Web application user manual


Sign up and log in

Maxdone Web application https://maxdone.micromiles.co allows to register and log in with

  • any e-mail address and password
  • social networks credentials (Google, Facebook, Twitter, VKontakte, Yammer)

Sign up with any e-mail

  1. Go to https://maxdone.micromiles.co
  2. Click Sign up link at the bottom
  3. Enter your name, for example, John Smith
  4. Enter your e-mail address (this will be you login)
  5. Re-enter your e-mail address
  6. Enter password you would like to use for your Maxdone account
  7. Press Sign me up!
  8. Click confirmation link in the e-mail you have received from Maxdone

Congratulations - you are registered now!

Sign up with social network credentials:

  1. Go to https://maxdone.micromiles.co
  2. Click Sign up link at the bottom
  3. Click required social network button (Google, Facebook, Twitter, VKontakte, Yammer)
  4. Enter corresponding network credentials and press sign in
  5. Click confirmation link in the e-mail you have received from Maxdone

Congratulations - you are registered now!

Restore forgotten password

  1. Go to https://maxdone.micromiles.co
  2. Click Forgot password? link
  3. Enter e-mail address connected to your Maxdone
  4. Press Send
  5. In the received e-mail click the provided link
  6. Enter new password for your Maxdone account

Log in Maxdone with login/password

  1. Go to https://maxdone.micromiles.co
  2. Enter e-mail address as login
  3. Enter password
  4. Press Log in

Log in Maxdone using social network account

  1. Go to https://maxdone.micromiles.co
  2. Click required social network button (Google, Facebook, Twitter, VKontakte, Yammer)
  3. Enter social network credentials if requested

Assign social network account to existing Maxdone account

If e-mail address used for Maxdone account and in your social network match, then Maxdone is able to connect the accounts.

  1. Go to https://maxdone.micromiles.co
  2. Click required social network button (Google, Facebook, Twitter, VKontakte, Yammer)
  3. Enter social network credentials if requested
  4. If e-mail addresses used in Maxdone and social network match, then Maxdone proposes to connect just entered social network account credentials with the existing Maxdone account.
  5. Confirm accounts linking.
  6. If e-mails do not match, Maxdone will create new Maxdone account for the social network credentials.

Log out

To log out of the application:

  1. Click profile photo in the top left corner of Maxdone application to open menu
  2. In the menu click Log out

Profile

User profile opens by clicking profile photo in the top left corner of Maxdone application.

Profile: name and photo

  1. Click profile photo in the top left corner of Maxdone application to open the menu
  2. In the menu click Settings
  3. In the left menu select Profile
  4. In the right pane press choose file and select required picture file (max 512 kb)
    Note: Maxdone squeezes pictures to fit them into the square form. Profile photo looks best if user uploads square picture.
  5. Enter Name/Last name/Middle name – your full name will be visible to your friends invited to Maxdone.

The changes are saved automatically.

Profile: language and e-mail notifications

  1. Click profile photo in the top left corner of Maxdone application to open the menu
  2. In the menu click Settings
  3. In the left menu select Settings
  4. Switch language (EN or RU) to change Maxdone user interface language
  5. Check/uncheck ‘Send action notifications to e-mail’ to allow/forbid sending notifications about friend’s invitations, goal notifications etc from Maxdone to your e-mail address.

Profile: add e-mail

 

  1. Click profile photo in the top left corner of Maxdone application to open the menu
  2. In the menu click Settings
  3. In the left menu select Settings
  4. Click link ‘manage’ next to your e-mail address – pop-up with your e-mail address(es) opens.
  1. Click Add e-mail link
  2. Enter required e-mail address and press Send confirmation link. While confirmation link is not clicked new e-mail appears with note ‘Confirmation required’
  1. In the received e-mail click confirmation link.
  2. Go back to the Manage my e-mails screen and refresh it – now both e-mail addresses are functional. Notifications from Maxdone will still go to the primary e-mail address, but Maxdone will be creating tasks when receiving e-mails from both e-mail addresses.

Profile: switch/remove e-mail

When there are multiple e-mail addresses registered for Maxdone account it is possible to switch primary and delete unnecessary.

  1. Click profile photo in the top left corner of Maxdone application to open the menu
  2. In the menu click Settings
  3. In the left menu select Settings
  4. Click link ‘manage’ next to your e-mail address – pop-up with your e-mail address(es) opens. Current primary e-mail address does not have a trash bin icon.
  5. Click not primary e-mail address that should become primary. It becomes primary – trash bin is available for ex-primary now.
  6. Click trash bin icon for a secondary address to remove it. Deleting an address here does not affect login, just the e-mail exchange between the user and Maxdone.

Profile: task settings

  1. Click profile photo in the top left corner of Maxdone application to open the menu
  2. In the menu click Settings
  3. In the left menu select Settings > Tasks

 

‘Task setting from email’ section has an informational meaning – lists the e-mails available for tasks creation in Maxdone.

 

‘Inbox clear rules’ describes the conditions which make a task to leave Inbox and be placed into Today/Week/Later. Dates and recurrence settings cannot be unchecked – whenever a task gets a date it is placed into corresponding box.

 

  1. Uncheck Context/Category/Goal – now if user sets a context, a category or a goal for his inbox task it stays in Inbox.
  2. Unchecking ‘Do not show tasks that you are going to perform in more than month ahead’ will disclose all future tasks. By default this checkbox is checked – if user creates a task for next year, for example, it will not appear in ‘Later’ box until a month before its date even if the hidden date on the task is not set.

Profile: goal settings

  1. Click profile photo in the top left corner of Maxdone application to open the menu
  2. In the menu click Settings
  3. In the left menu select Settings > Goals

This is just a goals filter - same filter is available on the Goals screen itself:

Profile: change password

To change Maxdone account password:

  1. Click profile photo in the top left corner of Maxdone application to open the menu
  2. In the menu click Settings
  3. In the left menu select Change password
  4. Enter current password
  5. Enter new password twice
  6. Press Change password

View all attachments

  1. Click profile photo in the top left corner of Maxdone application to open the menu
  2. In the menu click Attachments

This screen lists all the files attached to tasks or goals of current user.Progress bar in the top right corner shows how much of user’s disk space is occupied. There are 50MB of disk space per user in Maxdone.

Icons to the left of each file name show if the file is attached to a task or to a goal. These icons are clickable.
For each file its size and last modification date is displayed as well as number of the file versions stored in Maxdone.

  1. Click a file row to see the list of versions with the dates and possibility to download any version.
  2. Click a task or a goal icon to see corresponding task or goal name
  3. Press Get more details to navigate to corresponding task or goal

Download/delete attachments

  1. Click profile photo in the top left corner of Maxdone application to open the menu
  2. In the menu click Attachments
  3. Move mouse cursor over the required file row – download (arrow down) and delete (trash bin) icons appear on the right side
  4. Click download icon – latest version of the file is downloaded.
  5. Click delete icon and confirm the deletion – file is deleted from corresponding task or goal.
  6. Click another file row to open versions history
  7. Move mouse cursor over a historical version of the file
  8. Click download icon for it – historical version of the file is downloaded.
  9. Click delete icon for a historical version, confirm – historical version is deleted.

This screen might be useful when it is needed to free some disk space, or find a file - when a user forgets where it is attached.

Tasks

  1. Create a task
  2. Copy a task
  3. Delete a task
  4. Complete a task

Create a task

Inbox and ToDo screens have the same task creation field on top of the screen. On the Inbox screen task is created to Inbox by default, on ToDo – to Today.

To create a task:

  1. Type a task name in the Add new task field
  2. If it is necessary to set box other than default click arrow down on the keyboard to open boxes menu
  3. Using right/left arrow buttons select required box
  4. Press Enter on the keyboard or press plus (+) icon on the right side of the field

Task is created and added as the first task into the selected box. New task’s details pane opens on the right side – user can add all the required details.

Create a task from e-mail

Maxdone creates a task if user sends an e-mail to the specific addresses:

  • task@maxdone.co - a task for Inbox
  • today@maxdone.co - a task for Today
  • week@maxdone.co - a task for a Week
  • later@maxdone.co - a task for Later.

To create a task from e-mail:

  1. Open mailbox of the address assigned to the Maxdone account (if there are several e-mails defined for the account any of those can be used to create a task)
  2. Create an e-mail for one of the addresses listed above (subject, description, attachment)
  3. Send the e-mail
  4. Go to Maxdone account
  5. Open the box which the e-mail was sent to

E-mail task is added to the box on top of the list:

  • E-mail subject becomes Task name
  • E-mail description – Task notes
  • E-mail attachment – Task attachment

Copy a task

To copy a task:

  1. In the task list find a task which is needed to be copied
  2. Open task details
  3. Press Copy button in the top right corner

Task copy is created as the first task in the list. All the details are exactly the same as for the original task except attachments – they are not copied.

Delete a task

To delete a task:

  1. In the task list find a task which is needed to be deleted
  2. Open task details
  3. Press Delete button on top of the details screen
  4. Press Yes in confirmation pop-up

After that task is deleted permanently – there is no way to find or restore it.

Complete/uncomplete a task

There are two ways to mark a task as completed – from the list and from the task details screen:

  1. In the task list find a task which is needed to be marked as completed
  2. Click the circle to the left of the task name

    Task is marked as completed immediately and removed from the list.

  3. Pick another task and click it to open task details
  4. Click the circle to the left of the task name

    Task is marked as completed immediately and removed from the list. Task details pane stays open – green completion date is added to it, task can be ‘uncompleted’.

  5. Click green check mark to ‘uncomplete’ the task

    If the task was completed from Inbox, then after ‘uncompletion’ it goes to Later box. If the task was in Today/Week/Later box, then after ‘uncompletion’ it goes to the same box as it was before.

 

Task boxes

There are four boxes to store tasks:

  • Inbox – a box for not sorted fresh tasks
  • Today – a box for tasks to be performed today
  • Week – a box for tasks to be performed within 7 days, starting tomorrow
  • Later – a box for tasks to be performed in future, starting 8 days from now

Common flow for using the boxes is:

  • When new task idea comes up write it down (or send by e-mail) as a task in the Inbox;
  • When there is a free time review list of tasks in the Inbox, add some details, decide when each of the tasks to be performed – move them to corresponding boxes; to goal is to not have not sorted tasks;
  • At the beginning of a day look at Today list – tasks with dates set will automatically appear in the list; look at Week/Later box and move to Today some tasks with no dates which could be performed today;
  • During the day look at the Today list and try to complete all the tasks there;
  • Inbox is a separate menu item;
  • Today/Week/Later boxes are grouped under ToDo menu item

Each box can be expanded or collapsed. Number next to each box name represents number of not hidden tasks in the list (hidden tasks description comes in future chapters).

ToDo menu also contains Completed today section – it lists all the tasks completed during the day. At the end of the day Completed today section content is cleaned.

Task sorting

ToDo section task lists allow manual sorting (drag&drop):

  1. In the task list find a task to move
  2. Click it and hold – Maxdone highlights menu items which the task can be moved
  3. Drag the task up or down – Maxdone highlights position in the list where the task can be dropped
  4. Drop the task at the required location
  5. If required location does not fit in the screen – drag the task to the lowest or highest position on the screen – the list will scroll up or down

Completed tasks

Separate menu item Completed lists all completed tasks sorted by the completion date/time – most recently completed task is on top. First screen show only 10 completed tasks. To see more press button Show more completed tasks.
Completed section allows to export list of all completed tasks (csv format): press Export button at the bottom of the list on the right side.
Any completed task in the list can be uncompleted – just click the green tick to the left of the required task name and uncompleted task will disappear from this list and appear in its original list.

Categories and contexts

Maxdone provides following instruments for grouping the tasks:

  • Categories
  • Contexts
  • Goals

Using these instruments help to keep focus on the tasks which currently significant. Of course, it is user’s choice to use these instruments or some of them, or not.
Categories and contexts technically are just labels. What they mean is up to the user to decide.

For the new user who hasn’t defined any categories or contexts yet these items do not appear in the menu.

To create first category or context:

  1. Open any task in the list
  2. Move mouse cursor next to the Category or Context label in the details screen to make Category/Context dropdown visible.
  3. Press plus (+) icon next to the dropdown to add new category/context
  4. In the pop-up enter required category/context name
  5. Press Create button or Enter on the keyboard

Now Categories or Contexts menu item (depends on what was created) appear in the menu. To see just created item in the menu click Categories or Contexts menu item to expand.

When Categories/Contexts menu items are available in the menu it is possible add new items from the menu, not from the task:

  1. Drag mouse cursor over the Categories or Contexts title in the menu to make plus (+) icon visible
  2. Click plus icon
  3. Enter new Category/Context name in the pop-up
  4. Press Create button or Enter on the keyboard

To edit or delete existing category or context:

  1. In the menu find required category/context
  2. Drag mouse cursor over it to make cogwheel icon visible
  3. Click the icon to open the menu
  4. In the menu select required option – edit or delete
  5. If edit was selected pop-up with the category/context name appears – edit the name and press Enter on the keyboard
  6. If delete was selected for a category was selected application prompts if user wants to delete category only and leave its tasks, or delete category with tasks – select the required option
  7. If delete was selected for a context application requests confirmation – confirm. Context will be deleted, but its tasks will stay in the application

To create several tasks one by one for one context, category or goal without setting it manually:

  1. In the left menu select required context, category or goal
  2. Type in new task name and press Enter

Task is automatically placed into the selected context, category or goal

Let's review an example of categories/contexts usage.

On the picture there are 4 categories (Home, Sports, Travel, Work) and 4 contexts (Business trip to Stockholm, December release, New year, New UI presentation)

Sample tasks with categories and contexts assigned:

  1. Meeting with clients (Work, Business trip to Stockholm)
  2. Buy tickets to Stockholm (Travel, Business trip to Stockholm)
  3. Buy souvenirs for the family (Home, Business trip to Stockholm)
  4. Buy new year presents for the family (Home, New Year)
  5. Write new year congrats message to the colleagues (Work, New Year)
  6. Compile release notes after the release (Work, December release)
  7. Prepare presentation (Work, New UI presentation)
  8. Present new UI – meeting (Work, New UI presentation)

For example, when a person is on his/her business trip to Stockholm he/she wants to focus on the things that should or could be done there, but not all the rest staff that currently cannot be completed. Then he/she picks the context ‘Business trip to Stockholm’ and looks only on the tasks related to this occasion. The trip might take several days, so the task list is split into Today/Week/Later as usual. Another example, a person wants to focus on work staff only during the working hours. Then he/she picks category Work in the menu and works with the work tasks only. At the end of the working day he/she switches from Work to Sports or Home category and proceeds with the tasks from there. These are just some examples of how categories and contexts might be defined and used. Maxdone users are free to configure those the most convenient way for themselves.

Recurrent tasks

Recurrent task is a regular task which is supposed to be performed from time to time without any difference in details.

To make a task recurrent:

  1. Open details of the task
  2. Click circle arrow icon in the top right corner of the details pane to open rules dialog
  3. In the dialog set how often the task should occur – Maxdone allows to select day/week/month/year. Number ‘1’ in front of the dropdown means that task will occur every day. If set it to, for example, 3 then the task would occur on every third day.
  4. Then set when the task series begin – Starts on field
  5. And task series end date – Ends on field. If these fields are left blank then series starts today and never ends.
  6. Press Set

When recurrence rules are set user cannot manually change dates and boxes for the task. It can be done only if user deletes the recurrence rules and the task becomes regular again.

If user selects repeating period ‘week’ then he might also choose week days for the task. Task from the following example would repeat on Mondays, Wednesdays and Fridays every week:

When Maxdone user completes a repeating task, application creates the next instance of the task automatically. For a moment text ‘next recurring task’ appears for the new task to make it obvious that it is the new instance, not the old one came back:

When a recurrent task becomes completed it gets separated from the series – icon on the right side displays that. If such a task gets uncompleted it exists and behaves as an independent task:

Hidden tasks

As it was already described here there is a global setting that allows hiding all the future tasks which start later than in a month.
There is also a way to set ‘Hide until’ date for each task:

  1. Open required task details
  2. Set Hide until date

At this moment task disappears from the list, it will appear there when the Hide date comes.

To see hidden tasks in the list click ‘eye’ icon in the top right corner of the screen.

Hidden tasks will appear in the list among the others with a grey hidden date below the name. If a task is hidden due to the global rule then it will be marked with the grey word ‘hidden’ without a date.
On the right side of each box header number of hidden tasks in the list is displayed.
To unhide a task, just delete ‘Hide until’ date.
If global setting ‘hide future tasks’ is switched on and a task has its own hidden date then it becomes visible whenever on the latest date.
For example:

  • Task start date is 2017-01-05
  • Task hidden date is 2017-01-01

According to global rule the task would become visible on 2016-12-05, but because there is a specific hidden date 2017-01-01 which is later, task will become visible on 2017-01-01.

Task checklist

In Maxdone it is possible to add a checklist to any task. It can be added on the first tab at the bottom of the details pane.

 

To add a checklist to a task:

  1. Open the task details screen
  2. At the bottom open first tab with checklist icon
  3. Type in first checklist item text into ‘add a new item’ field
  4. Press Enter or the plus icon at the end of the row

Checklist item is saved, blank field for the next item is added.
If checklist item text does not fit in the screen width the text will be wrapped.
To change items sorting:

  1. Move mouse cursor to the required checklist item – the drag panel appears to the left of the checkbox
  2. Pick the item by clicking with the mouse on the panel
  3. Drag and drop the item to the required position in the list

 

To delete an item:

  1. Move mouse cursor to the required checklist item – the trash bin icon appears to the right of the item
  2. Click the trash bin icon

To edit an item:

  1. Click required item
  2. Edit the item text

To mark an item as completed click the check box to the left of the item text. The check box is marked as checked, the text colour is changed to grey.
If a recurrent task contains a checklist all the items are cleared when the new task in the series is created.

Notes

In Maxdone it is possible to add a note to any task. It can be added on the second tab at the bottom of the details pane.

To add a note to a task:

  1. Open the second tab at the bottom of the details screen
  2. Click Edit link
  3. Enter required note text
  4. Close the note pop-up by clicking outside of it or clicking X

Note editor provides basic text formatting options:

  • Ctrl+B – bold
  • Ctrl+I – italics
  • Ctrl+U – underline

If a text with some links is copied into a task notes, and the links are recognized as links according to HTML rules, then the links stay clickable in the task note as well. But HTML does not recognize the copied links then they appear as usual text.
If a task as created via e-mail then e-mail body is saved as the note.

Task attachment

In Maxdone it is possible to add an attachment to any task. It can be added on the third tab at the bottom of the details pane.

To add new file to a task:

  1. Open the third tab at the bottom of the details screen (clip icon)
  2. Click ‘Attach a file’ link
  3. Browse to the required file
  4. Confirm

The file appears in the list. Maxdone provides 50MB of the disk space for the attachments per user. Separate file limit is 10MB. If a file is smaller but still does not fit in it might be that all the space is occupied by other attachments. To check user’s disk space status proceed as described here.
The number in the tab caption shows the number of the attached files.

To upload new version of a file:

  1. On the attachments screen move mouse cursor to the required file – action icons appear on the right side.
  2. Click arrow-up icon
  3. Choose new version file
  4. Upload

Or

  1. Click ‘Attach a file’ link
  2. Upload the file with exactly the same name as already existing file in the list

New file will be added as a new version of the existing.
To see all file versions just click the file row – pop-up will list all the files and related details.
To download a file:

  1. On the attachments screen move mouse cursor to the required file – action icons appear on the right side.
  2. Click arrow-down icon

File downloads to the browser’s default downloads location.
To download a previous version of the file:

  1. Click required file row to open versions list
  2. In the versions list find the required and move mouse cursor to it
  3. Click arrow-down icon to download the version

To delete a file with all its versions:

  1. On the attachments screen move mouse cursor to the required file – action icons appear on the right side.
  2. Click trash bin icon
  3. Confirm the deletion

The file and all its versions are deleted from Maxdone and cannot be restored.
To delete a specific file version:

  1. Click required file row to open versions list
  2. In the versions list find the required and move mouse cursor to it
  3. Click trash bin icon to delete this version
  4. Confirm the deletion

The specific file version is removed from Maxdone and cannot be restored. All the other file versions stay untouched.

Task move between boxes

There are different ways to move tasks between boxes:

  • Drag & drop a task into the required box
  • Use the box icons available on the right side of the row in the task list
  • Use box icons in the task details screen
  • Set task start date – the box will be adjusted automatically
  • Use Inbox icon in the task details screen to move a task back to Inbox

Goals

Maxdone allows to set personal and shared goals.
User can:

  • split a goal into the milestones
  • define expected results for the whole goal and each milestone
  • create task to achieve specific milestone or the goal
  • change goal status to reflect the goal progress
  • share the goal with friends
  • define tasks for the friends within the shared goal
  • define goal hierarchy (parent/child goals)
  • store some notes and attachments for the goal
  • create a goal from the available public goal templates

To open Goals screen:

  1. In the left menu click goal icon
  2. Select ‘My goals’ – all the goals created by current user are displayed
  3. Select ‘Contributing to’ – all the goals shared with current user are displayed

Create a goal

To create new goal:

  1. Go to ‘My goals’ screen
  2. Press ‘set goal’ button
  3. Enter goal title and leave the field

Goal is automatically saved with the default status Planning. All the other goal attributes are optional.

Goal attributes

Following goal attributes are available for a goal:

  1. Goal status
    default value: Planning
    possible values: Planning, In progress, Paused, Completed, Cancelled
  2. Goal title
    the title is the only text visible in the list of goals
  3. Goal description
    short goal description – any text
  4. Goal start/end dates
    default value: start date – today, end date – today + 1 month
    possible values: any subsequent dates – end date cannot be set before the end date.
    Goal start date defines its position in the list of goals – a goal with the earliest start date comes first
  5. Goal picture
    default value: no picture selected
    possible: select one of the provided images or upload user’s own picture – max 512kb, preferably square form picture, otherwise it might not look very good.
  6. Goal owner
    profile photo of the goal’s owner, useful for a shared goal. If hover mouse cursor on the owner’s photo his/her name will appear as a tooltip

Create a goal by template

To create a goal by template:

  1. Go to ‘My goals’ screen
  2. Press ‘goal by template’ button

Application navigates to Templates section, further steps are described here.

Goal statuses, filter and sorting

When user looks at ‘My goal’ screen he can see all his goals represented as ‘plates’.
Each ‘plate’ consists of goal picture, goal title and goal status represented by the color line.
In the top right corner there is goal status filter available. By default all statuses are checked – all goals are in the list. User can uncheck unnecessary statuses – corresponding goals will hide in the list.
Goal count is displayed in the top right corner. If there are a lot of goals and not all of them fit in the screen then the numbers would represent how many of total number is visible now. For example, there are 100 goals, but only 25 are visible on the screen – there would be 1-25 of 100 in the corner. To get to the rest 75 goals user should just scroll down – the goals will appear.
Goals are sorted by their end dates – the earliest is the first one (top left goal).
Pending proposals from Maxdone users that are being considered, might be added in future

  • Add manual sorting to the goals screen
  • Add list view to the goals screen

Goal tasks

To create a task within a goal:

  1. On the Goals screen open required goal
  2. Open Tasks ‘tab’ in it – header of the ‘tab’ is a tick icon
  3. Enter new task name into the field ‘Add new task’
  4. Click arrow-down on the keyboard and select required box if necessary (by default Today box is set)
  5. Press Enter on the keyboard or the plus (+) icon on the right side of the row.

Just created task appears in the list below in the selected box. Goal task looks almost the same as a usual task. The only difference is Owner attribute on the goal task. It is useful when a goal is shared between several people and contains tasks for different people.
Filter ‘Owner’ on top of the list also is useful for the shared goals to review tasks of only one goal contributor.
Filter ‘Tasks’ allows switching between active and completed tasks, grouping by milestone or by owner. By default ‘To do’ option is selected – active tasks are listed.

Usual task rules apply to the tasks under a goal – same sorting possibilities, same attributes.
This task will appear in the Task screen among the others. It can be easily found by selecting the goal in the menu:

Goal settings menu

Go open goal settings menu click the last tab with the cogwheel icon .

Upper pane of the menu allows to open/close additional tabs:

  • Friends and chat
  • Milestones
  • Expected results
  • Related goals
  • Template for sub-goals

These are described in following chapters.
Lower pane defines some shared goals behavior described here

Goal milestones

By default Milestones tab is hidden for the goals. To make it available:

  1. Open goal settings menu
  2. Click ‘Milestones’

Milestone tab is added and labelled with the icon

To add a milestone:

  1. Click ‘Add a milestone’ link
  2. Enter milestone title
  3. Enter milestone date if required

Milestone is created, it becomes ‘current’ – green arrow to the left of the title identifies it.

Milestone expected results are described in the next chapter.
To delete a milestone:

  1. Select required milestone
  2. Press trash bin icon on the right side of the row
  3. Confirm deleting

Milestone statuses:

  •  Completed
  •  Current
  •  Future

Only current milestone can become completed. To mark a milestone as completed click the status icon of the current milestone. Current becomes completed and the next ‘future’ milestone becomes ‘current’.
To uncomplete one of the previous milestones just click status icon of a completed milestone and confirm – it becomes current, all the following milestones become ‘future’.
Milestones order can be changed by dragging and dropping those in the required positions – drag area is marked to the left of the status icon. When a milestone is moved to another position its status might change:

  • If a future milestone is moved before the current milestone it becomes completed
  • If a completed milestone is moved after the current milestone it becomes future
  • If current milestone is moved then all the milestones before it become completed and all the milestones after it – future

Milestones are visually displayed as dashes under the goal picture – green colour means completed, grey colour – current, no colour – future.

Same visualization in the goals list:

When there are milestones defined for a goal it is possible to connect tasks to the specific milestones:

When tasks are assigned to different milestones it might be useful to see the list of goal’s tasks grouped by milestone:

Expected results

A goal and each of its milestones might have some expected results defined. To add the expected results:

  1. In settings menu select Expected results
  2. Open Milestones tab

Now it contains links ‘add an expected result’ for each milestone and the whole goal.

 

There are three types of expected results:

  1. Boolean
  2. Sum of results
  3. Latest results

Process of expected results definition for a goal or its milestone is the same. The only difference is where link ‘add an expected result’ is pressed:

  • For the whole goal the link is at the very bottom of the Milestones screen
  • For a specific milestone the link is under the milestone (grey arrow to the left of the milestone name allows to expand/collapse milestone’s expected results)

To add a Boolean expected result:

  1. Click ‘add an expected result’ link
  2. Enter the expected result name
  3. Press Save

To add a Sum expected result:

  1. Click ‘add an expected result’ link
  2. Enter the expected result name
  3. Click Advanced link
  4. Enter expected quantity
  5. Select ‘Sum of facts’ radiobutton
  6. Press Save

To add a Last value expected result:

  1. Click ‘add an expected result’ link
  2. Enter the expected result name
  3. Click Advanced link
  4. Enter expected quantity
  5. Select ‘Last result’ radiobutton
  6. Press Save

As the result the expected result appears under the milestone or goal:

The expected result row consists of (from left to right):

  • Result icon – it is clickable:
    • For boolean expected result clicking the icon changes the result value between true and false;
    • For sum and latest result clicking the icon allows to add a fact (explanation follows)
  • Progress bar:
    • For Boolean expected result: by default it is grey – represents ‘false’ value, green value represents ‘true’ value;
    • For Sum expected result: by default is grey it means that 0 of expected quantity is reached. It becomes partly green according to the sum of the added facts;
    • For Last expected result: by default is grey – no results are reported, when it is partly green it represents latest reported fact value.
  • Name of the expected result
  • Pencil icon – edit option for the expected result
  • Trash bin icon – delete option for the expected result

To report a fact of the sum expected result/ last value expected result:

  1. Move mouse cursor to the expected result’s icon – the icon changes to ‘+’ icon.
  2. Click the plus
  3. In the appeared pop-up select the date when the fact took place, enter the value
  4. Press Add

For the Sum type result progress bar is updated to reflect the updated sum of the facts:

For the Last value type result progress bar is updated with the latest result:

To view already reported facts click the numbers under the progress bar:

To delete a fact:

  1. Open Facts list of an expected results
  2. Move mouse cursor over the record to be deleted to see trash bin icon
  3. Click trash bin icon

Fact is removed, progress bar is adjusted correspondingly

Example of the expected results usage:

There is a goal to improve my health by performing some basic exercises which are currently skipped because of the office work and usual human laziness. The goal period is one month. The goal is split into 4 milestones – weeks. A week milestone has following expected results:

  • ‘Walk 8000 steps every day’ – it gives expected sum 56000 steps in a week. Report every day the number of walked steps and see how the progress bar moves.
  • ’10 squats a day’ – for example, I am not a big fun of sports – 10 squats is a challenge for me. I try to do these 10 squats every day and report the results. The progress bar reflects my last attempt.
  • ‘Eat less sweets than usual’ – at the end of the week remember if you have eaten less sweets this week than usual, if yes then mark this expected result as done. Try to be honest.

At the end of the first week mark first milestone as completed and review the results. Adjust the expected results for the next week milestone if you see that you can do even more/less based on the first week results.

The expected result for the whole goal would be ‘I feel better!’ with the true/false values.

The tasks for such goal would be:

  • Repeating task for every day ‘Walk 8000 steps’
  • Repeating task for every day ‘Perform 10 squats’
  • Repeating task for every day ‘Report the facts to the milestone’
  • Repeating weekly task ‘Review previous week expected results and adjust next week results’

Goals hierarchy

Maxdone allows to define some parent/child relations between goals. To access this functionality:

  1. In the settings menu select options ‘related goals’ and ‘template for sub-goals’

To add a child goal to current one:

  1. Click ‘Add a sub-goal’ link

New goal is created. Its name is ‘Child of [current goal name]’. The goal appears in Child goals section. Clicking the child goal row opens that goal details which can be edited as any other goal. The relation between the goals can be removed from the child goal.
To remove a parent child relation from a goal:

    1. From the current goal open child goal by clicking it.

In the child goal current one is displayed in the Parent goals section

  1. In the child goal screen click ‘edit parent goal’ link
  2. Find parent goal in the list
  3. Click Remove the connection link.

Now the relation is removed – parent and child goals are two separate goals now.

To add an existing goal as the parent goal:

  1. Open existing goal which supposed to be child
  2. Navigate to the goals relationship tab
  3. Click Edit parent goal link
  4. Find a goal which is supposed to be parent
  5. Click Plus icon
  6. Click Save

The parent/child relation is added.
There are no restrictions on the relations – there might be multiple parent goals for one child, one goal can be simultaneously child and parent etc. Parent/child relationship can be set for user’s private goals and goals owned by others but shared with current user (more details in Goal sharing chapter).

Sub-goals by goal template setting. It is possible to create a child goal from an existing template and see the goal progress from the parent goal:

    1. Open a goal which is supposed to be a parent goal
    2. Click add/edit link for Sub-goals by goal template setting
    3. Pick a template to be used for sub-goals

Name of the template is displayed for the setting now.

  1. Click Add sub-goal link

A sub-goal is created. Grid with the goal’s milestones is displayed for the parent goal. Sub-goal block is displayed in the current milestone row. When first milestone is completed the goal will move the next one according to the milestone status. To navigate to the sub-goal details screen click the sub-goal block.

If user changes the sub-goal template or removes it child goal created by template is moved to the Child goals section is represented with one row without the milestone details.

Goal attachments and notes

Maxdone allows to store for a goal:

  • Notes
  • Attachments
  • Links

All this info is available to all goal contributors in case the goal is shared.
The attachments/notes tab is available for a goal by default.

To add a goal note:

  1. Open attachments/notes tab
  2. Click Add a note link
  3. In the note dialog enter note name and text (html format is allowed).
  4. Click Preview link to see if the note text looks as expected.
  5. Click Save

Note appears in the list of notes with its subject creation date and owner icon.

To edit a goal note:

  1. Click the note row
  2. Click Edit link
  3. Make required changes
  4. Save.

To delete a goal note:

  1. Click the note row
  2. Click Delete button

Note is removed.

To attach a file to a goal:

  1. Open attachments/notes tab of the goal
  2. Click Attach a file
  3. Choose a file on your device
  4. Press Upload

Attachment download, new version upload, version history works exactly the same as for the tasks (described earlier).

To add a link:

  1. Open attachments/notes tab of the goal
  2. Click Add a link
  3. Enter URL
  4. Enter the text to be displayed (name)
  5. Enter tooltip text (description)
  6. Save

Having such links is more convenient than having those in the notes – saves note opening action.
The link can be edited or deleted at any moment.

Goal sharing and chat

Goals can be shared with other Maxdone users. To access this functionality:

  1. In settings menu pick ‘friends and chat’ option
  2. Navigate to the Friends tab

In Maxdone all the users which have access to a goal are called goal contributors.

To add a contributor to a goal:

  1. Select a private goal which supposed to be share with other users
  2. Open friends tab
  3. Click Add/Remove contributors
  4. Click the only dropdown in appeared dialog:
    if the user already has some friends in Maxdone (see Friends chapter) then they are listed here, otherwise the list is empty.
  5. Start typing e-mail address of the Maxdone user the goal should be shared with.
    Almost whole e-mail address should be entered when Maxdone recognizes the user and allows to select it. If the e-mail is not recognized it is marked with ‘not registered user’ label.
  6. Select the proposed user.
    If multiple users should be added to the goal then repeat steps 4-6 here.
  7. When all the required users are listed press Save.

At this moment all the addressees receive an invitation (bell icon) to work on the shared goal.

If an addressee:

  • Is in the list of current user friends he/she receives goal sharing notification only
  • Is Maxdone user but not in the list of current user friends he/she receives goal sharing notification. Link ‘invite to friends’ is displayed for current user under corresponding goal contributor. Clicking this link will send invitation to become ‘friends’ in Maxdone
  • Is not Maxdone user he/she receives invitation to join Maxdone. When he/she creates the Maxdone account and confirms the e-mail he/she receives invitation to the shared goal.

All the goal contributors can see all the goal information, can edit most of it, but cannot remove the goal, change its name, status, description, dates, picture.

Shared goal makes it possible to set tasks for other people – goal contributors. Each goal contributor can see everyone’s tasks within the goal and re-assign those.

Following screenshot shows task ownership related controls:

  1. Goal contributors list – pick required person from the list to create new task for.
  2. Task owners filter – pick required person from the list to see his tasks only
  3. A task owner – pick required person from the list to re-assign the task to another person.

When there are many people’s tasks within a goal it might be useful to look at the list of tasks grouped by person:

Other people’s tasks can be seen only from the goal view – they cannot be found in the tasks list ‘Todo’.

To access goals shared with current user:

  1. Go to the goals module (goal icon in the left menu)
  2. Select ‘Contributing to’ option in the left menu.

The goal contributors screen allows have a ‘chat’. To leave a message related to the goal for everyone:

  1. Open the goal
  2. Go to contributors tab
  3. In the Chat pane enter text of the message (note: check it carefully – it will not be possible to edit or erase when it posted)
  4. Press Add comment

The message is added with the timestamp and author name – each goal contributor can see the message. Each goal contributor receive a notification (bell icon in the top left corner) about new comment added to the goal.

Settings menu has two more options related to goals sharing:

  1. Shared goal
  2. Shared sub-goal

If ‘shared goal’ is NOT checked on a child goal then this child goal will not be visible to goal contributors when looking at the parent goal.

‘Shared sub-goal’ checkbox does not have any real effect at the moment. Was added for future purposes.

Copy a goal

To create a goal copy:

  1. Open a goal
  2. Click Copy button at the right top corner

New goal is created – its title is ‘(Copy) [original goal title]’

Data copied from the original goal to the new one:

  • Description
  • Dates
  • Picture
  • Tasks owned by current user
  • Links
  • Milestones (all statuses are dropped)
  • Expected results (with no facts)

Delete a goal

To delete a goal:

  1. Open a goal owned by current user
  2. Click Delete at the top left corner
  3. In Confirmation dialog click
    • Delete with tasks (the goal will be deleted with the tasks owned by current user only, for other goal contributors tasks will remain but without the goal)
    • Delete (the goal will be deleted, but all its tasks will remain)

Goal is deleted.

Templates

Maxdone public goal templates are available here https://maxdone.micromiles.co/services/templates
These are goal templates prepared by several advanced Maxdone users. These goal templates can be used by any Maxdone user. But cannot be created by anyone – user must have a special user role to have rights to create a template for public use. If you have an idea of a useful template then send a short description of your template to support@micromiles.co. Maxdone team will decide if they would like to have such template. In case of positive decision user will get the rights to create the template. When the template is published Maxdone team will review it and leave as is if no issues found, or unpublish in case of any inconsistencies and contact the author with request to fix those.

To access templates within Maxdone click templates icon in the left menu:

 

 

Left menu allows to filter templates by category and/or language. While there are not so many templates the filter is not very necessary.

Each template representation:

 

 

To create a goal based on the template:

  1. Select the template from available and click
  2. Change goal start date if required (by default current date is set)
  3. Press button Go

 

Goal is created immediately with all the predefined milestones, tasks and descriptions.

There are some differences of the template goal and usual template:

  • the mark saying that this goal was created from template;
  • for template goal it is not possible to add new milestones, delete or edit existing ones.

A goal created from template can be deleted as any usual goal. Then the counter on the template will decrease in several minutes.

 

 

When a user has rights to create templates he has a separate section in Templates module:

 

Friends

‘Friends’ is the last option in the menu. At the moment the only usage of the ‘friends’ is easy goal sharing. Friends of current user do NOT see any user’s tasks and goals until user shares a goal with a friend.

 

 

Friends menu contains three sections:

  • Invitations – lists all of the friends; even if they have not yet accepted the invitation they are displayed in the list with status ‘Waiting for response’;
  • Received – lists all the invitations received by current user but not yet accepted/declined;
  • Sent – lists all the invitations sent by current user but not yet accepted/declined.

To invite a person to become a friend in Maxdone:

  1. Click ‘+invite’ link in the top left corner
  2. Type e-mail address of a person to become a friend. When user stops typing Maxdone looks up the e-mail in the list of Maxdone users:
    • if the user is found then his name and profile photo is displayed
    • if the user is not found he is displayed with status ‘not registered’
  3. Select the user from the provided dropdown list.
  4. Edit Private message default text if required. This message will appear in the invitation e-mail and invitation notification (bell icon).
  5. Press Invite.

At this moment:

  • If the future friend is Maxdone user already then he receives e-mail and bell notification to become current user’s friend
  • If the future friend is not yet a Maxdone user he receives e-mail invitation to become such. As soon as he registers and confirms his e-mail he receives friends invitation.

When invitation is sent but not yet accepted/rejected by the addressee it stays in Sent folder with status ‘Waiting for response’

 

 

For the addressee invitation appears in Received folder:

 

 

Notification about the invitation appears in the ‘bell’ (icon in the top left corner).

 

Addressee can:

  • Accept the invitation by clicking the tick icon on the right side of the invitation row
  • Decline the invitation by clicking the X icon on the right side of the invitation row

Or

  • Review the invitation message by clicking the invitation row
  • Then accept/decline it from the message dialog.

When addressee accepts/declines the invitation its author receives corresponding notification. Invitation moves to Invitations folder if accepted, or is totally removed if declined.

Search on top of the list allows quickly find required friend in a long list.

 

To remove a friend:

  1. Open Invitations folder
  2. Find the friend to be removed
  3. Click the friend’s row
  4. In the user profile dialog click ‘remove from friends’ list’

Friend is removed from the list – he receives notification about that. This friend can always be invited again. If there were any shared goals with this friend they stay shared.

 

Friends screen provides some ‘coach’ functionality. One Maxdone user could be become a coach for another.

 

To make a person a coach for current user:

  1. Open Invitations folder
  2. Pick a person to become coach
  3. Click coach icon  on the right side of the person row.
  4. Read through the confirmation message:
    Warning! By making this person your coach you grant him/her access to your tasks via special report! Coach will be able to see task title, check-list if any, creation and last modification dates, planned task period (today/week/later) etc.
  5. Click Yes if no objections.

The icon changes to light blue  - this icon represents the active coach role. Coach person receives notification at this point saying that current user has picked him as a coach

 

To remove a person from coaches:

  1. Open Invitations folder
  2. Find the person-coach (light-blue icon)
  3. Move mouse cursor over the icon – it changes to X
  4. Press yes in confirmation message

Person-coach becomes the usual friend now. He receives a notification saying that coaching role is terminated for current user.

For the coach user his trainee is marked by icon .

 

A coach to export trainee’s tasks list:

  1. Open Invitations folder
  2. Find trainee marked with the icon mentioned above
  3. Move mouse cursor over the icon – it changes to
  4. Click the download icon

Trainee’s active task list is exported into csv file. The file contains following columns:

  • Title
  • Checklist
  • Category
  • Context
  • Goal
  • Box
  • Activity date
  • Creation date
  • Modification date
  • Recurrence
  • Completion date

Coach cannot get any other data from his trainee’s account

Skins

To change Maxdone skin:

  1. Click rainbow icon in the left bottom corner
  2. Choose a skin and press Select

Feedback and help

To get some basic help click the bug icon in the left bottom corner:

 

 

To send some feedback or bug report to Maxdone support team click the bug icon twice, enter your message, attach a file and press Send:

 

Notifications

Maxdone communicates with the user’s via two channels:

  • E-mail notifications
  • ‘Bell’ notifications

Most of the notifications are sent via both channels.

Maxdone user can switch off receiving notifications via e-mail (see the setting description in 2.2). But the ‘Bell’ cannot be switched off – all the notifications can always be found there.

‘Bell’ notifications can be accessed by clicking the bell icon in the top left corner:

 

 

Orange number next to the bell icon shows number of unread notifications.

The notifications are sorted chronologically – top 5 are displayed here. User can click each of the unread notifications to mark them read, or press ‘mark all as read’ button at the bottom right corner.

If it is necessary to read an older notification click ‘View all notifications’ link at the bottom left corner – list of all notifications received by current user since his registration in Maxdone are displayed on the screen (on pages with 10 notifications per page)

FAQ

Question 1: how can I access my Maxdone account from mobile apps if I have registered in Web using a social network account?

Login through social network account is available for Web application, but not for Android/iOS applications. It is possible to access the account created in Web from mobile apps by creating password for your account as described here. Now you can access your Maxdone account from the mobile applications using the e-mail address as login and just created password. In Web application you can continue using social network login, or use login/password approach – both will navigate you to the same Maxdone account.

 

Question 2: can I delete my Maxdone account?

Maxdone user cannot delete his account himself, but Maxdone support team can do it – write a message to the support to request an account termination. When the account is deleted it is deleted permanently with all the data – cannot be restored. The e-mail address that was used for the deleted account can be used for Maxdone registration again.

 

Question 3: is it possible to export tasks from Inbox/Todo lists or all the tasks?

No, currently export is available for Completed tasks list only.

 

Question 4: is it possible to delete all completed tasks?

No, it is not possible to ‘clean’ the completed tasks list by one click.

 

Question 5: what should I do if I was unable to perform an instance of a recurrent task and I do not want to mark it as Completed?

Currently there is no proper way to drop such a task without harming the rest of the series.
The most correct way in current application would be to mark such task as completed – this would make this task independent and the next task of the series would be created. Then go to the ‘Completed today’ list and delete just completed task.
This way Completed list would not contain tasks that were not actually performed and the series will go on.

 

Question 6: how can I create a task for another person?

Create and view another person’s task is possible only if there is a shared goal for two persons and the tasks are assigned to the goal. Then both goal contributors can see each other’s tasks and assign/re-assign tasks to each other. More details on goals sharing is described here.