To-Do Screen

The To-Do screen displays current and completed To-Do items and is accessed via the To-Do option in the CommTrak Main Menu.

Each To-Do has a unique ID, typically with the TD prefix, for example, TD20.

A To-Do item can be added as a component of a Project Task.

The To-Do screen consists of the following sections:

Viewing another Staff Members To-Do Items

By default, the Add new To-Do section displays your To-Do items. At the top-right of the section header, there is a clickable link: My To-Do List (visible in the following image).

Clicking the My To-Do List link presents a dropdown list of other staff who have assigned you with access to their Calendar and To-Do list.

Other staff can view a staff member's Calendar and To-Do items only if that staff member grants them permission through their Calendar/To-Do Sharing settings.

Add New To-Do

The following fields are displayed in the Add new To-Do section:

Summary (mandatory)

A short description of the To-Do

Description

A detailed explanation of the To-Do

Priority (default - Normal)

The priority of the To-Do. The options are:

  • Low
  • Normal (default)
  • High

Start Date (default - today)

The start date for the To-Do. Enter a date using the standard Date Selection features.

Due Date (default - today)

The end date for the To-Do. Enter a date using the standard Date Selection features.

Staff (default - current user)

Specify the staff member to whom this To-Do is to be assigned.

If a staff name other than the current user is selected, the Notify Staff checkbox is displayed. Tick the checkbox to send the staff member an email notification when the To-Do is added.

Customer Name

This is a standard CommTrak customer search field; enter a minimum of three characters to display a list of matching customers in a dropdown list. Click the customer name to select it.

Status (default - Active)

The status of the To-Do. The options are:

  • Active (default)
  • Pending

Both statuses mean that that To-Do is current (i.e. not completed). The Pending status is typically used to indicate that a To-Do is in progress, but not completed.

Add To-Do

Press the Add button to create the To-Do item

Current To-Do List

The Current To-Do list shows all current (incomplete) To-Do items. The following image shows a list with a single To-Do item:

The To-Do item in the previous image includes a link to a Project in the Related To column (PR3 in this example) . This indicates that the To-Do item was created from with a Project.

Clicking a PR link will open the Project in a separate browser tab.

Complete a To-Do

A To-Do can be completed in two ways:

  • In the To-Do list, tick the Complete checkbox for a To-Do item (visible in the previous image). You will be prompted to confirm that the item has been completed. Press OK to confirm completion, or Cancel, to leave the To-Do in the Current To-Do list.
  • Click anywhere on the row for a To-Do item to display the Modify To-Do item pop-up window. Tick the Complete checkbox and press Save.

Both methods result in the To-Do being marked as completed and moved to the Completed To-Do Items list.

Modify a To-Do

To modify a current To-Do, click anywhere on the row for the To-Do item to display the Modify To-Do item pop-up window.

Update the fields as required.

The Customer Name field cannot be modified if the To-Do is related to a Project.

Press the Save button to confirm changes, or press the pop-up window's red X icon to cancel any changes.

Completed To-Do Items

The Completed To-Do items list shows all completed To-Do items. The following image shows a list with a single completed To-Do item:

Completed To-Do items are shown with the Due Date and the Date Completed.

Reactivating a Completed To-Do Item

To Reactivate a completed To-Do Item, click anywhere on the row for the item to reactivate. A prompt is displaying confirming reactivation. Press OK to confirm reactivation, or Cancel, to leave the To-Do in the Completed To-Do Items list.

Deleting a Completed To-Do Item

Click the trash can item to delete the item. Press OK to confirm deletion, or Cancel, to leave the To-Do in the Completed To-Do Items list.

Deleted To-Do items cannot be recovered!

To-Do items that are related to a Project cannot be deleted. If deletion of a related To-Do item is attempted, a warning will be displayed.

Before deleting a related To-Do item, the relationship must first be removed from within the Project.

Within a Project, the related To-Do can be unassigned by pressing the trash can icon (visible in the following image of a Project Task):

The relationship between an unassigned To-Do and a Project can be removed by pressing the Unrelate (broken link) icon in the Project's Related Unallocated Records field: