Table of Contents
- Creating A To Do List In WordPress
- The Benefits Of Using A To-Do List
- Cleverness To-Do List Plugin Installation
- Cleverness To-Do List Plugin Configuration
- To-Do List Settings
- Advanced Settings
- To-Do List Advanced Settings > Assign To-Do Items Settings
- Assign To-Do Items to Users
- Show a User Only the To-Do Items Assigned to Them
- User Roles to Show
- Email Assigned To-Do Items to User
- Add Category to Subject
- Show Who Assigned the To-Do Item in Email
- From Field for Emails Sent to User
- From Email
- Subject Field for Emails Sent to User
- Text in Emails Sent to User
- To-Do List Advanced Settings > Database Cleanup
- User Permissions
- Plugin Usage
Creating A To Do List In WordPress
If you plan to run a fast-paced business, time is always in short supply.
There is just so much to do and remember. You have deadlines to meet, project tasks to complete, meetings to attend, fires to put out, appointments to make, schedules to keep and so on. The stress of trying to get things done on time 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 fresh content and everything can start to become unmanageable and overwhelming.
Whether you are running a business, website, blog, or managing a team, you need to be able to organize and prioritize your daily tasks, keep track of your progress and daily accomplishments, and, if necessary, assign responsibilities to others efficiently.
One simple “tried and true” method that can help you save time, create a sense of order and manageability, and allow you to take control is to use a “to do” list.
The Benefits Of Using A To-Do List
A “to do” list helps you measure your progress when working towards your goals. Your to-do list can be minutely detailed and very specific, or serve as a reminder of tasks that need to be done today, tomorrow, next week, next month, etc.
Here are some of the many benefits of using to-do lists:
A To Do List Helps You Stay Organized
Having a to-do list helps you create order, keep things organized and reach goals faster.
Creating and organizing to-do lists helps you break down larger projects into more doable tasks and create a strategic plan for getting tasks completed on time and on budget.
Keep Documented Work Logs
A to do list lets you retain documented logs of what has been done. You can use this as evidence of work done to employers or clients, or just as a way of helping you track your own productivity and efficiency.
Stress can result from feeling overwhelmed by so much to do and so little time to do it all in. Creating a to do list allows you to prioritize urgent things that need to get done immediately, and push out items that can be addressed at a later time. This can help you stress less.
Feeling Of Accomplishment
Crossing items off your to-do list gives you a sense of accomplishment and allows you to stress less, as you can objectively see (or show) that the work is getting done and that progress is being made.
As you can see, there are many benefits to using a to-do list, both in business and in your personal life. Create a list, prioritize your list items and work in a focused manner and productivity and efficiency in your business is sure to increase.
Let’s turn now to using a to do list on your website or blog. More specifically, adding a to-do list to WordPress.
In this detailed step-by-step tutorial you are going to learn how to easily create to do lists in WordPress to help get things done online faster and more efficiently using a great little plugin for WordPress called Cleverness To-Do List.
Download The Plugin
This WordPress plugin provides users with a to do list feature.
Cleverness To-Do List Plugin Features
Note: the features described below are discussed in more detail in the tutorial section.
You can configure the plugin to assign 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 includes a number of different settings. You can delegate to-do items to specific users (this includes a setting to email new to do items to the user) and optionally to have those items be seen 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 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 accessed via the back-end admin section.
If you plan to run a multi-author blog 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 Post Planner plugin.
Cleverness To-Do List Plugin Installation
Inside your WordPress admin section, scroll down the main menu and click on Plugins > Add New …
In the Install Plugins screen, type in “cleverness” into the search field and click the Enter button …
Locate the Cleverness To-Do List plugin in the Search Results tab and click Install Now …
Click “Activate Plugin” …
Note: You can also activate the plugin from the Plugins screen …
When the plugin has been activated, click on Settings …
Note: You can also get to the plugin’s ‘Settings’ area by choosing To-Do List > Settings from the dashboard menu …
This takes you to the ‘Settings’ screen …
The section below shows you how to configure the plugin …
Cleverness To-Do List Plugin Configuration
The plugin’s ‘Settings’ area is divided into 4 sections:
- To-Do List Settings – Here you can specify the main plugin settings.
- Advanced Settings – This section lets you customize to-do lists, assign to-do items to other users and perform plugin database maintenance tasks.
- User Permissions – In this area you can set up user permissions and capabilities for Master and Group List types.
- Import/Export – This area lets you import and export to-do list data and plugin settings.
Let’s review each of these sections.
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 is added to the To-Do List plugin 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 lists.
Categories set to ‘private’ are not visible when using sidebar widgets or short codes (only when ‘Sort Order’ is set to ‘Category’)
List View allows you to specify how lists will be viewed. You can choose three to-do list views:
- Individual – Choosing this option allows each user to create and manage their own private to-do list.
- Group – Choosing this option lets users share one to-do list.
- Master – Select 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 that you set the User Permissions appropriately in the ‘User Permissions’ tab (this is covered further below).
‘Sort Order’ lets you specify how list items will be sorted.
If you choose Category, Alphabetical or ID, Category, ID or Alphabetical options, items will be first sorted by priority.
Show Added By
Enabling this option lets you display which of your users has added an item to your to-do list.
Note: This setting only works when ‘List View’ is set to ‘Group’.
Show Date Completed
Enabling this option displays completion dates for your to-do items.
Enabling this option (‘Yes’) lets you specify deadlines for your to-do tasks …
Enabling this option 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 will display in your WP Dashboard Admin bar …
Use WYSIWYG Editor
This menu option lets you add and edit items on your to-do list using the WordPress WYSIWYG Editor …
Use Auto Paragraphs
If this option is enabled (‘Yes’), automatic paragraphs are used to display content in to-do lists.
Integrate with Post Planner
If you are running a multi-author site or blog, you can integrate the Cleverness To-Do List plugin with a plugin called WordPress Post Planner, from the same plugin developer that provides you with a complete WordPress editorial solution …
To learn more this plugin, go here: WordPress Post Planner – Editorial Solution Plugin For WordPress
After configuring your plugin options in this section, remember to click the ‘Save Changes’ button …
After configuring the settings in the To-Do List Settings tab, click on the ‘Advanced Settings’ tab to proceed …
This brings you to the ‘Advanced Settings’ section …
In this tab 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
Here you can customize your To Do List …
The following settings can be configured in this section:
Here you can specify how to display dates on your to-do lists (e.g. month/day/year, day/month/year, etc.)
Note: To learn more about how to format dates in WordPress, see the relevant section of the WordPress Codex below:
Here you can customize labels for important, middle (normal) and lowest (low) priority items …
Highest priority items are shown in red and lowest (low) priority items display in a lighter shade of grey …
Show To-Do Item ID
Enabling this option (‘Yes’) displays the items’ IDs on the to-do list …
Show Date To-Do Was Added
Enabling this option will display the date the items table 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 settings in this section and assign items to other users …
The following options can be configured in this area:
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
If enabled, you can display items only to users who have been specifically assigned those items. Leaving this option disabled will display to-do items to all users.
User Roles to Show
Check the boxes in this area Contributor to display the type of users that can be assigned items. Leave the checkbox unticked for any roles that you do not want to assign to-do items.
Email Assigned To-Do Items to User
If this option is enabled (‘Yes’), WordPress will automatically send 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.
Note: If you disable this option, skip the remaining 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 display to-do categories in the subject of your emails.
If you don’t want categories to appear the subject of your emails, then leave this option disabled (‘No’).
Show Who Assigned the To-Do Item in Email
Enable this option (‘Yes’) to display the user who assigned the to-do item in the email. This option is useful if, for example, your website has a number of 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 email notifications to users. You can enter the name of your company, your domain, your name, or anything you like into this field …
Type in the email address that you want showing 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 automatically sent to users when a new item has been added to your to-do list …
Text in Emails Sent to User
Add 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 lets you carry out database maintenance operations associated with plugin data inside the plugin settings area …
This function is useful if, for example, you notice that to-do items you have already deleted are still appearing on your site.
The following tasks can be performed:
- Delete Tables – Remove custom database tables that you are no longer using.
- Delete All To-Do Items – Delete all to-do items.
Any database operations performed from this screen cannot be reversed. If you are comfortable to carry out database maintenance in this section, then make sure to backup your WordPress database first.
If you don’t want to do your own site backups, then get professional WordPress support, or use a backup plugin. You can learn more about a great WordPress backup plugin that can automate your site backups here:
Here you can configure user permissions and capabilities for Group and Master List types …
If you are using Individual List, the only item applicable for 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 would like users to perform for each option …
By 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 using the Master list type non-administrator users should only be allowed to view and complete items, otherwise they will be able to edit the Master list itself.
Let’s review the settings in the User Permissions section:
View To-Do List
Here you can allow the selected 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 setting enables the chosen capability to mark to-do items as completed or not completed.
Add To-Do Item Capability
This setting allows the selected capability to add new to-do items.
Edit To-Do Item Capability
Here you can enable the chosen capability to modify existing to-do items.
Assign To-Do Item Capability
Here you can permit the selected 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 permits the chosen capability to delete individual to-do items.
Delete All To-Do Items Capability
Here you can permit the selected capability to purge all the completed items.
Add Categories Capability
This setting enables the selected capability to add new categories.
Being able to import and export to-do list data can be useful. For example, you may decide to transfer data from an existing list to another website, or export the 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 import and export your list data and plugin settings …
Exporting To-Do List Data
To export and download your list data settings click on the ‘Download Export File’ …
This will open up a window allowing you to view or download the data in plain text format to a storage device …
As well as exporting list data from the ‘Import/Export’ tab, 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 checking ‘All content’ (includes everything – pages, posts, 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 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 …
Select the file in your hard drive or external drive and click ‘Open’ …
After your data file has been uploaded in your settings area, click on ‘Import Settings’ …
Your file data will be imported.
Now that you have configured all plugin settings, you can start create and edit to-do lists.
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 …
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 to your list from your 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 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 will simply send you to the “Add New To-Do Item” section down the page) …
All the methods shown above will take you to the ‘Add New To-Do Item’ section.
Depending on how you have configured the plugin’s settings, some options may not display when when you add new to-do items.
Configure 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 item to your list …
Note: If you are using a list type that allows you to assign items to users, select a user from the drop-down list and assign them the item …
You can also assign multiple users to the same item (click on ‘x’ to remove users) …
After After adding a new item, the item will be listed as an entry in the ‘To-Do Items’ table …
Repeat the above process to continue adding items to your to-do list …
Edit And Delete To Do Items
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 configured your settings (discussed earlier), 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 own user dashboard …
When users responsible for an item complete the task and click on the item checkbox …
… the item disappears from the “To-Do” list …
And gets added to the ‘Completed Items’ section located in the ’To-Do List’ plugin screen …
Additional Plugin Information
The Cleverness plugin provides additional functions that let you display to-do lists on your WordPress website using widgets, and insert lists into any post or page using short codes.
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 menu location where you would like the to-do list to appear …
Configure the widget settings and click ’Save’ …
Your list will appear where you have added the widget (i.e. the sidebar menu, footer, etc.)
To learn more about how to use widgets in WordPress, see the tutorial below:
Using The Cleverness Plugin Shortcodes
The plugin also lets you add to-do lists and checklists on your site by placing shortcodes into your content.
To access the documentation on using short codes, select To-Do List > To-Do List from your admin menu …
Click on the ‘Help’ tab on the corner of your screen …
Click on the ‘Shortcodes’ menu entry to access the Shortcode Documentation …
This section explains different ways to configure and use short codes to display lists on your content.
Once you know what information you would like to add to your site, open up a new post or page and either type or paste the short code into the content area …
After publishing your page or post, you will see the list displayed exactly where you added the short code …
For more information about this plugin, visit the plugin website:
Congratulations! Now you can create and add a to-do list to your WordPress site.
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