Introduction to Firetask
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First of all welcome to Firetask! Firetask was designed to combine concepts from David Allen's well-known Getting Things Done® (GTD®) methodology with Kanban and classical task management concepts such as priorities and due dates in a logical way.
We also wanted to make Firetask really easy to use, thus, providing a great and intuitive user experience is very important to us. Firetask is available exclusively on Apple platforms including Mac, iPhone, iPad, and Apple Watch.
A Quick Tour of Firetask
The Firetask user interface is based on our interpretation of the GTD workflow and thus, generally divided into four main areas:
- Collect allowing you to quickly collect all your thoughts and ideas in a single place
- Focus being the go-to-place for getting a quick overview of what happens 'Today', what comes 'Upcoming', and what you are 'Waiting For'
- Manage allowing you to manage your 'General' task list and all projects you are working on
- Review supporting you with your weekly GTD review, or generally helping you to organize your tasks using a calendar-based 'Dates' as well as our well-received 'Kanban' view
There is also a fifth area called 'More' that contains additional views that you typically do not need this often as well as the 'Preferences' section on iOS.
What is Getting Things Done (GTD)?
Getting Things Done (GTD) is a modern task management methodology created by David Allen. GTD is one of the most widely adopted task management strategies across the globe.
If you don't know how GTD works here are some of the basic concepts:
- Perform a 'brain dump' -- collect all your open issues and tasks in your 'Inbox'
- Decide whether tasks are actionable, i.e., you want and can complete them yourself, whether you want to delegate them (Firetask provides a 'Waiting For' list), or whether they are more of a 'someday/maybe' thing
- Organize your actionable tasks into so-called 'next action' lists (Firetask provides 'projects' for this)
- Assign contexts to indicate, e.g., whether a task can only be done in a certain environment (e.g., you have to be 'Home' to do clean up your house; we call this a 'category')
- Perform a weekly GTD review where you repeat steps 2-4 on a regular schedule in order to keep your trusted GTD task management system up-to-date
If you want to know more about GTD we strongly recommend reading David's original book on GTD called 'Getting Things Done: The Art of Stress-Free Productivity'.
Setting Up Firetask
In general, Firetask is a plug & play app -- you do not need to install anything (on the Mac it is sufficient to drag the app into your Appplications folder), or to sign up for a user account. However, there are a number of things you might want to look into before you add all your tasks to Firetask:
- First of all, if you are a Firetask 3 user you will probably want to migrate your existing data. Migrating your data is easy, but we still recommend checking out our short Migration section below to be on the safe side
- Next you might want to take a look at the Firetask 'Preferences' area in order to check out if you would like to customize one or more of our user interface settings
- You also most probably want to switch on iCloud syncing; please check out the section about syncing further below
- If you want to use our Reminders integration you will need to create a reminder list called 'Firetask' in the Reminders app and switch on reminders syncing in the Firetask Preferences area
- Finally, if you are new to Firetask you should check out the 'Basic Concepts & Workflows' section below and then decide on how you want to structure your task management using categories, projects, portfolios and checklists
If you want to help us with improving Firetask please switch on crash reporting for 3rd party apps -- both on your Mac and your iOS devices. All information shared is completely anonymized and crash reports help us immensely with bug fixing.
Migrating From Firetask 3.x
Since Firetask Pro is a new app both on iOS and macOS and both apps are 'sandboxed', we need to move the data from the old apps using a simple export-import procedure. In other words, we 'Export' from the old apps and 'Import' into the new apps.
- On iOS we use an action extension on the Firetask Pro side, so all you have to do is to go to the 'Repository & Syncing' view (on the iPhone on the 'More' tab; on the iPad long-press the syncing button) and choose 'Export Repository' from the old app, then choose the 'Import into Firetask' action from the sharing sheet (you might have to tap on the 'dots' to enable it to show up)
- On the Mac you choose 'Export Repository' from the 'File' menu to write a Firetask XML backup file. You can then import this file from the new Mac app via 'Import' (also located in the 'File' menu)
A good way to quickly check if everything was migrated is to check the repository info views on both the old and the new app and match the counts. Note that there should be one less project in the new apps (the 'Miscellaneous' project whose tasks are migrated as 'General' tasks) and two less categories ('To Dos' and 'Waiting For').
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Only migrate your data on a single device and then switch on iCloud syncing to sync your data across your devices. This will ensure a smooth migration and avoid potential data duplication issues.
If you do not see the 'Export Repository' choices you need to update your old apps (Firetask Mac and iPad version 3.8.5 and iPhone version 5.8.5 or newer). Note that you only need to migrate on one device (also the recommended approach); iCloud syncing will automatically transfer the migrated data once you switch on syncing.
If you did not get Firetask 3.x for Mac from the Mac App Store you can download the latest Firetask 3 version via this link.
Firetask Pro represents the next generation of easy-to-use, project-oriented task management apps. By combining David Allen's powerful Getting Things Done (GTD®) approach with classical task management features such as priorities and due dates, Firetask creates a unique task management experience.
Getting Things Done
If you don't know how GTD works here are some of the basic concepts:
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- Perform a 'brain dump' -- collect all your open issues and tasks in your 'Inbox'
- Decide whether tasks are actionable, i.e., you want and can complete them yourself, whether you want to delegate them (Firetask provides a 'Waiting For' list), or whether they are more of a 'someday/maybe' thing
- Organize your actionable tasks into so-called 'next action' lists (Firetask provides 'projects' for this)
- Assign contexts to indicate, e.g., whether a task can only be done in a certain environment (e.g., you have to be 'Home' to do clean up your house; we call this a 'category')
- Perform a weekly GTD review where you repeat steps 2-4 on a regular schedule in order to keep your trusted GTD task management system up-to-date
Why Use Firetask?
Firetask provides a very logical implementation of GTD in a way that concepts such as the 'Inbox' or 'Someday' are implemented as task statuses; this way, categories (contexts) and project assignments can optionally be already associated within the Inbox and thus, making a task actionable only means changing its status to 'Actionable'.
Although tasks do not have to be part of a project, projects are first class business objects in Firetask: they have their own statuses, you can organize them via 'portfolios' (project folders) and you have full control over the order of tasks in a project. Successful project-oriented task management has never been easier.
Firetask comes with great, visual tools that help you with your weekly GTD review such as 'Kanban', 'Priorities', and 'Dates' views. Simply use drag & drop to move tasks between Inbox and Actionable statuses, into the 'Starred' list, or to move them between priorities or due dates.
Firetask is also deeply integrated with the Apple ecosystem with optional integration with Reminders, Calendar events, Contacts, and syncing via iCloud.
Firetask is available on iPhone, iPad, macOS, and Apple Watch providing you with a seamless user experience across platforms.
Features
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- Solid and logical implementation of GTD including dedicated 'Inbox', 'Someday', 'Next', and 'Waiting For' lists
- Uniquely focused 'Today' view showing 'Starred' (things you need to do ASAP) and due tasks
- Practical 'Next' view showing upcoming due tasks and next tasks per project at a glance
- Full support for simple project management via project task lists, portfolios for organizing projects, and actions for breaking down complex tasks into individual steps
- Support for simple link attachments
- Unique color and icon-based approach to task and project categories
- Clean and at the same time visually rich user experience
- Seamless syncing via iCloud
- Optional integration with built-in Reminders, Calendar, and Contacts apps
New in Firetask Pro
If you are a long-time Firetask 3 user and wonder whether it is worth upgrading -- these are just some of the more than 100 new features in Firetask Pro: Araxis merge 2016 4812 download free.
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- Enhanced overall workflow based on real-life user feedback
- Portfolios for organizing projects
- Actions for breaking down tasks into individual steps
- Link attachments
- Full control over the order of tasks in Inbox, Someday, Scratchpad, and Starred task lists
- Reminders, Calendar, and Contacts integration
- Easier and faster syncing via iCloud
