Intellect 4.0.6.6 now available with Meeting Confirmations and Locations

Did you read our blog post in August about “Are you coming to my meeting?” Our new Meeting Confirmation feature is now part of this new release of Intellect 4.0.6.6.

This does require both Chaos Intellect and a ChaosHost.com cloud account to make this feature work.

If you would like to see it in action, we have posted a new video to our Chaos University. The new video is Intellect 506: Meeting Confirmations.

New versions of Time & Chaos and Chaos Free have also been posted. While these don’t have the ability to send and receive meeting confirmations, all three programs do have another new feature, which is the ability to enter a location for an appointment. This location field comes standard with most smartphones and your iPhone or Android can usually take advantage of this information to tell you how to get there or perhaps even tell you how long it will take with traffic to arrive. From our program’s point of view, it is just another text field that you can enter whatever text you want to help you remember where to go.

Are you coming to my meeting?

The next update to Intellect 4 is coming soon and some of the updates are focused on adding a few new features to the Appointments data.  In particular, we are currently testing meeting confirmations that Intellect users can send to anyone with an email address.

How might this work?

First, you will need two things: Intellect 4 and a ChaosHost account.

Next, using Intellect 4, right click on an appointment and choose “Send to …” and select “E-Mail Recipient”.  Send it to any email address and you’re done!

The E-Mail recipient option isn’t new: Intellect 4 has always offered this as a way to notify others of an appointment they might be interested in. A vCal attachment for the appointment is always attached as well, so the recipient can easily add it to their calendar, even if they don’t also use Intellect.

What is new, however, is a way to track their response. The email includes two nice, new, big buttons for the recipient to Accept or Decline your invite. When they click one of these buttons, their response will be saved through your ChaosHost.com account and will update the appointment with their confirmation.

Sound useful to you?  We are looking for a few users that want a head start using this new feature, who are willing to send out some invitations and help us get any rough edges smoothed out before the official release. Send an email to our support team and we’ll forward you the details on downloading the latest beta.

Your ability to juggle many tasks will take you far

Today at lunch, I had Chinese food and received the following fortune cookie message: Your ability to juggle many tasks will take you far.fortunecookie I certainly realize that fortune cookies are meant to have nice platitudes that appeal to almost everyone who might receive it, but this particular fortune reminded me that if I am good at juggling tasks, it is only due to my use of Chaos Intellect (and Time & Chaos before that).

Task management is a popular thing now. Everyday I see another announcement for a new task tracking website or app for my phone.  I have tried many of them, mostly to look for good ideas, but I’ve yet to use one that I thought could top Intellect or Time & Chaos?  Why?

The tasks in Intellect and Time & Chaos only show you today’s list.  I don’t need to worry about tomorrow yet, so future ones are hidden until the day comes for them to appear.  I don’t need to worry about completed items. I know they are stored safely and can be found easily, but they don’t need to distract me from today, either.  Instead, our task list is an immediate reminder of just the things I need to worry about right now (or at least, before the end of the day).

As I work through my list from top to bottom, if I don’t plan to do the first thing on my list, I try to decide when I do plan to do it, and I drag it to the calendar on the left to reschedule it.  When the day comes, this item will popup on my list again, but for now, it is out of the way and no longer a distraction from what I am juggling for today.

When I finish an item, if appropriate, I add some notes about what I did, then I mark it as done to keep a record of it. (Over the phone, I hear people telling me that they delete items when they are done, but since our programs only show you current tasks and don’t make you fight through a long list of completed items, I think you should never delete but keep it, mark it done, and keep a record of what you’ve done and when.)

At the end of the day, if I rush out the door without completing each of my tasks, there is a “safety net” feature in our programs that will roll over unfinished items to the next day. That way, you are still juggling the task without forgetting about it and dropping the ball.  Incomplete items show up along with all the new items scheduled for the new day and I can start marching through them again the way I did yesterday.

I admit, sometimes I do procrastinate. (No one reading this blog would do that, right?).  One bonus tip I can offer is to right-click on the task column headings in Intellect 4 or Time & Chaos 8 and turn on the “date” column.  That way, if you do happen to procrastinate, you can easily see which items have been sliding for a few days and are past due.

If you haven’t been using the Tasks area of Intellect or Time & Chaos to their full potential, hopefully this has given you some good ideas and will bring you good fortune, too.

Bill

Windows 8 with Chaos

Are you thinking about a Windows 8 computer? The good news is our Chaos programs work great with Windows 8. The bad news is that there are two different products named Windows 8 which you could be purchasing and our software can only be installed on one of them.

Windows RT (some techies still call this “Metro”) runs specially designed apps available only through Microsoft’s Windows 8 App Store. This is what you see in the tv commericals with the “live tiles” and touchscreens.  However, there is no traditional mode on Windows RT devices to run normal Desktop Apps the full versions of Windows 8 can. Since Windows 8 RT cannot provide support for Desktop apps, you won’t be able to run any programs from your previous computers. Windows 8 RT will not be able to run Time & Chaos, Chaos Intellect, Chaos Free or Legal Billing as all of our apps are traditional Desktop Apps.

Windows 8 (or Windows 8 Pro) is the more traditional version of Windows. If you choose to upgrade an older computer, this is the version of Windows 8 you will be getting. Full Windows 8 or Windows 8 Pro computers can run RT apps AND full desktop apps, too.  Without a touch screen, it can be a bit tricky to use, but there are mouse and keyboard controls so you can still get by anyway.  Most importantly, since Windows 8 and Windows 8 Pro do have the desktop mode, you CAN install and use Time & Chaos, Intellect, Chaos Free and Legal Billing.

In summary, Windows 8 and Windows 8 Pro work great with our desktop programs.  Windows RT will not.

But wait, there’s one more thing!

There is one small lifeline for Windows RT users which is similar to what users of Apple iPhones and iPads can do or Android devices can do.  Windows RT does come with some built-in programs for Contacts and Calendars which can sync with corporate servers.  If you have an account with our ChaosHost.com service, you can add an account to your RT device to sync your contacts and calendar on the device with the data on ChaosHost. It’s not the same as using our normal software, but it does mean you can still use your data and make edits and changes which will get sent back to your Chaos program on your real computer.

Name versus Last, First and Company

Our new generation of contact management programs, Intellect 4 and Time & Chaos 8, have a new Name field which provides a consistent list of your contacts everywhere in the program, formatted just like you like it.

The Name field is automatically generated using a combination of Lastname, Firstname and/or Company.  You get to choose how you want this field to appear and your choice will affect this Name column on our main screen, along with everywhere else you find a list of your contacts, such as when you pick Linked Contacts for Appointments, Tasks, Project, or even other Contacts.  For Intellect users, the name choice will also be used when you type-ahead to fill out the TO: email address field.

To set your Name Style preference, go to Options, then under Contact Management, select Contacts. The Name Style field on the top right will provide a dropdown with every possible combination for you to pick from. Save your choice here and you will see it instantly back on the main screen.

Keep in mind that if and when you want to look for contacts by something other than what you specified in the Name field, you don’t need to go back to the program options to change the Name style. The main screen offers your choice of columns when displaying the list of contacts and you can click on any of the other column heading to resort the list by that field instead of the name field.

Our Chaos University has a video guide explaining how and why to use this new Name column and how it compares in use with the Lastname and Company columns of the previous generation: [flowplayer src=’http://www.chaossoftware.com/university/intellect4/Intellect601-Name_vs_Last_First_Company.mp4′ autoplay=false buffering=true]