Adding a to-do item

You can add one or more to-do items to an activity and assign them to activity members. Use to-do items to manage the work that is needed to complete an activity goal. You can view all of the to-do entries for an activity from the To Do Items view.

About this task

When you click Add a To Do Item, you can enter a short task description into the To Do field and save the to-do item. The description that you enter identifies the item and is displayed in all views that include the item. To add more information, content, or to assign the to-do item, click More options. The following steps include information for the optional items in More options.

When you are in an activity, you can create new to-do items or you can create to-do items within existing entries. 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.To add the to-do entry directly to the activity, click Add > To Do. To add the to-do entry as a reply to another entry, right-click the entry, and then click Add Response > To Do.

Use the following information to complete the additional options available when you click More options.

Note: Activities to-do items are not related to IBM® Lotus Notes® To Do items.

Procedure

Assign the task to one or more members of the activity.
- By default, the task is assigned to Anyone (shared). Assigning a task as Anyone (shared) means that any member of the activity can complete the task.
- Click the Assigned To: drop-down and select One or more activity members. You can then either Select All activity members or select individual activity members (up to a limit of 50 members) from the members list.
  Note: Assigning multiple people to a to-do item is disabled by default. Speak with your IBM Connections™ administrator to enable.
In the Due date field, assign a date by which this task must be completed.
Add content to the entry.
- Click Add File > Attach File to add a file to the entry.
  Files that you attach are uploaded to the activity and stored within the activity. The files cannot be shared outside the membership of the activity. The contents of files that are uploaded to activities cannot be searched. If you want to upload a file that you can share with a wider audience later, add the file to the Files app. You can add a link to a file or folder in the Files app from the activity entry to share it with the activity members. Files that you attach to an activity entry are stored within the activity.
  Note: The Attachment dialog box shows the maximum file size that you can upload. The maximum file size is set by your organization. Attaching large files to an activity can affect activity performance. An activity that contains large files can take longer to load. Instead of attaching a file to an entry, you can upload the file to the Files app and add a link in your activity to that file.
  Note: If you are trying to attach a large file to an entry while offline and cannot, try again when you are next online. Your administrator can change the default file size limitations, but such changes apply only when you are online; they do not apply when offline.
- Click Add Bookmark to add a web address to the entry.
- Click Add File > Link to File to add a link to a file.
  Select the file to link to. The files available depend on what is deployed in your environment. For example, if the Files app is deployed in your environment, then you can create a link to a file stored in the Files app. If a Linked Library is available for your deployment, then you can create a link to a file stored in the library. If you select to create a link from My computer, the file that is selected is uploaded to the activity and a link is created.
  Note: If the Files app is deployed or Linked Libraries are enabled, My computer is unavailable.
- Click Add File > Link to Folder to add a link to a folder.
  The folders available depend on what is deployed in your environment. For example, if the Files app is deployed in your environment, then you can create a link to a folder created in the Files app. If a Linked Library is available for your deployment, then you can create a link to a folder stored in the library.
- Click Add Custom Fields > Date Field to add 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 to add 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.
  Note: If you type the name of a person from within Activities, you must pick from the type-ahead to add the person properly instead of clicking the Add Members. Select from the type-ahead entry that displays the correct business card.
- Click Add Custom Fields > Name Field to add a Name 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.
- Click Add Custom Fields > Text Field to add a plain 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. Rename a custom field by clicking the field label. Remove a field by clicking the delete field icon for that field.
You can change the label of file, bookmark, or custom field to a name that better describes the purpose of the field. For example, if you are using the entry to provide review comments, you might want to add two name fields, an Author field and a Reviewer field. You can also add a date field that is labeled Review By Date, and then add a file attachment with a field label of Document To Review.
Use the Description field to describe the entry or add entry content. You can use the toolbar options to format the added text. You can also use @mentions to share your entry directly with other people.
Select a specific section of the activity to add this entry to.
Select Mark this entry private to hide the entry from other members.
Select Notify people of this entry If you want to notify activity members about this entry.
If you are using a stand-alone activity, you can notify all activity members by selecting All individual members of this activity. If you do not want to notify everyone, select specific members from the list. If the activity is shared with a community, then you can notify a subset of the community members by selecting Community: community_name. You can then select the boxes next to the names of the members that you want to notify.
If you are using a community activity, select specific members from the list.
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.

What to do next

After you save the to-do, you can create another one without clicking Add To Do Item. If you want to create another to-do item, enter it into the To Do field. Otherwise, click Cancel to remove the text field.