How To Create A To Do List In WordPress

If you plan to run a fast-paced business, there are never enough hours in the day to get things done.

There is just so much work to do and things to remember. You have deadlines to meet, project tasks to complete, meetings to attend, fires to extinguish, appointments to make, commitments to keep and so on. The “doing” never seems to stop.

Now … add the extra dimension of trying to promote and grow your business online and keeping your website or blog updated with new content and things can start becoming unmanageable and chaotic.

Whether you run a business, website, blog, or manage a project, you need to be able to organize and manage your day.

A ”tried and true” tool that can help you save time, reduce stress, and allow you to gain some control is to use “to do” lists.

Benefits Of Using To-Do Lists

A “to do” list helps you measure your progress as you work to achieve your objectives. Your to do list can be very detailed and specific, or serve as a concise reminder of tasks that need doing over a given period of time.

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

Free Your Brain

Writing to-do lists means that you don’t have to memorize things or store information inside your head. Once tasks are written down on a to do list, your mind is free to process information and you can focus on things that are more important to you.

Be More Strategic

By creating and organizing a to do list, you can view the larger picture and formulate a strategic plan for getting things completed on time and on budget.

Keep Work Logs

A to do list allows you to retain documented logs of the work you have done. This can be used as evidence of work to employers or clients, or just as a way of helping you track your own productivity and efficiency.

Ensures Accountability

With no accountability there’s no commitment to getting things completed, and no motivation to take meaningful action. Lack of accountability lets excuses creep in and take over your productivity.

Feeling Of Accomplishment

Ticking items off a to do list gives you a sense of accomplishment and allows you to relax more, as you can objectively see (or show) that the work is getting done and that progress is being made.

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 in a systematic way and your business efficiency and productivity will surely improve.

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

In this step-by-step tutorial you are going to learn how to add to do lists to a WordPress website or blog to help your team get things done  faster and more efficiently using a great little plugin for WordPress 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 to do lists to WordPress.

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 the same to do list, or to have a master list with individual completion of items.

The shared to-do list option includes a number of different settings. You can assign to-do items to a specific user (this includes a setting to email a new to do item to users) and optionally to have assigned items only seen by that user. You can also assign different permission levels to different users based on user roles. There are also settings available 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 admin backend to manage your list 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 blog. There are two short codes for front-end administration of the list. Management of categories is accessed via the back-end admin section.

If you plan to run a multi-author site you can use the plugin to create custom to-do lists for your post planners if you also own the Post Planner plugin for WordPress.

Installing The Cleverness To-Do List Plugin

Log into your site’s dashboard scroll down the main menu choose Plugins > Add New …

In the Install Plugins screen, 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 this plugin in the Plugins screen …

Once the plugin has been activated, 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 plugin ‘Settings’ page …

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

Configuring The Plugin

The Settings screen is divided into four sections:

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

Let’s configure each of these tabs.

To-Do List Settings

Categories

Choose ‘Enabled’ to organize your to-do 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 that can help organize 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 using widgets or short codes (only when ‘Sort Order’ is set to ‘Category’)

List View

List View allows you to specify how to-do lists are viewed. You can select 3 to do list views:

• Individual – Choose 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 one to-do list.
• Master – This option allows you to have a master list for all users, where users have their own individual items to complete. 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 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 your to-do list.

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

Show Date Completed

If this option is enabled (‘Yes’), completion dates will display for to-do tasks.

Show Deadline

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

Show Progress

If enabled, you will be able to specify task progress indicators for your to-do items …

Show Admin Bar Menu

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

Use WYSIWYG Editor

Enabling 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 (‘Yes’), automatic paragraphs are used to display content in to-do lists.

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, developed by the same plugin author that provides you with a complete WordPress editorial solution …

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

Once you have configured your plugin options, click the ‘Save Changes’ button …

Advanced Settings

Once you have configured 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 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’ screen lets you customize your To-Do List …

The following settings can be configured in this section:

Date Format

In this area you can specify how to display dates on your to-do lists (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 important, middle (normal) and lowest (low) priority items …

Highest (important) priority items are colour-coded in red in your lists and lowest priority items display in a lighter shade of grey …

Show To-Do Item ID

If enabled, item IDs will show on the list …

Show Date To-Do Was Added

Enabling this option displays 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 options 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 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 tasks only to users who have been specifically assigned those items. Leaving this option disabled (‘No’) will display items to all users.

User Roles to Show

Check the boxes in this section (Administrator, Editor, Author, Contributor, Subscriber) to display 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 this option is enabled, WordPress will automatically send users an email with their assigned to-do items …

Leave this option disabled (‘No’) if you don’t want emails sent out to users.

Note: If you disable this option, you can skip the other 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 to display to-do categories in the email subject.

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

Show Who Assigned the To-Do Item in Email

Enabling this option (‘Yes’) displays the user who assigned the to-do item in the email. This option is useful if, for example, you have several project managers assigning to-do items to users …

From Field for Emails Sent to User

This field lets you customize the “From” field when sending out email notifications to users. You can enter your company name, your domain, your name, or anything you like in 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

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

Text in Emails Sent to User

Enter 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 lets you carry out database maintenance tasks associated with plugin data directly from your plugin settings area …

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

The following tasks can be performed:

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

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

If you don’t want to back up your site yourself, then consider using professional WordPress support services, or use backup plugins. You can learn more about a WordPress backup plugin that we recommend using to perform complete site backups here:

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

User Permissions

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

If you have selected Individual List, the only setting applicable 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 would like users to perform for each option …

By default, general capabilities for 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 make sure that you only allow non-admin users to view and complete items, otherwise they will be able to edit the Master list.

Below is a description of the settings in this section:

View To-Do List

This setting permits 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 permit the chosen capability to mark to-do items as completed or not completed.

Add To-Do Item Capability

This permits the chosen capability to add new to-do items.

Edit To-Do Item Capability

This allows the selected capability to modify existing items.

Assign To-Do Item Capability

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

View All Assigned Tasks Capability

This setting permits 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

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

Delete All To-Do Items Capability

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

Add Categories Capability

This enables 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 decide to transfer data from one site to another, or export the data for backup or archiving purposes.

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

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

Exporting To-Do List Data

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

This will open up a window allowing you to download and save the data in a plain text file (e.g. Notepad) to a storage device …

In addition to exporting to-do list data from the ‘Import/Export’ tab, you can also export data by going to your admin 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 selecting ‘To-Do’ from the ‘Choose what to export’ section and clicking on 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 …

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

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

Your file data will be imported.

Now that you have configured all of the plugin settings, you are ready to start creating and editing your lists.

How To Use The Plugin

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

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

How To Add New To-Do Items

There are several 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 in the Dashboard by clicking on the ‘Add To-Do item’ link …

You can 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 is only going to take you to the “Add New To-Do Item” section down the page) …

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

Depending on how you have set up your plugin, you may or may not see certain options displayed when when you add 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 new 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 assign multiple users to the same item (click on ‘x’ to remove a user) …

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

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

Editing And Deleting Items From Your List

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 completing tasks may also receive email notifications …

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

When users responsible for completing an item click on the item checkbox …

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

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

Additional Information

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

Using The Plugin Widget

To add to-do lists 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 your list to show …

Configure the settings in the widget and click ’Save’ to update your settings …

The list will appear on your site where you have added the ‘to-do-list’ widget (e.g. 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

You can also add to-do lists to your site using short codes.

To access the plugin’s shortcode documentation, select To-Do List > To-Do List from your WP admin menu …

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

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

This section explains different ways to configure and use shortcodes for displaying lists and checklists on your pages and posts.

Once you know what type of information you would like to display on your site, create or edit a new or existing page or post and either type or paste the short code into the content editor …

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

For more details about this plugin, visit the plugin website:

• Cleverness To-Do List WordPress Plugin

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

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