Creating A To Do List In WordPress

If you are a busy person trying to run a business or manage a team, there never seems to be enough hours in the day to get everything done.

There is just so much work to do and things to remember. You have deadlines to meet, tasks to complete, meetings to attend, fires to put out, deliveries to make, schedules to keep and so on. The “doing” never stops.

Now … add the extra dimension of promoting and growing your business online and keeping your website or blog updated with new content and everything can suddenly begin to feel unmanageable and out of control.

Whether you are running a business, website, blog, or managing a team, you need to be able to organize and prioritize your daily activities, keep track of your progress and daily accomplishments, and, if necessary, delegate tasks to members of your team or staff efficiently.

A ”tried and true” method that can help you save time, reduce stressful workloads, and allow you to take control is to use “to-do” lists.

To Do Lists – Benefits

A “to do” list can help you track your progress as you to get tasks completed. Your to do list can be detailed and very specific, or just serve as a reminder of tasks that need doing today, tomorrow, next week, next month, etc.

Here are just a few of the many benefits of using to do lists:

Clearer Thinking

Writing to-do lists means you won’t have to keep remembering stuff or store information inside your brain. Once tasks are jotted down on a to-do list, your brain is free to process information and you can focus on other areas that could be more important.

Strategize

Creating and organizing to-do lists helps you break down larger projects into more doable tasks and come up with a strategy for getting everything done efficiently.

Document Your Work

To-do lists let you keep documented logs of what has been done. You can use this as evidence of work to clients or employers, or just as a way of helping you assess your own productivity and efficiency.

Ensures Accountability

Without accountability there’s no commitment to getting things completed, and no motivation to take meaningful action. Lack of accountability can also let excuses creep in and take over your work day.

Collaboration

Creating to-do lists and other project management tools is essential for collaborating with other people on some of your larger or more complex projects.

As you can see, there are many benefits to using to-do lists, both in business and in your personal life. Creating a to-do list, prioritizing tasks and working systematically improves productivity and efficiency in your business.

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

In this step-by-step tutorial we are going to show you how to easily add a to do list to WordPress to improve business efficiency and productivity using a great little plugin called Cleverness To-Do List.

Cleverness To-Do List

Download The Plugin

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

Plugin Description

This WordPress plugin lets you easily add customizable to-do lists to a WordPress site.

Cleverness To-Do List Plugin Features

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

You can set up Cleverness To-Do List 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 item completions.

The shared to-do list includes a number of settings. You can assign to do items to specific users (this includes a setting to email new to do items to the assigned user) and optionally to have those items only viewable by that user. You can also assign different permission levels using capabilities. There are also settings to display deadline and progress fields. Category support is included as well as front-end administration.

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

A sidebar widget is available as well as short code to display the to-do list items on your blog. There are 2 short codes for front-end list administration. Management of categories is accessed via the back-end.

If you plan to run a multi-author blog you can use this to-do lists plugin to create custom to do lists for your post editors if you also install the Post Planner plugin for WordPress.

Plugin Installation

In your site’s dashboard, select Plugins > Add New …

In the Install Plugins section, type in “cleverness” into the search field and hit Enter on your keyboard …

Locate the Cleverness To-Do List plugin in the Search Results area and click Install Now …

Click “Activate Plugin” …

Note: You can also activate this plugin from the Plugins section …

When you have activated the plugin, click on Settings …

Note: You can also get to the plugin’s ‘Settings’ section by choosing To-Do List > Settings from your admin menu …

This brings you to the plugin ‘Settings’ page …

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

Cleverness To-Do List Plugin Configuration

The Settings screen is divided into four sections:

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

Let’s now take you through each of these sections.

To-Do List Settings

Categories

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

Note: When you enable this option, a ‘Categories’ item will be added to the To-Do List menu …

This allows you to add categories that you can use to organize your to-do lists (see ‘Plugin Usage’ section further below for more details) …

You can set up ‘public’ and ‘private’ categories for your lists.

Categories marked ‘private’ will not be visible using the sidebar widgets or short codes (only when ‘Sort Order’ is set to ‘Category’)

List View

List View allows you to choose how to-do lists are viewed. There are 3 types of list views:

• Individual – Select this option if you want each user to create and manage their own private to-do list.
• Group – Use this option if you want all users to be able to share the same to-do list.
• Master – Use this option to have a master list for all users, where users have their own individual completion of items. If you choose the ‘Master’ list view, make sure to adjust the User Permissions appropriately in the ‘User Permissions’ tab (this is covered further below).

Sort Order

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

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

Show Added By

If this option is enabled (‘Yes’), you can display which members on your site have added an item to your to-do list.

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

Show Date Completed

Enabling this option displays completion dates for your to-do items.

Show Deadline

If this option is enabled (‘Yes’), you can specify deadlines for your to-do items …

Show Progress

If enabled (‘Yes’), you can specify task progress indicators for your to-do items …

Show Admin Bar Menu

If enabled, the ‘To-Do List’ menu will display 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 to display content in to-do list items using paragraphs.

Integrate with Post Planner

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

To learn more this plugin, go here: WordPress Post Planner

After you have finished configuring your plugin options, remember to click the ‘Save Changes’ button to update your settings …

Advanced Settings

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

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

In this screen you can customize your To Do lists, assign to-do tasks to users and perform plugin database maintenance tasks.

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

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

In this area you can customize your To-Do List …

You can configure the following options in this section:

Date Format

Here you can specify how to display dates in your to-do lists (e.g. month/day/year, day/month/year, etc.)

Note: To learn more about how to format dates in WordPress, see the date section of the WordPress Codex below:

WordPress Codex – Formatting Date And Time

Priority Labels

This section lets you customize your labels for prioritizing important, middle (normal) and low items …

Items prioritized as “important” are colour-coded in red and lowest priority items display in a lighter shade of grey …

Show To-Do Item ID

Enabling this option (‘Yes’) shows the item’s ID on the to-do list …

Show Date To-Do Was Added

Enabling this option (‘Yes’) will display the date the To-Do Items table was added …

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

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

You can configure the following options in this area:

Assign To-Do Items to Users

Enable this option to assign to-do items to other users …

Note: This setting must be set to ‘Yes’ for the settings below it to work.

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

If enabled (‘Yes’), you can display tasks only to users who have been specifically assigned those items. Leave this option disabled to display items to all users.

User Roles to Show

Check the boxes in this area (Administrator to display the type of users that can be assigned todo items. If you do not want to assign to-do items to a particular role, then don’t tick its checkbox.

Email Assigned To-Do Items to User

When this option is enabled (‘Yes’), WordPress automatically sends an email to users with their assigned to-do items …

If you don’t want emails sent out to users, then leave this option disabled (‘No’).

Note: If you disable this option, skip other settings in this section.

Add Category to Subject

If categories are enabled in your plugin settings and you have selected ‘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 to show categories in the email subject.

Leave this option disabled (‘No’) if you don’t want to display to-do categories in the email subject.

Show Who Assigned the To-Do Item in Email

Enabling this option displays 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

Use this field to customize the “From” field when sending out emails. You can enter the name of your company, your domain, your name, or anything you like in this field …

From Email

Type into this field the email address that you want to display as the “sent from” email address …

Subject Field for Emails Sent to User

In this field, type a subject field for the email that will be sent automatically to users whenever a new item has been added to your to-do list …

Text in Emails Sent to User

In this field, type 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

In this area of the ‘Advanced Settings’ tab you can perform database maintenance operations associated with plugin data directly from your plugin settings area without the need to log into your server …

This function is useful if, for example, you see that todo items you have previously deleted are still displaying on your site.

The tasks below can be performed:

• Delete Tables – Delete custom database tables that you are no longer using.
• Delete All To-Do Items – Delete all to-do items.

Any database operations performed from this screen cannot be reversed. If you are sure that you want to perform database operations in this section, then remember to backup your WordPress database first.

If you don’t want to back up your files yourself, then use a professional service, or use WordPress backup plugins. Learn about a WordPress backup plugin that we recommend using to completely automate your backups here:

• Back Up, Clone & Protect Your WP Site With Backup Creator Plugin For WordPress

User Permissions

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

If you are using Individual List, the only configurable item that applies in this section is the View To-Do List permission …

If you are configuring user permissions and capabilities for Group or Master List types, select the highest level capabilities that you want users to have access to for each option …

The default general capabilities for each user role are configured as follows:

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

Note: When working with the Master list type make sure that you only authorize non-administrator users to view and complete items, otherwise they will have the ability to edit the Master list.

Let’s now review the settings for the User Permissions section:

View To-Do List

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

Complete To-Do Item Capability

Here you can permit the selected capability to mark items as completed or uncompleted.

Add To-Do Item Capability

This option allows the chosen capability to add new items.

Edit To-Do Item Capability

Here you can permit the chosen capability to edit existing to-do items.

Assign To-Do Item Capability

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

View All Assigned Tasks Capability

This option permits 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

This enables the chosen capability to delete individual to-do items.

Delete All To-Do Items Capability

This setting allows the selected capability to purge all the completed to-do items.

Add Categories Capability

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

Import/Export

Being able to import and export to-do list data can be very useful. For example, you may want to transfer data from one website to another, or store your list 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 data and plugin settings …

Exporting To-Do List Data

To export and download your data settings click on the ‘Download Export File’ …

This opens up a new window allowing you to view or save the data as plain text to a storage medium …

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

You can include to-do list data in an export file (in XML format), either by selecting ‘All content’ (includes everything – pages, posts, 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

To import a previously saved to-do list data file, click on the ‘Browse’ button next to the ‘Choose File to Import’ field …

Select the previously saved to-do list data file and click ‘Open’ …

Once uploading your data file, click the ‘Import Settings’ button …

Your file will be imported.

After configuring all plugin settings, you can start creating and editing your lists.

Plugin Usage

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

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

How To Add New To-Do Items To Your List

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

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

You can also add new to-do items to your list from 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, as the link will simply take you to the “Add New To-Do Item” section further down the page) …

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

Depending on how you have configured the plugin’s settings, some options may not display when when you add new to-do items.

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

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

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

Once the new item has been added, the item will display as an entry in the ‘To-Do List’ table …

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

Editing And Deleting To Do Items

To edit or delete an item, click on the ‘Edit’ or ‘Delete’ buttons associated with items under the ‘Action’ column …

Depending on how you have configured the plugin (see previous section), users assigned to tasks may also receive an email notification in their inboxes …

After creating your to-do list, users can view it from their user dashboard …

When users responsible for completing an item tick the item checkbox …

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

And gets listed the ‘Completed Items’ section located in the ’To-Do List’ page …

Additional Information

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

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 location in your sidebar (or footer) menu where you would like the to-do list to show …

Configure the settings on the widget and click on the ‘Save’ button …

The to-do list will appear where you have inserted the ‘to-do-list’ widget (i.e. the sidebar menu, footer, etc.)

To learn more about using widgets in WordPress, see the tutorial below:

• Using WordPress Widget

Using The Cleverness Plugin Short Codes

The Cleverness To-Do List plugin also lets you display lists on your site with short codes.

To access the plugin’s short code documentation, click on To-Do List > To-Do List from the WP admin menu …

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

Click on the ‘Shortcodes’ tab to access the Shortcode Documentation …

This section explains various ways to configure and use short codes to display lists on your pages and posts.

Once you know what information you want to display on your site, open up a new page or post and either type or paste the short code into the content area …

Publish your page or post and you will see the list displayed in the location where you have inserted the short code …

Go here to learn more about this plugin:

• Cleverness To-Do List WordPress Plugin

Congratulations! Now you know how to add to-do lists to your WordPress site or blog.

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