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SHARETASK MANUAL CONTENTS 1
INTRODUCTION ........................................................................................................................................... 2 1.1 1.2
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LANGUAGES.............................................................................................................................................. 2 REQUIREMENTS ......................................................................................................................................... 2
INSTALLATION ............................................................................................................................................. 2 2.1 INSTALLATION ON SHAREPOINT ..................................................................................................................... 3 2.1.1 Install and Activate for Site Collection ............................................................................................ 3 2.1.2 Activate for Site .............................................................................................................................. 3 2.2 INSTALLATION ON DEVICE ............................................................................................................................ 4
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FIRST TIME USAGE ....................................................................................................................................... 4 3.1
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LIST SELECTION ......................................................................................................................................... 5
WORK WITH SHARETASK ............................................................................................................................. 6 4.1 4.2 4.3 4.4
ITEMS LIST ............................................................................................................................................... 6 ADD A NEW ITEM ...................................................................................................................................... 6 OPEN AN ITEM .......................................................................................................................................... 7 COMPLETE AN ITEM.................................................................................................................................... 7
5
UPGRADE THE SANDBOXED SOLUTION ....................................................................................................... 7
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UPGRADE THE APP ...................................................................................................................................... 8 6.1 6.2
MANUAL UPGRADE .................................................................................................................................... 8 AUTOMATIC UPGRADE ................................................................................................................................ 8
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REGISTRATION AND TRIAL........................................................................................................................... 9
8
SUBSCRIPTION ............................................................................................................................................. 9
9
CONTACT ................................................................................................................................................... 10
10
DEACTIVATE AND REMOVE SHARETASK ................................................................................................ 10
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INTRODUCTION
ShareTask takes the information from SharePoint lists and displays it in a mobile friendly user interface. With ShareTask you can create, edit and complete tasks in a smartphone which synchronizes with a SharePoint Online list. The synchronization refreshes the lists in the app and in SharePoint every minute, so it will not take more than a minute until changes in SharePoint show up in the app. Users log in to a site and select one of the lists in that site. ShareTask takes care of everything else. Each user can see list items assigned to him/her and items that have not yet been assigned. ShareTask supports all SharePoint Online lists that are built on the Tasks or Issue Tracking template. If you use the kalmstrom.com SharePoint Solution Kanban Task Manager, you can also use ShareTask with the list KTM Tasks. We hope that you will get a good understanding of ShareTask by studying this manual. All screenshots in the manual are taken from Windows Mobile, version 8.1.
1.1 LANGUAGES The language of ShareTask is automatically set to the same as on the SharePoint site. The supported languages are: Danish, Dutch, English, French, German, Italian, Norwegian, Portuguese, Spanish and Swedish. If the language of your SharePoint site is not supported, English will be used in ShareTask.
1.2 REQUIREMENTS To use ShareTask you need to have: a smart device (Windows Phone, Android or iOS). Supported versions: Windows Phone 8 and higher Android Ice Cream Sandwich, Jelly bean, Kitkat, Lollipop iOS 6 and higher Users need to have contribute permission or higher on an Office 365 SharePoint Online site where at least one list is built on a supported list template: Supported list templates: Tasks Issue Tracking The SharePoint Sandboxed Code Services must be activated to install the ShareTask Sandboxed Solution on the SharePoint site. FAQ
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INSTALLATION
ShareTask requires an installation and activation on SharePoint. When that has been done, each user can get the ShareTask app from the applicable store.
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2.1 INSTALLATION ON SHAREPOINT The ShareTask Sandboxed Solution is installed in a SharePoint site collection, and it needs to be activated for each site where it will be used.
2.1.1 INSTALL AND ACTIVATE FOR SITE COLLECTION Download the file ShareTask.wsp from the kalmstrom.com website to any folder on your computer. Go to the root site of the SharePoint site collection where you want to use ShareTask and click on the Settings icon at the top. Select the Site Settings option. (If you don’t see this option, most likely you don’t have the appropriate permissions. You need to be the site collection Administrator to install solutions.) Under Galleries, select “Solutions”.
Next step is to upload the Solution – which is the .wsp file you downloaded from the kalmstrom.com website. Click on the ‘Upload Solution’ button and browse to the file ShareTask.wsp on your computer. (Click on the SOLUTIONS tab if the ‘Upload Solution’ button is not visible.) When the file has been uploaded, you will be shown a dialog where you can activate the solution. (Don’t worry if you get a warning message. ShareTask is intended for moderate modification of data, but the solution will do what you tell it to do, nothing more.) Now ShareTask is available for all sites in this site collection. If your SharePoint tenant has many site collections, you need to do this for each site collection. On request kalmstrom.com Business Solutions can provide PowerShell scripts that can be run to massdeploy ShareTask.
2.1.2 ACTIVATE FOR SITE When ShareTask has been installed in the site collection, you need to activate the solution for each site and subsite where it should be used.
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Go to the site where you want to activate ShareTask and once again select Site Settings. Then select “Manage site features” under Site Actions. (If you don’t see this option, most likely you don’t have the appropriate permissions. You need to be a site owner or site designer to manage site features.)
NOTE that you have to activate ShareTask this way if you want to use the solution on the root site of the site collection, even though you activated it when you uploaded. Find the ShareTask entry in the list of Site Features. Click on the Activate button to activate it.
2.2 INSTALLATION ON DEVICE When the installation on SharePoint is finished, each user can get ShareTask to his/her smart device from an app store – Windows Store for Windows Mobile, Play Store for Android, and iTunes for iOS.
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FIRST TIME USAGE
When ShareTask has been installed on your smart phone or other smart device, like a tablet or an iPod, the ShareTask icon will be shown on your device. Tap on the icon, and it will take you to the launch screen.
Tap the Launch button, and ShareTask will ask you to enter the path to the SharePoint Online site that has the list you want to use with ShareTask. After successful log in, ShareTask will synchronize with your SharePoint site.
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If the box ‘Keep me signed in’ is checked and you close ShareTask without logging out, ShareTask will open directly next time you open ShareTask. You do not have to enter user name and password. If you log out before you close ShareTask, your user name will be shown and you only have to enter the password next time you open ShareTask.
3.1 LIST SELECTION When you log in to ShareTask for the first time, ShareTask will ask you to select a task list to work with in your smart device.
Once you have selected the task list, ShareTask will open the same list again when you log in the next time. You can select another task list anytime, by clicking on the settings icon in the top strip of the current list.
If you have only a supported list in the site you logged into, ShareTask will open that list directly, without showing the list selection screen.
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4
WORK WITH SHARETASK
With a few finger taps you can add and edit SharePoint list items in ShareTask. You can also change status and assign tasks to users or groups.
4.1 ITEMS LIST The Items List shows all the items assigned to the user, and all unassigned tasks, in the default view of the selected list. It has the following structure: The top row contains the list name and three buttons: Sign out, Settings, and Add. The number in brackets refer to the number of items in the list. The list in the image below has only 5 items.
Under the top row you can see the items in the SharePoint list you have logged in to. Each list item has an importance icon (High, Normal or Low), the item name and the created and due dates. The button to the right opens the task in edit mode. The items are sorted first after priority and then after creation day, with the oldes tasks first. When an item has a yellow star, it has been edited by another user. When theitem tile color is light grey, it has not yet been assigned to a user or group.
4.2 ADD A NEW ITEM Add a new item by tapping the Add button on the top right corner. An empty task form will open. Fill out the fields and tap on the Done button.
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4.3 OPEN AN ITEM Tap on the item name or edit icon when you want to open the task. The open item has a Back and a Done button in the top strip. If you only wanted to view the item and not do any changes, press the Back button to go back to the tasks list.
If you have done changes in the form, press the Done button to save the changes.
4.4 COMPLETE AN ITEM To mark an item as completed, swipe it left or right. ShareTask will then ask you to confirm that you want to complete the item. If you answer Yes, the status will be changed to Completed, Closed, Finished or similar and disappear from the screen. (ShareTask takes the index number of the field, so it does not matter which name it has in your list.)
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UPGRADE THE SANDBOXED SOLUTION
To upgrade the ShareTask Sandboxed Solution, replace the old ShareTask.wsp file with a new version of the file, which you have downloaded from the kalmstrom.com Upgrade page. This is the upgrade process: 1. 2. 3. 4. 5.
Deactivate ShareTask from all sites. Deactivate the old ShareTask .wsp file under Site settings >Solutions. Delete the old ShareTask .wsp file. Upload the new ShareTask .wsp file to the Solutions gallery. Activate the new ShareTask .wsp file.
When the .wsp file has been replaced and activated for the site collection, you need to re-activate the site feature on each site where ShareTask is used. Our future plans include a tool for mass-deployment and mass activation of ShareTask.
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UPGRADE THE APP
To update the ShareTask App, you can either check the updates manually or set the device to upgrade automatically. Note that this setting is valid for all apps, not only for ShareTask.
6.1 MANUAL UPGRADE Go to the Store Settings and tap on ‘check for updates’. If updates are available, you will see a notification on your Store Tile.
6.2 AUTOMATIC UPGRADE Go to the Store Settings and turn on ‘Update apps automatically’. Now your ShareTask app will be upgraded automatically when there is a new version.
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REGISTRATION AND TRIAL
When the 30 days evaluation period has expired, the ShareTask Sandbox Solution must be registered to continue working. To register go to the SharePoint Online tasks list and open the LIST tab. Click on the License button in the ShareTask ribbon group.
The registration dialog will be displayed, so that you can register ShareTask with the registration key you have received from kalmstrom.com and an e-mail address with your company domain. (Some organizations prefer to use a separate e-mail address for this registration, to not be dependent on an individual staff member.)
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SUBSCRIPTION
ShareTask is licensed with a subscription, refer to http://www.kalmstrom.com/products/ShareTask/Subscribe.htm
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CONTACT
If you have any kind of problem or questions about ShareTask, there are several ways of contacting us: E-mail
support@kalmstrom.com – Technical issues sales@kalmstrom.com – Subscription and general issues finance@kalmstrom.com – Invoices, payments
Telephone
+46 739 206 106
Within USA: (800) 518-4155
Online chat
www.kalmstrom.com
10 DEACTIVATE AND REMOVE SHARETASK Should the ShareTask Sandboxed Solution not be used anymore, there are two ways to remove it. Deactivate ShareTask on the site: Site Settings >Manage site features. This removes the functionality from the site, but as long as the solution is available in the site collection it may be activated again. Remove the ShareTask WSP file from the root file of the site collection: Site Settings >Solutions. This removes ShareTask from all sites in the site collection, and the solution can no longer be used or activated. To remove the ShareTask App from your device, long tap on the ShareTask icon and then tap Uninstall.
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