Creating A To-Do List In WordPress

Time always seems to be in short supply, especially when you run a hectic business or manage a team.

There is just so much work to do and things to remember. You have deadlines to meet, projects to complete, meetings to attend, fires to put out, calls and appointments to make, commitments 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 things can quickly start to feel unmanageable and chaotic.

Whether you run a business, website, blog, or manage a team, it’s important to be able to organize and prioritize your activities, track your progress and daily accomplishments, and, if necessary, delegate tasks to others effectively.

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

The Benefits Of Using A To-Do List

A “to do” list helps you monitor your progress when trying to complete tasks. Your to do list can be quite detailed and specific, or just serve as a concise reminder of what needs to be done over a given period of time.

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

To-Do Lists Help You Keep Things Organized

A to-do list helps you create order, stay organized and achieve goals faster.

Strategize

By creating and organizing a to-do list, you can see the bigger picture and create a strategic plan to get everything done effectively.

Document Your Work

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

Stress Less

Stress can come from feeling overwhelmed by the fact that there are so many things to do and so very little time to do it in. Creating a to do list allows you to work on urgent items that need to be completed within the time you have available, and reschedule items that can be worked on later. This can help reduce stress.

Improved Collaboration

Creating to do lists and other project management tools is essential for working 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 increases your business efficiency and productivity.

What about adding to do lists to your WordPress website?

In this detailed tutorial we are going to show you how to easily add a to do list to your WordPress site 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 URL

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

Description

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

Features

Note: the plugin 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 individual users, to have all users share the same to-do list, or to have a master list with individual completion of items.

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

A new menu item is added to the backend to help you manage your lists and the to-do lists can also appear 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 2 short codes for front-end administration of the list. Management of categories is accessible via the back-end.

If you plan to set up a multi-author site you can use this to-do lists plugin to create custom to do lists for your post editors if you also download a copy of the Post Planner plugin for WordPress.

How To Install The Cleverness To-Do List Plugin

Log into your site’s admin section and choose Plugins > Add New …

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

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

Activate the plugin after installing it …

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

Once you have activated the plugin, click on Settings …

Note: You can also get to the settings area by selecting To-Do List > Settings from your dashboard menu …

This brings you to the ‘Settings’ page …

The section below shows you how to set up the plugin …

Plugin Configuration

The Settings area is divided into four sections:

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

Let’s take you through each of these tabs.

To-Do List Settings

To-Do List Categories

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

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

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

List View

List View lets you choose how lists will be viewed. There are 3 to-do list views:

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

Sort Order

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

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

Show Added By

Enabling this option (‘Yes’) lets you display which of your members has added an item to your to-do list.

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

Show Date Completed

Enabling this option (‘Yes’) displays completion dates for to-do tasks.

Show Deadline

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

Show Progress

Enabling this option lets you specify task progress indicators for your to-do items …

Show Admin Bar Menu

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

Use WYSIWYG Editor

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

Use Auto Paragraphs

If this option is enabled, automatic paragraphs are used to display content in to-do list items.

Integrate with Post Planner

If you are running a multi-author website or blog, you can integrate the Cleverness To-Do List plugin with a plugin called WordPress Post Planner, from the same developer that helps to make the process of managing a multi-author WordPress site easier …

For more details about this plugin, visit this site: WordPress Post Planner

After configuring your plugin options, remember to click the ‘Save Changes’ button …

Advanced Settings

Once you have configured the general settings, click on the ‘Advanced Settings’ tab to continue …

This brings up the plugin’s ‘Advanced Settings’ section …

This area lets you customize your To Do lists, assign to-do tasks to other users and carry out 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

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

You can configure the following settings in this section:

Date Format

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

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

WordPress Codex – Formatting Date And Time

Priority Labels

In this area you can customize labels for highest, normal and low priority items …

Items prioritized as “important” display in red in your lists and lowest (low) priority items display in a lighter shade of grey …

Show To-Do Item ID

If enabled (‘Yes’), item IDs will display on your list …

Show Date To-Do Was Added

Enabling this option (‘Yes’) displays the date the table of items 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 area and assign to-do items to other users …

The following options can be configured in this section:

Assign To-Do Items to Users

Enable this option (‘Yes’) to 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

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

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

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

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 categories to show the subject of your emails.

If you don’t want to display to-do categories in the subject of your emails, then leave this option disabled (‘No’).

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 several 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. Enter your company name, your domain, your name, or anything you like in this field …

From Email

Add the email address that you want to display as the “sent from” address …

Subject Field for Emails Sent to User

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

Text in Emails Sent to User

Add into this field 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 carry out database maintenance operations related to plugin data inside your plugin settings area without the need to log into your server …

This function is useful if, for example, you notice that old todo items are still displaying on your site.

The tasks below can be performed in this section:

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

Any database operations carried out from this screen cannot be reversed. If you are sure that you want to proceed with any of the database operations available in this section, then remember to backup your database first.

If you don’t want to perform your own site backups, then get professional help, or use a backup plugin. Learn about a great WordPress backup plugin that we recommend using to perform automated WordPress file and data backups here:

• Backup, Duplicate & Keep Your WordPress Websites Protected With Backup Creator Plugin For WP

User Permissions

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

If you choose the Individual List type, the only item applicable in this section is the View To-Do List option …

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-administrator users should only be permitted to view and complete items, otherwise they will be able to edit the Master list itself.

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 allow the selected capability to mark 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

This option permits the selected capability to modify existing to-do items.

Assign To-Do Item Capability

This option permits the selected capability to assign items to individual users.

View All Assigned Tasks Capability

Here you can permit the selected 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 enables the chosen capability to delete individual to-do items.

Delete All To-Do Items Capability

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

Add Categories Capability

This enables the chosen capability to add new categories.

Import/Export

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

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

Here you can export or import your 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 will open up a window allowing you to download and save the data in plain text format to a storage device …

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

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

Importing To-Do List Data

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

Locate the file and click ‘Open’ …

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

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

Once you have configured all of the plugin settings, you can start create and edit your lists.

Plugin Usage

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

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

How To Add New Items To Your List

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

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

You can also add a new item to your to-do list in your 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, as the link will simply send you to the “Add New To-Do Item” section down the screen) …

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

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

Set up the options you have enabled for your to-do items, add 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 have selected a list type that allows you to assign responsibilities over items 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 delete users) …

After the new item has been added, it will be listed as an entry in the ‘To-Do List’ table …

Repeat the above process to add new items to your list …

Edit And Delete To-Do Items From Your List

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

Depending on your plugin configuration settings (discussed earlier), users assigned to completing tasks may also receive an email notification in their inboxes …

Once you have created your to do list, users can view it when logged into their own WordPress dashboard …

When users responsible for an item complete the task and click on the item checkbox …

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

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

Additional Information

The Cleverness To-Do List plugin offers added functionality that lets you display to-do lists on your WordPress website using widgets, and display a list on any 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 would like your list to appear …

Configure the widget settings and click ’Save’ …

The list will now display wherever you have added the widget (i.e. the sidebar menu, footer, etc.)

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

• Using Widgets In WordPress

Using The Cleverness To-Do List Plugin Shortcodes

You can also add lists and checklists on your site by inserting shortcodes into your content.

To access the documentation on using shortcodes, select To-Do List > To-Do List from the WordPress admin menu …

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

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

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

Once you know what type of information you want to add to your site, create a new post or page and either type or paste the short code into the content area …

Publish your page or post and you should see the list showing exactly where you entered the short code …

For more information about this plugin, go here:

• Cleverness To-Do List WordPress Plugin

Congratulations! Now you can add a to-do list to your WordPress site or blog.

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