Using Ultimate To-Do List for GTD or TRO (Total, Relaxed Organization)
  • (Note: Total, Relaxed Organization (TRO) is based on GTD principles, but it's more effective and easier to use. TRO also includes best practices from Covey and other time management systems.)

    Here is how to create a TRO workflow with Ultimate To-Do List, an Android task management app. You can use this as a mobile supplement to Toodledo. Ultimate To-Do List can also be your standalone task manager (but that's not recommended unless you have no laptop/desktop computer).

    Overall:

    Ultimate To-Do List is a flexible tablet or mobile application for Android and Blackberry that syncs with your Toodledo account. You can create a decent personal TRO system with Ultimate To-Do List.

    Pros:
    1. Synchronizes with Toodledo.com and Google Tasks (optional).
    2. Supports multiple accounts.
    Cons:
    1. No iOS version.
    2. Mobile versions only.
    Setting Up TRO with Ultimate To-Do List

    Here's how to do do your TRO training with Ultimate To-Do List:
    1. Tap Settings (lower left).
    2. Tap Navigation Drawer then un-check everything except All Tasks, Overdue, and Starred.
    3. Tap the icon before Navigation Drawer.
    4. Tap New Task Defaults then set everything except Account to None.
    5. Tap the icon before New Task Defaults.
    6. Context views are AUTOMATIC in Ultimate To-Do List.
    7. DO Today List = Starred List (left pane in landscape mode, top pane in portrait). Add tasks into this list by tapping the star button.
    8. Do NOT use Ultimate To-Do List's default Hotlist (doesn't effectively work with TRO) instead, create a saved view named Hotlist.
    • Tap My Views (left pane in landscape mode, top pane in portrait) to highlight; then tap New View (lower right).
    • Enter Hotlist in the pop-up field, then tap Ok.
    • Tap Add filter rule.
    • Select Due Date.
    • is on or before, then 3 days in the future.
    • Tap Save.
    • Tap Add filter rule.
    • Select Completed.
    • Previous rule must also match remains checked.
    • Un-check Show completed tasks.
    • Tap Save.
    • Tap Add filter rule.
    • Select Star
    • Un-check Previous rule must also match.
    • Check Show tasks with a star.
    • Tap Save.
    • Tap Add filter rule.
    • Select Completed.
    • Previous rule must also match remains checked.
    • Un-check Show completed tasks.
    • Tap Save.
    • Tap Save.
    Unprocessed List = Create a saved view named Unprocessed.
    • Tap My Views (left pane in landscape mode, top pane in portrait) to highlight; then tap New View (lower right of the right pane).
    • Enter Unprocessed in the pop-up field, then tap Ok.
    • Tap Add filter rule.
    • Tap Context then, Modify.
    • Uncheck everything except none.
    • Tap Save.
    • Tap Save
    Remember (or print) this list of jargon terms, which will help you use Ultimate To-Do List with TRO:
    • Unprocessed List = a saved view named Unprocessed.
    • Hotlist = a saved view named Hotlist.
    • Do Today List = Starred
    • Major Context = Contexts
    • Minor Context = Tags
    • Soft Date = Start Date
    • Hard Date = Due Date

    Summary:
    1. Tap Tags or Contexts (left pane in landscape mode, top pane in portrait) to see your minor and major context views, respectively.
    2. Flag tasks as DO Today by clicking on the Star icon (upper right of the edit task view). View these by tapping on Starred (left pane in landscape mode, top pane in portrait).
    3. Hard Date is the Due Date.
    4. Hotlist is a saved view named Hotlist.
    5. Unprocessed List is a saved view named Unprocessed.
    Let us know how it's working for you, either here or inside the TRO Online Training (discussion at the bottom of each training page).
  • 2 Comments sorted by
  • Using the above instructions for the Hotlist view, the app kept showing all my tasks with a due date on or before 5 days in the future, even completed ones.  Adding another filter rule -- And Task is not completed -- cleaned it up nicely.

    Did you have some other setting already in place to stop the app from showing completed tasks?

    Also, would it be OK to set the New Task Default for Priority to "Low", like the Toodledo web interface does?
  • Instructions had been updated.