Priority Matrix User ManualFor Windows

Basic Overview 1-5

Intro 1

Layout 2

Four quadrant method 3-4

Create a new project 4-5

Create a new task 6

Task details 7

Moving an Item 7

Customize Your Project 8-11

Update quadrants 8-9

Create custom templates 9-10

Create project from custom template 11

Team Collaboration Features 12-14

Add a teammate to your project 12

Assign a task to a team member 13

Conversation box 13

Add followers 14

Read Only View 14

Prioritization 15-17

Item icon 15

Table of Contents

Master list 15-16

Gantt chart 16-17

Project and Task Organization 17-20

Project tags 17

Archive project 18

Item tags 18

Search bar 18-19

Hide avatars 19

Sorting projects 20

Sorting and filtering tasks 20

Status updates/Notifications 21-23

Attention needed number 21

Home screen 21

Reminder 22

How to update email notification settings 22

News feed 22

Conversation box history 23

Productivity Insight Reports 23

Integrations 24-25

Calendar 24

Email integrations 25

Introduction

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Priority Matrix allows you to better harness your efforts, turning your linear action items into visual priorities. On your own, this helps you determine where to spend your time in order to get the best results. When using Priority Matrix in a team, the program helps you visualize, attack and communicate around these priorities, in real time.

In this user guide, you can find all the information you need about Priority Matrix for Windows.

Results: • Decreased fire-fighting- shift from reactive to proactive • Increased accountability and visibility and better need-to-know tracking • Crucial conversations/ actions happened in time

Installation

To download the windows app, go to https://sync.appfluence.com/manage/downloads/.

If operating Windows 7 or older, download “Windows 32 bit.”

If operating Windows 10, go ahead and download “Windows.”

Basic OverviewLayoutThe Priority Matrix Dashboard is composed of four panels:

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1 2 3 41. High-level view (Project List, Advanced Views)2. Core View (Project View)3. Details (Project and Item)4. Feed

You can open and close panels 1, 3 and 4 with these buttons

Basic OverviewFour Quadrant Method

Use the pre-made templates to get started:

Can wait but should be scheduled

The four quadrant method allows you to organize your tasks based off of what needs to be done now, what can wait, and what tasks should be delegated:

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Needs to be done now

Delegate De-prioritize

You can always change the template after creating the project:

Click

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Create a new project1. Select the blue plus icon on the left hand side where it says “projects”2. Select “new project”

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3. Title your project

4. Invite team mates now

5. Choose your template

6. Choose a color for your project

7. Add a project tag

8. Add a start and end date

9. Add notes

10. Select “create”9

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You have the option to navigate through three slides to customize your project or do this later, skipping to Step 10, “create” right away:

Create a new taskDouble click inside any quadrant and start typing:

Task detailsClick on the task to open the item details on the right hand side

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1. Update the progress of the item2. Add effort3. Set your due/start dates4. Add a custom icon5. Chat with your team in the conversation box

6. Add notes7. Attach files8. Use conversation box commands to update the status of the item

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*Double-Click* *type*

Moving an ItemMove a task from one quadrant to another by dragging and dropping the task

Move a task to another project by dragging the task and hovering over the project. Then, move the task into the quadrant and drop it into the desired quadrant.

You can move an item from your Priority Matrix Inbox in the exact same way.

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Update quadrantsChange the quadrant colors by clicking the small colored box in the corner of each quadrant:

Customize Your Project

Change the quadrant names clicking on the title, highlighting the title at the top and typing:

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Drag the middle icon to empathize one quadrant:

Create custom templatesCreate a project and add tasks or leave it blank. Either way, the template will be saved exactly as you create it:

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Right click on the project in the project list on the left and select “save as template.” If you set due dates in the tasks they will be updated with the current time frame.

You will then name and save your template exactly the way you wish:

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Create project from custom templateSelect the blue plus icon on the left hand side, as you would to create a new project. Select “New project from template:”

1. select the template you would like to open2. Click on “New from Selected”

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Add a teammate to your projectSelect the project on the left hand side in your project list. Then, right click the project and select “invite to project”:

Or:1. Move to the right hand side into the project details2. Select the plus icon3. Choose the teammates you would like to share the project with. (You can also type the email of the user you would like to invite).

Team Collaboration Features

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Assign a task to a team member1. Select the item and click the avatar (photo of user) in the item2. Delegate the item to a new user from the list of team members by clicking on the user you want the item to be assigned too

Conversation boxUse this as a direct messenger to communicate inside Priority Matrix. Anybody involved in the project will see this new chat and can reply. A real time history is kept in the conversation box to track who made any changes and when they were made. See page 4 on commands to update the item status.

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Hit enter to send comment.

Add followers1. Go to the item details panel2. Add a follower to the item by selecting “Invite”This user will receive direct updates about this item

Read Only ViewShare a project with a non-Priority Matrix subscriber allowing them to view (not edit).Right click on the project in the project list and select “ share project in read-only mode.” The link will be copied to your clip board, for you to share with clients etc..

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Prioritization

Item IconAdd an icon to the task by clicking the “add icon” option. Use icons to clearly mark which items are the highest priority. Icons can also show what the item

is about. Ex: use the mail icon for an email:

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Master listProvides a condensed view of all of your projects 1. Choose which items you want to see

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2. Use filters to drill down on the most relevant items

Gantt chartUtilize a date-driven visual layout of your projects 1. Expand your projects to see the items within each project

2. Select an item to update the item details from inside the Gantt chart3. View items grouped by quadrants or show all items together

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Project and Task OrganizationProject TagsUse project tags to group projects together and filter out the rest1. Add project tags on the right hand side in the project details2. Filter with the project tag on the left hand side directly above your project list

Archive projectAdd the project tag“archived” and the project will be archived and removed from your view. To find an archived project, filter your projects with this tag.

Item tagsApply item tags to group items across all projects that relate to each other. Add item tags in the item detail section.

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Search bar:Use the search bar in the top right corner to look for specific items based off of 1. key word, 2. timeline 3. Item tags, and more:

Before:

After:

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Hide avatarsIf you do not want to see the avatars, hide them. Go to “view,” Unselect “show avatars in items”:

Options:AlphabeticalColor SortingManualLast updated

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Sorting and Filtering tasksSort the tasks inside your quadrants. Choose your options from the filter on the top right:

Sorting projectsSort your projects depending how you want them listed in your project list:

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Status updates/Notifications

Attention Needed NumberYou will see red number at the top left when:• When a change is made to an item

you follow (comment made, file added, etc...)

• When a task deadline has passed • When a task is “starred” as important

Home ScreenBy clicking on the red numbers, you will be taken to the home screen to see the details:

• The type of changes made

• By whom

• When changes were made

Item Name

Item Name

Item Name

Item Name

Item Name

Item Name

Item Name

Item Name

Item Name

Item Name

Item Name

If you select an item, the details will show on the right. Items that have not yet been selected will be bold

ReminderWhen a reminder is set for an item you will receive a push notification (computer alerts) briefly at the top right of your Priority Matrix. You can also set up email notifications for reminders.

How to update email notification settingsFollow this link: https://sync.appfluence.com/accounts/unsubscribe/ You will receive an email notification for various updates in Priority Matrix depending on how you setup these notifications.

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News feedUse the icon in the top right corner of the item details panel to open thenews feed. Receive real time news feed updates whenever anything is changed inPriority Matrix. Choose if you want to see items in all projects, only followed items, or items in the project you currently have open.

Click on an item in the news feed to be redirected to the item

Conversation box historyIf you ever need to see the date, time, or who updated the item, the conversation box will track those change:

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Productivity Insight ReportsHave a full report of everything worked on in your Priority Matrix. Use the reports to see what everybody on your team is working on, and where they are spending their time. Click on each report to drill down:

Check out this article to learn more about our Productivity Insight Reports: https://appfluence.com/help/article/priority-matrix- productivity-insight-reports/

IntegrationsCalendarOur calendar integration updates your outside calendar as you make changes to tasks with due dates. update tasks. Depending on which calendar you use, the second part of the set up will be different. As a first step, in your Priority Matrix, got to “Data” at the top of the program and Select “Subscribe your Calendars”:

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A box will open up where you will be able to select your linking preferences, etc:

Learn more more about your integration options here: https://appfluence.com/help/article/integrate-priority-matrix-calendar-with-your-calendar/

Email integrationsOur Email integration allows you to important an email as a Priority Matrix task. Then you can looking prioritize it along with everything else in your Priority Matrix. The subject of the email will be the title of the imported item and the body of the email will be in the notes section of the item:

You can set up your email integrations several ways: • Automatically forward emails from your email client into Priority Matrix • Drag and drop emails from outside email client into Priority Matrix • Use your secret inbox address to forward emails into your PM inbox • Use the Google Chrome/ Outlook Extension to forward emails

You can easily navigate back to your email in your client inbox by double-clicking on the email item in Priority Matrix.

Learn about set up for each email client here: https://appfluence.com/help/article/integrate-priority-matrix-email/

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