Creating To Do Lists In WordPress

Time always seems to be in short supply, especially when you are running a growing business.

There is just so much work to do and things to remember. You have clients to meet, urgent tasks to complete, priorities to attend to, fires to put out, calls and appointments to make, schedules to keep and so on. The amount of things that need to get done never ends.

Now … on top of all this, add the extra dimension of promoting and growing your business online and keeping your website or blog updated with new content and things can start becoming 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 tasks, keep track of your progress and daily accomplishments, and, if necessary, delegate tasks to members of your team effectively.

A proven method that can help you save time, alleviate stress, and allow you to regain control is to use a “to do” list.

Benefits Of Using A To-Do List

A “to do” list helps you track your progress as you work to achieve specific goals. Your to-do list can be quite detailed and specific, or serve as a concise reminder of the things that need doing over a given period of time.

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

To-Do Lists Help You Stay Organized

A to-do list helps you create order, stay organized and reach your goals sooner.

Better Strategic Planning

Creating and organizing to do lists helps you break your workload into more doable tasks and create a strategic plan to get everything completed effectively.

Reschedule And Reorganize Quickly

A to-do list helps you better cope with events. If a meeting gets cancelled or extra time becomes available when some task gets completed sooner than expected, you can keep working without loss of focus.

Stress Relief

Stress can come from feeling overwhelmed by the thought that there is so much to do and so very little time to do it in. Using a to-do list allows you to prioritize urgent tasks that need to be completed within the time you have available, and push out non-urgent items that can be addressed at a later time. This can help you stress less.

Better Work Delegation

To-do lists help you better delegate tasks to other people. This is also important if you plan to collaborate with others (see further below).

As you can see, there are many benefits to using to-do lists, both in business and in your personal life. Create a list, prioritize your list items and work towards completing the tasks on your list and your business productivity and efficiency will improve.

What about adding a to-do list to your WordPress website or blog?

In this detailed step-by-step tutorial we are going to show you how to easily create a to-do list in WordPress to help get things done online  faster and more efficiently using a great little WordPress plugin called Cleverness To-Do List.

Cleverness To-Do List

Download The Plugin

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

Plugin Description

This plugin lets you easily add a customizable to-do list to a WP website or blog.

Features

Note: the plugin features listed below are discussed in more detail in the tutorial section.

You can configure Cleverness To Do List to have private to-do lists for individual users, to have all users share your to do list, or to have a master list with individual item completions.

The shared to do list option has a variety of settings available. You can delegate to do items to specific users (this includes emailing new to do items to the user) and optionally to have assigned items only viewable by that user. You can also assign different permission levels to different users. There are also settings available to show 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 help you manage your lists and your to do list can also appear on a dashboard widget.

A sidebar widget is available as well as shortcode to display the to do list items on your blog. There are 2 shortcodes for front-end administration of the list. Management of categories is accessed through the back-end admin section.

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

How To Install The Cleverness To-Do List Plugin

Log into your WP admin scroll down the menu select Plugins > Add New …

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

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

Activate the plugin …

Note: You can also activate the plugin in the Plugins screen …

After 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 the admin menu …

This brings you to the ‘Settings’ area …

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

Setting Up The Cleverness To-Do List Plugin

The “To-Do List” plugin ‘Settings’ area is divided into four sections:

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

Let’s now configure each of these tabs.

To-Do List Settings

Categories

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

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

This lets you add categories that you can then 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.

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

List View

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

• Individual – Use this option if you want each user to be able to 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 you select the ‘Master’ list view, make sure that you 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 Alphabetical, ID or Category, ID, Category or Alphabetical options, items will be first sorted by priority.

Show Added By

If enabled, you can display which of your members has added an item to the to-do list.

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

Show Date Completed

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

Show Deadline

Enabling this option (‘Yes’) lets you specify deadlines for to-do items …

Show Progress

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

Show Admin Bar Menu

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

Use WYSIWYG Editor

If this option is enabled (‘Yes’), you can 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 developer that provides you with a complete WordPress editorial solution …

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

When you are done configuring your options, remember to click the ‘Save Changes’ button …

Advanced Settings

After you have configured the general settings, click on the ‘Advanced Settings’ tab …

This brings up the ‘Advanced Settings’ section …

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

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 options can be configured in this section:

Date Format

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

Note: To learn more about how to format dates in WordPress, refer to the relevant 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 …

Highest priority items display in red and lowest priority items display in a lighter shade of grey …

Show To-Do Item ID

Enabling this option displays item IDs on your list …

Show Date To-Do Was Added

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

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

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

The following options can be configured in this section:

Assign To-Do Items to Users

Enabling this option (‘Yes’) lets you assign tasks 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

Enabling this option lets you display to-do items only to users who have been specifically assigned those items. Leaving this option disabled (‘No’) displays items to all users.

User Roles to Show

Checking the boxes in this area Editor displays the type of users that can be assigned items. Leave the check box unticked for any roles that you don’t want to assign to-do items.

Email Assigned To-Do Items to User

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

If you don’t want to send out emails to users, then leave this option disabled.

Note: If you disable this option, skip the remaining items 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 in the subject of emails sent to users …

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

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

Show Who Assigned the To-Do Item in Email

Enable this option (‘Yes’) to 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

Use this field to customize the “From” field when sending out email notices. 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 would like to display as the “sent from” email address …

Subject Field for Emails Sent to User

Type in a subject field for the email that will be distributed automatically to users when new items have been added 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 area of the ‘Advanced Settings’ tab allows you to carry out database maintenance operations associated with plugin data directly from your plugin settings area itself without the need to access your web server …

This function is useful if, for example, you see that old items are still showing up on your site.

The following tasks can be performed:

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

Any database operations carried out from this screen cannot be undone. If you are sure that you want to proceed with any of the database operations available in this section, then we recommend backing up your WP database first.

If you don’t want to back up your data manually, then get professional WordPress assistance, or use backup plugins. Learn about a great WordPress backup plugin that can automate your site backups here:

• Backup, Copy & Protect Your WordPress Web Site With Backup Creator Plugin For WP

User Permissions

Here you can configure user permissions and capabilities for Group or Master List types …

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

If you are setting up user permissions and capabilities for Group and Master List types, select the highest level capabilities that you want users to perform for each option …

By default, general capabilities of each user role are set up as follows:

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

Note: When using the Master list type make sure that you only permit non-admin users to view and complete items, otherwise they will have the ability to edit the Master list itself.

Let’s now review the settings for this section:

View To-Do List

Here you can allow 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 chosen capability to mark to-do items as completed or not completed.

Add To-Do Item Capability

Here you can enable the chosen capability to add new to-do items.

Edit To-Do Item Capability

This option permits the chosen capability to edit existing items.

Assign To-Do Item Capability

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

View All Assigned Tasks Capability

This 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 setting allows the chosen capability to delete individual to-do items.

Delete All To-Do Items Capability

Here you can permit the chosen capability to purge all the completed items.

Add Categories Capability

Here you can enable the chosen capability to add new categories.

Import/Export

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

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

Here you can export or import your to-do list data and plugin settings …

Exporting To-Do List Data

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

This opens up a new window allowing you to download and save your data in a plain text file (e.g. Notepad) to an internal or external drive …

In addition to exporting to-do list data from the ‘Import/Export’ tab, you can also export data by going to your dashboard menu and choosing 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 on the ‘Download Export File’ button to download your file to your storage device…

Importing To-Do List Data

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

Select the file in your hard drive or external drive and click ‘Open’ …

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

Your file data will be imported.

Now that you have configured all of the plugin settings, you can start create and edit to do 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 up the ‘To-Do List’ screen …

How To Add New To Do Items To Your List

There are a number of ways to add new to-do items.

For example, you can add new to-do items to your list from your dashboard toolbar …

You can also add new to-do items inside the Dashboard 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 take you to the “Add New To-Do Item” section at the bottom of the page) …

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

Depending on how you have set up your plugin, you may or may not see certain options displayed when new items to your to-do list.

Set up 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 to-do item …

Note: If you are using a list type that lets you 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 a user) …

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

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

Edit And Delete 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 configuration settings (discussed in the previous section), users assigned to completing tasks may also receive an email notification in their inboxes …

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

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

… the item disappears from the “To-Do” list …

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

Additional Information

The Cleverness plugin provides added functionality that lets you display to-do lists on your site using widgets, and insert lists into content inside a post or page using shortcodes.

Widgets

To add to-do lists to your site using widgets, go to the ‘Widgets’ section (Appearance > Widgets) and drag the ‘To-Do List’ widget to the location in your sidebar (or footer) menu where you want your list to show …

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

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

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

• How To Use Widgets In WordPress

Plugin Short Codes

The Cleverness plugin also lets you add to-do lists to your site by placing short codes into your content.

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

Click the ‘Help’ tab on the 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 type of information you would like to display on your site, create a new page or post and either type or paste the shortcode into the content editor …

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

Visit the plugin website for more information about this plugin:

• Cleverness To-Do List WordPress Plugin

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

***

***