Evernote for tasks

How to Make Evernote a Task Management Powerhouse

Here at TaskClone, we breath productivity and love Evernote.  Evernote is a great for note-taking, project management and general organizing. But face it, when it comes to task management, Evenote is not the best. Fortunately, you can fix many of Evernote's shortcomings with a few small tweaks—turning Evernote into the backbone of a great productivity system, including task management.

Let's check it out.

Organizing Choices

Notes as tasks

The first thing you need is decide how to organize Evernote for tasks. Are you going to create a new note for each task, or use a task lists with checkboxes? There are tradeoffs to each style of task management.

Creating a new note for each task, for example, lets you store a lot of information related to that task in a convenient place. You never need to go looking for the notes you took, the files you stored, or something you clipped from a web page. It's all there.  This strategy is best when you work in the same note over a period of time and collect ideas from many places.

 

You can also set up reminders for each note so Evernote lets you know when you have to deal with something.

 

Tasks with Checkboxes

If every task is stored as a different note, you'll have to go looking for those notes whenever you need them. That's where the single-note system comes in so you always know exactly where your ideas and tasks are. Everything can be neatly organized and exactly where you want it. And if you use Evernote's checkboxes, you can easily see what's done and what needs to be done.  This strategy is best when you need to jot down tasks quickly (e.g. business meetings, phone calls).

One tradeoff - you can use Reminders to create a due date for the whole note, but not for individual tasks.

So what's a to-do list lover to do?

 

Hybrid System?

One solution is to use a combined approach. Create a master list in a single note, and then use note links to connect the other notes that contain information on each task. This keeps your list clean, lets you quickly access related information to your tasks, and allows you to use reminders on individual notes.

It's not phenomenal as far as task management goes, but it's probably the best Evernote has to offer without lots of extra effort. It's certainly not bad. And the fact that you can use a single app for task management, project management, note-taking, and everything else Evernote can do is certainly a bonus.

Let's look at how to get it set up.

Making connections with note links

Let’s say I need to prepare a presentation. This task is going to need a lot of information. It might need an outline, images, links, videos, and all sorts of other things. Let's put those in a note.

Now we have a master list with an item, and a related note that contains everything I need to know about that item. Let's connect them up.

 

In the note list, I'll right-click on the "presentation preparation" note and select Copy Note Link.

 

Then, in my task list, I'll highlight "prepare presentation," then go to Format > Link > Add... (or use the keyboard shortcut, Cmd/Ctrl + K). Paste the note link in, and I'm good to go.

Now, all I need to do is click on "prepare presentation" and my more detailed note will appear. It's that simple.

I'll also add a link back to the master list from my task note, just to make it easier to flip back and forth.

Staying up to date with reminders

Every good task management system has the ability to remind you of when things are due (or when to get started). Evernote's Reminders can serve this purpose—and while they're not as customizable as the reminders you'll get from dedicated to-do list apps, it can work in our hybrid note list system, the best way to set up reminders is to use them on the individual notes that you've linked to. Otherwise, you'll only be able to create a reminder for your task list note . . . which won't tell you which task you need to deal with.

To add a reminder to my "presentation preparation" note, I'll just click on the clock icon near the top of the note and tell Evernote when I want the reminder.

That's all there is to it. Now I'll get a reminder in a few days that I need to deal with this note. I'll also see a message at the top of the note list that the reminder is coming up.

Evernote Task Management Limitations

As you can see, this process turns Evernote into a capable task management system. Unfortunately, there are a few places where it falls short. Evernote's reminders aren't especially customizable. There's no calendar integration. Connecting all of your notes to your master task list takes time (it might not seem like much, but it can really add up if you have a lot of tasks on your list).

And if you're working in a note—jotting follow-up tasks during a meeting, for example—you have to remember to add those items to your task list and link them up to the note you originally started with.

There are many tagging and notebook systems that seek to go even further, but it becomes clear Evernote wasn't designed for maintaining your task list. It's great for organization, note-taking, and a lot of other things, but except for those committed to do everything in one app, most busy professionals find enough added value to expand beyond just Evernote.

Integrating Evernote with task apps & calendars

Fortunately, you can use some other apps to help you out with this. For example, if you sync Remember the Milk with your Evernote account, you'll get tasks displayed for your Evernote reminders. Nozbe and Smartsheet let you attach your Evernote notes right to your projects.

And both IFTTT and Zapier can link up with Evernote to create recurring reminders, sync with iOS Reminders, create Trello cards, and more.

These integrations help Evernote focus on capturing your ideas, but alone they don't address how you get those ideas from Evernote lists to a dedicated task app. That's exactly why we designed TaskClone:  It lets you aggregate your tasks from other notes all over Evenote into a master task list in Evernote or sync them to a full-featured task management app like Wunderlist, Todoist, iOS Reminders, and meistertask. It even works with project management software like Asana, Basecamp, OmniFocus, and Wrike.

https://www.youtube.com/watch?v=TP6oWbaFy50

In short, TaskClone gives you the full functionality of your favorite task manager with the easy of entering tasks along with ideas in Evernote.  Of course, you can also just use it to make Evernote a better task manager, too, without those other apps).

Wrap-up

We tell clients start with the Evernote tips above until they get frustrated.  It may be enough.  But if it falls short for you, with a little structure and an integration or two, Evernote can be the backbone of a powerful productivity system.

How do you use Evernote for task management? Let us know on Twitter @TaskClone!


11 Ways TaskClone Boosts Evernote Productivity

Do you use Evernote to store reference material, but have a separate task app or calendar for action items?  Have you ever been frustrated transferring to-dos from Evernote to your task app or simply forgot the task was in your notes?  With our newly-added features, TaskClone now boosts your Evernote productivity with 11 ways to bridge between storage and action.
TaskClone is bridge from Evernote to action

Now you can use each app for what it's great at doing.  Or, as our pal Steve Dotto says, "Let the dancers dance and the singers sing."

TaskClone is the only automation service that can integrate any Evernote todo, note, event or Reminder with Asana, Todoist, Google Calendar and dozens of other productivity apps. As a service that syncs directly with Evernote in the cloud, there is no app to download and you're assured TaskClone works with every Evernote platform on every device.

Use these 11 services and take your Evernote productivity to the next level.

1. Cloning tasks from Evernote to your task app

TaskClone copies (“clones”) individual tasks represented by Evernote checkboxes and integrates them into the task app of your choice (e.g. Asana). When the task arrives in your task app, there's a link back to your note in Evernote so you can remember the full context of the task.  For details, see Cloning individual tasks to task app

2. Cloning all tasks into one Evernote note

If you don’t have or want a dedicated task app, you can use TaskClone to aggregate tasks from anywhere in your Evernote account into one “Task List Note.”  Of course, each task in the list has a link back to the originating note so you can remember the full context of the task.  For details, see Cloning tasks to task list note

3. Cloning tasks to multiple apps or projects

We found many busy people use more than one task app or manage their lives using multiple projects in the same task app (e.g. Todoist and Trello).  TaskClone lets you set up multiple destinations and then simply choose which destination by adding the associated Evernote tag. For details, see Send tasks to multiple apps or destinations

4. Cloning note titles by tag

Send the title of your note to your task app as a new task by simply adding a "noteclone" tag.  If you've setup multiple destinations in TaskClone, add the tag associated with your desired destination also.  For more details, see Cloning note titles by tag

5. Cloning note titles by notebook

Send the title of your note to your task app as a new task simply by putting the note in a notebook entitled "TaskClone".  If you've setup multiple destinations in TaskClone, add the tag associated with your desired destination also.  For more details, see Cloning note titles by notebook

6. Sending events to your calendar

TaskClone makes it nearly effortless to schedule events in Google Calendar directly from your notes. Simply add “sch: ” to tasks and write your event in natural Language.  TaskClone creates the event in your calendar seconds after you sync your Evernote account.  Google Calendar is directly supported, but we'll show you how to sync with Outlook, Apple and other calendars.  For details, see Creating events from Evernote to-dos

7. Sending Reminders to your calendar

Once you activate this feature, simply add an Evernote Reminder to your note and TaskClone schedules it in your calendar.  Google Calendar is directly supported, but we'll show you how to integrate with Outlook, Apple and other calendars.  For details, see Create events from Evernote Reminders

8. Creating a new note from each task

Sometimes you get a list of projects and you want to create a note for each one.  Because TaskClone works using email, you can set up TaskClone to send to your Evernote email address.  Each task within the note will create an entirely new note.  You can even designate the tag, notebook or Reminder of the created note using Evernote's special syntax

9. Creating iOS Reminders from your tasks

A few task apps sync with iOS Reminders and in designing to support them, we found that many users just want tasks to integrate with iOS Reminders itself. Use our IFTTT Recipe and you’re ready to go in a few minutes. For details, see App Setup - iOS Reminders

10. Setting due dates, priorities and more

Many task apps let you email-in tasks and set parameters using the subject line of the email. Just add those same parameters as you type your tasks in Evernote and TaskClone will do the rest. From due dates, assignees, priority, tags, projects and more; creating tasks directly from Evernote has never been easier.  For details, see Adding task details

11. Adding default due dates, priorities and more

Sometimes you use the same parameters (e.g. labels) for every task that comes from Evernote to your app (e.g. Toodledo). Instead of adding these parameters each time, set whatever defaults you want and we'll apply them every time.  For details see, Change task app settings : Advanced

 

 

 

 


Evernote-tasks-into-Highrise

Integrate Evernote tasks into Highrise CRM

Today I write about how some of our small business clients use TaskClone to integrate Highrise with Evernote.  Highrise is a simple SaaS customer relationship management software (CRM) built by the great people behind Basecamp project management software.  These clients don't use it for huge projects, but the need task functionality to keep on top of tasks related to sales.

Getting Tasks from Evernote to Highrise CRM

It couldn't be easier for clients to TaskClone with Highrise's task management features to stay on top of their sales tasks. Say you're taking notes in Evernote during a call with a prospect.  Simply enter the tasks with a checkbox in Evernote.  When you finish the call, add a tag to indicate when to schedule the tasks.

Evernote tasks for HighriseSync your Evernote account and immediately the tasks show up in Highrise scheduled based on tag.

Highrise tasks from Evernote

Of course the same works for notes taken in meetings or on your mobile device.  TaskClone connects directly to the Evernote service, so it works wherever Evernote works.

Setting up the Evernote-to-Highrise connection

TaskClone takes advantage of Highrise's email features. Your account has 5 unique task "dropboxes" where you can send tasks based on when you want to start them (e.g. tomorrow).  You can find these email addresses under "My Info" in Account Settings. (Learn more)Highrise task dropboxes

TaskClone Premium allows you to create a separate Evernote tag for each of the 5 dropbox email addresses (You get access to the same features during our 14-day free trial).  You'll be prompted to create the tag and copy & paste the email address from Highrise.

The last step is indicating where these emailed tasks will be coming from.  You'll find your unique email in TaskClone Account Info to update your approved emails in Highrise.

Highrise additional emails

That's it.

Thanks again to our great clients and let us know if you have any questions using Highrise with Evernote.


TaskClone Integrates Omnifocus and Evernote

Instantly send Evernote todos to Omnifocus as tasks.  Now, Omnifocus and Evernote can make a perfect pair.  One of the most powerful, flexible apps for capture and storage now integrates with a veteran among customizable and powerful task apps.

Our brief video shows how easy and quick it is to increase your productivity by getting task items from Evernote into your trusted action system - Omnifocus!

Thanks to our friends at Learning Omnifocus for helping with this video.


Evrnote-Dying-Unicorn

Evernote's Dilemma: How To Revive A Unicorn

Evernote is personal for me. Outside of Gmail, it's probably my first “cloud” software. Evernote showed me the productivity benefits of finding my saved ideas anytime and everywhere. I've come to rely on it personally and even built a productivity business connecting Evernote to task apps (TaskClone).  However, as I became more involved with the Evernote community doing research for TaskClone and speaking with literally hundreds of Evernote users, I noticed what felt like two big problems:

  1. An identity problem
  2. A revenue model problem

When I recently read Josh Dickson's post, Evernote, The First Dead Unicorn, I was disheartened, but not entirely surprised.  The heart of his argument is past mistakes and increased competition leave our favorite elephant dying a slow death of irrelevance in the market.  True or not, it seems the two big problems I noticed were real.


Identity - What are we selling?

Lots has been written about Evernote's adventures as a lifestyle company that sells branded messenger bags, water bottles and socks.  Nothing wrong with strengthening the brand and finding new revenue if all is well on the homefront.  But by January 2014, it became clear all was not well.  That’s when former Techcrunch writer Jason Kincaid started an uproar with his article, Evernote, the bug-ridden elephant.  It was a bit of a rant, but he essentially suggested that the company was sitting on more than $250 million in venture capital and dabbling in socks while their core business was on fire.  Kincaid cited concerns about quality, privacy, security and customer service referring to his own experience and public security challenges including them being hacked

A major uproar ensued and to his credit, CEO Libin acknowledged the shortcomings and vowed to spend 2014 on improvements.  Apparently, quality did improve and I can personally attest that customer service got a bit better.  Still, to fully improve, you have to clarify, improve at what?  Libin needed to answer the question - What are we selling?   Seems simple, but this question has swirled around the company long before the branded socks. It probably started with its many complimentary apps; Hello, Peek, Food and others - many of which have now been killed off.  

Then in 2013, they added Presentation Mode, taking a crack at Powerpoint.  Last October, almost a year after Kincaid’s post, they even changed their familiar slogan, “Remember Everything” to “Your workspace for your life’s work."  The announcement came at their annual conference where they also doubled-down on Presentation Mode and added Work Chat to allow us to chat about our notes.  Posts on their own discussion forums suggest many of these "enhancements" might be diversions or at least adding to the confusion.
Evernote FoodAll of this change was not lost on the faithful.  “Pretty committed” user and FastCompany writer Harry McCracken wrote “All of these announcements leave me both excited and at least a tad concerned.”

The challenge is to get new users past the initial hump of figuring the service out. . . Evernote is best when it’s explained to you by a friend. --Former Evernote CEO, Phil Libin

 

I agree with Libin, but I'm pretty sure that's not a desirable trait to new users.  After frequently being asked “What’s Evernote good for anyway?”, I penned my own answer which aligns with the vision of the original founder - Conquering your Information Overload with Evernote.

Ultimately, I think the confusion around what they are selling is being driven by their efforts to figure out a bigger question . . . 

Revenue - Who wants to buy?

Evernote CustomersEvernote is a freemium service.  This means, their basic service is free and they make money on those willing to pay for more.  With 150 million users, that should work out great, right?  Well, that depends on your definition of "great."  Remember, they have unicorn status; valued at over $1 billion.   For their investors to profit, they have to justify being worth much more; and soon.  Yet, until a pricing change in April 2015, the free basic service was so good, premium was unnecessary for most.  In their price-change announcement, Evernote remarked,

From the start, we focused ourselves on building Evernote over devoting time and energy to pricing theory.  We knew that premium offering wasn’t optimized for revenue, but there were always other things to think about. --Evernote Blog

 

Must be nice not to worry about revenue for 7 years, but now the time for worry has come.

Getting revenue right means balancing the needs of new business users with their huge base of consumers.  Consumer revenue is great, but freemium unicorns know that billion dollar valuations usually require business revenue.  While Remembering Everything might be sufficient for consumers, adding Presentation Mode, Work Chat and partnerships with Salesforce are all about businesses.  

To get it right, Evernote has replaced its CEO, COO and CFO all in the last 8 months.  Collectively, their challenge is to clarify Evernote’s value proposition to the consumers and businesses that are willing to pay.

 

How to revive an Evernote unicorn

Evernote CEO - Chris O'Niell What is new CEO Chris O’Neill offering as the path to prosperity?  Simple.  Back-to-basics.  Gone is Evernote Food and in its place is a renewed focus on their core: notes, sync and search.  In fact, O’Neill used the word "focus" 3 times in his first post, titled simply A Note from Chris O’Neill.  Focus requires saying no and making tough decisions.  

. . . [W]e will launch major foundational product improvements around the core features that you care about most, and we will pull back on initiatives that fail to support our mission. -- Evernote CEO, Chris O'Neill

 

O'Neill also mentioned 47 layoffs and closing 3 offices.  

That's tough, but welcome.

Just a week earlier, another post announced, The Future of Writing in Evernote.  Although vague on details, the post indicated they were moving to a unified writing experience across all platforms instead of the unique editor it currently builds to run on 13 different platforms.  This should allow a more consistent user experience, better quality control and ultimately faster development of new features.

 

The Verdict

Will O’Neill’s back-to-basics strategy work?  I sure hope so, but competition does not rest.  After years missing in action, Microsoft is now heavily investing in OneNote and just added productivity acquisitions Sunrise and Wunderlist to Office 2016.  Google has also greatly improved Google Apps, but notably still under-invests in Google Keep and Google Tasks. Because Evernote doesn’t have a ready-made ecosystem like Google or Microsoft, being integrated with everything was once an advantage.  That lead is shrinking fast.  

Creating and maintaining competitive advantage requires innovation and the lifeblood of innovation is talent.  Cutting perks and 18% of your workforce may endear investors, but it does not make you the employer of choice with the cool kids.  Evernote will need to find a way to get and keep talent if its future is to be as bright as its past.

Bottom line: O’Neill is doing what must be done.  You can’t build anything of lasting value atop a weak foundation.  With unicorn valuations to justify, I’m sure a “back-to-basics” strategy was not an easy decision, but if Evernote is to be the 100-year company Libin envisioned, it was the right call.

As for me, I’m going to get that $85 set of Evernote socks just for nostalgia.  They might not be around long.

 


Evernote Integration with Wunderlist just got better

TaskClone’s Evernote integration with Wunderlist just got easier and more powerful after new features recently added by Wunderlist.

Wunderlist Adds Multiple Email Addresses and Assignment to Specific Lists

TaskClone integrates Wunderlist and others with Evernote by extracting to-dos from Evernote and sending via email to your task app. Thankfully, Wunderlist has added ability to register additional addresses making TaskClone setup easier and sending Evernote tasks to Wunderlist almost instant!

TaskClone integration with Wunderlist Setup
When you register your unique TaskClone Email with Wunderlist, you have the option to send all tasks to a specific list in Wunderlist (see above). For example, if you know all tasks from Evernote belong in the "Work" list, you can ensure they go to that list.

Add Smart Due Dates and Star for Priority

Because TaskClone converts Evernote to-dos into email, all Wunderlist's email features work as well. See the image below for what you might enter in Evernote.

Evernote tasks to Wunderlist

You can automatically use Wunderlist’s Smart Due Dates feature by simply entering the information in your task. For example, the task “Fall in love with TaskClone next Tuesday” will be due next Tuesday in Wunderlist (see image below). Learn more about TaskClone’s ability to add due dates, tags and more for task apps that support it.

Wunderlist Smart Dates from Evernote

Wunderlist also supports adding the asterisk “*” symbol to prioritize a task. Simply add the asterisk symbol at the beginning of your task to have it show in Wunderlist with priority (see image below).

Wunderlist Star Prioirty from Evernote

To use this feature, first, be sure to change TaskClone settings to leave blank the optional notation that TaskClone puts at the front of all tasks, otherwise this will interfere with Wunderlist seeing the asterisk as the first character of task (see image below).

TaskClone Task Notation

As Wunderlist continues to add features to its Mail-to-Wunderlist feature, they should all be available in Evernote through TaskClone.

Enjoy!

 

VIDEO: Setup TaskClone for Wunderlist

https://www.youtube.com/watch?v=z0bEVhtunZY


Evernote - Sidekick for your brain

Conquer your information overload with Evernote [Infographic]

Your brain is at stake.

Why your brain needs EvernoteIn both my professional and personal circles, I've always been the early adopter.  The guy who tries the new tech and shares what works.  While not a doctor, I'm confident in my diagnosis and prescription; your brain needs Evernote.

How can I be so confident?  Because I live in the same world you do with paper, email, texts and social media simultaneously coming at us from work, family, friends, business and hobbies.  I’ve also learned how our brain tries to cope from neuroscientist Daniel Levitin’s, The Organized Mind: Thinking Straight in the Age of Information Overload.

Evernote is currently the best technological answer to one of our brain’s biggest problems – Information Overload.

The Information Overload Problem

Levitin mentions that by some calculations, humans have created and shared more information in the last 10 years than all of prior human history!  Let that sink in for a moment.  Information overload impacts every area of modern life.

Increasing flow.  It’s reported Americans took in 5 times more information per day in 2011 than in 1986.  Information-Overload-2Professionally, organizations are struggling to make meaning of ‘big data.’  Personally, we’re facing a world where everyone creates “content” and “shares.”  Even granny tweets and has a blog.

Endless channels.  Do you remember when ‘news’ came from a few sources?   Now, dozens of newsfeeds, cable and social networks beckon us.  The web bursts with sound, video, infographics and podcasts all inviting our limited attention.

24/7 lifestyle. I’m old enough to remember a world before email; when we said “fax it.”  Not only do we now have phones and email in our pockets, but texts, tweets and endless alerts.  You can find and be found anywhere, anytime.

Rising Demands.  Easy anytime access to information has increased expectations socially and professionally.  Surely, you check work email on the weekend?  Immediately text the landlord a picture of that broken appliance?  Coordinate the soccer team BBQ with 20 people without a single phone call?

While this flood of information indeed has its benefits, most of us have suffered 3 major consequences:

  1. Stress and anxietyChronic distraction in the sea of potentially relevant information;
  2. Poor judgments due to an inability to locate the “right” information when needed; and
  3. Increased anxiety and stress from rising demands and difficulty meeting them.

While exponential increases in tech have fueled information overload, Levitin indicates our systems have evolved little to handle it.   He mentions the importance of “external memory mechanisms” in overcoming the limitations of our brains.  In essence, if we are to prevent the negative consequences of information overload, we need tools made for the job.

The Evernote Solution – Sidekick for your brain

While Evernote is certainly not new, many are still confused about its unique value.  Despite over 150 million users, most of its growth has been by word of mouth.  Add to that, an apparent move away from the founder's original idea, including changing their slogan from "Remember Everything" to "Workspace for your life's work".  They've even changed their CFO, COO and CEO in the last 6 months.

All of this has meant new confusion about Evernote's direction and unique value.  Some see Evernote as a digital notepad, others as a work collaboration tool and still others as cheap file storage.  Evernote does all these things, but that’s not why your brain needs it.  Evernote provides the most flexible, integrated and accurate storage available for exactly the information overloading you.

Evernote vs. Your Brain

Brain vs Evernote

Instead of a digital notepad or file storage, think of Evernote as EverIdea or EverMemory. Once you realize you’re storing ideas, not just “notes”, you begin to see Evernote’s immense usefulness as a sidekick for your brain.

In our age of information overload, how many potentially worthwhile pieces of information flow past your desk or flow through your mind each day?  Do you capture them?  If you do, do you know where they are?  Can you find them if needed in a week, month, 5 years?  With Evernote as its sidekick, your mind can focus on using ideas without the “mental overhead” of remembering them.

Your mind is for having ideas, not holding them.

David Allen, Author of Getting Things Done

How Evernote makes you better

Using direct input, a web clipper and automation, Evernote captures ideas quickly from all your modern sources, including websites, email, snapshots, scanned docs, sound, video, social network posts and more.  Evernote-Web-ClipperIt works on all the desktop and mobile platforms you use and syncs everything in the background.  It’s integrated with dozens of software and hardware tools.  Literally, the more information you put in Evernote, the greater its value as a sidekick for your brain.

Once in Evernote, your ideas are automatically tagged with date/time, location and any text in images is indexed using optical character recognition.  Evernote’s uniquely flexible organization then lets you create the structure that works for you using stacks, notebooks, notes and tags.

Most importantly, the real magic happens when you need to find something.  Incredibly powerful search allows you to quickly find your ideas when you need them.  Of course you can search by title, but almost anything else too.  Location, date/time, OCR text in images, file types.  Evernote SearchWith thousands of “notes”, I can usually find things in 5 seconds and always within 30.  You get the same great results on all platforms and even when offline (Premium subscription required for offline access).

All your ideas – One location

Check out these 10 examples of how Evernote gives you real-time access to volumes of relevant information just when you need it most.

10 Evernote Uses

Getting Things Done by being connected

While Evernote is incredibly flexible storage, dedicated task apps and calendars are often better suited to organize our daily tasks.

TaskClone is a simple service that extracts any checklist items within Evernote and sends them to your task app.  It’ll even turn items marked “sch:“ into scheduled events in your calendar.

Zapier can take Evernote Reminders and add them to your calendar or send them to many task apps.

Wrap up

In the battle against information overload, your brain needs a sidekick like Evernote.  That was the original idea and it's still desperately needed today.  Of course, getting started with something so flexible and powerful can be daunting, but certainly worth the investment.  Like any good early adopter, I’ve got you covered below with great resources in multiple formats.

Give your brain a gift, then share the good news with your network – you’re an early adopter for someone too.

Resources

 


Best Task Apps with Evernote Integration

Integrate Evernote With Your Favorite Task App [Infographic]

Task Apps Are Here To Stay

While debate rages on about whether GTD can be accomplished entirely within Evernote, task apps dominate in most GTD workflows. We’ll have another post on Evernote GTD options, but David Allen’s statement at the Evernote conference makes it clear, “Your mind is for having ideas not holding them.”

Holding ideas in Evernote is great, but once you have all those ideas in Evernote, how do you organize them into action? Most of us try to find an Evernote integration with our task apps and/or calendar.  Based on our years of researching task apps and their integrations, we categorized the task apps with the best Evernote integration as well as additional services to connect task apps without a built-in integration. (See Infographic)

Integrate Evernote with Task Apps

 

4 Types of Evernote Integration

We organized the types of integration into four categories.  You should consider how the benefits of each category fits with your needs.  While, we added representative apps to each of 4 categories, none fit in every category.

This market moves quickly so there are other apps we could have added and the capabilities of these apps may have grown.  However, it's safe to say capabilities seldom go backwards (although it's happened - see below).  We also added two of the most popular services that connect these and other apps with Evernote in ways native integrations may not.

Checkboxes or Todo lists as tasks

Evernote allows you to add lists of checkboxes to notes as to-do items.  These integrations can import notes and turn every to-do item with a checkbox into a task.  Each to-do item with a checkbox can now be marked complete in either system.  This is ideal when a note contains many tasks that each need to be transferred to the task app.  UPDATE:  Unfortunately, Azendoo no longer supports the two-way integration and Swipes appears to have shut down.  We understand the challenges in providing this service and why so few have tried.  Fortunately, TaskClone converts Evernote to-do lists to tasks in 40+ task apps and has been doing it for over 3 years.  See Additional Services below.

Apps: Azendoo, Swipes

 

Notes as reference to tasks

Some apps link to Evernote and allow you to view, create or link to Evernote notes as a source of reference material for your tasks or projects. This helps when the task is a brief phrase, but accomplishing the task requires understanding the full context.  Imagine a marketing plan that has many tasks but the core reasoning behind the plan and plan materials remain in Evernote.

Task Apps: Facilethings, IQTELL, Nozbe, GetItDone, Insightly, Podio, Smartsheet

 

Notes as Tasks

These apps synchronize tasks in their system with individual notes in Evernote. The note title becomes the task title and in some systems the note can be marked completed when done. Most of these systems use Evernote tags or some other notation to organize the many notes that result.  Zendone and IQTELL focus on this Evernote connection. These work if you consider each note a separate task.  We tend to think of each note as aligned to a project or sub-project instead of as a standalone task by itself.

Task Apps: Zendone, Facilethings, Gneo, IQTELL, WorkEtcSmartsheet

 

Reminders as tasks

Evernote Reminders create a timed Reminder attached to a particular note.  They don't add any timing to the individual tasks within a note, but again, if you use the note as the task, Reminders help alert you about that note.  If you only want to send notes with Reminders to your task app, this probably represents an ideal solution. Reminders sync with the task app so any changes in due dates are reflected on both systems. However, tasks without a due date don't work well for these integrations.

Task Apps: IQTELL, Nozbe, Remember the Milk

 

Additional Services for Evernote Integration

TaskClone sends Evernote to-do list with a checkbox to 40+ different task apps including Todoist, Asana, Basecamp, OmniFocus, Toodledo, Wunderlist and Trello.  You can:

  • Send the same task to multiple apps or projects.
  • Send tasks in different notes to different task apps or projects.
  • Using Google's natural language, send those same to-do list items as events in Google calendar (e.g. Sch: Meeting with Brian @5pm on Thur).
  • Schedule any Evernote Reminders in Google Calendar (Other calendars supported).

See the video, then Get Started Free.

https://youtu.be/UlLbPn9YgA4

 

Zapier can take every new note created in Evernote and turn it into a task in dozens of task apps. A good option, if you want to work with notes as tasks.

 

Conclusion

Get your ideas out of your head and into action.  Integrations are great way to use the best software for each particular task.

 

 

 

 

GTD® and Getting Things Done® are registered trademarks of the David Allen Company.

 

 


3 New TaskClone Tricks

3 New Tricks Getting Evernote tasks into Asana

TaskClone already gets your Evernote tasks easily into Asana.   If you're new to TaskClone, sign up, see our Asana video, and view our Asana initial setup tutorial.

With features announced last month, we've gone even further with 3 new tricks that add more flexibility to getting Evernote todos into Asana.

Sending tasks to a specific project

With our 14-day free trial or Premium TaskClone account, you can set up to 5 different Destinations for tasks. Each Destination is represented by a Destination email (e.g. [email protected]) and a tag created in your Evernote account. Because Asana allows you to send tasks directly to a specific project email address, you can create a Destination/Evernote tag for a specific Asana Project (e.g. toClientX)

Once setup, instead of using the tag you would normally use to send tasks to your Asana inbox (e.g. toAsana), you choose the tag for your specific project (e.g. toClientX).  All todos in that note will become tasks in your specified project.

See the screenshots below for details.

Asana Project Settings
TaskClone Settings

 

Evernote Task to Asana
Evernote To-dos

 

Asana Project Tasks
Asana Tasks

 

To find the unique email address for your Asana  project (e.g. [email protected]), please visit the Asana User Guide Instructions. You can use TaskClone to create the desired tag in your Evernote account and then simply enter the project email address in TaskClone as the Destination email.

Sending tasks to a specific tag

Using the same method, you can send Evernote todos to a specific Asana tag. This could be useful if your team is tracking tasks across projects based on their Asana tag.  Like projects, Tags in Asana have a unique ID (and therefore email) which you can find using the Asana User Guide Instructions.

Assigning a task to a team member

One of the great things about Asana is the ability to easily work in teams. With TaskClone, you can associate a Destination/Evernote tag with up to 2 Asana team members who will be assigned any tasks from that note.  Just add the team members' email to the Destination Email separated by commas.  Provided you've added these team members to your Asana organization, workspace or project, Asana will know to assign the tasks to them when it receives our email.

See screenshots for details.

 

To Asana Assignee
TaskClone Settings

 

Asana Assignee - Evernote
Evernote To-dos

 

 

Asana tasks - Asana
Asana Tasks

 

If you ever want assistance with setup, please contact us.

 

 


Connect Evernote to task apps

Evernote task management just got easier

TaskClone responds to clients again with 3 new features to make Evernote task management easier and more productive. Our clients told us they work on a variety of projects and want to send tasks from different notes to different apps/projects. They also wanted to send the same task to multiple destinations.  Then, once the task arrives, they wanted a way to ensure they could get back to Evernote to remember the context for the task. We've answered.  Check it out!

Send to different task apps based on Evernote tag

We've changed the way TaskClone works so that each task app or destination is associated with an Evernote tag.    For example, add "toAsana"  and tasks from that note go to Asana.  Add "toTD" and tasks go to Todoist.   You decide the tag and the destination.  Many task apps have a unique email address for different folders or projects (e.g. Todoist, Asana).  Using this feature, send tasks from one note to Project A and tasks from another to Project B just by adding the Evernote tag you associated with the project.  See image below and our Multiple Apps tutorial for more.

Connect Evernote to task apps

 

Send each task to multiple destinations

Ever want to send the same task to your task app and to your email or a colleague?  Now you can associate each task app in TaskClone (up to 5 apps), with up to 3 destinations by inputting email addresses separated by commas. Each of these destinations is added to the TO: field of the emails we send.  Some apps look for teammates in the TO: field and assign tasks to them (e.g. Asana and Wrike).  Combined with our new tagging feature above, you can easily send tasks from one note just to yourself (e.g. "toInbox") and create a different tag to send tasks to yourself and an assigned teammate (e.g. "toAssignee").  You could also use this to send a copy of tasks to your email account and create an email filter to label and archive such tasks so you have a record of everything sent.  I'm sure our brilliant clients will come up with many new ways to use this feature. See image below and our  Changing Settings tutorial for more.

Send each task to multiple task apps

Pick your Evernote link

Linking from your task app to Evernote is great; if it works. Different apps have different support for Evernote links, including the same app supporting Evernote links in iOS, but not supporting links on Windows.  This can get frustrating, so we're doing our part. The new default setting in TaskClone is to include both Evernote links (e.g. evernote:///) and regular hyperlinks (https://) with each task we send. This way, if your app has different support across different devices, you're not left out in the cold.  See Note Link 101 tutorial for more.

Evernote Note Link Type

 

Enjoy the new features and let us know what else you'd like to see.