Managing Contacts

Tips for importing URLs

From time to time you might need to insert URLs (web links) into projects or contact profiles. There are two ways to do so:

1. Create a new note, and paste the URL into the note body. Once saved, Pagico will convert the text link into click-able links.

2. Starting from Pagico v5, you can directly drag the URL (from your web browser) into Pagico window. The link will be processed by Pagico, and saved as a bookmark resource. This way it’s visually more elegant, and the URL will appear as a bookmark file item that you can move around and perform various other actions.

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Folding and expanding objects

Note

This article describes features that are only available in Pagico version 5 or later.

To reduce visual clutter, you can fold and expand objects, such as notes, lists, and files.

To fold or expand single objects, please hover your mouse over the designated object and click on the arrow icon located at the left-upper corner of the object.

If you need to expand or fold all the objects in the current view, just click the “Expand All” or “Fold All” buttons located in the toolbar.

This feature is available for projects, contact profiles, and your Inbox.

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Linking files with tasks (and vice versa)

Note

This article involves features that requires Pagico v4 and higher.

In many cases, you might want to attach files to specific tasks (or list items). To do this, you just need to utilize the interlink feature.

Step 1: Create the task (or list item), and import the file(s)

In this example, I’m trying to attach the file (Sample Page.html) to the task (Review page design). Please note that the file does not need to be immediately after the actual task (or list). It could be placed anywhere within the same project (or contact profile).

Step 2: Write an inline link to the file in the task description area

In this case, simply write something like: Look at [Sample Page.html]. You can do the same with text notes, too. Save the current item to see the link.

Syntax for inline linking to files

You can use square brackets to link to files in the same container (project or contact profile) by referring to their names:

[ filename ]


Step 3: Clean up by hiding the actual files (optional)

In most cases, to reduce clutter you might want to hide the actual file items after linking them with tasks or notes. You can actually do this by hovering your mouse onto the file item, and click on the “Hide” button. The file item will be invisible, unless you check the “Show hidden items” checkbox, which is located in the right upper corner of the current project (or contact profile).

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Using the “References” panel

The “References” panel, introduced in Pagico v4.1, is designed to automatically collect and display all the sources who have inline links pointing to the current topic or contact profile.

You may also be interested in how to write inline links.

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Video Tutorial: Interlink Everything

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Video Tutorial: Contact Management

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Click-and-link

Note

The feature described in this article is only available in Pagico v4 or later.

In many cases, you will want to expand a certain concept (task or person’s name, etc) by creating a project (or contact profile) with the same title and link to it. Thankfully, starting from Pagico v4, this action can be really easy: simply select the portion of text, and choose the desired option.

Select the text, hover onto the black icon, and choose the action

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Collections

Note

The feature described in this article requires Pagico v4.0 and higher.

Collections are just like folders, and they can contain topics and contact profiles.

Creating a collection

To create a new collection, simply click on the plus (“+”) button in the lower left corner, then click on the “New Collection” menu item. All the collections are displayed in the “Collections” group in the sidebar.

Editing a collection

To edit (the content of) a collection, please first open that collection by clicking it in the sidebar, and click anywhere near the title of the collection to see the settings panel.

There are two types of collections: static and smart. You can set this up in the settings panel of a collection.

Static Collection

Static collections are just like regular folders, and you can add content to it manually by dragging items from the right list to the left list. You can also re-order the items in the left list, which is the content of the selected collection.

Smart Collection

Smart collections are just like the smart playlists in music players. You can set one or more rules, based on which the content of the collection will be picked automatically.

Live Update?

By default the “Live Update” checkbox is not checked. And this means that Pagico will pick everything based on your criteria, and then switch this collection back into a regular, static collection. Then you can modify and re-order the content manually.

Once it’s checked, the selected collection will always stay as a smart collection, and its content will be updated automatically based on your criteria.

Deleting a collection

To delete a collection, you need to first open the collection, and click the trash icon located in the right upper corner of the collection title area. Deleting a collection does not remove its content. That means topics and profiles within the collection are not deleted when a collection is removed. Also, deleted collections do not show up in the trash bin.

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Moving things among projects and profiles

The destination selection panel, a newly introduced feature since v3.3, allows you to move stuff around, among projects and contact profiles (restrictions apply, see below).

Moving text notes, lists and files

To do so, simply hover on the item you’d like to move, then click on the “Move to…” button to see the destination selection panel. Then check all the desired destinations (an object can be moved to multiple destinations at once!), and click “Confirm” button to start the move process.

Also, you can type in the “Search” text box to filter the result list as you type.

Keeping the original?

In the destination selection panel, you have the choice of keeping the original or not. By checking this checkbox, the original object will not be removed, i.e. making copies.

    Also posted in Managing Projects and Events | Back to Top | 2 User Contributed Notes.

    Inline-Linking everything

    Pagico provides very powerful and flexible linking features, not just the links in the foot notes section, but also inline links. Your everyday work can become a content-rich wiki with internal links to different objects, saving you lots of time navigating among them.

    In order to create links like this, simply use this syntax: [keyword].

    The keyword can be anything, ranging from project title, contact name, or even tag name. Take the image as an example, the real text was [Thomas Anderson], and within the same database there was a contact profile for Thomas Anderson.

    What if you have several projects with the same title?

    In this case, simply use “[project title]” is definitely going to cause problems. So, instead you can use [UID]. UID is the identifier of items stored in the database, and it will never be repetitive. To get the UID for a specific item, simply search for the item (let’s say, a project), and hover your mouse onto the item in the search result. In Pagico, every single item has a UID, and you can use it to create links.

    In this example, you can write “[T00000F4]” for a link to the project named “Telematic Opera”.

    By using UIDs, you can create inline-links to not just projects or contacts, but also any other objects such as text notes, lists, and files, etc.

    Pagico 4+

    In Pagico v4.0 and higher, you can also do a search of the desired contact profile, and drag the profile icon from the search result to the current project/profile to create a link.

    Also starting from Pagico v4.0, the UIDs are nine characters long (instead of eight in Pagico v3.x, as shown in the screenshot above).

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    Inserting files into Contact Profiles

    Inserting files to profiles is very easy. Just open up the profile, then drag and drop the files into the Pagico window. The files will be inserted as an activity with a date of the current day.

    You can also add some notes to the body of the activity.

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    Create new documents in projects and contact profiles

    Pagico has many popular document types built-in, so you can create these documents easily in projects and/or contact profiles..

    To do so, just click the Plus (+) button, and click the “More” menu item. Then you’ll see a list of four different document types.

    Click any one of them will have a blank document of that type created in your current project or contact profile.

    Customizing the list

    You can click the “Customize” link to customize what choices show up in the popup menu.

    To customize, just drag the application type you want to the top row. All items in the first row will be available in the popup menu.

    Can’t find the application you need the most?

    Shoot us an email about it, and we’ll consider adding it to Pagico.

    Also posted in Managing Projects and Events | Back to Top | 5 User Contributed Notes.

    Contact Profiles

    A contact profile is like a history about a person: You can keep track of every important information about this person (or organization) in his profile, such as contact information, follow-up tasks, communication records, meeting notes, and file attachments, etc. And even more, everything is organized in the order of time. So whenever you want to review your relationship with a person, this is the place to do it.

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    Activities

    A sample conversation note

    A sample conversation note

    Note

    This feature is being deprecated since Pagico v4.0. However, you can use text notes with timestamps to achieve a similar goal.

    Activities can be considered as “notes” about a person. You can take meeting notes and save that as an activity with a date of the meeting, or take notes about a conversation over phone call, etc. Basically you write down whatever information you think you might need in the future.

    Please note that activities are not “tasks”. So even if you set an activity with a date in the future, it will not be listed in your schedule flowchart, nor will it be listed in the upcoming tasks section in the sidebar. If you need to set up a follow-up task, please click here.

    Activities can be attached with file attachments. So email messages, PDF faxes or Word documents that you received from the person, can be saved with the activity.

    Also posted in Managing Schedule | Back to Top | 2 User Contributed Notes.

    Inserting Email messages

    There are many ways to insert email messages into projects and contact profiles.

    Inserting “EML” files (Mac-only)

    EML files are email messages exported from Apple Mail. Locate the email message you want to insert in Apple Mail, then drag that message from the message list to your desktop. Apple Mail will create an “EML” file for that message on your desktop. Simply drag that EML file into the desired project (or profile) in Pagico.

    Linking to messages in Apple Mail or Microsoft Outloook is also possible, with some help from 3rd party applications. Learn more about this.

    Inserting “MSG” files (Windows-only)

    MSG files are email messages exported from Microsoft Outlook. The same story as above, just drag that email message from Outlook to your desktop (or export as an MSG file), then drag that file into your project. After inserting, you can open that message by double-clicking the message file in the project.

    Also posted in Managing Projects and Events | Back to Top | 3 User Contributed Notes.

    Associate Topics with Contact Profiles

    It is very often that a project (topics) involves several people (contact profiles). In this case, you can link them together.

    To link a topic with contacts, simply open up that topic, scroll down to the foot notes section, then click on the “Add” link in the “People related to this topic” section.

    You can pick a contact to link with from the contact profile drop-down list, or create a new profile and link with it, by entering the desired name and hit “enter”.

    You can also see all the linked topics from contact profiles, but you can’t link to topics from contact profiles.

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    Export / Print a contact profile as PDF files

    Pagico allows you to export contact profiles as PDF files. In order to do so, just open up the contact profile you’d like to export, click on the “Print” link in the upper right corner of the profile.

    Once you’ve done so, a printer-friendly version of the current contact profile will be created and displayed in a separate window.

    Use the menu command “Edit -> Print as PDF” to save the printer-friendly version to your computer.

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    Data Detector (Deprecated)

    Note

    This feature has been discontinued since Pagico v4.0. It is replaced by a better feature called Click-and-link.

    It’s very easy to write out tasks, dates, or other information in plain text, but not so easy to add them to the right place — re-writing them is definitely boring.

    A recognized task

    Pagico can recognize important information such as tasks (action items) and dates from plain text, so you’re one-click away from adding them as a task into your Pagico.

    Whenever something is recognized by Pagico, they’ll become click-able, and by clicking on it, you can add that information to the proper place, such as, set up a date for a recognized task, or set up an appointment with somebody for a recognized date.

    This feature is available throughout Pagico — text notes and list descriptions in topics, tasks and activities from profiles, or even QuickNotes and MobileNote you sent from your shiny iPhone.

    Just imagine you wrote an action list on the go, and when you’re back, just a few clicks, these words are turned into tasks.

    Tips & Hints for writing tasks

    Just write something like this:

    - Buy milk

    - Call phone service

    …

    or, this would work too:

    1. Buy milk

    2. Call phone service

    …

    Also posted in Capturing Tidbits, Managing Projects and Events | Back to Top | 2 User Contributed Notes.

    Setting up tasks regarding to a specific contact profile

    Creating follow-up tasks for specific contacts is very easy in Pagico. Just open up the contact profile (create one if you need), and type in the task name and due date.

    After typing in the information, just hit “enter” to save it as a task.

    Tasks in contact profiles doesn’t have to have a due date. But only tasks with a due date will be listed in the schedule flowchart, as well as in the "upcoming tasks" section in the sidebar.

    Also posted in Managing Schedule | Back to Top | 1 User Contributed Note.

    Smart Grouping: Organize Contacts in Groups, automatically

    Contact profiles will be grouped automatically, based on their contact information. Pagico constantly process the contact information in the background, so whenever it found a “group-able” contact information, it will try to create a sub-tab under the “People” section in the sidebar.

    People here in the left image are listed under “People -> Position” subtab, because all of them at least has one contact information: “Positiion”. And there are just 2 different values for “Position” in the contact database, so Pagico thinks this item is group-able and created a sub-group for it.

    Tips & Hints

    In order to have sub-tabs, you need to have:

    1) Multiple contact profiles with common contact info items, such as “Position” or “City”, etc.

    2) The values of the common items must not be unique in all these profiles. For example, “Tel” is probably never going to be “group-able”, because everybody is having a different number. In the example above, there are 5 people with “Position” item, but there are only 2 different values for the item: “Marketing” and “Sales”.

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    Entering Contact Info

    Need to take down some contact information for the contact profile? Just write in the contact info box.

    The fun part is Pagico doesn’t restrict you on what you type. It’s not like ordinary address book application which only provides you with limited categories to write. Instead, write whatever you want. After entering the info, just hit “enter” to save it.

    For example, “tel:123-4567″, or “position: sales”, or even “favorite food:pasta”.

    But Pagico doesn’t only save the information in the database, but also providing you with great classification feature based on the information. Learn more about the Auto-Grouping feature.

    Tips & Hints

    The information you entered before will be displayed as buttons right under the input box for your quick choice — you can still write new ones, or use old ones by clicking on one of them.

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    Import contacts from Address Book

    Pagico accepts vCard files, which is an industry standard file format for contact information. For mac users, you can get vCard files for certain contacts by dragging them from your Address Book to your desktop.

    To import vCard files as contacts, simply navigate to the “People” section by clicking it in the sidebar, then drag and drop the vCard files into the Pagico window.

    Once imported, you’ll be able to see those contacts in the contacts list.

    Tips & Hints

    Make sure you’re in the contact list before dragging in the vCard files. If you’re in a topic, then the vCard file will be added as a file attachment.

    If you’re in a contact profile, Pagico will replace the contact information in the current profile with the vCard file you just dragged in.

    A vCard file can contain multiple person’s contact information. So when you’re dragging out a group of people from the Address Book, you may only see one vCard file generated on your desktop.

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    Creating a new contact profile

    To create a new contact profile, simply click the “People” section in the sidebar, then write the person’s name (or organization name) in the “Add a new contact” input textbox, and hit “enter” to create the profile.

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