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How to Set Up the To-Do List?

5 min. readlast update: 05.14.2025

🧠 Why use a To-Do List?
Ensure team consistency, avoid missing files or notes, and control job status transitions with enforced requirements.

 

Caction is built to streamline operations across Jobs, Projects, Digital Forms, and more — empowering your team to deliver consistent, high-quality results. One of the most powerful tools in your Caction toolkit is the To-Do List feature.

Whether you're managing sales inquiries, site visits, or internal reviews, our customizable To-Do Lists help ensure no step gets missed. With just a few simple setups, you can enforce task requirements like mandatory comments and file attachments,  all aligned with specific job statuses.

This guide will walk you through how to configure and manage your To-Do List effectively — so your team always knows what to do, when to do it, and what’s required to move forward.

 

*Note: The tutorial below is based on Job Page but all of these can be applied to other data level such as Project, Digital Form and others.


Navigate to the section by clicking it.

Job To-do List Settings

Set task and attachment rules for each job status using drag-and-drop controls.

  1. At the desktop site’s navigation bar, go to Company Settings > Job Settings > Job To Do List.
    Open Job To Do List Settings Here: https://system.caction.com/settings/commentRequirementSettings

     

     

  2. Select the Job Category.

    To Do List Step 3

  3. Drag the comment category and drop it to the job status accordingly.

    To Do List Step 4

  4. Click on the “three dots” icon if you want to have an attachment for the comment.

    To Do List Step 5

  5. Choose the type of attachment you want to attach in the comment.

    To Do List Step 6

  6. If you wish to have minimum attachment count for the comment, tick the box and enter a number for the minimum attachment required.

    To Do List Step 7

  7. Click on the “Done” button.

    To Do List Step 8

  8. You will see the attachment is changed to Asset(1) which means this comment required at least one asset attachment.

    To Do List Step 9

  9. Click “Save Changes” after the to-do list is done.

    To Do List Step 10

  10. Your to-do list is successfully saved when the “Saved” prompt appears.

    To Do List Step 11



Job Status Segmentation

 

Link your to-do lists to specific job statuses so they display at the right time.

 

  1. At the desktop site’s navigation bar, go to Company Settings > Job Settings > Job Status Segmentation.
    Open Job Status Segmentation Here: https://system.caction.com/settings/statusTransaction?page=act

    To Do List2 Step 1

  2. Select the data level you want. For example, click “JOB”.

    To Do List2 Step 2

  3. Click on the job category you want to add the to-do list.

    To Do List2 Step 3

  4. Tick on the box of the to-do list and select the visibility of the to-do list.

    To Do List2 Step 4

  5. Click on the “Save Changes” button.

    To Do List2 Step 5

  6. Your to-do list segmentation is successfully saved when the “Saved” prompt appears.

    To Do List2 Step 6

  7. For example, when the to-do list is ticked for “Site Visit” Job with the status “In Progress”, the to-do list box will be displayed in the job as below.

    To Do List2 Step 7



User Account Customization

 

Control who must follow the to-do list based on department or user.

 

  1. At the desktop navigation bar, go to User Management > User Account Customisation.

    To Do List3 Step 1

  2. Click “Currently selected Department”.

    To Do List3 Step 2

  3. Enter the name of the user.

    To Do List3 Step 3

  4. Click “Select Department”.

    To Do List3 Step 4

  5. Click on the “pencil” icon beside the user who needs to follow the to-do-list.

    To Do List3 Step 5

  6. Press Ctrl + F and enter “To-do List Settings”.

    To Do List3 Step 6

  7. Toggle the “To-Do List Settings”.

    Terms Description
    Enabled To-Do List requirement is applied to that user.
    Disabled To-Do List requirement is NOT applied to that user. The user can bypass all To-Do List requirements set in the system.

    To Do List3 Step 7

  8. Click “Save Control Settings”.

    To Do List3 Step 8

  9. The to-do list is successfully on when this prompt appears.

    To Do List3 Step 9

     

💡 Tips for Better Setup

  • ✅ Use consistent naming for comments and attachments.

  • 🧩 Double-check permissions under Job Status Segmentation to avoid hidden to-do lists.

 

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