly sync to your Google
Calendars via CalDAV.

Settings View
The Settings View allows you to see and set all of
the options in Pocket Informant. One of the great
features of Pocket Informant is the flexibility it
affords you to configure it to what fits you the best.

Users are encouraged to try out the different

settings to see just how flexible Pocket Informant is
and to find a custom fit that maximizes all that
Pocket Informant has to offer. The settings are
divided into six categories listed below

First - note an important button at the top of the

screen:

Help
We have included some basic synchronization help
within Pocket Informant, as well as a direct link to
our knowledge base.
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General Settings

Owner Info
This information in here is used for sending
out Meeting Invites. There is also a place
you can fill out registration info that will
help WebIS know what products our
customers might be good solutions for us to
partner with.

Manage Calendars
In this area of the settings you can set up
various Calendars and choose color
representations for each. These settings will
affect how Events show in the various Calendar
Views. The default Calendar is clearly indicated
in the listings. This means that unless otherwise
specified, an Event will default to this Calendar.
The default Calendar can be renamed and re-
colored if you choose, but it cannot be deleted
until you make a different Calendar the default.
More Calendars can be added by pressing the
Add (+) button in the upper right of the
Navigation Bar. Tapping an existing Calendar will bring up the color palette and offer the option to
rename the Calendar. To delete a Calendar, swipe to the right and press Delete.

Manage Tags
Pocket Informant tags and tag colors are managed here. Tags can be added by pressing the +
plus button or removed by doing a “delete” swipe over the tag. Existing tags can be edited here
by simply tapping on them, you will be taken to the edit screen. This is the same screen you will
see when adding new tags.

Manage Templates
Pocket Informant templates are managed here allowing you to create and edit templates.

Application Badge
Pocket Informant can be set to use a standard iPhone icon badge. This badge can be customized
to show counts of overdue Tasks, todayʼs Events, Next Actions, etc.

TimeZone Support
Here you can set global (entire application) time zone preferences. The default setting is
automatic meaning that the device timezone information will
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be used by PocketInformant. However should you have the desire or need, by tapping this
selection, you can set PocketInformant to any timezone you desire or need.

Startup In View
This option allows you to specify the opening view of PocketInformant when the application is
started. The default is the last open view. Simply tap the menu option to select. This option
applies to the initial opening of Pocket Informant. On multi-tasking devices running iOS4 or later
this option does not exist as in a multi-tasking interface Pocket Informant always returns to where
you were - editing an appointment, viewing a specific date, or editing multiple tasks.

Alarm Notification Sound

This is the sound that will be used when you receive Push Alarm/Local Alarm Notifications. Note:
When you change this sound, that change will only apply to new push alarms, not to ones that
have already been sent to the push server. The Push Notification Sound can be turned off here
by selecting “None” from the list of sounds. It is important to note here that Push Notification
Sounds can also be disabled in the device settings for your iPhone or iPod Touch.

Landscape Support
Here you can enable or disable landscape support for PocketInformant. Simply tamp the menu
choice and toggle on or off your preferences.

TextExpander Touch Snippets

Please see page six of this user guide for detailed information on TextExpander Touch. This is a
simple toggle to turn on or off the TextExpander Touch feature.
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Appearance

Max Title Display

This setting allows users to determine how many
lines are displayed in the event or task title. There
are multiple choices, ranging from all lines to a
single line. The default is one line.

Title Font Size

This setting determines how large the font is in the
title lines of events and tasks. The choices are
small, medium and large, with medium being the
default. It is important to note here that the
smaller the font size the more text will be visible in
the various views.

Past Appointment Style (Events)

This setting allows users who have need to
differentiate past appointments and completed
tasks with a different look to do so. There are 4
choices, None, italics, Small Text and Faded.
Whichever setting is chosen will determine how
past appointments and completed tasks will look
throughout the views.

Color Display (Events)

This is another flexible visual aid that can help users, at a glance, identify events quickly and
easily throughout the calendar views of Pocket Informant. This setting determines how the user
will see the items, they can either appear with the cell colored, the text colored, or no coloring.
The coloring will be determined by either the tag or the calendar that the item is applied to.

Use Tag Colors (Events)

Tag colors help users identify an item by relating it to an activity such as work, family, etc. When
enabled The tag color shows on the item layered over the calendar color.

Today (Events)
This setting determines the color that will be displayed when the current day is displayed in the
calendar views.

Color Display (Tasks)

This option operates identically to the color display setting for events. Colors are a visual aid that
can help users, at a glance, identify events quickly and easily throughout the task views of Pocket
Informant. This setting determines how the user will see the items, they can either appear with
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the cell colored, the text colored, or no coloring. The coloring will be determined by either the tag
or the calendar that the item is applied to.

Use Tag Colors (Tasks)

Again the use of tags in tasks is identical to that used in events. Tag colors help users identify an
item by relating it to an activity such as work, family, etc. When enabled The tag color shows on
the item layered over the calendar color.

Overdue (Tasks)
This is the area where the color for overdue tasks is set. If you need a “red alert” so to speak
when a task goes overdue or of you want something a little more subdued, this can be
determined and set here. In the various task views this is the color set for any tasks that are
overdue.

Priorities (Tasks)
Pocket Informant has many different priorities that can be applied to tasks. In these settings you
can select the display color for all of the priorities and the text for each of these same priorities.

Reset Appearance
This button will restore all appearance settings back to the factory defaults.
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Today Settings
In this view, you can enable or disable the following sections from appearing in the Today view:
Next Actions, Tasks Completed, Alarms and Contacts.
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Calendar Settings

ISO Week Numbers

This turns on the display of the ISO 8601 week numbers on the day titles within the Calendar
Week View.

iOS Calendar Support

Pocket Informant 1.6 now supports the native iOS or built in calendars on your iDevice. See
native calendar support elsewhere in this manual for further information on this exciting new
feature.

Default Calendar Alarm

This setting allows you to automatically
attach an

Work Hours
This is where you can define the hours of
the work day by selecting start and stop
times. This setting is used to shade work
hours in Day View and the time-bars in
Week View.

New Event Duration

This setting lets you determine the default
duration of new Events that you create.

Google Alarm
Here you can set how you are notified
when an alarm from Google is activated.
The choices are web alert, e-mail, text
message, web sound alert, none, or all. To
select any of the choices, simply tap on
your selection. (Note: these alarm types
are all specific to Google Calendar — you
must sync your Events to Google Calendar so that it can activate the appropriate alarm.)

Alarm Notification Sound

This is the area where you can set the default alarm sound for events. New in Pocket Informant
1.6 is the ability to set different default alarm sounds for events and tasks.

Show List Empty Day (View Specific Settings)

When enabled this will include empty days in the list views so that you can easily identify them.
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Week Setup (View Specific Settings)

Here you can customize how PocketInformant displays the weeks. The default view is 7 days
however a 7 day split can be selected, offering a split view of the week as well as a new Weekday
option which will show Monday through Friday.

Month Cell Style (View Specific Settings)

You can determine how the days will appear in the Month View. There are five different choices
as follows; Number Only, Time Bar, Mini-Text, Mini-Text (including time), Mini-Text w/Colored
Background.

• Number Only-Will display only the number of the day in the Month View.

• Time Bar-Will show the time bar in the day when in the Month View.

• Mini-Text-Will show a portion of the description in the day.

• Mini-Text (including time)-Shows the same as Mini-Text but adds time to the display.

• Mini-Text w/Colored Background-This setting will display the event info with a colored
background. The background color will be that of the calendar that the event is attached
to.

Week View Time Bars (View Specific Settings)

This setting will toggle the time bars on or off in the week view.

Week View (First Day Of Week)

This setting will determine when in the week view what day will be displayed at the top of the
view. The default setting is the current day.

Month View (First Day Of Week)

This setting will determine what day shows as the beginning of the week in the month view. The
default is Sunday.

List (Tasks in Calendar View)

If enabled this setting will show tasks in the list view.

Week (Tasks in Calendar View)

This setting will enable tasks to show in the week view.

Month Cells (Tasks in Calendar View)

When enabled this setting will show the tasks in the month view cells.

Method (Types of Tasks To Show)

This setting determines what kinds of tasks are displayed in the calendar views. The choices are
Due and Overdue or in progress.
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Show Overdue Today (Types of Tasks To Show)

With this setting enabled the overdue tasks will show in the calendar views.

Show Completed (Types of Tasks To Show)

This setting will display the completed tasks in the calendar views if enabled.
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Task Settings

Task Mode
In this part of the settings you can determine which methodology will be used for the Task list;
ToodleDo, FranklinCovey or GTD are the available options.

Alarm Notification Sound

New to Pocket Informant 1.6 is the ability to
assign a specific default sound for tasks. This
is done in this area. Previously tasks and
events shared the same default sound.

Task Tab Badge

The To Do button at the bottom of the Pocket
Informant screen will show a red badge, this
setting determines what is indicated by that red
badge. The setting None deactivates the badge
feature. Selecting Overdue Count will show the
number of overdue Tasks. Choosing Due Today
Count will display the number of items due
today. And selecting Both will show a red badge
that has a combined number comprised of
overdue items and items due today.

Context Location
This is a new feature in Pocket Informant.
Provided your device supports it, when enabled
you can add addresses to your task contexts.
When you are near that address, Pocket Informant will alert you to the fact that you have a task
corresponding to your current location. For example you can set a context called “Shopping” and
put in the address of the store. You can then create a task for shopping. When you are out and
about during your day, if you are near the store, Pocket Informant will alert you to this fact and
show you the task associated with it. To add an address to an existing contact open to the
contexts manager, in the Task View, turn on Location Alarms with the slider and tap the edit
button. This will make all of the contexts editable. Tap the context that you want to add an
address to, tap the mapping symbol next to the context name. Enter the information such as
store name or as much of the address as you have. The map view will then move as close as it
can to the desired address based on the information entered. You can move the push pin on the
map to the desired location then select the option to use this location. Now there is a physical
address associated with this context.
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Show Completed
in this area you will be able to determine what if any of your completed tasks will continue to
show. Simply move the slider to the “On” position for any of the filters. Then those completed
tasks will always be shown.

Start Date (Defaults)

When this is on, Pocket Informant will automatically set a Start Date of "today" on all new Tasks
that you create.

Due Date (Defaults)

This feature when enabled will determine the default due date for new tasks. The default
selection is “Today”.

Default Task Importance

You can set the default Task importance here. This is what Pocket Informant will use when setting
up a Task if no importance setting is selected when adding an item.

Sync
Pocket Informant comes ready to sync with Outlook, Google Calendar and/or Toodledo. This
setting is where the sync method(s) are chosen.

Desktop Sync
To enable the desktop syncing with Outlook for Windows, simply turn this switch to On. To disable
desktop syncing simply move the slider to the Off position. Pocket Informant will need to have
been previous paired with the PC for sync to operate properly. At this time it is not recommended
to set desktop syncing to automatic unless you will be using your device exclusively on the same
network as the paired PC at all times. Also it is not advised to use Google Sync and Desktop
Sync at the same time. (Please see the WDS Sync document at http://webis.net for detailed
information on configuration and use of the Outlook sync feature.

Google Calendar
To enable syncing with Google Calendar, simply turn this switch to On. To disable syncing with
Google Calendar, simply move the slider to the Off position.

Toodledo
To enable syncing with Toodledo, simply turn this switch to On. To disable syncing with Toodledo,
simply move the slider to the Off position.

Shake to Sync
When this is on, you can give your iPhone a shake to do a full 2 way sync between Desktop,
Google and Toodledo.
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AutoSync
Pocket Informant automatically syncs up any changes made within Pocket Informant immediately,
but it also checks the server for any changes to sync down. This option lets you pick the time
interval that the full server sync is performed.

For more detailed and specific information on syncing operations, please see the “Synchronizing”
section of this guide.
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Advanced
The Advanced area of the settings is for more
complicated Pocket Informant settings. The backup
system settings reside here, as well as version
information, and logging. The version information is
very important when working with Support to resolve
any issues that may arise.

Backup/Restore
Pocket Informant makes automatic backups of its
database. These backups can be restored at any
time by simply selecting the one you want to use and
then choosing the appropriate action button from the
the menu at the bottom of the screen. You can also
make an immediate backup by simply tapping the
“Backup Now” button. Pocket Informant also has a
built-in web server that will allow you to backup and
restore files and access the sync log if necessary to
fix a syncing issue or to match a crash log during
sync. Simply turn it on and visit the IP or Bonjour address from any web browser on the same
WIFI network as your iPhone / Ipod Touch/iPad to download or upload files.

Erase Local Data

In this section, you can choose to completely wipe out your local Pocket Informant data. This
would let you start from scratch, for example, and let you sync down all your information from
Google and Toodledo again. NOTE: This option will erase all local data (Events and Tasks).
Before erasing your data, Pocket Information will automatically make a backup of your database
which you can retrieve using the above Backup/Restore option.

Within this section you also have the option of resetting your alarms. This will cause Pocket
Informant to remove all Push Alarms from the push server and recreate them based on your
current data, if you are using Push Alarms, for iPhone 4 or devices running iOS4 or later these
will be local alarms.

It is very important to note here that if you have a supporting device with iOS calendar support
turned on, that erasing the local or Pocket Informant data will have no effect on the iOS calendar
items.

Application Logging
This enables various levels of logging to allow the support staff of WebIS to help troubleshoot or
explain any issues you might encounter while using Pocket Informant. In general, this setting
should be left to "None". However, if you contact support, you might be asked to enable some
level of logging for a period of time and then email those logs to us for analysis.
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Allow Alarm Notifications For

This setting determines what items can have alarms attached to them. Events, Tasks, and
Informational. The default settings here are to have events and tasks turned on.

Setup for Migration

This feature is particularly useful when migrating from a trial version (PocketInformant Lite) to the
full version of PocketInformant. After installing the full version this setting will copy all of your data
from the trial version in one simple step.

Auto Crash Report

WebIS does its best to ensure that we ship a high quality and stable application. However, with
vastly different types of data sets and usage patterns, not everything can be caught in controlled
testing. If Pocket Informant crashes, keeping this option enabled will automatically generate a
crash log and send it to our engineers for analysis. This log does not contain your personal
information. It is what is called a "backtrace" that allows us to see what code was running when
you crashed and help us to proactively isolate issues so that we can fix them in future updates to
Pocket Informant.

• Version Information
This is important so that you can verify the exact version and build of Pocket Informant that is
being used. This is especially important
information for any interaction that you may
have with Technical Support. Also by tapping
on the version information you can bring up the
Pocket Informant tutorial video at any time.

Known Issues/
Compatibility/
Limitations
You can find the current list of Known Issues on this knowledgebase article. Also, please look at our
list of knowledgebase articles in case you have an issue, before you contact us for support.

All Day Events Limit

In a single day Pocket Informant allows a maximum of 20 all day events.