Add a to-do entry 

You can add one or more to-do entries to an activity and assign them to members of the activity.


About this task

A to-do entry represents a task to be completed. You can assign a to-do item to any individual member of an activity and select a due date for it. You can view all of the to-do entries for an activity from the To Do Items view.

To add a to-do entry...


Procedure

  1. Open an activity.

  2. Do one of the following:

    • To add the to-do entry directly to the activity, click Add To Do Item.

    • To add the to-do entry as a reply to another entry, open the entry, and then click Add To Do Item.

  3. Type a short task description into the To Do field. This task description becomes the text label that identifies the entry and is displayed in all views that include the entry.

      If you want to add attachments, bookmarks, or custom fields, to assign the to-do item, or to specify a due date, click More Options.

  4. By default, the task is assigned to Anyone (shared), meaning any member of the activity can perform the task, and then check it off after it has been completed. To assign the to-do item to a specific member, click Choose a person, and then perform one of the following actions:

    • Standard activity:

      • To assign the to-do entry to a specific person, select Individual activity members, and then select the person's name from the list. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field.

      • If the activity has been shared with a community, then you can assign the to-do item to a community member by selecting Community: <community_name> where <community_name> is the name of the community, and then selecting the person's name from the list.

    • Community activity to which all community members were added:

      • Select the person's name from the list. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field.

          If the activity has more than 500 members, you can click Next to see additional names.

          Note: The filter searches the names on the current page only. If there are multiple pages, click Next until you get to a page with names in the same alphabetic range as the name you are looking for, and then type the name into the filter box.

    • Community activity to which only a subset of community members were added:

      • Select Individual activity members, and then select the person's name from the list. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field.

          If the activity has more than 500 members, you can click Next to see additional names.

          Note: The filter searches the names on the current page only. If there are multiple pages, click Next until you get to a page with names in the same alphabetic range as the name you are looking for, and then type the name into the filter box.

      • To assign the to-do entry to a community owner, select <community_name> (community owners) where <community_name> is the name of the community, and then select the owner's name from the list.

  5. In the Due date field, assign a date by which the to-do entry must be completed. Type a date or choose a date from the calendar control.

  6. You can add content to the entry by clicking the following links:

      Attach File

        Adds a file to the entry. Click Browse beside the field to locate the file.
        Note: The maximum size limit for file attachments is 10 MB by default, but this value can be changed by your administrator.

      Add Bookmark

        Adds a web address to the entry. Type the title of the web page into the Bookmark title field, and then copy the web address into the field that begins with http://.

      Add Custom Fields -> Date Field

        Adds a Date field to the entry. When you click the empty field, a calendar control is displayed. You can either type the date into the field or pick a date from the calendar control.

      Add Custom Fields -> Person Field

        Adds a Person field to the entry. As you type a name into the field, a list of names from the directory is displayed. You can choose a name from the list or continue typing the person's full name or email address.

      Add Custom Fields -> Text Field

        Adds a Text field to the entry.

      You can add as many types of fields as you want and you can add fields of the same type multiple times. If you want to remove a field that you added, click the X next to the field to delete it.

  7. Optional: Rename a field that you added by clicking the field label to edit it.

      After you add a file, bookmark, or custom field to the entry, you can change the name that is associated with the field by default to a name that better describes the purpose of the field. For example, if you are using the to-do item to identify a file that you need to review, you might want to attach a file to the to-do entry, and change the name of the file attachment field to Document to review. You could also add a text field named Changes to track any updates you make to the file.

  8. In the Description field, describe the entry or add entry content. You can use the toolbar buttons to format the added text.

  9. In the Tags field, type a tag term. As you type, a list of matching tags from the tag collection is displayed. Click a tag to add it, or keep typing to add a tag that is not in the list. Separate multiple tags with commas.

      A tag is a single-word label or keyword that you assign to an entry to categorize it. After the entry is saved, the tag is added to the tag collection for the activity. Later, you can use the tag to find this entry by clicking the tag from the tag collection. Not only is this entry returned in the resulting list, but any similarly tagged entries are included also, thus helping you to discover related content. Keep in mind that the tag collection is composed of tags created by you and your colleagues; if no one has created any tags yet, you do not see a list of matching tags as you type into this field.

  10. To add this entry to a specific section of the activity, click the down arrow next to the Section field, and then select the section from the list.

  11. To hide the entry from other members, select Mark this entry private.

  12. If you want to notify activity members about this entry...

    1. Select Notify people of this entry.

    2. Do one of the following:

      • Standard activity:

        • To notify everyone, select the All individual members of this activity check box.

        • To notify specific people, select Individual activity members, and then select the boxes next to the names of individual members that you want to notify. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field.

        • If the activity has been shared with a community, then you can notify a subset of the community members by selecting Community: <community_name> where <community_name> is the name of the community, and then selecting the boxes next to the names of the members that you want to notify.

      • Community activity to which all community members were added:

        • Select the boxes next to the names of individual members that you want to notify. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field.

            If the activity has more than 500 members, you can click Next to see additional names.

            Note: The filter searches the names on the current page only. If there are multiple pages, click Next until you get to a page with names in the same alphabetic range as the name you are looking for, and then type the name into the filter box.

      • Community activity to which only a subset of community members were added:

        • To notify a subset of community members, select Individual activity members, and then select the boxes next to the names of individual members that you want to notify. To find people, scroll through the alphabetic list of names or type a person's name into the Type to filter this list field.

            If the activity has more than 500 members, you can click Next to see additional names.

            Note: The filter searches the names on the current page only. If there are multiple pages, click Next until you get to a page with names in the same alphabetic range as the name you are looking for, and then type the name into the filter box.

        • To notify the community owners only, select <community_name> (community owners) where <community_name> is the name of the community.

    3. If you want to add a comment that is displayed in the notification that is sent to the members, add it to the Notify Message field.

        By default, the notification indicates that you want to inform the member about this entry.

  13. Click Save.

  14. Do one of the following:

    • If you want to create another to-do item, type it into the To Do field.

    • If you do not want to create another to-do item, click Cancel.


Parent topic

What is an entry?


   

 

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