|
Sync, Mobile, Collaboration |
  
|
|
Sync, Mobile, Collaboration |
|
We recommend that you read this topic thoroughly before you use these new features. We do our best to make these features as intuitive and user friendly as possible, but they are complex in nature, so it is important for you to fully understand them.
Since version 7.43, Swift To-Do List includes synchronization feature and other features and services tied to it. To enable it, go to File - Advanced - Enable Beta Features (Sync). This will display a new Sync menu as well as sync button in the main toolbar.
|
What the sync feature allows you to do
All the following is possible thanks to the sync feature:
| 1. | Synchronize Swift To-Do List 8 for Windows between computers |
| 2. | Invite other people to collaborate |
| 3. | View and edit your tasks using mobile devices from http://sync.swift.me (All smart-phones and tablets are supported, including iPhone, iPad, Android devices, BlackBerry, etc.) |
| 4. | View and edit your tasks using web browsers (like Firefox, Chrome, Safari, Opera, IE) from Windows/Mac/Linux from http://sync.swift.me (So you can work with your tasks even on computers where Swift To-Do List 8 is not installed.) |
| 5. | Merge multiple databases into one |
| 6. | Remote backup |
(Please note: The URL http://sync.swift.me will be probably changed.)
Current status of the sync feature
Last updated: Version 8.0, October 1, 2012. Since then, there might have been significant changes. Check www.dextronet.com for the latest information.
The sync is currently in beta.
It should be working well. It synchronizes the tree, tasks, notes, memos, priorities, types, statuses, contexts - just about everything, except the things mentioned in the list below.
If you encounter any issues or oddities, please contact us: support@dextronet.com.
These features are not yet finished:
| • | Attachments are not yet synchronized |
| • | Filters are not yet synchronized |
| • | Task recurrence information is not synchronized |
| • | Some database settings (like default Priority) are not yet synchronized |
| • | Automatic synchronization on background is not yet possible (you have to click the Sync button every time you want to sync the database) |
Because this feature is currently in beta, the sync and all other features and services connected to it are currently free. It will be paid once we make it more polished. There are many ongoing costs associated with its operation for us. The final pricing is not yet decided, but we will do our best to come up with affordable and fair pricing.
You need to have a valid Swift To-Do List 8 licenses on all computers where you plan to use the sync feature. Please remember that our pricing is per-PC, you can't use the same single PC license on two computers. However, we offer very advantageous 1-user-3-PC packs that you can upgrade to for a low price, that allow you to use the program on up to 3 computers. Contact us for upgrade link: support@dextronet.com. If multiple persons are going to use the sync feature, you need a separate license (or 1-user-3-PC pack) for each person.
You will find how-to guides for different scenarios provided below. But before we get into that, it is important for you to understand how the sync feature works.
Accounts: Every person needs his own Swift.me account. You can create this account directly from Swift To-Do List 8 when you synchronize a database for the first time. Each account can contain multiple remote databases. Your account can also have access to databases in other people's accounts if they invite you.
The synchronization process: When you sync, any changes made since the last sync are sent to Swift.me cloud server, where the appropriate records are updated. Also, changes made from other computers are downloaded from the server and applied to the local database file. When you sync an empty database with a non-empty database in the Swift.me cloud, everything available is downloaded from the cloud, so you will get an exact local copy of the database stored in the cloud.
How to prevent duplicate tasks: When you sync any database for the first time, it will get permanently tied to a database in the Swift.me cloud. All tasks (and other objects in your database) will get an additional new "cloud id" that is used to recognize them. Therefore, if you copy unsynced database file to two computers, and then sync it on computer1 and then on computer2, you will get duplicate records, because tasks on both computers will get different cloud ids assigned. The correct way is to sync it on computer1, then create a new local empty database on computer2 and sync it (that will download the tasks from the cloud). Another valid way is to sync the database file on computer1, and then copy the already synced(!) database file to computer2 - the advantage of this is that you will carry over even things that are not yet synchronized, like attachments.
Adding people: Once you have synchronized a database, you can use the menu Sync - Add User... to invite other people to share the remote database. Each invited person will receive an email with further instructions. As stated above, everyone needs his own account. In any case, do not share your login and password information with other people.
Working with tasks in the Swift.me cloud using mobile devices: Once your database is synchronized, you can use your smart phones or tablets to visit http://sync.swift.me where you can view and edit your tasks.
Working with tasks in Swift.me cloud via web: Once your database is synchronized, you can use access your tasks via web by going to http://sync.swift.me - all majore web-browsers, like Firefox, Chrome, Safari, Opera or IE all supported, as well as all platforms (Windows/Mac/Linux). This allows you to Work with your tasks even on computers where Swift To-Do List 8 is not installed.) This feature is not yet available, but will be very soon.
Keeping database synchronized: Please keep in mind that you need to click the sync button every time you want to upload/download changes to/from the Swift.me cloud. We will be hopefully soon make this process automated and on background.
Forgotten passwords: You can go to http://sync.swift.me/forgot-password to reset your password.
The setup is fairly simple. It depends on what you want to do. Here are short guides for some common scenarios:
| ► | Single user, 1 computer |
| ► | Single user, 2 or more computers |
| ► | Two or more users, 1 or more computers each |
Again, before using the sync feature, you first need to check the menu item File - Advanced - Enable Beta Features (Sync) on all computers where you want to use the sync. This will display the sync menu and button, which are hidden by default.
Single user, 1 computer
This scenario is useful in the following cases:
| • | You have a smart phone or tablet and want to access your tasks from it. |
| • | You want to access your tasks via web on Windows/Mac/Linux computers where you can't or don't want to install Swift To-Do List 8. |
| • | You want to have a remote backup. |
| □ | The setup: In Swift To-Do List 8, simply open the local database file that you want to synchronize (in most cases, it is probably already opened). Then click the sync button and proceed with the synchronization wizard. In the wizard, create a new separate remote database for the database file that you want to synchronize. If you have multiple database files, create a new remote database for each of them when you synchronize them for the first time (unless you want to merge them all into one). |
Single user, 2 or more computers
This scenario has all the uses of the previous scenario, and it's additionally useful if:
| • | You want to use Swift To-Do List 8 on multiple computers and keep your databases and changes synchronized. |
The setup:
| □ | If you have mostly the same database on all computers: On ComputerA, start Swift To-Do List 8, and open the local database file that you want to synchronize (in most cases, is probably already opened). Then click the sync button and proceed with the synchronization wizard. In the wizard, create a new remote database. On ComputerB and all other computers, start Swift To-Do List 8, and create a new empty database using File - New Database. Then click the sync button, and in the synchronization wizard, don't create a new remote database, but select the one created on ComputerA. |
| □ | If you have databases with different data on each computer: Do the same as above, but do not create new databases on ComputerB (and any other computers). Rather, sync the existing database files with the remote database created on ComputerA. This will merge all the databases. After the sync, remove any duplicates manually (if any), and that's it. |
Two or more users, 1 or more computer each
This is obviously useful when you want to share your database with someone else, perhaps to collaborate or to delegate tasks.
The setup:
| 1. | PersonA will follow the steps present in the first guide "Single user, 1 computer" or "Single user, 2 or more computers". |
| 2. | After he is finished and his database is synchronized, he will use Sync - Add User... and enter email address of PersonB. |
| 3. | PersonB will receive an email with a link to create an account. |
| 4. | PersonB should click the link and create his account. (If PersonB already has an account, there is no need to create a new account. Proceed with the next step.) |
| 5. | PersonB should then open Swift To-Do List 8 on his computer, and create a new database using File - New Database (or, he can use his already existing database if it has not been synchronized yet). |
| 6. | PersonB should then click the sync button and proceed with the sync wizard. In the Choose Remote Database dialog, PersonB must select the account of PersonA at the top, to display the databases that PersonA has shared. PersonB should then select the database that PersonA has shared with him and finish the wizard. |
| 7. | If PersonB has more computers, he can repeat the previous step for each computer. |
| 8. | If PersonA wants to share the database with more people, he can repeat the process from Step 2. |
Further help
We will be happy to assist you with anything related to sync or Swift To-Do List 8. Contact us at support@dextronet.com.
