Writing Productively (4): Configuring Tasks with Insightly

This is the fourth in a series on productivity tools for writers. I use technology to minimize the tasks that I find tedious, or to help me avoid errors, and maximize the time I have to be creative.

[03/31/2014 Edited to update screenshots reflecting latest version of Insightly.]

This is a quick tutorial that shows how I set up the categories and color coding for Tasks. No programming is required. To get started, you need to find the Settings icon. First you must click the little down-arrow next to your picture in the upper right corner. then look for the cog icon. It is labeled "System Settings."

 You should arrive on the settings page shown below:

 Click on Categories to go to the category screen:

As you can see, this is where all kinds of categories are set up, not just for tasks. To add a task category, enter it on the last row. You can click the color block to choose a color, and make sure to check the box to indicate the category is "For Tasks" before you click Add Category.

My task categories are listed below, and you may wish to add some of your own based on what you would like to track. A few of these tasks are standard and you won't need to add them. (My previous article discusses how I use some of these categories to manage writing projects).

• Critique
• Email
• Follow-up
• Meeting
• Outline
• Phone Call
• Revise Draft
• Submission
• To-do

Try to chose a variety of colors so that you don't have two categories with the same color coding. If you forget to do one of the settings for a category, or if you just decide to change it,  there is an "Edit Category" link on the right side, and even a trash can to delete it. Note that if a category is in use, it cannot be deleted and the trash can has a red slash across it to indicate this.

There are actually no custom fields available for tasks and no other settings we need to change.



The next post in the series will discuss using the Tasks tab to plan and manage tasks.

Prior posts in this series:

1. Tracking Story Ideas with Insightly Projects

2. Configuring Insightly Projects

3. Insightly Tasks & Life-Cycle of a Story