Sync with Outlook Problem

[Flacito]

I'm using 1.3.01 Beta-9. Here's a simple scenario:

My outline looks like this:

Work Projects
Project 1
Sub-Project 1
Sub-Project 2
Action 1

I don't want Work Projects to come across to Outlook so it's set to
"Hide only this task in to do list". Project 1, Sub-Project 1 &
Sub-Project 2 are assigned "Projects - Active" place so they show up in
an Outlook category called "Projects - Active". Action 1 is assigned
"@PC" place/category.

So here's what happens
- Action 1 turns up in Outlook under "@PC" category
- Sub-Project 1 shows up in Outlook under "Projects - Active"
- But Project 1 and Sub-Project 2 just disappear

It seems like any item with a sub-task doesn't get carried across e.g.
if I delete Action 1 then Sub-Project 2 will show up in "Projects -
Active".

I don't set any of these projects as "This is a project" in MLO. This
is because I don't want them all going to a single Outlook category
called "Projects". I want to be able to break them up into "Projects -
Active", "Projects - Waiting for", "Projects - Delegated", "Projects -
Someday/Maybe".

Any help would be appreciated...this is driving me nuts! :-)

[Flacito]

Fixed it! Just read another discussion, where Bob recommended looking
at the "Remove tasks from Outlook not visibile in MLO to-do list". I
switched this off and it looks good in Outlook!

Only question I have no is why aren't they those projects/tasks showing
up in MLO to-do list?

[Flacito]

I spoke to too soon! Whilst this fixed one problem in Outlook it
created another one. Now all the tasks in MLO that I marked as "Hide
only this task in to do list" are all showing up in Outlook under "No
category". I use the "No category" in Outlook as a dumping ground from
new ideas, actions, projects etc. until I move them to the right place.
Now it's hard doing that with another 50 "meaningless" e.g. "Work
Projects" items sitting under that category.

[Bob Pankratz]

You need to download the testers version of the sync specification
from www.actionable.org and read it.

Everything you have noted is a result of not understanding the
settings that you have selected; the specification will cover that;
albeit not in user manual form.

I did a quick scan of your issues from the three emails; and I
believe what you want to do is completely supported. I'm running out
the door at the moment, otherwise I would take the time to walk you
through them; but you can solve your own problem with the
documentation provide; or at least you should be able to get close
enough that others here might be able to assist you.

[Flacito]

Thanks Bob. It's done a quick review of the spec and it's starting to
make a little more sense. However, it looks like problem is actually
before the syncing. If the click on the MLO "To-Do" tab:

1) "Action 1" shows up under "@PC" place
2) "Sub-Project 1" shows up under "Projects - Active" place
3) "Project 1" and "Sub-Project 2" just disappear (they're not under
<all places> and <no where> either.

So I'm sure if I can fix this, the syncing will be fine. Any thoughts?

[Flacito]

Here's the XML export using the above example. I'd expect Project 1 and
Sub-Project 2 to also be in the my "Projects - Active" place. But MLO
only wants to show Sub-Project 1.

<?xml version="1.0" encoding="UTF-8"?>
<MyLifeOrganized-xml ver="1.0">
<TaskTree>
<TaskNode Caption="">
<Importance>100</Importance>
<TaskNode Caption="Work Projects"/>
<TaskNode Caption="Project 1">
<Places>
<Place>Projects - Active</Place>
</Places>
<TaskNode Caption="Sub-Project 1">
<Places>
<Place>Projects - Active</Place>
</Places>
</TaskNode>
<TaskNode Caption="Sub-Project 2">
<Places>
<Place>Projects - Active</Place>
</Places>
<TaskNode Caption="Action 1">
<Places>
<Place>@PC</Place>
</Places>
</TaskNode>
</TaskNode>
</TaskNode>
</TaskNode>
</TaskTree>
<PlacesList>
<TaskPlace Caption="Projects - Active"/>
<TaskPlace Caption="@PC"/>
</PlacesList>
</MyLifeOrganized-xml>

[Bob Pankratz]

Sorry on the delay; the holiday stuff got in the way.

After reviewing the XML file - very helpful

I see now that your just new to the tool and the concepts.... welcome to
the group, btw....

The todo list only shows items for which ALL children are completed.
This is by design, and won't be changing. To-do roughly what I think
you want. You should mark Projects with the "Project" flag check box.
See the task properties, project section. Then you can turn on Advance
views in the outline panel; and pick the Project View from the dropdown
selector.

I also highly recommend a brief read of the help file overview section;
or the How does it work; on the website; that will get you up to speed
much faster to what's different about this tool than you might otherwise
expect. We can answer your questions and lead you there; but reading is
probably faster, and worthy of your time investment.....

You also might find insperation from some of the MLO templates available
from www.actionable.org

[Flacito]

Thanks Bob. You're right - I'm new and need to spend some more time
getting up to speed properly. However, I already knew that I could mark
the projects with the "project" flag. The problem is that this puts all
projects under the "project" category in Outlook whereas I want to put
them under separate categories i.e. "Projects - Active", "Projects -
Delegated", "Projects - Someday/Maybe" etc. Is there a way I can still
do that if I mark all my projects with the "project" flag AND assign
them a place/context e.g. "Projects - Delegated"?

[Bob Pankratz]

Yes you can do that;

On Jul 6, 2005, at 12:12 AM, Flacito wrote:

>
> Thanks Bob. You're right - I'm new and need to spend some more time
> getting up to speed properly. However, I already knew that I could
> mark
> the projects with the "project" flag.

ok good...

> The problem is that this puts all
> projects under the "project" category in Outlook whereas I want to put
> them under separate categories i.e. "Projects - Active", "Projects -
> Delegated", "Projects - Someday/Maybe" etc.

Allow me to belabor the point: it is in fact not a problem; you are
just not reading the option description and thinking about what it
means. The option says "Assign MLO Project to this Outlook Category
only:" Obviously if you check it you'll get the problem you are
seeing. Because all project items move to that category and only that
category. If you leave it un-check you will get the behavior you
want; because projects will be treated like any other task and will
have all there places mapped to categories.

0) Make sure you have beta-09
1) Flag them as projects - enabling the advanced views.
2) Don't use the sync outlook setting that puts all projects into a
single category "Assign MLO Project to this OUtlook Category only" ;
it's an option specifically to support the GTD-Addin for outlook.
Instead leave it un-checked
3) Add your projects to your "Projects - Active", "Projects
Delegated", "Projects - Someday/Maybe" places in MLO.
4) When you sync you'll see your projects in those groups.