Creating To-Do Lists In WordPress

If you plan to run a hectic business or manage a team, time always seems to be in short supply.

There are just so many things to do and remember. You have clients to meet, tasks to complete, priorities to attend to, fires to put out, deliveries to make, schedules to keep and so on. The amount of things that need to get done never seems to end.

Now … add the extra workload of promoting and growing your business online and keeping your website or blog updated with fresh content and things can quickly start to feel unmanageable and chaotic.

Whether you are running a business, website, blog, or managing a team, you need to be able to organize and prioritize your daily tasks, track your progress and daily accomplishments, and, if necessary, assign tasks to other people effectively.

One simple proven tool that can help you save time, create a sense of order and manageability, and allow you to regain control is to use a “to-do” list.

To Do Lists – Benefits

A “to do” list helps you keep track of your progress when trying to complete tasks. Your to-do list can be very detailed and very specific, or just serve as a reminder of what needs to be done today, tomorrow, this week, this month, etc.

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

Stay Organized

Having a to do list helps you create order, keep things organized and achieve your goals sooner.

Time Prioritization

Prioritizing tasks on your list helps you save time and manage your workload more effectively. You can develop a clearer perspective on what’s truly urgent vs what isn’t, and what steps have to be completed first.

Keep Documented Work Logs

A to do list allows you to maintain documented logs of what work has been done. You can use this as evidence of work done to employers or clients, or just as a means of helping you measure your own productivity and efficiency.

Stress Less

Stress can result from feeling overwhelmed by so much to do and so little time to do it all in. Creating to-do lists allow you to prioritize important things that need to get done immediately, and reschedule tasks that can be worked on at a later time. This can help reduce stress.

Better Work Delegation

A to do list helps you delegate tasks to others better. 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. Creating a to-do list, prioritizing tasks and working systematically improves efficiency and productivity in your business.

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

In this step-by-step tutorial you are going to learn how to easily create to do lists in WordPress to help your business grow  faster and more efficiently using a great little plugin for WordPress called Cleverness To-Do List.

Cleverness To Do List

Download The Cleverness To-Do List Plugin

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

Description

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

Features

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

You can configure Cleverness To Do List with 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 item completions.

The shared to-do list has a variety of settings available. 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 those items be seen by that user. You can also assign different permission levels to different users based on user roles. There are also settings 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 be displayed 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 list administration. Category management is accessed through the back-end.

If you plan to run a multi-author site you can use this plugin to create custom to do lists for your post planners if you also install a copy of the Post Planner plugin from the same developer.

Cleverness To-Do List Plugin Installation

In your site’s dashboard, click on Plugins > Add New …

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

Locate the entry in the Search Results section and click Install Now …

Activate the plugin …

Note: You can also activate this plugin in the Plugins area …

When the plugin has been activated, click on Settings …

Note: You can also get to the plugin’s ‘Settings’ section by selecting To-Do List > Settings from your admin menu …

This takes you to the plugin ‘Settings’ page …

Let’s configure the plugin …

Configuring The Plugin

The Settings area is divided into 4 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 – This tab 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 your to-do plugin and list data settings.

Let’s go through 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 plugin 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 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 3 types of list views:

• Individual – Choosing 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 the same 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 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 to sort list items.

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

Show Added By

Enabling this option lets you display which users on your site have 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, completion dates will display for your to-do tasks.

Show Deadline

If this option is enabled (‘Yes’), you will be able to specify deadlines for your 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 displays the ‘To-Do List’ menu in your WordPress Dashboard Admin bar …

Use WYSIWYG Editor

Enabling this option (‘Yes’) lets you add and edit items on your to-do list using the WordPress WYSIWYG Editor …

Use Auto Paragraphs

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

Integrate with Post Planner

If you plan to run a multi-author site 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 …

Go here to learn more this handy plugin: WordPress Post Planner

When you have configured your plugin options in this section, remember to click the ‘Save Changes’ button to update your settings …

Advanced Settings

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

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

This screen lets you customize your To Do lists, assign to-do tasks to other users and carry out database maintenance.

Let’s go through how to configure the plugin’s ‘Advanced Settings’ section …

To-Do List Advanced Settings > Customize The To-Do List

In this area you can 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 in your to-do list (e.g. month/day/year, day/month/year, etc.)

Note: To learn more about formatting dates in WordPress, refer to the relevant section of the WordPress Codex below:

WordPress Codex – Formatting Date And Time

Priority Labels

Here you can customize your labels for prioritizing highest, middle and low items …

Highest (important) priority items display in red and low priority items display in a lighter shade of grey …

Show To-Do Item ID

Enabling this option (‘Yes’) will display item IDs on the list …

Show Date To-Do Was Added

If enabled, the date the to-do list was added will display on your table of items …

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

If you have chosen 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 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. Leave this option disabled (‘No’) to display items to all users.

User Roles to Show

Checking the boxes in this area (Administrator displays the type of users that can be assigned todo items. Leave the check box unticked for any roles that you do not want to assign to-do items.

Email Assigned To-Do Items to User

If you enable this option, 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 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 on the subject of your emails …

Leave this option disabled (‘No’) if you don’t want categories added to the subject of your emails.

Leave this option disabled if you don’t want to display to-do categories in the subject of your emails.

Show Who Assigned the To-Do Item in Email

Enable this option to display the user who assigned the to-do item in the email. This option is useful if, for example, you have 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. Enter your company name, your domain, your name, or anything you like into this field …

From Email

Add into this field the email address that you would like showing as the “sent from” address …

Subject Field for Emails Sent to User

Enter a subject field for the email that will be sent out 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

This section of the ‘Advanced Settings’ tab lets you perform database maintenance operations related to plugin data inside your plugin settings area without having to access your server …

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

You can perform the tasks below in this section:

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

Any actions that you perform on the database from this screen cannot be undone. If you are sure that you want to carry out database operations in this section, then remember to backup your database first.

If you don’t want to perform manual backups, then consider using a professional service, or use a backup plugin. You can read about a great WordPress backup plugin that we recommend using to completely automate your WordPress file and database backups here:

• Backup, Clone And Protect Your WP Sites With Backup Creator WordPress Plugin

User Permissions

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

If you have chosen Individual List, the only item that is applicable for this section is the View To-Do List option …

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 …

The default general capabilities for each user role are 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 permitted to view and complete items, otherwise they will be able to edit the Master list itself.

Let’s now review the settings in this tab:

View To-Do List

Here you can permit 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 selected capability to mark to-do items as completed or uncompleted.

Add To-Do Item Capability

Here you can permit the selected capability to add new items.

Edit To-Do Item Capability

Here you can allow the chosen capability to edit existing to-do items.

Assign To-Do Item Capability

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

View All Assigned Tasks Capability

This option allows 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

This option enables the selected capability to purge all the completed items.

Add Categories Capability

Here you can allow the selected 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 transfer data from one website to another, or export your data for backup or reporting purposes.

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

Now you can easily export and import your 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 new window allowing you to view or save your data as plain text to a storage device …

As well as 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 – pages, posts, etc…), or just select ‘To-Do’ from the ‘Choose what to export’ section and click the ‘Download Export File’ button to download your file to a storage medium…

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 file and click ‘Open’ …

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

Your file will be imported.

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

How To Use Cleverness To-Do List

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

This brings up the ‘To-Do List’ page …

Add New To-Do Items

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

For example, you can add a new item to your to-do list from your WP dashboard bar …

You can also add a new item to your to-do list inside 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, since the link will simply send you to the “Add New To-Do Item” section further 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, you may or may not see certain options displayed when new items to your to-do list.

Configure the options you have enabled for your to-do items, enter appropriate information into the relevant fields and click on the ‘Submit To-Do Item’ button to add the to-do item …

Note: If you have chosen 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 make multiple users responsible for 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 List’ table …

Repeat this process to add new items to your to-do list …

Edit And Delete To-Do Items From Your List

To edit or delete an item, click on the ‘Edit’ or ‘Delete’ buttons next to items 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 own WP dashboard …

When users assigned with the item complete the task and tick the item checkbox …

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

And displays in the ‘Completed Items’ section 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 site using widgets, and add lists to any post or page using short codes.

Widgets

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 menu where you want your list to appear …

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

Your list will appear on your site where the widget was placed (e.g. the sidebar menu, footer, etc.)

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

• Using Widgets In WordPress

Using The Cleverness To-Do List Plugin Shortcodes

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

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

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

Click on the ‘Shortcodes’ tab to access the Shortcode Documentation …

This section explains various ways to configure and use shortcodes to display lists 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 post or page and you will see the list displayed exactly where you have added the short code …

For more details about this plugin, visit this site:

• Cleverness To-Do List WordPress Plugin

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

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