How to add and complete a reminder on the To Do list

Zenya Allen
Zenya Allen
  • Updated

This user guide explains how to use the To Do list in the following ways:

  • Add a reminder to the To Do list for yourself 
  • Add a reminder to the To Do list for another user 
  • Associate the reminder to a Property, Landlord, Tenancy, Tenant, Guarantor, Contractor
  • Filter the To Do list by user Name, Group or Date Range
  • Add letters to a reminder
  • Sort the To Do list by users
  • Sort the To Do list by date
  • Complete a To Do
  • Delete a To Do

This article includes: 

Add a To Do

  1. Click Reporting on the main toolbar
  2. Click Organiser from the dropdown menu
    1. Alternatively, click on the folded page icon, on the icon toolbar
  3. On the Main tab, this displays the To Do List and the number of items currently in the list
  4. Click the dropdown arrow next to the To Do List
  5. Select All, to view all To Do's across all Information records
  6. The To Do List displays
    1. Click Add
    2. Date - The date which the entry was made
    3. Time - The time which the entry was made
    4. Event - Select from the dropdown menu or overtype to add an ad hoc entry
      For more information on How do I add new system events for the To Do list & history log, click here
    5. F/UP - Enter the number of days ahead which you want to be reminded of the task
    6. Name - Select from the dropdown menu if it's required to remind another user in the list
    7. Notes - Add the details of the reminder
    8. Click Locate under the corresponding Property, Landlord, Tenancy, Tenant, Guarantor, Contractor as required, to place the note in their History Log
    9. Select Automatic Linking if you want the To Do on all associated records to be the one you selected
    10. Click Save
    11. Click OK Entry Added Successfully 
    12. Click Cancel

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View all To Do

  1. Click Reporting on the main toolbar
  2. Click Organiser from the dropdown menu
    1. Alternatively, click on the folded page icon, on the icon toolbar
  3. On the Main tab, this displays the To Do List and the number of items currently in the list
  4. Click the dropdown arrow next to the To Do List
  5. Select All, to view all To Do's across all Information records
  6. The To Do List displays
    1. FUP - Edit the date if you want to change the follow up date
    2. Done - Double click to complete the event. It saves to the history of any associated records
    3. Reminder - Indicates if the the event is overdue, due today or due in a number of days time
    4. Notes - Double click to open and to add any additional notes to the event
    5. Letters - If the event was created by a letter being produced, as set up in the quick letter button, double click to view a copy of the letter
      For more information on How do I add a letter template to a quick letter button, click here
    6. Property, Landlord, Tenancy, Tenant - If the To Do has been associated with these records, the details will appear
    7. LCODE, PCODE, TYCODE, GCODE, CCODE - If the To Do has been associated with a record, the corresponding record code will appear
    8. Complete - The date completed will appear, once completed
    9. DOC_NAME - If the record is associated with a letter, the name of the letter will appear
  7. In Filter To Do Entries on the bottom part of the screen, you can filter the display
    1. Name - Click Name, then select another user from the dropdown menu to view other users To Do lists
    2. Group - If you have set up Diary Groups in User Defaults, this can be selected individually
    3. All - Displays all user Names and Groups
    4. FUP Dates - Tick all to see all To Do's or untick to filter by From and To date range
  8. In Automatic Letters - Select a date range to display letters for follow up only in the To Do list
  9. Information - You can navigate directly to an Information record by a single click in the corresponding field, then click on the Information button at the bottom right of the screen
  10. Click X to close

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Delete a To Do

In the To Do list, if you have an item that needs removing as it is no longer applicable or added in error, you can delete it.

 Warning

If you delete the entry, it will be COMPLETELY gone and there will be no way of retrieving it or knowing which record it related to. If you are unsure, we would recommend not using the below method, and instead edit the notes to explain the correction and complete the event, as detailed in the steps above

  1. To permanently delete the entry, click on the grey box, to the left of the event you wish to delete
  2. The line will show highlighted in blue. Press the Delete key on your keyboard and this will permanently remove the entry for you