Creating To-Do Lists In WordPress

If you plan to run a hectic business, there are never enough hours in the day to get everything done.

There is just too much to do and remember. You have clients to meet, projects to complete, priorities to attend to, fires to extinguish, appointments to make, commitments to keep and so on. The “doing” never ends.

Now … on top of all this, add the extra dimension of promoting and growing your business online and maintaining your website updated with new content and things can start becoming unmanageable and chaotic.

Whether you run a business, website, blog, or manage a project, it’s important to be able to organize and prioritize your activities, keep track of your progress, and, if necessary, delegate tasks and responsibilities to other people efficiently.

A ”tried and true” 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 as you complete tasks. Your to do list can be very detailed or specific, or act as a concise reminder of what needs to be done today, tomorrow, this week, this month, etc.

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

Clear Thinking

Creating a to-do list means you don’t have to try to memorize stuff or store information inside your mind. 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.

Strategize

Creating and organizing to do lists helps you break down your workload into doable tasks and come up with a strategic plan for getting things done efficiently.

Keep Documented Work Logs

To-do lists allow you to retain documented logs of the work you have done. You can use this as evidence of work done to employers or clients, or just as a means of helping you monitor 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 impact your productivity.

Better Work Delegation

Having to do lists help you better delegate work to others. This is also important when collaborating on a team-based project (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 to-do lists, then prioritizing tasks and working systematically improves productivity and efficiency in your business.

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

In this tutorial you are going to learn how to create to-do lists in WordPress to improve business efficiency and productivity using a great little plugin called Cleverness To-Do List.

Cleverness To-Do List

Download The Cleverness To-Do List Plugin

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

Plugin Description

This plugin provides users with a to do list feature.

Features

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

You can configure 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 has a variety of settings available. You can delegate to do items to a specific user (this includes emailing new to do items to users) and optionally to have those items only seen by that user. You can also assign different permission levels to different users. 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 list and your to do lists can also display 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 short codes for front-end list administration. Management of categories is accessed through the back-end admin section.

If you plan to set up a multi-author blog you can use this to-do lists plugin to create custom to do lists for your post planners if you also own the developer’s premium plugin, Post Planner.

Installing The Cleverness To-Do List Plugin

Log into your WP dashboard section, and select Plugins > Add New …

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

Locate the plugin in the Search Results tab 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 screen by selecting To-Do List > Settings from your admin menu …

This brings you to the ‘Settings’ page …

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

Plugin Setup

The plugin’s ‘Settings’ screen is divided into 4 sections:

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

Let’s now configure each of these tabs.

To-Do List Settings

To-Do List Categories

Choose ‘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 lets you add categories that you can use to organize your lists (see ‘Plugin Usage’ section further below for more details) …

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

Private categories are not visible using widgets or shortcodes (only when ‘Sort Order’ is set to ‘Category’)

List View

List View lets you choose how your lists are viewed. There are three list views available:

• Individual – Choosing this option lets users create and manage their own private to-do list.
• Group – Use this option if you want all users to share the same to-do list.
• Master – Choose this option to create a master list for all users, where users have their own individual completion of items. If you select the ‘Master’ list view, make sure to 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 to-do list items.

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

Show Added By

If enabled, you can 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

If enabled, you will be able to 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 (‘Yes’) displays the ‘To-Do List’ menu in your WP Dashboard Admin bar …

Use WYSIWYG Editor

If this option is enabled (‘Yes’), you will be able to 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 multi-author 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 helps to make the process of managing a multi-author WordPress site easier …

Visit this site to learn more this handy plugin: WordPress Post Planner – WordPress Multi-Author Publishing Plugin

When you are done configuring your plugin options in this section, remember to 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 proceed …

This brings you to the plugin’s ‘Advanced Settings’ screen …

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

Let’s step 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 allows you to customize your To Do List …

You can configure the following settings in this section:

Date Format

In this area you can specify how to display dates in your to-do lists (e.g. month/day/year, day/month/year, etc.)

Note: To learn more about formatting 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 the labels for highest (important), normal and lowest priority items …

high priority items display in red and low priority items display in a lighter shade of grey …

Show To-Do Item ID

If enabled (‘Yes’), item IDs show on your to-do list …

Show Date To-Do Was Added

Enabling this option shows the date your 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 options in this area and assign to-do items to other users …

You can configure the following settings in this area:

Assign To-Do Items to Users

Enable this option (‘Yes’) 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

If enabled (‘Yes’), you can display to-do items only to users who have been assigned those items. Leave this option disabled (‘No’) to display to-do items to all users.

User Roles to Show

Check the boxes in this section (Administrator to display the type of users that can be assigned todo items. If you don’t want to assign to-do items to a particular role, then leave its check box unticked.

Email Assigned To-Do Items to User

When you enable this option, WordPress will automatically send an email to users with their assigned to-do items …

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

Note: If this option is disabled, 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 on the subject of your emails …

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

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

Show Who Assigned the To-Do Item in Email

If this option is enabled, you can display the user who assigned the to-do item in the email. This is a useful option if your website has various 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 emails. Type the name of your company, your domain, your name, or anything you like in this field …

From Email

Type in the email address that you want showing 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 out automatically to users when new items have been added in your to-do list …

Text in Emails Sent to User

Type 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

This section allows you to perform database maintenance tasks associated with plugin data inside your plugin settings area …

This function is useful if, for example, you notice that items you have already deleted 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 – Delete all to-do items.

Any database operations carried out from this screen cannot be undone. 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 do your own backups, then get support from a WordPress professional, or use backup plugins. You can read about a great WordPress backup plugin that we recommend using to perform automated WordPress file and data backups here:

• Back Up, Duplicate & Protect Your WordPress Site With Backup Creator WP Plugin

User Permissions

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

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

If you are setting up user permissions and capabilities for Group or Master List types, select the highest level capabilities that you would like users to have access to for each option …

By default, general capabilities of each user role are 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.

Here is a description of the settings in the User Permissions tab:

View To-Do List

This allows the selected 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

Here you can enable the chosen capability to mark to-do items as completed or uncompleted.

Add To-Do Item Capability

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

Edit To-Do Item Capability

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

Assign To-Do Item Capability

This setting permits 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 option enables the chosen capability to delete individual items.

Delete All To-Do Items Capability

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

Add Categories Capability

This option enables the chosen 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 transfer data from an existing to-do list to another website, or store 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 export or import your to-do list 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 new window allowing you to view or download your data as plain text to a storage medium (e.g. your hard drive) …

As well as exporting data from the ‘Import/Export’ section, you can also export data by going to your WordPress main menu and choosing 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 selecting ‘To-Do’ from the ‘Choose what to export’ section and clicking the ‘Download Export File’ button to download your file to an internal or external hard drive…

Importing To-Do List Data

To import a list data file, click on the ‘Browse’ button next to the ‘Choose File to Import’ field …

Locate the file in your hard drive or external drive and click ‘Open’ …

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

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

Now that you have configured all of the plugin settings, you can begin create and edit to-do lists.

How To Use The Cleverness To-Do List Plugin

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

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

How To Add A New Item To Your List

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

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

You can also add new to-do items from 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, since the link is only going to 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 when you add new to-do items.

Select 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 item to your list …

Note: If you are using a list type that lets you assign tasks to 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 delete a user) …

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

Repeat the above process to continue adding items to your list …

Edit And Remove To Do 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 how you have set up the plugin (see previous section), users assigned to tasks may also receive email notifications …

After creating your to do list, users can view the list when logged into their user dashboard …

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

… the item is then removed from the “To-Do” list …

And gets listed the ‘Completed Items’ section located in the ’To-Do List’ page …

Additional Information

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

Using The 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 menu where you would like your list to display …

Configure the widget settings and click ’Save’ …

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

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

• Using WordPress Widget

Using Plugin Short Codes

The Cleverness plugin also lets you add to-do lists and checklists to your site with short codes.

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

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

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

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

Once you know what information you want to add to your site, open up 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 showing exactly where you have added the shortcode …

Visit the plugin website here for more details about this plugin:

• Cleverness To-Do List WordPress Plugin

Congratulations! Now you can create and add a to-do list in WordPress.

***

***