Creating To Do Lists In WordPress

Time is always in short supply, especially if you run a hectic business or manage other people.

There is just so much work to do and things to remember. You have so many deadlines to meet, urgent tasks to complete, meetings to attend, fires to put out, calls and appointments to make, commitments to keep and so on. The “doing” never ends.

Now … on top of all this, add the extra dimension of promoting and growing your business online and keeping your website updated with new content and things can start to become unmanageable and overwhelming.

Whether you run a business, website, blog, or manage a project, it’s important to be able to organize and prioritize your activities, monitor your progress, and, if necessary, assign tasks to other people effectively.

One ”tried and true” method that can help you save time, create a sense of order and manageability, and allow you to take control is to use a “to-do” list.

To Do Lists – Benefits

A “to-do” list can help you track your progress when trying to complete tasks. Your to-do list can be very detailed or specific, or just serve as a reminder of what needs to be done today, tomorrow, this week, this month, etc.

Here are some of the benefits of using to-do lists:

To-Do Lists Help You Keep Things Organized

Having to do lists help you create order, stay organized and reach your goals faster.

Strategize

By creating and organizing a to do list, you can see the larger picture and formulate a strategy to get everything completed efficiently.

Document Your Work

To-do lists allow you to retain documented logs of what you have done. This can be used to provide evidence of work to employers or clients, or just as a way of helping you assess your own productivity and efficiency.

Eliminate Stress

Stress can result from feeling overwhelmed by so much to do and very little time to do it in. Using to do lists let you work on important items that need to get done immediately, and push out non-urgent items that can be worked on later. This can help you stress less.

Collaborate Better With Others

Using to-do lists and other project management tools is essential for getting other people involved on some of your larger or more complex projects.

As you can see, there are many benefits to using a to do list, both in business and in your personal life. Create a list, prioritize your list items and work things systematically and productivity and efficiency in your business is sure to increase.

Let’s turn now to using to do lists on your website or blog. More specifically, adding a to-do list to WordPress.

In this tutorial you are going to learn how to create a to-do list in WordPress to improve business efficiency and productivity using a customizable, multi-featured to-do list WordPress plugin called Cleverness To-Do List.

Cleverness To Do List

Download The Cleverness To-Do List Plugin

http://wordpress.org/plugins/cleverness-to-do-list/

Description

This plugin lets you easily add a customizable to do list to WordPress.

Plugin Features

Note: the features described below will be discussed in more detail in the tutorial section.

You can set up the plugin to assign private to do lists for each user, to have all users share a to-do list, or to have a master list with individual completion of items.

The shared to-do list option provides different settings. You can assign to-do items to specific users (this includes emailing a new to-do item to assigned users) and optionally to have assigned items only viewable by that user. You can also assign different permission levels to different users based on user roles. There are also settings to enable the display of deadline and progress fields. Category support is also included as front-end administration.

A new menu item is added to the backend to help you manage your list and your to-do list can also be displayed on the dashboard widget.

A sidebar widget is also available as short code to display the to-do list items on your site. There are two short codes for front-end list administration. Management of categories is accessed via the back-end.

If you plan to set up a multi-author site you can use this plugin to create custom to do lists for your post editors if you also install the developer’s premium plugin, Post Planner.

Installing The Cleverness To-Do List Plugin

In your WordPress dashboard area, go to the menu and select Plugins > Add New …

In the Install Plugins screen, type in “cleverness” into the search field and click Enter …

Locate the entry in the Search Results section and click Install Now …

Activate the plugin …

Note: You can also activate this plugin in the Plugins area …

After the plugin has been activated, click on Settings …

Note: The plugin’s ‘Settings’ section can also be accessed by selecting To-Do List > Settings from the dashboard menu …

This brings you to the plugin ‘Settings’ page …

The section below shows you how to go through the plugin setup process …

Configuring The Plugin

The Settings screen is divided into four sections:

• To-Do List Settings – The options in this tab let you specify the main plugin settings.
• Advanced Settings – The options in this tab let you customize to-do lists, assign tasks to other users and perform database maintenance tasks.
• User Permissions – The options in this area let you set up user permissions and capabilities for Group and Master List types.
• Import/Export – The options in this area let you import and export to-do list data and plugin settings.

Let’s now go through each of these sections.

To-Do List Settings

To-Do List Categories

Select ‘Enabled’ to organize lists into categories, otherwise leave this option set to ‘Disabled’.

Note: If you enable this option, a ‘Categories’ item is added to the To-Do List plugin menu …

This lets you add categories to your lists (see ‘Plugin Usage’ section further below for more details) …

You can create ‘public’ and ‘private’ categories for your to-do lists.

Private categories are not visible using sidebar widgets or shortcodes (only when ‘Sort Order’ is set to ‘Category’)

List View

List View allows you to choose how to-do lists will be viewed. You can select 3 types of list views:

• Individual – Selecting this option lets users create and manage their own private to-do list.
• Group – Select this option if you want all users to share the same to-do list.
• Master – This option allows you to have one master list for all users, where users have their own individual completion of items. If using the ‘Master’ list view, make sure to configure the User Permissions appropriately in the ‘User Permissions’ tab (this is covered further below).

Sort Order

‘Sort Order’ lets you specify how your to-do list items will be sorted.

If you choose Category, Alphabetical or ID, Category, ID or Alphabetical options, items will be sorted first by priority.

Show Added By

Enabling this option lets you display which of your members has added an item to the to-do list.

Note: This setting only applies if ‘List View’ is set to ‘Group’.

Show Date Completed

If this option is enabled, completion dates will display for your to-do items.

Show Deadline

Enabling this option lets you specify deadlines for your to-do items …

Show Progress

Enabling this option (‘Yes’) lets you specify task progress indicators for your to-do items …

Show Admin Bar Menu

If this option is enabled (‘Yes’), the ‘To-Do List’ menu displays in your WordPress Dashboard Admin bar …

Use WYSIWYG Editor

This menu option lets you add and edit items on your to-do list using the WordPress WYSIWYG Editor …

Use Auto Paragraphs

Enable this option (‘Yes’) to display content in your to-do list items using paragraphs.

Integrate with Post Planner

If you plan to run a multi-author site or blog, you can integrate the Cleverness To-Do List plugin with a plugin called WordPress Post Planner, from the same developer that provides you with a complete WordPress editorial solution …

Go here to learn more about using this plugin: WordPress Post Planner

After you have configured your plugin options, remember to click the ‘Save Changes’ button …

Advanced Settings

After configuring the settings in the To-Do List Settings tab, click on the ‘Advanced Settings’ tab …

This brings you to the plugin’s ‘Advanced Settings’ section …

This section lets you customize your To Do lists, assign to-do tasks to other users and perform plugin database maintenance.

Let’s go through how to configure the plugin’s ‘Advanced Settings’ section …

To-Do List Advanced Settings > Customize The To-Do List

This section of the ‘Advanced Settings’ tab lets you customize your To Do List …

The following settings can be configured in this section:

Date Format

This section lets you specify how to display dates in your to-do list (e.g. month/day/year, day/month/year, etc.)

Note: To learn more about formatting dates in WordPress, see the relevant section of the WordPress Codex below:

WordPress Codex – Formatting Date And Time

Priority Labels

Here you can customize your labels for prioritizing important, middle (normal) and lowest (low) items …

Items given the highest (important) priority display in red in your lists and low priority items display in a lighter shade of grey …

Show To-Do Item ID

If enabled, item IDs appear on the to-do list …

Show Date To-Do Was Added

Enabling this option (‘Yes’) will display the date your items table was added …

To-Do List Advanced Settings > Assign To-Do Items Settings

If you have chosen ‘Group’ or ‘Master’ View for your to-do list, you can configure the settings in this area and assign to-do items to other users …

The following options can be configured in this section:

Assign To-Do Items to Users

If this option is enabled, you can assign tasks to other users …

Note: This set this option to ‘Yes’ for the settings below it to work.

Show a User Only the To-Do Items Assigned to Them

Enable this option (‘Yes’) to display items only to users who have been specifically assigned those items. Leave this option disabled to display to-do items to all users.

User Roles to Show

Check the boxes in this area Contributor to display the type of users that can be assigned items. Leave the check box unticked for any roles that you do not want to assign to-do items.

Email Assigned To-Do Items to User

When you enable this option, WordPress will automatically send an email to users with their assigned to-do items …

Leave this option disabled if you don’t want to send out emails to users.

Note: If this option is disabled, you can skip the remaining settings in this section.

Add Category to Subject

If you have enabled categories in your plugin settings and select ‘Yes’ for this option, the to-do category will display on the subject of your emails …

Leave this option disabled (‘No’) if you don’t want categories to appear the subject of your emails.

Leave this option disabled if you don’t want to display to-do categories in the subject of your emails.

Show Who Assigned the To-Do Item in Email

Enabling this option lets you display the user who assigned the to-do item in the email. This is a useful option if you have a number of project managers assigning to-do items to users …

From Field for Emails Sent to User

This field allows you to customize the “From” field when sending out emails. Add the name of your company, your domain, your name, or anything you like into this field …

From Email

Add the email address that you would like showing as the “sent from” email address …

Subject Field for Emails Sent to User

Add a subject field for the email that will be automatically sent out to users when a new item has been assigned in your to-do list …

Text in Emails Sent to User

Add the body of the email message that will be sent out automatically to users when a new item has been assigned to your to-do list.

To-Do List Advanced Settings > Database Cleanup

This section lets you carry out database maintenance tasks related to plugin data directly from your plugin settings area without having to access your web server …

This function is useful if, for example, you notice that todo items you have deleted are still showing up on your site.

You can perform the following tasks in this section:

• Delete Tables – Delete any custom database tables that you no longer use.
• Delete All To-Do Items – Erase all of your to-do items.

Any actions that you perform on your database from this screen cannot be reversed. If you are sure that you want to carry out database maintenance in this section, then make sure to backup your WP database first.

If you don’t want to perform your own backups, then consider using professional WordPress help services, or use a backup plugin. Learn about a great WordPress backup plugin that can automate your backup process here:

• Back Up, Clone And Keep Your WP Website Protected With Backup Creator Plugin For WP

User Permissions

This section lets you configure user permissions and capabilities for Group or Master List types …

If you choose the Individual List type, the only configurable option that applies in this section is the View To-Do List permission …

If you plan to configure user permissions and capabilities for Group and Master List types, select the highest level capabilities that you would like users to have access to for each option …

The default general capabilities of each user role are set as follows:

• Subscribers: Read
• Contributors: Edit Posts
• Authors: Publish Posts
• Editors: Edit Others Posts
• Administrators: Manage Options

Note: When using the Master list type non-administrators should only be permitted to view and complete items, otherwise they will have the ability to edit the Master list.

Below is a description of the settings for this section:

View To-Do List

Here you can allow the selected capability to view items in the dashboard widget and on the To-Do List page under the ‘Tools’ section.

Complete To-Do Item Capability

Here you can enable the selected capability to mark to-do items as completed or not completed.

Add To-Do Item Capability

Here you can permit the chosen capability to add new items.

Edit To-Do Item Capability

Here you can permit the chosen capability to modify existing items.

Assign To-Do Item Capability

Here you can permit the selected capability to delegate items to individual users.

View All Assigned Tasks Capability

Here you can permit the chosen capability to view all tasks even if “Show Each User Only Their Assigned Tasks” is set to ‘Yes’.

Delete To-Do Item Capability

Here you can permit the chosen capability to delete individual items.

Delete All To-Do Items Capability

This setting allows the chosen capability to purge all the completed items.

Add Categories Capability

Here you can permit the selected capability to add new categories.

Import/Export

The ability to import and export to-do list data can be useful. For example, you may need to transfer data from one website to another, or store your data for backup or reporting purposes.

To access this function, click on the ‘Import/Export’ tab in your plugin settings section …

Use this section to import and export your list and plugin settings …

Exporting To-Do List Data

You can export and download your list data settings by clicking on the ‘Download Export File’ …

This will open up a window allowing you to download and save your data in plain text format to an internal or external storage device …

As well as exporting data from the ‘Import/Export’ section, you can also export data by going to your WordPress main menu and selecting Tools > Export …

You can include to-do list data in a WordPress export file (in XML format), either by checking ‘All content’ (includes everything – posts, pages, etc…), or just select ‘To-Do’ from the ‘Choose what to export’ section and click the ‘Download Export File’ button to save your file to an internal or external hard drive…

Importing To-Do List Data

Importing a list data file is easy. Just click on the ‘Browse’ button next to the ‘Choose File to Import’ field …

Select the file and click ‘Open’ …

After your data file has been uploaded in your settings area, click the ‘Import Settings’ button …

The data from the existing to-do file will be imported.

Now that you have configured all plugin settings, you can start creating and editing to-do lists.

How To Use Cleverness To-Do List

To create a new to do list, log into your WordPress dashboard, then go to the menu and select To-Do List > To-Do List …

This brings you to the ‘To-Do List’ page …

Adding New To Do Items To Your List

There are several ways to add new items to your to-do list.

For example, you can add new to-do items from your admin bar …

You can also add new to-do items inside the ‘To-Do List’ dashboard section by clicking on the ‘Add To-Do item’ link …

You can also click on the ‘Add New Item’ link in the ‘To-Do Items’ section (note: only use this option if your To Do list contains many items, since the link is only going to send you to the “Add New To-Do Item” section further down the page) …

All the above methods will take you to the ‘Add New To-Do Item’ section.

Depending on how you have set up your plugin, some options may not display when adding new items to your to-do list.

Select the options you have enabled for your to-do items, enter appropriate values and information into the relevant fields and click on the ‘Submit To-Do Item’ button to add the new to-do item …

Note: If you are using a list type that allows you to assign tasks to users, select a user from the drop-down list and assign them the item …

You can also assign multiple users to the same item (click on ‘x’ to remove users) …

Once After adding a new item, the item will be listed as an entry in the ‘To-Do Items’ table …

Repeat the above process to continue adding items to your to-do list …

Editing And Removing To Do Items From Your List

To edit or delete an item, click on the ‘Edit’ or ‘Delete’ buttons next to each item under the ‘Action’ column …

Depending on your plugin configuration settings (discussed earlier), users assigned to tasks may also receive email notifications …

Once you have created your to do list, users can view it inside their user dashboard …

When users assigned with completing an item tick the item check box …

… the item no longer appears in the “To-Do” list …

And gets listed the ‘Completed Items’ table located in the main screen of the ‘To-Do List’ plugin …

Additional Plugin Information

The Cleverness To-Do List plugin offers additional functions that let you display a to-do list on your site using widgets, and insert a list into content inside a page or post using shortcodes.

Using The Cleverness Plugin Widget

To add a to-do list to your site using widgets, go to the ‘Widgets’ page (Appearance > Widgets) and drag the ‘To-Do List’ widget to the menu location where you want your list to appear …

Configure the widget settings and click ’Save’ …

Your list will display wherever the widget was placed (e.g. the sidebar menu, footer, etc.)

To learn more about how to use WordPress widgets, see the tutorial below:

• Using Widgets In WordPress

Plugin Shortcodes

Cleverness To-Do List also lets you create lists on your site by inserting shortcodes into your content.

To access the documentation on using short codes, click on To-Do List > To-Do List from your dashboard menu …

Click the ‘Help’ tab on the top right hand corner of your screen …

Click on the ‘Shortcodes’ menu to access the Shortcode Documentation section …

This section explains different ways to configure and use short codes to display lists on your content.

Once you know what information you would like to add to your site, create a new page or post and either type or paste the shortcode into the content area …

After publishing your page or post, you will see the list displayed where you have inserted the short code …

Visit the plugin website here for more details about this plugin:

• Cleverness To-Do List WordPress Plugin

Congratulations! Now you know how to create and add a to-do list in WordPress.

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