Columns

Once a new To Do List is created it will be populated with a standard set of columns for data in your To Do List, these columns are a mixture of configuration and content to manage your To Do List. Some of the default columns can be moved or hidden while others cannot be modified to ensure the integrity of the To Do List functions can continue. The full list of default columns and their purpose is described below.

Ref # - This is an automated reference number that increments for each new item.

Task Description - A full description of the task / activity that is to be tracked in the list

Category - A list of categories for items in the list (Default: Business, Personal, Training, Corporate)

Status - A list that indicates the status (Default: Not Started, In Progress, On Hold, Completed, Cancelled)

Priority - A list to prioritise the items in the list (Default: Critical, High, Medium, Low)

Calculated Sort (Hidden) - This column is used in the sorting for the list and uses values from Status and Priority to set a value that then determines the order of items in the list

Who is Responsible - Free Text field that can use to identify the person responsible for an activity

Due Date - The date on which the activity is due. This can be changed manually or set by the Auto Schedule

Estimated Effort - This is the estimate of hours for the activity and can be part of an hour (eg 1.5 is 1 and half hours)

Calculated Start Date - This is a calculated field and will use the values in Due Date, Estimated Effort, MAX Hours per Day and Valid Days of the Week to determine when the task needs to be started to finish it by the Due Date

Warning - This will display a warning message if the item is found to "break" any of the warnings that are to be checked (eg Overlapping Tasks). The Warning Message is designed only to show if there is an item that needs to display a warning.

Completion Date - This is a date field that is used to indicate the actual completion date for an item. It can be entered or left blank. The reporting and other analysis work best if this field is entered when an item is completed.

Notes - A free text field to store any other information relevant to the item

Customise your To Do List Columns

To customise your To Do List select the 'Columns' option in the Customise section on the Ribbon, you will then be presented with a form to manage the columns in your To Do List.

The form has a number of options to manage the columns of the To Do List

- at the top you can click through each of the To Do Lists to access the specific column configuration for a list without re-opening the form each time you go to a new list

- in the middle you can 'move' a column right or left in the worksheet, by moving it 'down' for right and 'up' for left, the arrow buttons on the side of the column names allow you to move the columns.

- underneath the list of existing columns you can either specify a new column name or update an existing column name. For the update you can set a column to be 'hidden' from the worksheet view.

Once you have made the required change or addition you select the action button at the bottom of the form, 'Add' will add a new column, 'Update' will change the configuration of a selected column and 'Delete' will attempt the delete of a column.