This version of the FTF File Utility works with version 2.1 of First Things First. It is not compatible with earlier versions.
<<Please print out the instructions for using this utility below.>>
Note: It is recommended that you only use the FTF File Utility with purchased or registered copies of First Things First 2.1 (not demo copies).
You will need the FTF File Utility if:
1) You use a Powerbook and want to merge things from one FTF file into another -- for example if you have a company agenda file which people can put items into and then get items out of; or if you have a portable and a desk machine and want to easily move items between their agenda files.
2) Export or Import items to/from text-only files -- this can be useful for making an archive of your completed items so you can purge them from FTF to keep your memory usage down, or to write up a report in a word processor.
3) You own SmartAlarms or Alarming Events and you want to move items entered in those programs to FTF without having to type them all in; the FTF File Utility can import items from the current versions of each of these programs directly without you even needing to export them!
First Things First File Utility (tm)
The FTF File Utility (tm) allows you to do the following:
-- Import the contents of Smart Alarms (tm) files to FTF files,
(Note: an FTF file is any file created by the First Things First
INIT, for example, the "My FTF Agenda" file in the Preferences
folder of your System Folder.)
-- Import the contents of Alarming Events (tm) files to FTF files,
-- Merge the contents of two FTF files into one FTF file,
-- Export the contents of FTF files to text files, and
-- Import the contents of text files to FTF files.
Importing a Smart Alarms (tm) or Alarming Events (tm) file is straight-forward: choose the appropriate menu command from the Convert menu and follow the instructions in the dialog boxes. The procedure for merging two FTF files is similar to importing Smart Alarms and Alarming Events files, and the available options are detailed in the next section. The processes of importing and exporting text files are slightly more complicated, and are described in the final sections.
FTF FILE MERGE
To merge files you specify two FTF files, and the contents of the first file will be added to the contents of the second file.
Before selecting "Merge FTF Files" from the Convert menu you should decide how to handle Completed items. If "Include Done Items" under the Convert menu is not checked, any Complete items in the first FTF file will be skipped while merging. Next, you need to consider the possibility that your two FTF files may contain a number of identical items. Two items are identical if they are of the same type (both Reminders or both Things To Do) and have the same text, time, and completed status. If "Ignore Duplicate Items" under the Convert menu is not checked, then the first file's entire contents will be added to the second file.
After selecting "Merge FTF Files...", a dialog box will ask you to specify the first FTF file. A second dialog box will ask you to specify the second FTF file. If an item from the first file belongs to a category which is not present in the second file, then this category will be created in the second file. If the maximum number of categories already exists, then a dialog box will ask in which category you want the overflowing items placed.
TEXT FILES AND WHAT THEY DO FOR YOU:
Text files lack specific formatting instructions. For instance, text files will not have italics, automatically indented paragraphs, or combinations of single and double spacing. Normally, creating a text file is as easy as selecting the Text Only option when Saving a word processing document. If a document is saved as Text Only, those parts of the document which are not text will not appear in the new Text Only document.
Exporting text from an FTF file creates a text only list of Reminders and Things To Do. Exporting an FTF file as text is useful, for example, when you want to include your FTF list in a document such as a productivity report. Also, exporting the contents of an FTF file can be helpful if you want to add your FTF list to another database or reminders system.
Importing a text file to FTF adds items from the text file to your FTF file. Importing a text file to an FTF file is useful if you have agenda items stored in another database or reminder system. Similarly, you may want to add the contents of a word processing document to your FTF file. In order to add the contents of a text file to an FTF file, however, the information in the text file must be organized in a consistent and recognizable form. This form is discussed in the following section.
HOW TO CREATE A TEXT FILE FOR IMPORTING:
Not just any text file can be imported to an FTF file. The text file must have a consistent structure which can then be described to the FTF Importer. If you would like to see an example of a text file which the FTF Importer will accept, export an FTF file as a text file. (See below for specific exporting instructions and options.)
Each line in the text file must describe exactly one item, i.e., one Reminder or one Thing To Do. At the very least, an item's description will consist of it's text. Aside from text, however, each line may also describe any number of the following characteristics: Date, Time, Priority, Completed, and Unscheduled. Each of the item's characteristics must be separated by either a Comma or a Tab. It is important to note that only one separator can be used; you will not be able to use a Comma as the separator sometimes and a Tab as the separator at other times. In order to separate the characteristics of one item from the characteristics of following items, each line must be separated by a Return placed immediately after the item's last characteristic.
The <month> and <day> are both numbers. Be careful: If either of these numbers are invalid, for example in 35/54/92, then the text import will continue but a new and most likely unintended date will be assigned to the item. The <year> is also a number and can be abbreviated. For example, 91 can be substituted for for 1991. If an abbreviation is used, any <year> between 40 and 99 will be interpreted as meaning the 1900's while any <year> between 00 and 39 will be interpreted as being in the 2000's. Note: the Macintosh is limited to the years between 1904 and 2039, inclusive, so items cannot be assigned years outside of this range.
Like the <month> and <day>, invalid numbers can be given for the <hour> and <minute>. Valid numbers will appear in the FTF file, but that time is unlikely to be the one you intended.
Priority 0 indicates the item is a Reminder. Priorities 1, 2, 3, and 4 indicate a Thing To Do with that Priority.
For the Completed and Unscheduled characteristics of items, 1 represents true and 0 represents false. 1 means the item is Completed or Unscheduled and 0 means the item is not Completed or the item is Scheduled. Because Reminders are always scheduled, Unscheduled should only be set to 1 for Unscheduled Things To Do with priority 1, 2, 3, or 4.
Characteristics other than those listed above can be included in the items descriptions, but you will not be able to import them. We now turn to the actual process of importing.
IMPORTING TEXT FILES:
To add the contents of a text file to an FTF file, choose "Import Text" from the Convert menu. The first dialog box will ask you to specify the text file, and the second dialog box will ask you to specify the FTF file. Finally, the FTF Text Importer dialog box will ask you to describe the structure of items in the text file.
In the FTF Text Importer dialog, select the appropriate radio button under "Import as:" to indicate whether Commas or Tabs separate the items in the text file. Use the "Input Category:" pop-up menu to indicate the FTF category in which the text file's items should be placed.
Finally, before clicking Import, you need to arrange the features in the "Read Order:" list so that the list reflects the order in which the items' characteristics appear on each line of the text file. The sequence of characteristics which appear in the "Read Order:" list from top to bottom must match the sequence of characteristics which appear in the text file from left to right.
To remove a characteristic from the "Read Order:" list, select it and click Delete. That characteristic will then appear in the "Read Types:" list. To add a characteristic from the "Read Types:" list to the "Read Order:" list, select it and click Copy. Note: Copy will place the selected characteristic at the end of the "Read Order:" list. A combination of these two procedures will allow you to arrange the "Read Order:" list to reflect the order of characteristics used in the text file.
The (Skip Item) feature in the "Read Types:" list causes the FTF Importer to ignore whatever characteristic occurs in that position. This is necessary when your text file contains characteristics which are not in the "Read Types:" list. You can add (Skip Item) to your "Read Order:" list as often as it is needed.
When the "Read Order:" list reflects the order in which items in the text file are described, click Export. You will be asked to name the text file that is created.
EXPORTING TEXT FILES:
To export an FTF file as a text file, select "Export Text..." from the Convert menu. The first dialog box will ask you to specify which FTF file to use when creating the text file. After an FTF file has been selected, the FTF Text Exporter dialog box will appear.
The FTF Text Exporter dialog box allows you to adjust the structure of FTF items as they are exported to the text file. Under "Export as:" select either Commas or Tabs to separate the characteristics of each FTF item. The end of each item will be indicated by a Return in the text file. Under "Handle Completed Items by:" click one of the three radio buttons to select a method of handling any Completed FTF items.
Each line in the text file will describe one item. Those characteristics of the item which will be included in the description are given in the "Write Order:" list. Each item's characteristics will appear from left to right in the text file according to the order of characteristics shown from top to bottom in the "Write Order:" list. As is the case for Importing text, the possible characteristics are Item Text, Date, Time, Priority, Completed, and Unscheduled.
The "Write Order:" list can be rearranged by using Delete , Copy , and the "Write Types:" list. To remove a characteristic from the "Write Order:" list, select the characteristic and click Delete. That feature will then appear in the "Write Types:" list. To add a characteristic from the "Write Types:" list to the "Write Order:" list, select it and click Copy. Note: New characteristics will be added to the bottom of the "Write Order:" list. Combining the Delete and Copy procedures allows you to arrange the "Read Order:" list in any order.
The (Blank Item) feature in the "Write Types:" list adds nothing, but is useful if you plan to use the text file with another database or reminder system. For instance, another program might require two tabs between each part of an item. You may add as many (Blank Item) features as you need.
FTF File Utility (tm) 2.1 is Copyright 1991-92 Visionary Software, Inc., All Rights Reserved. Visionary may be reached at (503) 246-6200, P.O. Box 69447, Portland OR 97201.
CREDITS:
Programming: Matt Giger & Griff McClellan
with help from Tyler Morrison
Design: Matt Giger, Griff McClellan, Tyler Morrison
