Productivity
Bento
November, 15 2007 01:22 PM
First, let me say that Bento is a Leopard only product because it simply would not be possible without the new features of Leopard. With Bento FileMaker has adopted the very slick interface that has become common with many of today's Apple and third party Mac applications: iTunes, iCal, Delicious Library, NetNewsWire, and many others. This is definitely not FileMaker Pro! This is what I would expect from the iWork team, a database to sit alongside of Pages, Keynote, and Numbers. It is a perfect compliment to iWork and given the quality of this preview release I would not hesitate to recommend it.
In my couple of days with Bento I've tweaked the "Project" library (in Bento a database or table is referred to as a Library) and the Time Billing Library so that I can use them in conjunction with iCal tasks to track projects and billing. Because the system is using data from iCal and Address Book there's no duplication. Not only that, but I can modify iCal and Address Book data from within Bento. Even better, I can enhance the usefulness of this data by adding new fields in Bento.
As an example, iCal tasks do not include a field for job hours but when I track a task for a paid project I need to track the hours. I normally add this into the task notes field in iCal. When it comes time to create an invoice I gather up my iCal tasks and the lists of hours within the notes fields and transfer them to line items in my FMP invoice database. It works but it is not ideal. With Bento iCal task and event data, as long as the preference is set, is easily viewable within the provided form layout. I've added a field for job hours and this data resides in Bento but is associated with that particular iCal task data. By doing this I can now display and modify my iCal tasks, along with the duration of the task in my Project and Time Billing Libraries.
To put it simply Bento uses the Apple apps and data as a foundation and allows me to build new functionality around them. This is a preview release and there is plenty of room for improvement. As it is now I cannot add any graphic objects such as my logo to the invoice I have set up. Text formatting is a bit limited and the layout is a bit clunky requiring spacer boxes and only allowing one line of text per text box. I'd much prefer a layout engine like the iWork apps that are much more free form. Still, this is an excellent start.
Technorati Tags: Apple, OS X, Macintosh, Leopard, FileMaker, Bento
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Virtual Desktops: Yes or No?
September, 27 2006 04:02 PM
As I mentioned recently, I've been using virtual
desktops for a while and consider them a great
addition to the Mac OS X experience. I started
with Desktop Manager and recently have been
using Virtue. Apple plans to include their own
implementation of virtual desktops in Leopard which they have
dubbed Spaces and it looks good. My
use of virtual desktops came about from a desire
to have a bit more desktop space on my primary
Mac, a 12" PowerBook. Virtual desktops allow for
a sense of more space and the ability to quickly
jump to a whole new screen. As someone with 9-12
applications open at all times I appreciate the
ability to have a desktop devoted to specific
purposes and applications. A side effect of
doing things this way is that I've developed a
habit of keeping each application maximized so
that I can focus on that app when I'm in that
desktop and get the most out of the 12" screen.
Seems to make sense.
But maybe not. See, now that I'm keeping my windows maximized I can get the exact same effect of the desktop switch by using the OS X Command-Tab application switcher or the dock. If I just need quick access to the desktop I have Expose set to show the desktop via a keyboard shortcut using the "fn" key or the bottom left of my screen, either way requires a trip to the bottom left, keyboard or screen. I got to thinking about this and as an experiment I've quit Virtue for a few days. A side benefit is that the memory normally used by Virtue is now freed up for other apps and on a PowerBook with 768 MB of ram every little bit counts.
It's been nearly five days without Virtue and I think this change may stick. The only real difference in switching with Command-Tab or the dock is that I do not see the nifty transition that virtual desktop apps provide when switching. The end result is the same and it happens just as quickly. A key to making this work, as with virtual desktops, is to not use the dock for minimizing windows. Another key to making this work is the tabbed window interface in applications such as Safari, Vienna and Smultron. I do not use multiple windows for each application and that's been the case for a while. The only exception to this rule is iChat, a bit of an oddball which requires 2 windows, one for my buddy list and one for message window which is tabbed via Chax.
Still, I can think of situations in which the virtual desktop solution would make sense. Should I need to work more often from my iMac with it's larger 17" screen I would use Virtue because certain tasks such as web development would benefit by having a Safari screen alongside of Smultron window with open html files being edited. FileMaker related work also often benefits from having multiple windows of the same database open side by side.
For now though, as long as I'm working on my small screened PowerBook I'll work without virtual desktops and I'll be just as productive.
Technorati Tags: Apple, OS X, Mac Apps, Virtual Desktops
But maybe not. See, now that I'm keeping my windows maximized I can get the exact same effect of the desktop switch by using the OS X Command-Tab application switcher or the dock. If I just need quick access to the desktop I have Expose set to show the desktop via a keyboard shortcut using the "fn" key or the bottom left of my screen, either way requires a trip to the bottom left, keyboard or screen. I got to thinking about this and as an experiment I've quit Virtue for a few days. A side benefit is that the memory normally used by Virtue is now freed up for other apps and on a PowerBook with 768 MB of ram every little bit counts.
It's been nearly five days without Virtue and I think this change may stick. The only real difference in switching with Command-Tab or the dock is that I do not see the nifty transition that virtual desktop apps provide when switching. The end result is the same and it happens just as quickly. A key to making this work, as with virtual desktops, is to not use the dock for minimizing windows. Another key to making this work is the tabbed window interface in applications such as Safari, Vienna and Smultron. I do not use multiple windows for each application and that's been the case for a while. The only exception to this rule is iChat, a bit of an oddball which requires 2 windows, one for my buddy list and one for message window which is tabbed via Chax.
Still, I can think of situations in which the virtual desktop solution would make sense. Should I need to work more often from my iMac with it's larger 17" screen I would use Virtue because certain tasks such as web development would benefit by having a Safari screen alongside of Smultron window with open html files being edited. FileMaker related work also often benefits from having multiple windows of the same database open side by side.
For now though, as long as I'm working on my small screened PowerBook I'll work without virtual desktops and I'll be just as productive.
Technorati Tags: Apple, OS X, Mac Apps, Virtual Desktops
The powerful combination of iCal, Mail, and Spotlight
June, 30 2006 12:35 PM
Merlin over at 43 Folders has a great post for
getting more out of iCal.
Of particular interest to me were his mentions of creating calendar groups and his advice for using the various iCal fields such as the notes field for tasks and events. It's excellent advice and something I've been doing for a while. Something he does not mention that I would like to add in to the mix are MailTags which connect iCal to Apple Mail as well as Spotlight in the Finder.
First, let me reiterate the usefulness of groups and notes. You can easily create groups of calendars by going to the File menu and choosing new group. If you are a practitioner of David Allens GTD you can create Groups based on contexts as Merlin does:
That last sentence is great advice. Here's how I do it. I've created two groups which contain about half my calendars. The first is a Projects group and it contains a calendar for any active or semi-active project. I can see them all or hide them all with a single click in the checkbox for the group. I've also created a Remote group which contains subscribed calendars such as Family events and weather via wunderground.com (just do a zipcode search and you'll see an iCal link for your local weather). Again with a simple click and can see or hide these events.
My remaining calendars are not grouped and are generally left viewable all the time. I lead a fairly simple life so these don't tend to get too crazy: Personal, Birthdays, Family, TV, Work and Travel. I tend to watch very little television which is why I remind myself of the one or two things a week that I do want to see. Birthdays are fairly sporadic as is travel. Clients that are likely to be one-time events such as an OS X install go into the Work calendar.
One additional thought, it would seem that combining project and context organizing would be fairly easy by adding tags and using iCal's oh so nifty search field. If you are context oriented as Merlin is you could add a project tag to the notes field of your contextually organized calendars. If, like me, you are prefer to organize by project, just and a context tag in the notes field of tasks and events. Want to see all your errands? Use the search field to search for @errand to find anything you've tagged with "@errand". Best of both worlds.
Speaking of notes, use iCal's very useful notes field! In fact, use all the fields that iCal provides for events.
Let's start with the free form notes field and what you can add to it: Phone numbers related to the task or appointment. Any notes, summary of a related email, or full paste of an email (we'll get to MailTags in a minute). As Merlin suggests if this a task or meeting that is being scheduled far in advance you'll be happy to have a few notes to remind you of the purpose of this meeting or task. One last word about the text you place in the notes field, these are searched by Spotlight and we'll come back to that in a moment.
If you are sending this event as an iCal invite you may want to consider what may be useful for the recipient. Use the notes field to include a location address as well as a google or yahoo maps link to the location. You may also want to include notes for materials that may need to be prepared or brought to a meeting.
The Attendees field is not only useful for sending an invitation but if you print your calendar rather than carry a laptop you can include the phone numbers of everyone involved via the attendees field.
Use that alarm! Not only will iCal pop up an alarm for upcoming meetings. It gives you the option to send email or open files such as an invoice for a job event or a map. Your reminder thus becomes a prompt to print an invoice or any other related material for the event.
The url field can be quite handy for the above mentioned links to a google map to the event or, in the case of MailTags, a link to the email that prompted the creation of the todo. If you're using iCal and Apple Mail you really should check out MailTags. I've mentioned it before and will again in the future. This is a fantastic donationware plug-in that enables the creation of iCal todos which create an active link to the email. From the email you can create the to-do, make notes, set a due-date, and mark complete. Click the magnifying glass in the MailTags panel and you jump right into the todo in iCal. From iCal, any changes you make to the todo are actively communicated to the email tag and the changes are reflected there too. Very cool. Not only that, but you've now linked this email and iCal todo to Spotlight searches.
Think about that. Assuming you use MailTags and consistently tag your project emails, events, contacts with the same project keyword, you can now use the Spotlight search for a project keyword from the top right of your screen and get everything listed in one place. Be sure to use a unique keyword or combination of keywords together with no space and your searches will be that much faster and more accurate. Tag all project files with that unique keyword in the Spotlight comments of the file for even better results. One last place to tag would be contacts related to the project. Add the keyword to a contact's note field in the Mac OS X Address Book and the contact will show up in the Spotlight search.
Technorati Tags: Apple, OS X, iCal, Spotlight, MailTags, Apple Mail.
Of particular interest to me were his mentions of creating calendar groups and his advice for using the various iCal fields such as the notes field for tasks and events. It's excellent advice and something I've been doing for a while. Something he does not mention that I would like to add in to the mix are MailTags which connect iCal to Apple Mail as well as Spotlight in the Finder.
First, let me reiterate the usefulness of groups and notes. You can easily create groups of calendars by going to the File menu and choosing new group. If you are a practitioner of David Allens GTD you can create Groups based on contexts as Merlin does:
So, for example, I’ve put “email,” “web,” “design,” “print,” “google,” and “buy online” tasks into a group called “Computer.” When I’m planning for a time when I won’t be at the computer, I deselect one box, and a couple dozen tasks I can’t possibly do anything about just disappear. Print that list, and off I go.
Remember: whether or not you’re doing GTD, it’s valuable to always know what you don’t need to be thinking about at a given time.
That last sentence is great advice. Here's how I do it. I've created two groups which contain about half my calendars. The first is a Projects group and it contains a calendar for any active or semi-active project. I can see them all or hide them all with a single click in the checkbox for the group. I've also created a Remote group which contains subscribed calendars such as Family events and weather via wunderground.com (just do a zipcode search and you'll see an iCal link for your local weather). Again with a simple click and can see or hide these events.
My remaining calendars are not grouped and are generally left viewable all the time. I lead a fairly simple life so these don't tend to get too crazy: Personal, Birthdays, Family, TV, Work and Travel. I tend to watch very little television which is why I remind myself of the one or two things a week that I do want to see. Birthdays are fairly sporadic as is travel. Clients that are likely to be one-time events such as an OS X install go into the Work calendar.
One additional thought, it would seem that combining project and context organizing would be fairly easy by adding tags and using iCal's oh so nifty search field. If you are context oriented as Merlin is you could add a project tag to the notes field of your contextually organized calendars. If, like me, you are prefer to organize by project, just and a context tag in the notes field of tasks and events. Want to see all your errands? Use the search field to search for @errand to find anything you've tagged with "@errand". Best of both worlds.
Speaking of notes, use iCal's very useful notes field! In fact, use all the fields that iCal provides for events.
Let's start with the free form notes field and what you can add to it: Phone numbers related to the task or appointment. Any notes, summary of a related email, or full paste of an email (we'll get to MailTags in a minute). As Merlin suggests if this a task or meeting that is being scheduled far in advance you'll be happy to have a few notes to remind you of the purpose of this meeting or task. One last word about the text you place in the notes field, these are searched by Spotlight and we'll come back to that in a moment.
If you are sending this event as an iCal invite you may want to consider what may be useful for the recipient. Use the notes field to include a location address as well as a google or yahoo maps link to the location. You may also want to include notes for materials that may need to be prepared or brought to a meeting.
The Attendees field is not only useful for sending an invitation but if you print your calendar rather than carry a laptop you can include the phone numbers of everyone involved via the attendees field.
Use that alarm! Not only will iCal pop up an alarm for upcoming meetings. It gives you the option to send email or open files such as an invoice for a job event or a map. Your reminder thus becomes a prompt to print an invoice or any other related material for the event.
The url field can be quite handy for the above mentioned links to a google map to the event or, in the case of MailTags, a link to the email that prompted the creation of the todo. If you're using iCal and Apple Mail you really should check out MailTags. I've mentioned it before and will again in the future. This is a fantastic donationware plug-in that enables the creation of iCal todos which create an active link to the email. From the email you can create the to-do, make notes, set a due-date, and mark complete. Click the magnifying glass in the MailTags panel and you jump right into the todo in iCal. From iCal, any changes you make to the todo are actively communicated to the email tag and the changes are reflected there too. Very cool. Not only that, but you've now linked this email and iCal todo to Spotlight searches.
Think about that. Assuming you use MailTags and consistently tag your project emails, events, contacts with the same project keyword, you can now use the Spotlight search for a project keyword from the top right of your screen and get everything listed in one place. Be sure to use a unique keyword or combination of keywords together with no space and your searches will be that much faster and more accurate. Tag all project files with that unique keyword in the Spotlight comments of the file for even better results. One last place to tag would be contacts related to the project. Add the keyword to a contact's note field in the Mac OS X Address Book and the contact will show up in the Spotlight search.
Technorati Tags: Apple, OS X, iCal, Spotlight, MailTags, Apple Mail.
MailTags 1.2 Released
March, 08 2006 07:59 PM
MailTags 1.2 has been released and
it's quite a doozy. I agree with Tim over
at HawkWings that it is the best
plugin yet for Apple's excellent email client. Tim
has posted a great summary of MailTags and the
1.2 release.
The one real problem I have with MailTags is that it pulls me away from using Action Tracker, my own GTD oriented FileMaker task and project tracker! As much as I love FileMaker Pro, and am happy with Action Tracker, I've got a strong tendency to use Apple's solutions because they are so highly integrated. MailTags makes those connections even better.
Technorati Tags: Apple, OS X, MailTags, Apple Mail, iCal
The one real problem I have with MailTags is that it pulls me away from using Action Tracker, my own GTD oriented FileMaker task and project tracker! As much as I love FileMaker Pro, and am happy with Action Tracker, I've got a strong tendency to use Apple's solutions because they are so highly integrated. MailTags makes those connections even better.
Technorati Tags: Apple, OS X, MailTags, Apple Mail, iCal
Zoodo: Quick iCal todo from Quicksilver, Launchbar
February, 09 2006 01:19 AM
If you are a
fan of launching from the keyboard via apps
like Quicksilver or Launchbar and if you use iCal
todos you will love Zoodo. A
little app that will let you create new todo's
from the keyboard. iCal has to be running. Works
perfectly.
Incidentally, if you want to do the same thing but create new iCal events you can easily create a one step Automator action if you are using 10.4 Tiger.
Technorati Tags: Zoodo, Quicksilver, iCal, OS X
Incidentally, if you want to do the same thing but create new iCal events you can easily create a one step Automator action if you are using 10.4 Tiger.
Technorati Tags: Zoodo, Quicksilver, iCal, OS X
Greatly improved MailTags 1.2 coming soon
February, 08 2006 08:13 AM
One of my
favorite Mac sites, HawkWings, has posted
news on MailTags 1.2 as well as a link to a
screenshot.
Perhaps I should say more about MailTags which I've not mentioned here before? Of course I should! I've been using the MailTags plugin since it's release (currently version 1.1) and along with that same developer's Act-on plugin I have a greatly improved mail. MailTags is a plugin for the OS X Tiger 10.4 version of Mail which creates a little info sidebar in each email. With this little sidebar or panel you can tag your mail with keywords or assign the mail to a project. This information will then be picked up in Spotlight searches.
So imagine a specific project that you may be working on that entails email with a few folks. Tag each email with a specific keyword or create a project in MailTags. If you are tagging related project files in the finder with the same keyword and contacts in your Address Book a Spotlight search brings it all together.
Version 1.2 will be bringing all sorts of crazy cool functionality. Mentioned in the comments of the post at HawkWings (he's a beta tester) are greater Finder integration (emails with todos in a Finder Smart Folder?!) as well as iCal todo links. Using MailTags 1.2 we will be able to create iCal todos right from an email. Even better, when we make changes to those todos in iCal the changes will be reflected in the email todo tag. But wait, there's more. Looking at the screenshot posted above I see that we'll be able to jump straight to that specific email from a link in the iCal todo!
Version 1.2 is soon to be released though there are hints that more features may be added. Regardless, this Mail plugin is obviously under active development so I'm certain we'll see new features in whatever version follows. I'm excited. This is the kind of integration and cross linking between apps that I've really wanted in OS X.
MailTags and Act-On are donationware.
Technorati Tags: MailTags, Apple Mail, iCal, OS X
Perhaps I should say more about MailTags which I've not mentioned here before? Of course I should! I've been using the MailTags plugin since it's release (currently version 1.1) and along with that same developer's Act-on plugin I have a greatly improved mail. MailTags is a plugin for the OS X Tiger 10.4 version of Mail which creates a little info sidebar in each email. With this little sidebar or panel you can tag your mail with keywords or assign the mail to a project. This information will then be picked up in Spotlight searches.
So imagine a specific project that you may be working on that entails email with a few folks. Tag each email with a specific keyword or create a project in MailTags. If you are tagging related project files in the finder with the same keyword and contacts in your Address Book a Spotlight search brings it all together.
Version 1.2 will be bringing all sorts of crazy cool functionality. Mentioned in the comments of the post at HawkWings (he's a beta tester) are greater Finder integration (emails with todos in a Finder Smart Folder?!) as well as iCal todo links. Using MailTags 1.2 we will be able to create iCal todos right from an email. Even better, when we make changes to those todos in iCal the changes will be reflected in the email todo tag. But wait, there's more. Looking at the screenshot posted above I see that we'll be able to jump straight to that specific email from a link in the iCal todo!
Version 1.2 is soon to be released though there are hints that more features may be added. Regardless, this Mail plugin is obviously under active development so I'm certain we'll see new features in whatever version follows. I'm excited. This is the kind of integration and cross linking between apps that I've really wanted in OS X.
MailTags and Act-On are donationware.
Technorati Tags: MailTags, Apple Mail, iCal, OS X
Quicksilver: Getting things done more quickly
November, 01 2005 04:48 PM
If you are
using a Mac without LaunchBar or Quicksilver you are
missing out. I used LaunchBar for over a year but
switched to Quicksilver this past summer. I've never
really written much about this fantastic application
and with the latest beta I thought it was about time.
First, let me say that Quicksilver
is free. Second, let me say that this app will change
the way you use your Mac. For those that plan to
upgrade to Mac 10.4 Tiger it also serves as a nice
sneak-peak into the Spotlight
feature.
For those that may not already know, Quicksilver is a program that runs in the background and is activated by a key combination. I've got mine set to activate with command-space. Once activated a search interface appears and waits for textual input. Immediately upon typing the live search begins. If I type "applications" to navigate to my default Applications folder Quicksilver usually comes up with the correct selection before I even get past appl. Since I started using Quicksilver I rarely keep apps in my dock as a shortcut. It's quicker to open them via Quicksilver. I type "iph" and iPhoto is at the top of the list, I hit return and it opens.
But wait, there's more! Finding and opening apps, folders, and files constitutes two actions. Quicksilver is capable of many more actions depending on the context. If I navigate to a jpg on my desktop I have 27 possible actions to choose from. There are finder actions such as copy, move, delete or get info; Mail can be invoked and the file sent to a user chosen in Quicksilver... oh, yeah, did I mention that? I can use Quicksilver to find someone in my address book. I begin typing the first name and within seconds there they are. I can then send them a file via an email, send an email, display their phone or address in large print on the screen, or even activate BuddyPop using the BuddyPop plugin. Plugins, perhaps I should explain?
Quicksilver is extensible via plugins that tie in to applications and application services. Here are some of the plugins I've installed: Adium, BuddyPop, Growl, iPhoto, iTunes, Firefox, and Transmit. Within 4 keystrokes I can open an ftp connection to any Transmit favorite. Those same keystrokes will find and open my iPhoto Albums or iTunes playlists. Internet searching is especially sweet: if I type "goog" I can choose from a standard google search or google images or google groups from within Quicksilver. I can type fedex or ups or usps and enter a tracking number which will open a window in my default browser and display the results of my search. Other searches I can execute from within Quicksilver: IMDB, MacUpdate, VersionTracker, Amazon, Epinions, Dictionary, Wikipedia, Technorati. I can add many more to that list. I'll illustrate the process with IMDB. I open up the site and do a search. I bookmark the search result then I open up that bookmark's properties in the bookmark manager. I searched for Jaws which results in this:
That's it. Just replace your search term with *** and your done. Now Quicksilver will identify that bookmark as one that has a default action of "Search for" which means that when I type imdb and choose the imdb bookmark I can then hit my tab twice and enter the text I want to search for.
Cool eh? If you don't use Quicksilver do yourself a favor: download it. Give yourself an hour to configure it and then make a point of using it consistently for the next couple of days. Make it a habit and you'll be happy you did.
Technorati Tags:Apple, Quicksilver
For those that may not already know, Quicksilver is a program that runs in the background and is activated by a key combination. I've got mine set to activate with command-space. Once activated a search interface appears and waits for textual input. Immediately upon typing the live search begins. If I type "applications" to navigate to my default Applications folder Quicksilver usually comes up with the correct selection before I even get past appl. Since I started using Quicksilver I rarely keep apps in my dock as a shortcut. It's quicker to open them via Quicksilver. I type "iph" and iPhoto is at the top of the list, I hit return and it opens.
But wait, there's more! Finding and opening apps, folders, and files constitutes two actions. Quicksilver is capable of many more actions depending on the context. If I navigate to a jpg on my desktop I have 27 possible actions to choose from. There are finder actions such as copy, move, delete or get info; Mail can be invoked and the file sent to a user chosen in Quicksilver... oh, yeah, did I mention that? I can use Quicksilver to find someone in my address book. I begin typing the first name and within seconds there they are. I can then send them a file via an email, send an email, display their phone or address in large print on the screen, or even activate BuddyPop using the BuddyPop plugin. Plugins, perhaps I should explain?
Quicksilver is extensible via plugins that tie in to applications and application services. Here are some of the plugins I've installed: Adium, BuddyPop, Growl, iPhoto, iTunes, Firefox, and Transmit. Within 4 keystrokes I can open an ftp connection to any Transmit favorite. Those same keystrokes will find and open my iPhoto Albums or iTunes playlists. Internet searching is especially sweet: if I type "goog" I can choose from a standard google search or google images or google groups from within Quicksilver. I can type fedex or ups or usps and enter a tracking number which will open a window in my default browser and display the results of my search. Other searches I can execute from within Quicksilver: IMDB, MacUpdate, VersionTracker, Amazon, Epinions, Dictionary, Wikipedia, Technorati. I can add many more to that list. I'll illustrate the process with IMDB. I open up the site and do a search. I bookmark the search result then I open up that bookmark's properties in the bookmark manager. I searched for Jaws which results in this:
http://us.imdb.com/Find?for=Jaws
so I change it to
http://us.imdb.com/Find?for=***
That's it. Just replace your search term with *** and your done. Now Quicksilver will identify that bookmark as one that has a default action of "Search for" which means that when I type imdb and choose the imdb bookmark I can then hit my tab twice and enter the text I want to search for.
Cool eh? If you don't use Quicksilver do yourself a favor: download it. Give yourself an hour to configure it and then make a point of using it consistently for the next couple of days. Make it a habit and you'll be happy you did.
Technorati Tags:Apple, Quicksilver
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