Collaboration and Sharing
Toodledo makes it easy to collaborate with other people and share your to-do list. When you share your tasks, you have complete control over who has permission to read, edit and/or add items your to-do list.
Public sharing is a way for you to publish your to-do list so that anyone can view it. When you enable this option, you will be given a special URL that will display a read-only version of your to-do list to anyone who visits. Any task that resides in a private folder (see below) will not be displayed.
Permission are managed at the folder level. It is up to you to decide which folders you want to share, and which folders you want to remain private.
1. Marking folders as private
If you have certain folders that you never want to share, you should mark these folders as "private". Any folder that is marked "private" will be excluded from sharing and will be displayed only to you. (see image 1)
Private sharing is an advanced option that is available only to Pro Members. With private sharing, you will be able to pick individual people with which to share your tasks. For each collaborator, you will be able to select which folders they can see, and whether or not they can read or edit your task list. (see image 2)
2. Private sharing permissions
You can use private sharing with anyone who has a Toodledo account, but please keep in mind that only other Pro Members will be able to edit your tasks (if you let them). If your collaborator has a Free Toodledo account, they will only be able to read your to-do list.
There are three different levels of permissions that you can give a collaborator.
Level 1: Read only access - This collaborator will only be able to view tasks. They will not be able to edit any information, and they will not be able to give you new tasks.
Level 2: Can Assign Tasks - This collaborator will be able to view your tasks, and give you new tasks. They will not be allowed to edit existing tasks.
Level 3: Can Edit Tasks - This collaborator will be able to view and edit your tasks. This includes the ability to edit notes, mark tasks as completed, delete tasks, and reassign tasks to other people. They will also be able to add new tasks to your list.
For each collaborator, you will also be able to set which folders they can access. Private folders are always excluded. You can choose to share all of your non-private folders, or you may pick specific folders to share with each collaborator.
If someone has shared their tasks with you, a link will be added to the page, below the tabs, called "Collaborators" (see image 3).
3. Viewing other people's tasks
When you click on this link, you will see a list of the people that you can access. When you click on the name of one of your collaborators, the page will reload with their tasks instead of yours. You can use any view that you want, and you can sort, filter and search through your collaborator's tasks, just like you could do with your own.
To switch back to your tasks, you can return to the "Collaborators" bar and pick "Me". Alternately, you could click the "To-Do List" link on the left side of the page to return to your list.
Before you can add a task to someone else's list, they must have given you permission to do so. Assuming that they have, there are two ways to give them a new task. The first way is to go to their task list (see above) and click the "Add a Task" link. From then on, it is identical to the way that you would add a task to your own list.
The second way is to go into your account settings and turn on the "Reassign" field. This will add another field to your to-do list that will allow you to move an existing task from your list to theirs. This is discussed more below. When this column is turned on, you will be able to click the "Add a Task" link when viewing your list, and then instantly assign that task to your collaborator.
If your collaborator has given you permission to edit their tasks, you can do so just like you would edit your own tasks.
When someone adds or moves a task onto your to-do list, it will appear as a normal task, just like all the other tasks. There are two ways to see which tasks were assigned by which people. The first ways is to click on the "Sharing" view at the top of the page. This view will have a tab for each collaborator and you will be able to quickly see which tasks were assigned by which people.
The second way is to go into your account settings and turn on the "Assignor" field. This will add a field to each task will display who assigned it.
If you want to reassign an existing task to someone else, you will first need to go into your account settings and turn on the "Reassign" field. This will add a button next to each task that will allow you to move it to another person's list.
There is one special scenario that is important to point out. Your folders, contexts and goals are different from your collaborators folders, contexts and goals. Therefor, if a collaborator reassigns one of their existing tasks to you, the folder, context and goal for that task will be set to "none". If you have not given your collaborator permission to see your "no folder" tasks, it is possible that they could reassign a task to you and then not be able to view it anymore.