To Do Items

To Do items in Content Manager represent items that need to be completed, like simple tasks. To Do items have a task description, due date, priority, person responsible, and can have a Content Manager reference record.

For this functionality to be available, the feature Todo Items must be selected in the System Options Features page.

The easiest way to find your To Do items that are assigned to you is by clicking the shortcut in the shortcuts pane More tab. See Trays.

There are multiple ways of creating To Do Items.:

  • From the Shortcuts pane - More group and then click To Do Items. A window displaying all To Do Items assigned to you is displayed.
  • From a Content Manager object that supports To Do Items:
    • For records - right-click point to Workflow and click Show To Do Items. A window displaying all To Do Items associated to the record is displayed.
    • For Locations - right-click point to Show and click Show To Do Items. A window displaying all To Do Items associated to the location is displayed.
  • From a record, right-click point to Workflow and click Manage To Do Items. The Manage the to do items of this record dialog is displayed.
  1. In the To Do Item window, right-click and click New To Do Item.

    The New To Do Item dialog box appears.

  2. Complete the details of the New To Do Item dialog:
    • General tab
      • To Be Done - the description of task to be performed.
      • Date Due - type or click the calendar button to select a due date. Mandatory for To Do items.
      • Assignee - the location responsible for completing the To Do item. By default, the current user is the Assignee, to change this to another user, click the KwikSelect to search for and select the user's name, or select a user from the recently used drop-down list.
      • Priority - select from the following:
        • None
        • Very High
        • High
        • Medium
        • Low
        • Very Low
      • Date Completed - displays the date the To Do Item task was completed.
      • Notify by Email - select this option to send email to the To Do Item Assignee:
        • when you first assign the To Do item
        • when it first becomes overdue
        • every week after it becomes overdue until it is complete
    • To Do Item References tab
      • Right-click and select Add To Do Item Reference. The New To do Item Reference dialog is displayed.
      • Referenced Object Type - from the drop-down list, select the Content Manager Object type to be added as a reference to the To Do Item; Select from:
        • Classification
        • Location
        • Record
        • Schedule
      • Referenced Object - select the object to be referenced, either from the drop-down recent list, or use the KwikSelect to search for and select the appropriate object.
      • Reference Type - from the drop-down list, select the type of Reference the object is. Select from:
        • FYI
        • See Also
        • Please Update
    • Security/Access tab - set the required access controls on the To Do item to limit who can view, update and modify it. See Applying Access Controls to functions for details on how to apply Access Controls.
    • Notes tab - type additional information about the To Do Item to help with completing the To Do item.
  3. Click OK to save the To Do item.

The Manage To Do Items dialog is only available from records and it allows users to create To Do Items for records that automatically adds the selected record as a reference document. This option will only apply the changes to a single record.

  1. On the Manage To Do Items dialog, to add a new To Do Item, click New To Do Item ().
    The New To Do Item dialog is displayed.
  2. Complete the details of the New To Do Item dialog:
    • General tab
      • To Be Done - the description of task to be performed.
      • Date Due - type or click the calendar button to select a due date. Mandatory for To Do items.
      • Assignee - the location responsible for completing the To Do item. By default, the current user is the Assignee, to change this to another user, click the KwikSelect to search for and select the user's name, or select a user from the recently used drop-down list.
      • Priority - select from the following:
        • None
        • Very High
        • High
        • Medium
        • Low
        • Very Low
      • Date Completed - displays the date the To Do Item task was completed.
      • Notify by Email - select this option to send email to the To Do Item Assignee:
        • when you first assign the To Do item
        • when it first becomes overdue
        • every week after it becomes overdue until it is complete
    • To Do Item References tab - the selected record the Manage To Do Items option was clicked from will automatically be added to the To Do Item as an FYI reference type and will be listed in the To Do Items Reference tab. This can be changed by right-clicking on the displayed record, and clicking Properties. Select the new Reference Type from the drop-down list, click OK.
      Additional references can be added:
      • Right-click and select Add To Do Item Reference. The New To do Item Reference dialog is displayed.
      • Referenced Object Type - from the drop-down list, select the Content Manager Object type to be added as a reference to the To Do Item; Select from:
        • Classification
        • Location
        • Record
        • Schedule
      • Referenced Object - select the object to be referenced, either from the drop-down recent list, or use the KwikSelect to search for and select the appropriate object.
      • Reference Type - from the drop-down list, select the type of Reference the object is. Select from:
        • FYI
        • See Also
        • Please Update
    • Security/Access tab - set the required access controls on the To Do item to limit who can view, update and modify it. See Applying Access Controls to functions for details on how to apply Access Controls.
    • Notes tab - type additional information about the To Do Item to help with completing the To Do item.
  3. Click OK to save the To Do item.

The Manage To Do Items dialog allows users to add existing To Do Items to a record, automatically adding the record as a Reference document.

  1. On the Manage To Do Items dialog, to add an existing item, click Select To Do Items ().
    The Select from To Do Items dialog is displayed.
  2. Search for and select the To Do Items to be added to the record, click OK.
  3. The items will be added to the record, and the To Do Items will be updated to show the record as a reference document.

NOTE: The record will automatically be added to the To Do Item as an FYI reference type and will be listed in the To Do Items Reference tab. This can be changed by right-clicking on the displayed record, and clicking Properties. Select the new Reference Type from the drop-down list, click OK.

An To Do Item can be set to recur for a period of time. When a To Do Item is flagged to recur it will be added to the Assignee's To Do Item list, with a due date that matches the recurrence period and for the number of occurrences required.

To create a recurring To Do Item, on the To Do Item that requires recurring action:

  1. Right-click and click Create Series.
    The Create Series <Request Name> dialog is displayed.
  2. Complete the details for how often the To Do Item needs to recur and for how long:
    • Starting from - type, or use the Calender option to select, the date the first recurrence is to start from.
    • Every - enter the frequency the recurrence will occur. Type in the number of times the To Do Item should be repeated and from the drop-down list select the time trigger.
    • Until - select this option to stop the creation of the To Do Items on the specified date. Type in, or use the Calendar option to select, the date the recurrence will end.
    • End after - select this option to stop the creation of the To Do Items at a defined number of occurrences. Type the number of occurrence to create.
  3. Click OK.

The new To Do Items that are a part of the series will be created with a Due Date based on the recurrence frequency.

NOTE: Once part of a series you cannot add more to the series, if needed you will need to create a new To Do Item and set up a new series.

To Do Items can be completed from the To Do Items window, or from the Manage To Do Items dialog.

  1. Right-click the To Do item to complete and click Complete.
  1. Right-click the To Do item to complete and click Properties
  2. In the Date Completed field, type or click the calendar button to select a completion date.

    You can also type in a time.

  3. Click OK to save the changes.

To Do Items can be removed from the To Do Items window, or from the Manage To Do Items dialog.

From the To Do Items window:

  1. Right-click the To Do item to remove and click Delete.

    A confirmation dialog appears.

  2. Click Yes to confirm or No to cancel.

From the Manage To Do Items dialog:

  1. Select the To Do Item to be removed and click Remove To Do Item ().

The To Do Item will be removed without confirmation.

  1. On the Shortcuts menu, click More and then click To Do Items. A new window display all To Do Items assigned to you will appear.

TIP: Performing a recursive search to find To Do items at a specified Location and at its subordinate Locations, such as all people within a Workgroup Location:

  1. Click F7 to refine the search
  2. Select Recursive.

    If you cannot see the option, at the bottom of the dialog, click Editor and select Boolean.

    When you are using the editor String, insert a plus symbol (+) directly after the Location you are using to search, without a space in between.

From a record: Manage To Do Items

  1. From a record, right-click point to Workflow and click Manage To Do Items. The Manage the to do items of this record dialog is displayed. On this dialog, you can create and manage the To Do Items that have the selected record as a reference.

This is the pane in the main Content Manager window under the toolbars.

Use the fields:

  • Search For - select To Do Items
  • Search By - use KwikSelect to select a search method, for example dueon to find To Do items for a specific due date, or assignee to find all To Do items with a specific assignee
  • Matching criteria - enter the data to find, for example, by using the Select date from calendar button to the right, or by typing the assignee name
  • Run the search button - click to start the search

See Search pane.

  1. Run a search for To Do items using one of the methods described above
  2. Right-click in the list, even if there are no results, and on the Search ribbon, click Refine Search.
    The Search for To Do Items dialog box appears.
  3. Use the Boolean search editor, or, to use the options below, switch to the multi-field editor to find To Do items with specific data in the fields:
    • Assignee
    • Date Due - within a specific date range
    • Date Completed - within a specific date range
    • Description
    • With Record Reference
  4. Optional - use the Filter and Sort tabs to refine your search results further:
    • Include To Do Items that have already been completed - select to find completed To Do items. By default, Content Manager only finds uncompleted To Do items.
    • Priority - to find only To Do items with specific values for Priority
  5. Click OK.
    Content Manager returns the To Do items that match your criteria.

See Search for ... dialogue boxes for more information.

The search string editor enables you to use the full capabilities of Content Manager searching, combining potentially large numbers of criteria, and using advanced filter and sort options. See Using the string-based search editor.

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