How to create a To Do Item in Lotus Notes
Two types of To Do items can be created. The Personal To Do is assigned to you only. A Group To Do is assigned to two or more participants. Click on a section below for information on how to create both types of To Do items:
To create a Personal To Do item, click here.
To create a Group To Do item, click here.
To create a personal To Do item:
Open the To Do view by clicking on the To Do icon located on the Bookmark Bar.
Click on the New To Do Item button.
Click on the Basics tab to complete the general information of the To Do item.
Complete the general information fields:
Subject
Enter the Title or description of the To Do item.
Starts
The date that the To Do item begins. Manually type in the start date or click on the calendar icon to open the calendar and click on the start date.
Due
The due or finish date of the To Do item. Manually type in the due date or click on the calendar icon to open the calendar and click on the due date.
Priority
The priority or importance of the To Do item. The default priority is Medium. To change the default to High, Low, or None:
Click on the down arrow and then select one of the other priorities by clicking on it.
Type
This is the kind of To Do item. The default is Personal To Do and requires no change for creating a new personal To Do item.
Repeats
This is for a repeating To Do item. If this is a recurring To Do item, click in the box to the left of Repeats so that an " x" appears and the Repeats Option window opens.
To select a repeat frequency other than Daily (the default), click on the down arrow to the right of Daily.
Select the appropriate repeat frequency from the drop down menu:
Click on the down arrow to the right of Every Day or Every, depending on the frequency selected, to select when the repeat date will occur.
Depending on the frequency, you may or may not get the option of what to do with the To Do item if a repeat date falls on a weekend. The default is Don't Move. If you do want to move the item, click on the down arrow to the right of Don't Move and select the desired option from the drop down menu:
If the Starting date for the repeat information needs changing, manually type in the new start date, or click on the calendar icon to open the calendar and select the start date by clicking on it.
Click to the left of one of the following:
to option and then either manually type in the date or click on the calendar icon to open the calendar and select the date from the calendar to specify the last date that the repeat information is to continue until.
Or
Continuing for option and enter the number of days, weeks, months,or years that the information is to repeat for, and click on the down arrow button to select Day(s), Week(s), Month(s), or Year(s).
Description
This is a free text area. You can add an unlimited number of characters, graphics, or attachments.
Click OK.
Click on the Options tab to set notifications and privacy for the To Do item.
Mark Private
When you mark a To Do item as private, anyone that has read access to your calendar will only see the date and time of the To Do item, but not the To Do item details. To mark an item private, click in the box to the left of Mark Private so that an " x" appears in the box.
Notify Me
If you have enabled alarms under calendar preferences, this option will already be marked. If you have not requested alarm notification for this entry type, but would like to receive an alarm for this particular To Do item, click in the box to the left of Notify Me so that an " x" appears in the box.
Alarm Settings...
If you have opted to be notified for this To Do item, you may want to go in and confirm or modify the alarm settings.
To confirm or modify your alarm settings click on the Alarm Settings... button.
In the first Alarm will go off field, enter the amount of time that the alarm is to notify you.
In the second Alarm will go off field, click on the down arrow and select Minute(s), Hour(s), or Day(s).
In the third Alarm will go off field, click on the down arrow and select Before or After.
Enter the Description of the To Do item that is to be displayed for the alarm notification. If no description is added, the description will be the same as the subject of the To Do item entered on the Basics tab.
If you want an audible alarm to be played when the alarm notification appears, click in the box to the left of Play sound so that an " x" appears in the box.
In the field to the right of Play sound, click on the down arrow and select which audible alarm you prefer. (Note: If you want to preview the sounds, select on the name of the sound and then on the Play button.)
To receive email notification of the alarm, click in the box to the left of Send mail with entry title and description so that an " x" appears in the box.
In the Recipients field, manually enter the name(s) of the recipient(s) and/or group(s) that you want to receive an email notification of this To Do item or click on the Address Book icon to select from the PeopleSoft Directory (formerly known as the PS Names & Address Book). Make sure to enter your own name if you want to receive email notification of the To Do item.
To disable alarm notification for this To Do item, click in the box to the left of Send mail with entry title and description so that an " x" does not appear in the box and then click in the box to the left of Disable so that an " x" appears in the box.
Click OK.
Categorize
To put this To Do item in a particular category, click on the down arrow to the right of Categorize: and select a category from the drop down list. If you added categories under calendar preferences, they will be included in the list. If you want to add a category, manually type the category name instead of selecting one from the drop down list. This new category will be available for other To Do items.
When you are finished creating the Personal To Do item, click on the Save and Close action button and it will appear in the To Do view.
After the To Do item has been completed, you can do one of the following:
Click on the Completed action button.
Or
Open the To Do item and click on the Completed action button.
For information on how to create a Group To Do item, click here.
Click here to return to the beginning of this document.
Open the To Do view by clicking on the To Do icon located on the Bookmark Bar.
Click on the New To Do Item button.
Click on the Basics tab to complete the general information of the To Do item.
Complete the general information fields:
Subject
Enter the Title or description of the To Do item.
Starts
The date that the To Do item begins. Manually type in the start date or click on the calendar icon to open the calendar and click on the start date.
Due
The due or finish date of the To Do item. Manually type in the due date or click on the calendar icon to open the calendar and click on the due date.
Priority
The priority or importance of the To Do item. The default priority is Medium. To change the default to High, Low, or None:
Click on the down arrow and then select one of the other priorities by clicking on it.
Type
This is the kind of To Do item. Click on the down arrow to the right of Personal To Do (the default) and select Group To Do from the drop down menu.
Repeats
This is for a repeating To Do item. If this is a recurring To Do item, click in the box to the left of Repeats so that an " x" appears and the Repeats Option window opens.
To select a repeat frequency other than Daily (the default), click on the down arrow to the right of Daily.
Select the appropriate repeat frequency from the drop down menu:
Click on the down arrow to the right of Every Day or Every, depending on the frequency selected, to select when the repeat date will occur.
Depending on the frequency, you may or may not get the option of what to do with the To Do item if a repeat date falls on a weekend. The default is Don't Move. If you do want to move the item, click on the down arrow to the right of Don't Move and select the desired option from the drop down menu:
If the Starting date for the repeat information needs changing, manually type in the new start date, or click on the calendar icon to open the calendar and select the start date by clicking on it.
Click to the left of one of the following:
to option and then either manually type in the date or click on the calendar icon to open the calendar and select the date from the calendar to specify the last date that the repeat information is to continue until.
Or
Continuing for option and enter the number of days, weeks, months,or years that the information is to repeat for, and click on the down arrow button to select Day(s), Week(s), Month(s), or Year(s).
Description
This is a free text area. You can add an unlimited number of characters, graphics, or attachments.
Click OK.
Click on the Participants tab to select the names of the people that will be assigned this To Do item and others that you want to know about the To Do item.
Click on the PeopleSoft Directory icon to the right of the Assign To: field and select the names of the assigned to people.
If you want to copy (cc:) or blind-copy (bcc:) one or more people to notify them of the To Do item, click on the Address Book icon to the right of the cc: and bcc: fields and select the names of the people that you want to know about the To Do item.
Click on the Options tab to set notifications and privacy for the To Do item.
Mark Private
When you mark a To Do item as private, anyone that has read access to your calendar will only see the date and time of the To Do item, but not the To Do item details. To mark an item private, click in the box to the left of Mark Private so that an " x" appears in the box.
Notify Me
If you have enabled alarms under calendar preferences, this option will already be marked. If you have not requested alarm notification for this entry type, but would like to receive an alarm for this particular To Do item, click in the box to the left of Notify Me so that an " x" appears in the box.
Alarm Settings...
If you have opted to be notified for this To Do item, you may want to go in and confirm or modify the alarm settings.
To confirm or modify your alarm settings click on the Alarm Settings... button.
In the first Alarm will go off field, enter the amount of time that the alarm is to notify you.
In the second Alarm will go off field, click on the down arrow and select Minute(s), Hour(s), or Day(s).
In the third Alarm will go off field, click on the down arrow and select Before or After.
Enter the Description of the To Do item that is to be displayed for the alarm notification. If no description is added, the description will be the same as the subject of the To Do item entered on the Basics tab.
If you want an audible alarm to be played when the alarm notification appears, click in the box to the left of Play sound so that an " x" appears in the box.
In the field to the right of Play sound, click on the down arrow and select which audible alarm you prefer. (Note: If you want to preview the sounds, select on the name of the sound and then on the Play button.)
To receive email notification of the alarm, click in the box to the left of Send mail with entry title and description so that an " x" appears in the box.
In the Recipients field, manually enter the name(s) of the recipient(s) and/or group(s) that you want to receive an email notification of this To Do item or click on the Address Book icon to select from the PeopleSoft Directory (formerly known as the PS Names & Address Book). Make sure to enter your own name if you want to receive email notification of the To Do item.
To disable alarm notification for this To Do item, click in the box to the left of Send mail with entry title and description so that an " x" does not appear in the box and then click in the box to the left of Disable so that an " x" appears in the box.
Click OK.
Categorize
To put this To Do item in a particular category, click on the down arrow to the right of Categorize: and select a category from the drop down list. If you added categories under calendar preferences, they will be included in the list. If you want to add a category, manually type the category name instead of selecting one from the drop down list. This new category will be available for other To Do items.
When you are finished creating the Group To Do item, click on one of the following Group To Do action buttons:
Save and Send Assignments action button
When you click on the Save and Send Assignment action button, the Group To Do item will be entered into your To Do view and the assignment will be sent to the people you designated on the Participants tab.
Save as Draft action button
When you click on the Save as Draft action button, the Group To Do item will be saved, entered in the To Do view, and is editable. A pop-up window asking "Send to do assignments to the appropriate users?".
Click Yes if you want to send the "draft" To Do assignment to the people designated on the Participants tab.
Completed action button
After the To Do item has been completed, you can do one of the following:
Click on the Completed action button.
Or
Open the To Do item and click on the Completed action button.
Delivery Options... action button
Delivery options allow you to specify a variety of delivery and security options associated with a Group To Do item.
Delivery Report: Click on the down arrow button and click on the desired option. This option will send you a report based on the following:
Only on failure (default)
Sends report of delivery failure with explanation
None
Sends no report even if delivery fails
Confirm Delivery
Sends report that delivery was made, but does not confirm that item has been opened
Trace entire path
Sends reports for each "leg" of the trip from your mail server to the recipients' mail file(s), but does not confirm that the item has been opened
Delivery Priority: All mail is delivered immediately and with the same priority at PeopleSoft. Therefore, changing the priority will not actually do anything for the delivery as it is delivered immediately.
Sends you an email notifying you that a recipient has opened the item. Click in the box to the left of Return Receipt so that an " x" appears in the box.
I do not want to receive replies from participants
If you do not want to receive an accept or decline from the recipients, click in the box to the left of I do not want to receive replies from participants so that an " x" appears in the box.
Prevent counter-proposing
If you do not want to allow counter proposals to your Group To Do item, click in the box to the left of Prevent counter-proposing so that an " x" appears in the box.
Prevent delegating
If you do not want the recipient to delegate the To Do item to someone else, click in the box to the left of Prevent delegating so that an " x" appears in the box.
Security Options:
To digitally sign the To Do item, click in the box to the left of Sign so that an " x" appears in the box.
To encrypt the To Do item, click in the box to the left of Encrypt so that an " x" appears in the box.
Click here to return to the beginning of this document.
Created by the PeopleSoft Knowledge Management Team.
Copyright © 2001
All rights reserved.
Created: alm 11/08/1999
Revised: sak 03/31/2001
Reviewed: 09/30/2004