How To Create A To Do List In WordPress

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

There is just so much work to do and things to remember. You have clients to meet, project tasks to complete, priorities to attend to, fires to extinguish, deliveries to make, commitments to keep and so on. The “doing” never ends.

Now … add the extra dimension of promoting and growing your business online and maintaining your website or blog updated with new content and things can quickly start to become 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, assign tasks and responsibilities to others efficiently.

A proven tool that can help you save time, reduce stress, and allow you to take control is to use “to-do” lists.

To Do Lists – Benefits

A “to do” list helps you track your progress as you work towards your goals. Your to do list can be very detailed and very specific, or serve as a concise reminder of what needs to be done today, tomorrow, next week, next month, etc.

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

To-Do Lists Create Order

A to-do list helps you create order, keep things organized and reach your goals faster.

Better Strategic Planning

By creating and organizing your to-do list, you can view the larger picture and create a strategy to get things done efficiently.

Quickly Reorganize

Having a to-do list helps you better handle events. If a meeting gets cancelled or extra time has been made available when a task gets completed sooner than expected, you can quickly reorganize and reschedule and continue moving forward with little to no loss of focus.

Less Stress

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

Feeling Of Accomplishment

Crossing items off your to do list not only helps you feel more positive, motivated and in-control, it also allows you to stress less, as you can objectively see (or show) that the work is being completed 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. Creating to-do lists, prioritizing tasks and working to complete the items on your list improves your business productivity and efficiency.

What about using a to do list on your WordPress website?

In this 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 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 provides users with a to do list feature.

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

A new menu item is added to the admin backend to help you manage your lists and your to-do lists 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 site. There are 2 shortcodes for front-end list administration. Category management is restricted to the back-end.

If you plan to run 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 download a copy of the developer’s premium plugin, Post Planner.

Plugin Installation

In your WP administration section, scroll down the menu and select 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 item in the Search Results section and click Install Now …

Click “Activate Plugin” …

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

Once the plugin has been activated, click on Settings …

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

This brings you to the ‘Settings’ page …

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

Cleverness To-Do List Plugin Configuration

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

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

Let’s now review each of these sections.

To-Do List Settings

To-Do List Categories

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

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

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

You can set up ‘public’ and ‘private’ categories for your 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 specify how your to-do lists will be viewed. You can choose from three types of list views:

• Individual – Use this option if you want each user to create and manage their own private to-do list.
• Group – Choosing this option lets users share one to-do list.
• Master – This option allows you to have one master list for all users, where users have their own individual items to complete. If you choose the ‘Master’ list view, make sure that you 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 ID, Alphabetical, or Category options, items will be sorted first by priority.

Show Added By

Enabling this option (‘Yes’) lets you display which users have added an item to the to-do list.

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

Show Date Completed

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

Show Deadline

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

Show Progress

If this option is enabled, you can 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

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

Integrate with Post Planner

If you are running 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 to help make managing a multi-author WordPress site easier …

Visit this site to learn more about this plugin: WordPress Post Planner

After you have configured your 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 proceed …

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

In this area you can customize your To-Do lists, assign to-do items to 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’ screen allows you to 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 todo lists (e.g. month/day/year, day/month/year, etc.)

Note: To learn more about formatting dates in WordPress, refer to 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 highest (important), normal and lowest (low) items …

Items given the highest (important) priority are shown in red and lowest priority items display in a lighter shade of grey …

Show To-Do Item ID

If this option is enabled (‘Yes’), item IDs display on your to-do list …

Show Date To-Do Was Added

If enabled (‘Yes’), the date the to-do list was added displays on the items table …

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 options in this section and assign items to other users …

You can configure the following settings in this area:

Assign To-Do Items to Users

If this option is enabled (‘Yes’), you can assign to-do items 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

If this option is enabled, you can display items only to users who have been assigned those items. Leave this option disabled to display items to all users.

User Roles to Show

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

Email Assigned To-Do Items to User

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

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

Note: If you disable this option, you can skip other items 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 show to-do categories in the subject of your emails.

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

Show Who Assigned the To-Do Item in Email

If enabled (‘Yes’), you can display the user who assigned the to-do item in the email. This option is useful if, for example, your site has multiple 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. You can enter the name of your company, your domain, your name, or anything you like into this field …

From Email

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

Subject Field for Emails Sent to User

In this field, add a subject field for the email that will be distributed automatically to users when new items have been assigned in your to-do list …

Text in Emails Sent to User

Type in 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 you can carry out database maintenance tasks associated with plugin data inside the plugin settings area itself without the need to access your server …

This function is useful if, for example, you notice that to-do items you have deleted are still listed on your site.

You can perform the following tasks:

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

Any actions that you perform on your database from this screen cannot be reversed. If you are comfortable 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 site yourself, then get professional support, or use backup plugins. Learn about a great WordPress backup plugin that we recommend using to perform complete file and data backups here:

• Backup, Copy And Keep Your WordPress Sites Protected With Backup Creator Plugin For WordPress

User Permissions

In this section you can configure user permissions and capabilities for Group or Master List types …

If you select the Individual List type, the only configurable item that is applicable for this section is the View To-Do List permission …

If you plan to set up user permissions and capabilities for Group or Master List types, select the highest level capabilities that you would like users to be able to perform for each option …

By 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 non-administrators should only be authorized to view and complete items, otherwise they will have the ability to edit the Master list.

Let’s review the settings in this section:

View To-Do List

Here you can allow the chosen 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

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

Add To-Do Item Capability

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

Edit To-Do Item Capability

Here you can allow the selected capability to edit existing items.

Assign To-Do Item Capability

This allows the selected capability to assign to-do 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

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

Delete All To-Do Items Capability

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

Add Categories Capability

This option allows 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 copy over 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 easily export or import your list and plugin settings …

Exporting To-Do List Data

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

This opens up a window allowing you to download and save your data in plain text format to a storage medium …

In addition to exporting to-do list data from the ‘Import/Export’ tab, you can also export data by going to your WordPress 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 selecting ‘To-Do’ from the ‘Choose what to export’ section and clicking on the ‘Download Export File’ button to download your file to an internal or external 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 previously saved to-do list data file in your hard drive or external drive and click ‘Open’ …

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

Your file data will be imported.

Once you have configured all of the plugin settings, you can begin creating and editing to do lists.

Plugin Usage

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

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

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

The above methods 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 adding new to-do items.

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 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 make multiple users responsible for the same item (click on ‘x’ to delete a user) …

Once you have added a new item item, the item will display as an entry in the ‘To-Do Items’ table …

Repeat this process to continue adding new items to your list …

Editing And Deleting To Do Items

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

Depending on how you have configured your plugin settings (discussed earlier), users assigned to completing tasks may also receive email notifications …

Once you have created your to-do list, users can view the list from 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 added to the ‘Completed Items’ section located in the main screen of the ‘To-Do List’ plugin …

Additional Plugin Information

The Cleverness plugin offers added functionality that lets you display to-do lists on your website using widgets, and add a list to content inside a post or page using short codes.

Using The Cleverness To-Do List 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 your to-do list to show …

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

Your to-do list will display where the widget was placed (i.e. the sidebar menu, footer, etc.)

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

• Using WordPress Widget

Shortcodes

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

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

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

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

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

Once you know what type of information you would like to add to your site, open up a new page or post and either type or paste the short code inside the content editor …

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

To download this plugin, visit the plugin website here:

• 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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