To-Do List

The To-Do List shows a list of tasks that need to be done, organized by date. Great for the team member focused more on getting work done than managing the project, it answers the question: “What should I be working on right now?” The default view shows a user’s late items and upcoming items for the next seven days.

The To-Do List can also be set to view items for another team member, User Group, (if User Groups are established in settings), or to report on all upcoming work, for a single workspace or across all workspaces.

Editing the filtering of this report, from the top ‘FILTERS/VIEW OPTIONS’ box, can better customize the report to your specific needs. The customization of this report also carries over to the emailed version. You can email any view of the To-Do List to another person, even to someone without access to Workzone. This can be a great way to let an outsider see a list of their tasks in your project, without giving them access to Workzone (or Projects). Click the Email This Report button at the top of the screen. Non-Workzone users will not be able to access Workzone via the links in the emailed To-Do List.

For tasks on the To-Do List, the End Date, Responsible (Administrators and Managers only), Status, and Notes fields can be updated by clicking in the respective fields, and the associated project plan will be updated automatically. Contributors and Reviewers (if given access to reports) will be able to see everyone’s to-dos, but will only be able to mark their own tasks as complete. Administrators and Managers can mark any tasks as complete.

Click the name of an item to go to the details page for that item. Click on the workspace or project name for a task to go to that task on the Task List.

If there are attachments to a task, there will be a paper clip icon to the left of the item. Click the paper clip to go to the details page for the task to access the attachments.

If Time Tracking is enabled, users can add time to their tasks from the To-Do List view. Click in the time column, represented by a clock symbol at top, to the left of the task. Enter the time worked on that task and click Save.

Tasks that are dependent (waiting) on prior tasks before they can be started will have an arrow symbol in the dependency column (to the right of the User column). Place your mouse over the arrow symbol to see the name of the prior task. If the prior task is late, the background behind the arrow will be shaded red. If the prior task has been marked completed, the background behind the arrow will be shaded green. This can be helpful to know whether tasks with dependencies are ready for work.

Outstanding approval requests will also show up on a user’s To-Do List, and can be approved right from the To-Do List. Notes added in the Comments field will be included as a response to the approval response.

Calendar events will be displayed on a user’s To-Do List if the event is notifying the user or was created by the user.

The To-Do List can be set as the welcome page for all users when they log in to Workzone. Administrators can make this change under Settings. Under Global Settings, select the link for Welcome page.

Workzone can send each user (with assigned tasks) an automated daily email the To-Do List for the next seven days. This can be enabled/disabled by an Administrator under Settings. On the left menu, under Auto notifications click Auto notifications, and select/deselect the check box next to To-Do List.

Warning: Workzone will begin sending daily emails to all users (with assigned tasks) starting the day following this setting being enabled. So you may want to wait to enable this if your task dates are not yet firm.

Individual users can also easily access their personal To-Do List by clicking the “My To-Do List’ link after clicking their name in the top right of every page in Workzone.

Items that span the set time period (started before today’s date and extend more than 7 days in the future) will show at the bottom of Today’s items, shaded in gray, to indicate that they are ongoing tasks.

A user’s To-Do List can be displayed on an external calendar. Click here for more details.