Creating To-Do Lists In WordPress

If you are running a fast-paced business, there is never enough time to get everything done.

There is just so much work to do and things to remember. You have clients to meet, urgent tasks to complete, priorities to attend to, fires to extinguish, deliveries to make, schedules to keep and so on. The amount of things that need to get done never seems to stop.

Now … add the extra dimension of trying to promote and grow your business online and maintaining your website updated with fresh content and everything can quickly start becoming unmanageable and out of control.

Whether you are running a business, website, blog, or managing a project, it’s important to be able to organize and manage your daily tasks.

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

To-Do Lists – Benefits

A “to do” list helps you measure your progress as you complete tasks. Your to do list can be detailed and very specific, or serve as a concise reminder of the things that need to be done today, tomorrow, this week, this month, etc.

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

Think Clearly

Creating to do lists means you don’t have to keep remembering things or store information inside your mind. Once things are jotted down on a to-do list, your mind is free to process other information and you can focus on other things that are important.

Better Strategic Planning

By creating and organizing a to do list, you can see the larger picture and formulate a strategic plan to get tasks completed on time and on budget.

Keep Work Logs

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

Accountability

Without accountability there is no commitment to getting things completed, and no motivation to take meaningful action. Lack of accountability can also let excuses creep in and take over your work day.

Collaboration

Using to-do lists and other project management tools is essential for getting other people involved on some of your larger or more complex projects.

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

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 we are going to show you how to add a to-do list to your WP website or blog to help your team get things done  faster and more efficiently using a customizable, multi-featured to-do list plugin called Cleverness To-Do List.

Cleverness To-Do List

Cleverness To-Do List Plugin Download URL

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

Plugin Description

This WordPress plugin provides users with a to do list feature.

Cleverness To-Do List Plugin Features

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

You can configure the plugin 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 new to do items to assigned users) and optionally to have those items be viewable 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 included as well in the front-end administration.

A new menu item is added to the admin backend to help you manage your list and the to-do lists are also displayed on the dashboard widget.

A sidebar widget is available as well as shortcode to display the to do list items on your site. There are two short codes for front-end administration of your list. Management of categories is accessible through the back-end.

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

How To Install The Plugin

Inside your WordPress dashboard, scroll down the main 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 plugin in the Search Results section and click Install Now …

Click “Activate Plugin” …

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

After the plugin has been activated, click on Settings …

Note: You can also get to the ‘Settings’ screen by choosing To-Do List > Settings from the admin menu …

This brings you to the ‘Settings’ page …

Let’s go through the plugin configuration process …

Setting Up The Cleverness To-Do List Plugin

The Settings screen is divided into four tabs:

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

Let’s now review each of these sections.

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 is added to the To-Do List menu …

This lets you 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 to-do lists.

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

List View

List View allows you to choose how your lists will be viewed. You can choose from three kinds of list views:

• Individual – Choosing this option lets users create and manage their own private to-do list.
• Group – Select this option if you want all users to share the same to-do list.
• Master – Select this option to have a master list for all users, where users have their own individual completion of items. If you select the ‘Master’ list view, make sure that you adjust the User Permissions appropriately in the ‘User Permissions’ tab (see further below).

Sort Order

‘Sort Order’ lets you specify how to order your 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 members on your site 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 (‘Yes’) displays completion dates for to-do tasks.

Show Deadline

Enabling this option lets you specify deadlines for to-do tasks …

Show Progress

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

Show Admin Bar Menu

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

Use WYSIWYG Editor

If this option is enabled, you can 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 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, from the same developer that provides you with a complete WordPress editorial solution …

To learn more this WordPress plugin, visit this site: WordPress Post Planner – WordPress Editorial Solution Plugin

Once you have finished configuring your plugin options in this section, 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 …

This brings you to the ‘Advanced Settings’ screen …

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

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 lets you customize your To Do List …

The following settings can be configured in this section:

Date Format

Here 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 date section of the WordPress Codex below:

WordPress Codex – Formatting Date And Time

Priority Labels

In this area you can customize your labels for prioritizing highest, normal and lowest (low) items …

Items prioritized as “important” display in red in your lists and lowest (low) priority items display in a lighter shade of grey …

Show To-Do Item ID

If enabled, the item’s ID will display on your list …

Show Date To-Do Was Added

Enabling this option (‘Yes’) will show the date the items table was added …

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 items to other users …

You can configure the following options in this section:

Assign To-Do Items to Users

If 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 enabled (‘Yes’), you can display to-do items only to users who have been specifically assigned those items. Leave this option disabled to display to-do items to all users.

User Roles to Show

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

Email Assigned To-Do Items to User

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

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

Note: If you disable this option, 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 to-do categories added to the email subject.

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

Show Who Assigned the To-Do Item in Email

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

From Email

In this field, type the email address that you want displayed as the “sent from” address …

Subject Field for Emails Sent to User

Add into this field a subject field for the email that will be sent automatically to users whenever a new item has been added to 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

In this section of the ‘Advanced Settings’ tab you can perform database maintenance tasks related to plugin data directly from your plugin settings area …

This function is useful if, for example, you see that items you have already deleted are still showing up on your site.

The following tasks can be performed in this section:

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

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

If you don’t want to perform site backups, then get professional help services, or use a WordPress backup plugin. You can read about a great WordPress backup plugin that we recommend using to automate backups here:

• Back Up, Copy & Protect Your WP Websites With Backup Creator WP Plugin

User Permissions

Here you can configure user permissions and capabilities for Group and Master List types …

If you select Individual List, the only item that applies in 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 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-admin users should only be permitted to view and complete items, otherwise they will have the ability to edit the Master list itself.

Here is a description of the settings for the User Permissions section:

View To-Do List

This permits 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 permits the selected capability to mark to-do items as completed or uncompleted.

Add To-Do Item Capability

This option allows the chosen capability to add new items.

Edit To-Do Item Capability

This allows the selected capability to modify existing to-do items.

Assign To-Do Item Capability

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

View All Assigned Tasks Capability

Here you can enable 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

This setting enables the chosen capability to delete individual to-do items.

Delete All To-Do Items Capability

Here you can enable the chosen capability to purge all the completed to-do items.

Add Categories Capability

This setting 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 need to transfer data from one website to another, or export your 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 import or export your list 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 save the data in a plain text file (e.g. Notepad) to a storage medium …

As well as exporting list data from the ‘Import/Export’ section, you can also export data by going to your admin 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 – posts, pages, etc…), or selecting ‘To-Do’ from the ‘Choose what to export’ section and clicking the ‘Download Export File’ button to save your file to a storage device…

Importing To-Do List Data

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

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

Once the data file has been uploaded to your settings area, click on 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 are ready to begin creating and editing to-do lists.

How To Use The Cleverness To-Do List Plugin

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

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

Add New To-Do Items To Your List

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

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

You can also add new to-do items to your list in your Dashboard 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 contains many items, as the link is only going to take you to the “Add New To-Do Item” section down the screen) …

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

Depending on the way you have configured the plugin settings, some options may not display when new items to your to-do list.

Configure 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 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 users) …

Once the new item has been added, it will display as an entry in the ‘To-Do List’ table …

Repeat this process to keep 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 your plugin configuration 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 when logged into their own WP dashboard …

When users assigned with the item complete the task and click on the item checkbox …

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

And gets listed the ‘Completed Items’ table located in the ’To-Do List’ screen …

Additional Information

The Cleverness plugin offers additional functions that let you display to-do lists on your site using widgets, and display lists on any page or post using shortcodes.

Using The Cleverness Plugin Widget

To add to-do lists to your site using widgets, go to the ‘Widgets’ section (Appearance > Widgets) and drag the ‘To-Do List’ widget to the location in your sidebar (or footer) menu where you would like the to-do list to display …

Configure the widget settings and click ’Save’ …

Your list will display wherever you have added the ‘to-do-list’ widget (i.e. the sidebar menu, footer, etc.)

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

• Using WordPress Widget

Using The Cleverness To-Do List Plugin Short Codes

You can also create lists to your site with shortcodes.

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

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

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

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

Once you know what information you want to add to your site, create or edit a new or existing 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 displayed where you entered the short code …

Visit this site for more details about this plugin:

• Cleverness To-Do List WordPress Plugin

Congratulations! Now you know how to create and add a to-do list to your WordPress site.

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