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Summer 2009 PIM roll-call

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Posted by Gorski
Aug 2, 2009 at 02:30 PM


UltraEdit for day-to-day note taking, writing, to do lists. Considering buying emEditor because I really like it’s outline plug-in, which lets you create nested outlines from a text file and easily move nodes up and down.

Firefox add-ons Shelve and UnMHT for dumping online articles and Web pages to disk.

UltraRecall for organizing documents, notes, PDFs, email, etc. for projects.

Outlook (work) and Gmail (personal) for email.

Archivarius for desktop search.

Clipmate for the occassional heavy-duty cutting and pasting.

Keeping an eye on upcoming versions Zoot and OneNote, which I’ve used in the past.


Posted by Jan Rifkinson
Aug 3, 2009 at 03:00 PM


shatteredmindofbob wrote:
>I was reading through the November 2008 thread where folks were listing off what they
>were using and for what purpose and learnt about a few new programs.

Thunderbird - Email
InfoQube - everything else: writing, project planning, clipping, ToDo;s, Diary, Calendaring, research

Life is simple.

Jan Rifkinson
Ridgefield CT USA


Posted by Jack Crawford
Aug 4, 2009 at 08:46 AM


Jan Rifkinson wrote:

>InfoQube - everything else: writing,
>project planning, clipping, ToDo;s, Diary, Calendaring, research
> >Life is simple.
Hello Jan

Would you care to say a little more on how you are using InfoQube - especially your writing and task management workflows?  Are you storing everything inside IQ as well?

Like many here, I am attracted to the notion of using only one app for most PIM needs.  I’m interested in InfoQube (I have a licence) but am not prepared to commit my dynamic knowledge base to it just yet.





Posted by Jan Rifkinson
Aug 4, 2009 at 03:03 PM


Jack Crawford wrote:
> >Would you care to say a little more on how you are using InfoQube -
>especially your writing and task management workflows?  Are you storing everything inside IQ as well?

- I create a project folder name & a boolean (y/N) field w the same name
- I create a grid with the project name as it’s source of all data (this automatically collects all the data that is identified with the boolean y/n field of the same name)
- I use IQ’s excellent clipper to import research as I find it. IQ faithfully reproduce web data including graphics very easily in MHT or HTML formats except when the data is hidden behind passwords as in HTTPS sites. Then a different procedure can be used.) I tend to favor MHT because it keeps all the data in one place—yes, within IQ
- If I get a random idea, I can quickly jump to my journal, make a note & tag it with the project name field
- I re-arrange (drag/drop) research items & notes into some kind of pre-lim order. From there I can either print outline to html (children are collapsable) or join items in the outline, etc.
- I create a sub-folder called Drafts - Project NAME
- I create a new sub-item called draft 1, etc

So my writing project grid may look something like this:
Project Name                                               Due Date           Publication         # Words       DoneDate
  clipping # 1
  clipping # 2
  note # 1
  note # 2
  DRAFT Folder
  draft # 1                                                                                         325 words
  draft # 2                                                                                         300 words
  FINAL                                                                                           298 words     done date
With this grid I can easily
change the order of columns (drag / drop) (or hide them all)
change the order of the clippings / notes (drag / drop)
edit the clippings in MHT or HTML
edit the notes in either MHT or HTML
Join some of the items together
clip / drop from note or clipping to draft etc.
write in html or MHT window
I can easily arrange it just to have a full screen to work with while I write

When I’m finished I can email it directly out of IQ. I can then mark the project name (parent done) In my case this changes the color of the font to grey & adds a done date. I can then archive the project, leave it, export it as a separate IQ file & delete it in the main dB or leave it alone.

BTW, I also created a form in which contains the following fields
Publication date:
Due date:
# of words
Done date:

I can also mark any item as priority, pending, follow up, etc so if
I’ve got a call into a source but waiting for them to call back, it can be listed as pending with telephone # & any notes

Import email w one click / enter / add / clip an item by any means in any grid & mark it as a task, pending, followup or whatever name you want to give it. Give it a due date or priority color or font style, i.e. bold, etc. inject a color into the background to attract your attention for different priorities. Example: red= important, Yellow = pending, Green = ready to go, Grey = done.

The choices are pretty much endless.

Jack, there’s much I’ve left out. But I hope / think I’ve provided enough info so you can see that your choices of how to organize data in InfoQube is probably limited only by your imagination. It is completely flexible. It is also completely stable. Getting data into the program couldn’t be simpler. It’s fast & accurate. There are extensions available both for Firefox & Thunderbird. There is also an outlook style calendar available in the program. It can be used now w reminders, recurring dates, etc. The data shows up in the grids but currently you cannot upgrade the calendar from the grid. This is coming as the developer knows this is a priority for many users.

The manual as such has been written by users so it is more user friendly than many manuals written by devleopers, i.e. it is less techie & more user friendly since, by definition, it is written from a user’s POV.

Being so flexible is like working w a 2 edged blade. You can do anything with it but you have to learn how to do it & that may take a little longer. There are some quirks to the program (some expected, some un-expected) but by and large—IMO—and I have used a lot of this type of program going all the way back to Lotus Agenda—once you understand a few building blocks & how they interact, the rest of it falls into place.

For a # of months I kept 2 programs going simultaneously so I could see how to organize what I was doing in program 1 with program 2.

For a while I was using Ultra Recall which is a fine program but since the developers announced they were ceasing further development except for compatibility issues & bugs, I moved on. Recently they released a version 4 which is not really a major upgrade IMO. Nevertheless, it is out there & worth a look.

However—again IMO—when IQ V.1 is released, it will probably have more going for it than many other programs of this ilk (including UltraRecall).

No, I have no commercial interest in IQ. Yes, I’ve had unpleasant experiences with the UR developers who expelled me from their forum for insisting on clarification about their development plans but that has not colored my feeling about IQ. What I’ve posted here is my honest appraisal. Others many disagree & that’s fine. I think a lot of which program one chooses depends on the use one has for it. Like you, I want to dump everything in one place & then organize it for different uses. IQ does this for me in spades. UltraRecall does a fine job of it too, is slicker in many ways but I don’t believe it has as open an architecture as IQ which is my preference anyway.  And, to date, it does not have the development commitment that IQ has.

Up and coming is Zoot 6 which according to Tom Davis will be out in a few months. It will have a lot of the elements that many in zootland wanted including RTF. I have dipped in and out of Zoot from V.1 & will license 6 when it comes out but I suspect my heart & my data willl still belong to IQ @ the end of the day.


Jan Rifkinson
Ridgefield CT USA


Posted by Alexander Deliyannis
Aug 4, 2009 at 04:37 PM



many many thanks for this presentation; I’ve been trying for some time to get to grips with IQ (though I admit that the time I have devoted has been off and on) and what you just wrote summarises most of the needed concepts for a beginner and/or evaluator. I would suggest that Pierre Paul points to your post as an initial resource.

The program’s flexibility and learning curve go hand-in-hand, much like in Zoot, a program that I have only used to the minimum of its potential.



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