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Revision as of 08:58, 28 November 2008

Managing to-dos and project follow-up- Thunderbird and Firefox

Integration simplifies Project Management and Web Research

Firefox offers an integration platform to assemble Internet Messaging services and unify Internet resources accessed and saved by the user. Particularly the resources targeted in Project Management and Web Research benefit from the simplification and unification offered by the platform of Firefox and Thunderbird. This platform aims to streamline the flow between the information collection, evaluation and it’s use in documentation and publication. Internet Messaging (IM) centers the browser as the interface between the Internet information resources and the team messaging.

Internet Messaging

IM assumes that enterprise communication flows primarily over the browser or e-mail. It penetrates necessary sources of information, binds internal and external teams and contains the majority of project management or web research contacts and information. It seeks to provide an information structure to store the information and access it upon need (just in time). It strives for user transparency through ease of use and blending into the browser and email use. This implementation of to-do management saves time by reducing the duplicate entry of to-do’s or necessary actions in a separate list. Typically the user searches for information and recognizes new possibilities and the need for further development of the collected information. He accesses an external system to record the event of the information document and record the linked to-do. Now two systems need to interact to follow the to-do management. The information development continues on it’s path and the parallel system which is a database records the progress. Information collection continues in the browser while the external system monitors progress. Opening a database to document progress requires additional time and opens a source of errors. Integrating Firefox and Thunderbird to manage to-dos reduces the need for a parallel system saving time and reducing management errors.

Internet Messaging System and Requirements

Internet Messaging contains Firefox, Thunderbird and add-ons to efficiently store information and data collected from distributed Internet information sources. It provides the means to catalog and archive these information assets for identification, evaluation, analysis and ready use of the collected information. These means include bookmarks linking to useful pages, databases and information sources. Locally stored web pages and shared or distributed web pages within the local network archive potentially useful information and improve security by maintaining key information locally. The integration presents the user with the to-do list.

• Research identifies possible resources and accesses them with productive search terms or expressions.
• IM stores searches for repeated use and call-up. It provides a means to evolve and adapt the search words to provide higher search productivity.
• Searchable notes stored with the individual Internet contacts provide useful resources or further contacts.
• Filing automation saves time and reduces errors.
• It begins the automation process of managing to-dos by marking the information records or documents as a to-do and defines the needed processing.
• IM continues to provide a follow-up on the marked to-dos.

Experience shows that team e-mail often provides spontaneous knowledge or brainstorming. Documenting this knowledge adds a valuable asset to the research effort. Each team member collects and adds useful information. The system combines the information and organizes it within the team effort and puts it into a collective pool. A user-friendly sharing of resources ensures timely use.

• Ease of access of shared resources. Access to team information should be transparent to network and Internet boundaries.
• Administration of shared resources requires resources in time and a structure that implements within the network and Internet connections.
• Security of accessible material. The team research and development effort includes sensitive information where security measures must exclude un-allowed access.
• The system supports the publication of designated materials and warrants the inaccessibility of sensitive material.
• IM increases efficiency by decreasing overhead and bloat that decreases the needed bandwidth and improves the response time saving time.

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Add-ons to build and install the Internet Messaging System

• Firefox Add-ons
  • Scrapbook builds a team library by storing web pages and organizing them. This creates a valuable archive for the present project and reference for future ones. It integrates across the network or team members sharing resources. It adds annotation for web pages. It integrates bookmarks into the web archive storing pages and bookmarks together.
  • ReminderFox. ReminderFox documents to-dos for web pages and email. It links the to-do to the Internet or email document. It offers a list of to-dos and integrates them into a calendar.
• Add-ons for Thunderbird
  • Use ReminderFox to create and follow-up on to-dos.
  • Tag Toolbar adds tags and categories. It organizes them.
  • TB Header Tools Extension modifies the header details of messages. It exposes headers for use in processing e-mails in actioning to-dos.
  • Mozbackup provides backup security.

Sharing Research and Project Resources Web research and project management does not limit itself to an individual effort. It requires networking machines, localities and team members. Hence sharing is a central issue and important to solve. Using Scrapbook and ReminderFox networks the search and storage in Internet and intranet. ReminderFox networks the e-mail and Internet document to-dos over the network and Internet. Mozbackup duplicates the Firefox 2 and Thunder 2 profiles for security. As seen in the diagram the incoming Internet Messaging contacts integrate completely into the ReminderFox To-Do lists and the action list produced by Thunderbird. These link to the respective documents.

Firefox and Thunderbird Configuration to simplify managing To-dos

Setting up a Thunderbird To-do Email Account.

Thunderbird interacts with team members or project contacts to generate an e-mail to-do and automatically file it in a to-do Account. A typical solution sends an email to oneself. While this method functions; it requires two steps and time. Saving to-dos to an account folder streamlines the process. And streamlining is what is all about. Set up a special To-do Account or folder to store to-dos. Configure a special account (modify an existing account or use the wizard to create a gmail account) with a descriptive name. Set this account for drafts to store in the designated to-do folder. To generate a new email to-do choose that account from the from: line in the to-do draft. Using File -> Save or ctrl+S the draft saves to the designated to-do folder. Note that the standard drafts from the user account still save to the normal draft folder. The to-dos you generate to yourself collect in the drafts folder of the to-do email account.

Next configure a filter to route the incoming to-dos to the folder for incoming to-dos. Go to Tools -> Message Filters -> Pick the Account that picks up the e-mail. Select New -> Set the filter: From: is the account

Adding the E-mail To-do to the Team Action List with ReminderFox.

The automation of this integration results from the capability to set to-dos while reading emails or emails generated as transactions to document needed project or research actions. Equally while reading the e-mail set a ReminderFox to-do adds it to the team to-do list. As the diagram shows the user sets the ReminderFox to-do while reading the e-mail or web page. E-mail tags set during reading.

Set Email To-dos with a Tag.

The system uses an action tag to tag the message and then a stored search to list the current to-dos to. Additionally using categories to tag the messages designates the processing and can be expanded to follow the processing progress.

Incoming Documents with Actions

An incoming document, message or information asset triggers the user to set a to-do in ReminderFox to add to the list, or tab the e-mail to include the e-mail and the attachment in a search. The document, message, or information asset, file in a to-do account or generates a to-do to receipt the document. To generate a to-do send yourself an email

Tabbing incoming Documents or Messages with To-do Tags

Tag documents for to-do by sending the document to Thunderbird that treats it as an email attachment for an email. Use the add-on Tag Toolbar to add tab categories and tabs to team messages. Use a category action or to-do to setup the tabs as: Que (line up as to-do), On-going action (being done), Delegate, Completed, File, Archive. Adding another category for processing documents how to treat the to-do. Tab incoming emails with the appropriate tab for action.

Automating Filing

Set up a search in Edit -> Find -> Search Messages. Set up the search to look for the tag. Use a saved search to find all messages with the action tag. Go to Edit -> Find -> Search Messages -> Use Tag contains To-do tag name (On-going action) and click on "Save as Search Folder". The search saves to Local Folders and efficiently lists all emails tagged to-do. Often in project management a copy of the original email text helps in handling the to-do. Then use Message> Edit Message As new. A new compose email copy pops up and change the from: line to the to-do account and save it as a draft. It saves to the to-do folder.

Installation of ReminderFox to follow-up on shared Team Actions

The add-on ReminderFox tailors to marking and producing remainders and to-dos. To maintain a to-do list with ReminderFox install it with a standard installation. ReminderFox also installs with Firefox and integrates browser contacts with the emails. Adapt the standard configuration to use a shared ReminderFox file Location for team use. As shown this integrates browser and email contacts. Go to Firefox/ Thunderbird Add-ons: find ReminderFox and click on the options. Us the Local File tab in the ReminderFox Options. After deciding the shared file location; browse and configure this location for shared to-dos. Now in Thunderbird and Firefox using the ReminderFox icon generates a to-do. In Thunderbird this to-do links to the email.

!!Summary and Overview: To-Do Management This configuration integrates to-dos for Thunderbird and Firefox. It provides 3 to-do management options, shared storage and lists.

1. Tabbed to-dos. A stored search lists all emails tabbed to-do.
2. It configures a to-do account or folder to store e-mails.
3. ReminderFox integrates email and browser contacts. It lists to-dos and integrates them into a calendar. It also offers additional management capabilities such as the calendaring, notification and editing.

Configuring Message Filters to search for the tagged To-Dos.

Message filters do not search for tabs. Using TB Header Tools offers this flexibility and ease of search for filing automation. The message filter searches for X-Tags, X-Categories, X-Mozilla-Keys or any other header supported by Thunderbird. Use this extension to add the necessary search conditions to the defaults for X-Mozilla-Keys, X-Tags, and X-Categories. Use the >Customize option in Message Filters to add searching for X-Mozilla-Keys. Go to Tools -> Message Filters pick the account or local folders. Message filters are account specific. Then you should set either new or edit. Message filters do not normally contain tags. In the drop-down list choose customize and add the name of the header. If you want to search for X-Tags, then the header name is X-Tags. Otherwise you can search for tags by using X-Mozilla-Keys. Complete the filter with the selection rules including: condition and value. It is better to use “contains” in the rule as “is”. Then go to the Perform these actions: set the action and destination.

Configure X-Tags and X-Categories. TB Header Tools adds X-Tags and X-Categories. Install the extension. To configure the tags go to Tools -> Add-ons -> TB Header Tools Options. In New Header Defaults add the tag separated by a comma. When reading the message; set the X-Tags by going to Tools -> Add X-Tags: -> from the pull-down menu select the to-do tag.

Integrating Project Management or Research Documents in a central To-Do Que.

Standard office applications and other software produce documents that trigger to-dos. Simply triggering to-dos with the documents streamlines the project management processes without the bother of entering data. Project Management or Research Documents are documents produced and filed by standard software. Any application that opens a document and attaches the document to an email can trigger a to-do integrated in the central list, flagged action, or filed in the Action Folder.

Set a To-Do for an application for example Microsoft Office WORD. > Open the WORD document. File -> Send to -> Choose mail receiver as attachment. Thunderbird opens with the document as an attachment. Send the document to the to-do account for further processing. Inside the opened email right click and select to-do to save the document as a ReminderFox list. If Thunderbird configures as the standard email client, then it opens an email to compose with the document as attachment. In software terms; this is a link to the document that opens it. It is exactly what is needed because now the email will be sent to the internal action email address and Thunderbird ques it in the Action folder. Treat it as a normal incoming email to be actioned.

• Tag it Action or put it into a ReminderFox To-Do with a date
• The attached, linked document opens when clicked giving access to the document from the action email. This elegant solution puts the document in the to-do que to be opened when needed.

== Shared Profiles for Web Research and Project Management

==

Firefox interacts to collect browse contacts from search inquiries. It collects project or research information resulting from search inquiries. This system utilizes and shares browser contacts and uses them as automatic entry of contacts and documents for Project Management (pm) or Web Research (wr). Browser pages store as information contacts with potential future use and value. These contacts document the on-going activities in the project or research. They contain information gleaned from the pm contacts. They also serve as information on the current activities to share with the team.

Sharing Internet Messaging Resources and securing Information Resources

Overview and summary of typical user profiles and their needs. Sharing documents and information plays an important role in the success of the system. It must easily and reliably connect the team members to the joint information sources. All team members need to review and edit to-dos. 3 basic system profiles characterize the users of Internet messaging. They vary according to security and access to information, and processing needs. Application and web research security needs conflict. Application security requires that all files store within the personal unshared domain. Research increases in productivity by sharing results and combining them, and this requires opening and sharing files.

User Profiles

• Admin/ Developer Profile. The admin profile is a special one restricted to the administration staff. It has the need for sharing machines with a single profile.
• Researcher or Project Manager. This is a shared profile that replicates for each team member. The installation principle for this profile creates an additional Thunderbird profile complementary to the individual, user file. This generally replicates the shared profile for each team member. It optimizes the sharing capability and holds security risks at a minimum. However shared network files are a requirement for this profile. Researcher or Project Manager Profile: it shares email, address books, to-dos, and stored web pages.
• Email User. This profile secures the individual resources and adapts to the personal needs. The installation principle creates a new, individual account in the user profile. This profile uses non-shared files for security.

Shared Team Profile in Thunderbird

First create and test a shared profile for use of the team members. This installation assumes that the administrator creates a team share profile and copies the profile to the team member’s system. To set up a team member profile create a new profile in Thunderbird. Erase the new profile files. Copy the share profile files into the new profile folder.

• The shared file addresses may not always be the same for each member and check them.
• Account. Check the accessibility and accuracy of the e-mail account.
• Message filters. Ensure that rules and folders apply.
• ScrapBook. ReminderFox. Check the share folder addresses.
• Address Books. Copy standard address books. Sync address books. Export and import address books.
• Add the stored searches. The Add-on Thunderbird Message Filter Import /Export helps.

Setup Shared Folders for the E-mail, Address books and To-dos

Project Management or Researcher Profiles make the stored web information available and share team email. The operating system requires that it be in a shared directory. Setup the web resources and e-mail in a shared network directory.

Install Firefox to share ScrapBook, and ReminderFox

Scrapbook. Set up Scrapbook for Multi Scrapbook and activate it. Use one ScrapBook for team use and one for individual use. Put the team ScrapBook in the shared network folder. To configure the team ScrapBook go to the Multi-ScrapBook Icon and press the arrow to manage. Use + Add to add the directory or folder for storing the team ScrapBook. You can add a name so as not to confuse the folders during use. Check the file location. Firefox -> Extra -> Add-ons > Scrapbook -> Configuration -> Organize -> Store Files in -> Browse to store in the share folder. Activate the Multi-Scrapbook. With this setting the user picks the selected Scrapbook. The user chooses between the profile ScrapBook and the team ScrapBook. To configure ReminderFox; in Firefox go to Extra > Add-ons Local files -> Uncheck the use standard and browse the storage for the ReminderFox folder and configure this folder to store the team to-dos.

Thunderbird. Install Mail and Mail Share

Thunderbird installs to share the mail. An Internet researcher or project manager has the need to secure personal data but to share the team, and research results. He needs two profiles to fulfill the security requirements.

Share Team Email and Addresses Thunderbird usually stores the e-mail in the profile directory. But for the shared account this would require opening the profile folder that violates user security. Place the shared e-mail in another network-shared folder. The team share folders remain identical for each team member to facilitate administration. Thunderbird uses the default setting for the e-mail: The profile folder is normally in the C:\WINDOWS\Profiles\User\Anwendungsdaten\Thunderbird\Profiles\Profile**\Mail\LocalFolders. Copy this folder into the E-mail team share folder. Then to set Thunderbird to use this folder; (for accounts using the Global Inbox Local Folders). Go to Tools -> Account Settings and click on Local Folders in the left pane. Where it says local directory click on the browse button to select the desired folder (Local Folders) to store the shared mail. ReminderFox. See configuration for Firefox. Message Filters. Copying the message files doesn’t copy the message filters. The add-on Thunderbird Message Filter Import and Export will help in exporting and importing message filters.

Synchronization of Address books

Thunderbird relies on relative paths. The add-on SyncMab synchronizes address books. Otherwise Thunderbird uses relative paths and does not offer another means of sharing address books. Junctions in the operating system can be installed to share address books.

Security includes the use of backups to prevent information loss. The add-on Mozbackup backs-up profiles. The share folder for the e-mail includes in the network backup.

!Add-ons employed in the integration Add-ons to build and install the Internet Messaging System ScrapBook. ReminderFox. Tag Toolbar Header-Changer. TB Header Tools SyncMab Mozbackup Thunderbird Message Filter Import /Export

References: Transferring data to a new profile - Thunderbird - MozillaZine Knowledge Base. http://kb.mozillazine.org/Transferring_data_to_a_new_profile_-_Thunderbird

Moving your mail storage location - Thunderbird - MozillaZine Knowledge Base. http://kb.mozillazine.org/Moving_your_mail_storage_location_-_Thunderbird

Sharing profiles - mail - MozillaZine Knowledge Base. http://kb.mozillazine.org/Sharing_profiles_-_mail