How To Create To Do Lists In WordPress

If you are a busy person trying to run a business or manage a team, time always seems to be in short supply.

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

Now … on top of all this, add the extra workload of promoting and growing your business online and keeping your website or blog updated with new content and things can start to become unmanageable and out of control.

Whether you run a business, website, blog, or manage a project, you need to be able to organize and prioritize your daily tasks, track your progress, and, if necessary, assign tasks and responsibilities to team members efficiently.

A ”tried and true” method that can help you save time, create a sense of order and manageability, and allow you to gain some control is to use “to-do” lists.

To-Do Lists – Benefits

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

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

Free Your Brain

Creating a to-do list means you don’t have to try and remember things or store excessive information inside your head. Once tasks are jotted 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.

Better Strategic Planning

After creating and organizing your to do list, you can break down larger projects into more doable tasks and formulate a strategy for getting tasks completed effectively.

Log Your Work

To-do lists let you maintain documented logs of what you have done. This can be used as evidence of work to clients or employers, or simply as a way of helping you track your own productivity and efficiency.

Reduce Stress

Stress can come from feeling overwhelmed by so much to do and so very little time to do it in. Using to-do lists let you prioritize important items that have to get done within a reasonable timeframe, and reschedule non-urgent items that can be addressed later. This can help you stress less.

Better Work Delegation

A to do list helps you better assign work to other people. This is also important if you plan to work with others (see further below).

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

Let’s turn now to using to do lists on your website. More specifically, how to add a to-do list to WordPress.

In this detailed tutorial we are going to show you how to create to-do lists in WordPress to help your business grow  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 customizable 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 with 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 includes different settings. You can assign to-do items to a specific user (this includes emailing a new to do item to the user) and optionally to have assigned items be seen by that user. You can also assign different permission levels to different users. There are also settings available to enable the display of deadline and progress fields. Category support is also included in the front-end administration.

A new menu item is added to the backend to manage your lists and your to do lists can also display on the dashboard widget.

A sidebar widget is also available as shortcode to display the to do list items on your blog. There are two short codes for front-end administration of your list. Management of categories is accessible via the back-end admin section.

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 planners if you also install the Post Planner plugin from the same developer.

Plugin Installation

Log into your WP admin area and in the main menu select Plugins > Add New …

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

When you have activated the plugin, click on Settings …

Note: You can also get to the plugin’s settings screen by choosing To-Do List > Settings from the dashboard menu …

This brings you to the plugin ‘Settings’ section …

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

How To Set Up The Cleverness To-Do List Plugin

The plugin’s ‘Settings’ screen is divided into four tabs:

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

Let’s configure each of these tabs.

To-Do List Settings

To-Do List 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 lists (see ‘Plugin Usage’ section further below for more details) …

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

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

List View

List View lets you choose how to-do lists will be viewed. There are three types of list views available:

• Individual – Selecting this option lets users 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 – Use this option to create one master list for all users, where users have their own individual completion of items. If you choose 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 to-do list items will be sorted.

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

Show Added By

If enabled (‘Yes’), you can display which of your members has added an item to your to-do list.

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

Show Date Completed

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

Show Deadline

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

Show Progress

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

Show Admin Bar Menu

Enabling this option lets you display the ‘To-Do List’ menu in your WP 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

Enable this option (‘Yes’) to display content in to-do lists 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 helps to make the process of managing a multi-author WordPress site easier …

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

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

Advanced Settings

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

This brings you to the ‘Advanced Settings’ section …

In this screen you can 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

Here you can customize your To Do List …

You can configure the following options in this section:

Date Format

In this section you can specify how to display dates on your todo list (e.g. month/day/year, day/month/year, etc.)

Note: To learn more about how to format dates in WordPress, visit 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 highest (important), normal and low items …

Highest priority items are color-coded in red in the lists and low priority items display in a lighter shade of grey …

Show To-Do Item ID

Enabling this option shows item IDs 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 either ‘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 settings can be configured in this section:

Assign To-Do Items to Users

Enable this option to 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 to display to-do items only to users who have been assigned those items. Leaving this option disabled (‘No’) will display to-do items to all users.

User Roles to Show

Checking the boxes in this area Subscriber) displays the type of users that can be assigned to-do items. If you don’t want to assign to-do items to a specific role, then don’t tick its check box.

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 …

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

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

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

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

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, your website has several project managers assigning to-do items to users …

From Field for Emails Sent to User

This field allows you to customize the “From” field when sending out email notices. Type the name of your company, your domain, your name, or anything you like into this field …

From Email

In this field, type the email address that you would like to display as the “sent from” email address …

Subject Field for Emails Sent to User

Type into this field a subject field for the email that will be sent automatically to users when new items have 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 section allows you to perform database maintenance operations associated with plugin data inside your plugin settings area itself …

This function is useful if, for example, you notice that previously deleted todo items are still showing up on your site.

You can perform the tasks below:

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

Actions that you perform on the database 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 make sure to backup your WordPress database first.

If you don’t want to perform site backups, then consider getting professional assistance, or use a backup plugin. You can read about a great WordPress backup plugin that can automate your backup process here:

• Back Up, Duplicate & Keep Your WordPress Site 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 are using Individual List, the only item applicable in this section is the View To-Do List permission …

If you plan to configure 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 …

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 working with the Master list type non-administrators should only be allowed to view and complete items, otherwise they will have the ability to edit the Master list itself.

Let’s go through the settings for the User Permissions section:

View To-Do List

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

Complete To-Do Item Capability

This allows the chosen capability to mark items as completed or uncompleted.

Add To-Do Item Capability

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

Edit To-Do Item Capability

This setting enables the selected capability to modify 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 allows the selected capability to delete individual to-do items.

Delete All To-Do Items Capability

This setting permits the chosen capability to purge all the completed to-do items.

Add Categories Capability

Here you can permit 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 need to copy over data from one website to another, or export the data for backup or reporting purposes.

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

Here you can import and export 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 view or save your data in plain text format to an internal or external drive …

In addition to exporting list data from the ‘Import/Export’ section, you can also export data by going to your WordPress admin menu and selecting Tools > Export …

You can include to-do list data in an export file (in XML format), either by checking ‘All content’ (includes everything – posts, pages, etc…), or just select ‘To-Do’ from the ‘Choose what to export’ section and click on the ‘Download Export File’ button to save your file to your storage device…

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 …

Select the file and click ‘Open’ …

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

Your file data will be imported.

Now that you have configured all of the plugin settings, you are ready to start create and edit to do lists.

Plugin Usage

To create a new to do list, log into your WordPress dashboard, then scroll down the menu and select To-Do List > To-Do List …

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

Add New To-Do Items

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

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

You can also add new to-do items to your list using 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 already contains many items, as the link will simply take you to the “Add New To-Do Item” section at the bottom of the page) …

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

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

Select 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 responsibilities over items to specific users, select a user from the drop-down list and assign them the item …

You can also assign items to multiple users (click on ‘x’ to remove users) …

Once an item has been added, the item will display as an entry in the ‘To-Do List’ 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 next to each item under the ‘Action’ column …

Depending on your configuration plugin settings (see previous section), 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 from their WordPress user dashboard …

When a user assigned with completing an item ticks the item checkbox …

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

And gets added to the ‘Completed Items’ table located in the ’To-Do List’ page …

Additional Plugin Information

The Cleverness To-Do List plugin offers added functionality that lets you display a to-do list on your WordPress website using widgets, and add lists to content inside a post or page 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 menu location where you would like your list to show …

Configure the widget settings and click ’Save’ …

The to-do list will display wherever the ‘to-do-list’ widget was placed (e.g. the sidebar menu, footer, etc.)

To learn more about how to use widgets in WordPress, see the tutorial below:

• How To Use WordPress Widget

Plugin Shortcodes

The Cleverness To-Do List plugin also lets you create to-do lists and checklists on your site by placing shortcodes into your content.

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

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

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

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

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

After publishing your page or post, you will see the list showing exactly where you entered the shortcode …

For more information about this plugin, visit this site:

• Cleverness To-Do List WordPress Plugin

Congratulations! Now you can create and add to-do lists to your WordPress site or blog.

***

***