What do you have to know about the workflow?
To realize this workflow we made 3 assumptions you need to know:
1. A note is an open todo, if it has a reminder.
2. Todos are assigned to a specific person by a tag, e.g. tag: john.
3. All unassigned todos getting the tag “not-assigned”.
How to integrate the workflow to your Evernote?
Step 0 - Get a Filterize account
Premium users:
Get a Filterize account and connect your Evernote with Filterize.
Evernote Business users:
If your team doesn't have Filterize accounts yet, they all have to sign up and connect their Evernote with Filterize.
The workflow itself just have to be installed business-wide at one admin account, but it just will work for those team members, that are also connected with Filterize.
Step 1 - Create a team note in Evernote
You need one note in Evernote in which all team members are listet. This note has to contain an Evernote table with the columns: Initials, Name, Tag.
You have to set up that note, otherwise the workflow won't work. It is like a configuration file for the whole process.
Please notice, Filterize can just work for your team, if you use exactly the initials and tags, you specify in this note. Because Filterize will extract all necessary information out of this note.
If you already use tags for your team members, please enter them here as text.
We prepared such a note for you, so you can download it. It is the Evernote file format (.enex). This way you can drop the downloaded file into your Evernote and just fill out the table.
You can set up such a note by yourself. Please notice, that you have to keep the column names, otherwise the workflow won't work.
Step 2 - Install the workflow
You can install the workflow from our Lounge.
As an Evernote Business user you have to do 2 things during the installation process at "Import Workflow":
1. Please switch the import to "Business" to install it it to your business account. Therefor just click on "Business".
2. Decide whether the workflow should be installed business-wide or just for your personal account.
Overview of the installed elements:
Self-refreshing Dashboards
1. A dashboard for each team member classified by overdue, due in the next 7 days, no reminder time, later:
ToC Manager:
Todos-Overdue (Team-Note)
Todos-Next Week (Team-Note)
Todos-without reminder (Team-Note)
Todos-Later (Team-Note)
Filter:
Todo-list template
2. A dashboard for the whole team categorized by team members with all todos, that are due in the next 7 days:
ToC Manager:
Todos-Team (Team-Note)
3. A dashboard for all unassigned todos classified by overdue, due in the next 7 days, no reminder time, later:
ToC Manager:
Todos-Overdue (unassigned)
Todos-Next Week (unassigned)
Todos-without reminder (unassigned)
Todos-Later (unassigned)
Assignment of todos
Use the initials of a team member behind an open checkbox to assign a todo to this person.
Filter:
Assign, if open checkbox + initials (Team-Note)
Unassign, if checked checkbox + initials (Team-Note)
Use the initials of a team member in the note title to assign a todo to this person:
Filter: Assign via initials in note title (Team-Note)
All unassigned todos are getting the tag "not-assigned"
Filter:
Mark unassigned todos,
Remove unassigned marker if assigned (Team-Note)
Automatically remove the assignment, if a todo is finished, means the reminder is marked as done.
Filter:
Unassign if done (Team-Note)
Reminder management
Automatically add a reminder to a note, if it is assigned to someone.
Filter: Add reminder if assigned (Team-Note)
Automatically add a reminder to a note, that has open checkboxes.
Filter: Add reminder for checkboxes
Automatically change the reminder, if the notes has multiple checkboxes with dates.
Filter:
Set Reminder time for checkboxes with dates
Automatically mark a reminder as done, if all checkboxes are done
Filter:
Reminder done if all checkboxes are done