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Creating Items

Learn how to create new items in SiteWhiz to track actions, decisions, issues, and questions for your construction projects.

Before You Begin

Make sure you have:

  • Access to a project with editing permissions
  • Logged in to either the Admin app or Mobile app

Creating Items in the Admin App

Step 1: Navigate to Items

  1. Click Items in the sidebar navigation.

  2. The Items page displays your current items list with filters and search.

Items page overview

Step 2: Open the Create Modal

  1. Click the New Item button in the top-right area of the page.

New Item button highlighted

  1. A modal dialog opens with the item creation form.

Create item modal

Step 3: Select Item Type

Choose the type that best describes your item:

Type Icon When to Use
Action Tasks that need to be completed
Decision Choices that have been made
Issue Problems requiring resolution
Question Information requests or open questions

Click the button for your desired type. The selected type is highlighted.

Item type selection

Step 4: Select a Project

  1. Click the Project dropdown.

  2. Select the project this item belongs to.

Required Field

You must select a project before you can create the item.

Project selection

Step 5: Enter Item Details

Fill in the following fields:

Title (Required)

Enter a clear, concise title that describes the item.

Writing Good Titles

  • Be specific: "Fix leaking pipe in Building A bathroom" instead of "Pipe issue"
  • Include location when relevant
  • Keep it under 100 characters

Description (Optional)

Provide additional context, details, or background information.

  • Use bullet points for multiple related points
  • Include relevant specifications or measurements
  • Reference related documents or people

Due Date (Optional)

Set a deadline for when the item should be completed:

  1. Click the date field.
  2. Select a date from the calendar or type in YYYY-MM-DD format.

Due date input

Step 6: Set Priority

Choose the priority level:

Priority When to Use
Low Nice to have, no urgency
Medium Standard priority, normal timeline
High Important, needs attention soon

Click the button for your desired priority level.

Priority selection

Step 7: Assign (Optional)

If your organization has multiple team members:

  1. Click the Assignee dropdown.
  2. Select the person responsible for this item.

Step 8: Add Discipline (Optional)

Enter the discipline or trade category (e.g., "Electrical", "Plumbing", "Structural").

This helps filter and organize items by work type.

Step 9: Create the Item

  1. Review all fields to ensure accuracy.

  2. Click the Create button.

Create button highlighted

Item Created

The modal closes and your new item appears in the items list.

Creating Items in the Mobile App

The mobile app offers two ways to create items:

Method 1: Quick Create

  1. Tap the + floating action button on the Items page.

  2. The create panel slides up from the bottom.

  3. Fill in the fields (same as admin, but mobile-optimized).

  4. Tap Save to create the item.

Method 2: Voice Capture

Create items by speaking - ideal for on-site use.

  1. Tap the microphone icon from the home screen or Items page.

  2. Speak naturally, describing the item:

    "There's a water leak in Building A, third floor bathroom. The pipe fitting under the sink is corroded and needs replacement. This is urgent."

  3. SiteWhiz automatically:

    • Transcribes your speech in real-time
    • Categorizes the item (action, issue, etc.)
    • Assigns urgency based on your language
    • Extracts actionable tasks

  4. Review and edit the transcription if needed.

  5. Tap Save to create the item.

Voice Capture Tips

  • Speak clearly and at a normal pace
  • Include context like location and building
  • Mention urgency explicitly ("this is urgent" or "low priority")
  • Pause briefly between separate points

Items Created from Other Sources

Items can also be created automatically:

From Cloud Storage (Dropbox/OneDrive)

When you sync documents:

  1. PDFs are processed automatically.
  2. Items are extracted from document content.
  3. Each item links back to the source document.

See Cloud Storage Integration for setup.

From Meeting Recordings

  1. Start a meeting session in the mobile app.
  2. SiteWhiz transcribes the discussion.
  3. Action items and decisions are extracted as separate items.

Required vs Optional Fields

Field Required Notes
Title Yes Brief, descriptive name
Project Yes Which project this belongs to
Type Yes Action, Decision, Issue, or Question
Description No Additional details and context
Due Date No Deadline for completion
Priority No Defaults to Medium
Assignee No Person responsible
Discipline No Trade category

Troubleshooting

Create Button is Disabled

The Create button stays disabled until you fill in required fields:

  • Make sure you've entered a Title
  • Make sure you've selected a Project
  • Make sure you've selected a Type

Item Doesn't Appear in List

If your item doesn't show after creation:

  1. Check your current filters - they may be hiding the new item
  2. Click the refresh button to reload the list
  3. Verify you're viewing the correct project

Voice Capture Not Working

If voice capture fails:

  1. Check microphone permissions in your device settings
  2. Ensure you have an internet connection
  3. Reduce background noise for better transcription

Next Steps