BASIC_TASK_MANAGEMENT.md

Basic Task Management with Voice in Lotti

This guide walks you through using voice recordings to create and manage tasks in Lotti. You'll learn how to turn spoken thoughts into organized checklists automatically.

What You'll Learn	Description
Voice Recording	Capture your thoughts by speaking
Automatic Transcription	AI converts your speech to text
Smart Checklists	AI extracts action items from your words
Task Tracking	Monitor progress and complete items

Prerequisite: Before starting this guide, make sure you've completed the Getting Started Guide to set up your AI provider (Gemini or Ollama).

---

Part 1: Understanding the Workflow

Before diving in, here's how voice-to-checklist works in Lotti:

┌─────────────────┐     ┌─────────────────┐     ┌─────────────────┐     ┌─────────────────┐
│  You speak      │ ──▶ │  AI transcribes │ ──▶ │  AI finds       │ ──▶ │  Checklist      │
│  your thoughts  │     │  to text        │     │  action items   │     │  is created     │
└─────────────────┘     └─────────────────┘     └─────────────────┘     └─────────────────┘

This entire process happens automatically after you stop recording. No extra steps needed.

---

Part 2: Creating a Task

Step 1: Open the Create Menu

1. Launch Lotti on your device
2. Navigate to the Journal or Tasks section
3. Look for the + button (floating action button) in the bottom right corner
4. Tap the + button to open the create menu

Step 2: View Entry Options

After tapping the + button, a menu appears with several entry types:

Entry Type	Icon	Description
Create Event	Calendar	Schedule a time-based event
Create Task	Checkbox	Create a task with checklists
Create Audio Recording	Microphone	Record a voice note
Create Text	Document	Write a text entry
Import/Paste Image	Image	Add a photo or screenshot

Step 3: Create a New Task

1. Tap Create Task from the menu
2. Enter a descriptive title for your task
   • Good examples: "Plan weekend trip", "Quarterly report", "Home renovation project"
   • Avoid vague titles like "Stuff to do" or "Things"
3. Optionally, select a Category for better organization
4. Tap Save to create the task

Tip: Choose a category that has AI prompts configured. This ensures automatic transcription and checklist generation will work.

Step 4: View Your New Task

After saving, your task opens automatically. You'll see:

• Task header with the title you entered
• Empty content area ready for notes and recordings
• + button to add entries to this task

---

Part 3: Recording Your First Voice Note

Step 1: Open the Recording Screen

1. While viewing your task, tap the + button
2. Select Create Audio Recording from the menu

The audio recording modal appears with several elements:

Step 2: Understand the Recording Interface

The recording screen has these components:

Component	Location	Purpose
VU Meter	Center (large circle)	Shows real-time audio levels in dBFS
Duration Timer	Below VU meter	Displays recording length (MM:SS)
RECORD Button	Bottom left	Starts the recording
STOP Button	Bottom right	Ends and saves the recording
Processing Options	Below buttons	Checkboxes for AI features

Step 3: Configure Processing Options

Before you start recording, check the processing options at the bottom:

Option	What It Does	Recommended
Speech Recognition	Converts your voice to written text	✅ Always enable
Checklist Updates	Creates checklist items from your speech	✅ Enable for tasks
Task Summary	Generates an overview of your task	✅ Enable for context

Make sure all three checkboxes are selected for the complete voice-to-checklist experience.

Note: These options only appear when recording within a task. Standalone recordings won't show checklist options.

Step 4: Start Recording

1. Tap the RECORD button
2. The button changes to show recording is active
3. The VU meter starts responding to your voice
4. The timer begins counting up

Step 5: Speak Your Tasks Clearly

Now speak naturally about what you need to do. Here are examples of effective speech:

Good example:

"For the weekend trip, I need to book flights for Friday morning, reserve a hotel room for two nights, pack my suitcase with warm clothes, remember to bring my passport and chargers, and check if I need any vaccinations for the destination."

Why it works:

• Clear, specific actions
• Each item is distinct
• Includes relevant details

Less effective example:

"I have some stuff to do for the trip... you know, the usual things people do when traveling."

Why it's less effective:

• Vague language
• No specific actions
• AI can't extract concrete items

Step 6: Stop and Save

1. When you've finished speaking, tap the STOP button
2. The recording modal closes automatically
3. Lotti begins processing your audio

Tip: Recordings have a maximum duration of 2 minutes for optimal processing. For longer thoughts, make multiple recordings.

---

Part 4: Automatic AI Processing

After you stop recording, Lotti processes your audio through three stages:

Stage 1: Speech Recognition

The AI listens to your recording and converts it to text.

• Processing time: A few seconds
• Result: Written transcript of your words
• Accuracy: Works best with clear speech and minimal background noise

Stage 2: Checklist Generation

Once transcription completes, the AI analyzes the text to find action items.

• What it looks for: Verbs, tasks, to-do items, action words
• How it organizes: Groups related items, removes duplicates
• Result: A checklist with individual items

Stage 3: Task Summary

Finally, the AI creates a summary of your entire task.

• Includes: All recordings, notes, and context
• Purpose: Quick overview without reading everything
• Updates: Refreshes when you add new content

View Your Generated Checklist

After processing completes, scroll down in your task to see the new checklist:

From our example, the AI might create these items:

Status	Checklist Item
☐	Book flights for Friday morning
☐	Reserve hotel room for two nights
☐	Pack suitcase with warm clothes
☐	Bring passport
☐	Bring chargers
☐	Check vaccination requirements

---

Part 5: Managing Your Checklist

Understanding the Checklist Layout

Each checklist in Lotti has these elements:

┌─────────────────────────────────────────────────────────┐
│  📋 Checklist Header                                    │
│  ┌─────────────────────────────────────────────────┐   │
│  │  [Progress Bar ████████░░░░] 4/6 completed      │   │
│  │  Checklist Title                    [Edit ✏️]    │   │
│  │  [All] [Open Only]                  [Menu ⋮]    │   │
│  └─────────────────────────────────────────────────┘   │
├─────────────────────────────────────────────────────────┤
│  ☑ Book flights for Friday morning                     │
│  ☑ Reserve hotel room for two nights                   │
│  ☑ Pack suitcase with warm clothes                     │
│  ☑ Bring passport                                      │
│  ☐ Bring chargers                                      │
│  ☐ Check vaccination requirements                      │
├─────────────────────────────────────────────────────────┤
│  [Add new item...]                                      │
└─────────────────────────────────────────────────────────┘

Completing Items

To mark an item as done:

1. Find the item in your checklist
2. Tap the checkbox (☐) on the left side
3. The item shows as completed (☑)
4. The progress bar updates automatically

To undo a completion:

1. Find the completed item (☑)
2. Tap the checkbox again
3. The item returns to incomplete (☐)

Viewing Progress

The checklist header shows your progress in two ways:

Indicator	Description	Example
Progress Bar	Visual representation of completion	████████░░░░
Counter	Numeric count of completed items	"4/6 completed"

Filtering Your View

Use filter buttons to focus on what matters:

Filter	What It Shows	When to Use
All	Every item (completed and incomplete)	Review everything
Open Only	Only incomplete items	Focus on remaining work

To change filters:

1. Look for the filter buttons below the checklist title
2. Tap Open Only to hide completed items
3. Tap All to show everything again

Adding Items Manually

Sometimes you need to add items the AI didn't catch:

1. Scroll to the bottom of the checklist
2. Find the text field labeled "Add new item..."
3. Type your new item
4. Press Enter or tap the Add button

Editing the Checklist Title

To rename your checklist:

1. Tap the Edit button (✏️) next to the title
2. Enter a new title
3. Tap outside the field or press Enter to save

---

Part 6: Adding Follow-Up Recordings

Tasks often evolve over time. You can add more voice notes to update your checklist.

Step 1: Record Additional Thoughts

1. Open your existing task
2. Tap the + button
3. Select Create Audio Recording
4. Ensure Checklist Updates is checked
5. Record your additional thoughts

Example follow-up:

"I also need to arrange pet sitting while we're away, stop the mail delivery, and ask the neighbor to water the plants."

Step 2: View Updated Checklist

After processing, the new items appear in your checklist:

Status	Item	Source
☐	Book flights for Friday morning	First recording
☐	Reserve hotel room for two nights	First recording
☐	Pack suitcase with warm clothes	First recording
☐	Bring passport	First recording
☐	Bring chargers	First recording
☐	Check vaccination requirements	First recording
☐	Arrange pet sitting	Follow-up
☐	Stop mail delivery	Follow-up
☐	Ask neighbor to water plants	Follow-up

Note: The AI intelligently merges new items with existing ones, avoiding duplicates.

---

Part 7: Smart AI Suggestions

Lotti can suggest when checklist items might be complete based on your activity.

How Suggestions Appear

When the AI thinks an item is done, you'll see:

• A colored indicator bar on the left side of the item
• The bar may pulse gently to draw your attention
• Colors indicate confidence level:

Color	Confidence	Meaning
Blue	High	AI is confident this is complete
Purple	Medium	Likely complete based on context
Gray	Low	Possibly complete, needs confirmation

Responding to Suggestions

1. Tap the colored indicator on the suggested item
2. A dialog appears with:
   • The AI's reasoning
   • Confidence level
   • Two action buttons
3. Choose your response:

Button	Action
Mark Complete	Accept the suggestion and check off the item
Cancel	Dismiss the suggestion and keep the item open

---

Part 8: Sharing and Exporting

Access Export Options

1. Find the three-dot menu (⋮) in the checklist header
2. Tap to open the menu
3. Choose an export option

Export Formats

Option	Format	Best For
Export as Markdown	Plain text with formatting	Notes apps, documentation

Markdown Export Example

## Weekend Trip Checklist

- [x] Book flights for Friday morning
- [x] Reserve hotel room for two nights
- [ ] Pack suitcase with warm clothes
- [ ] Bring passport
- [ ] Bring chargers
- [ ] Check vaccination requirements

Deleting a Checklist

If you need to remove a checklist entirely:

1. Tap the three-dot menu (⋮)
2. Select Delete checklist
3. Confirm the deletion

Warning: This action cannot be undone. The checklist and all its items will be permanently removed.

---

Part 9: Tips for Best Results

Speaking Tips

Do This	Avoid This
"I need to call Mom tomorrow"	"Maybe contact family sometime"
"Buy groceries: milk, bread, eggs"	"Get some food stuff"
"Schedule dentist for Tuesday at 2pm"	"See the dentist eventually"
"Email John the quarterly report by Friday"	"Send something to someone"
"Research flights under $500 to Paris"	"Look into travel options"

Key principles:

• Use action verbs (call, buy, schedule, email, research)
• Include specific details (names, dates, amounts)
• State one task at a time clearly

Organization Tips

Tip	Why It Helps
Create separate tasks for different projects	Keeps checklists focused
Use descriptive task titles	Easier to find later
Record updates as you think of them	Captures everything
Review and complete items daily	Maintains momentum

Recording Environment Tips

Factor	Recommendation
Background noise	Find a quiet space
Distance	Hold device 6-12 inches from mouth
Speed	Speak at a natural, steady pace
Pauses	Brief pauses between items help AI parse

---

Troubleshooting

Recording Issues

Problem	Possible Cause	Solution
VU meter not moving	Microphone not detected	Check microphone permissions in device settings
Recording stops immediately	Permission denied	Grant Lotti microphone access
Audio quality poor	Too far from microphone	Hold device closer when speaking

Transcription Issues

Problem	Possible Cause	Solution
No transcription appears	AI not configured	Complete the Getting Started Guide
Transcription inaccurate	Background noise / fast speech	Re-record in quieter environment, speak slower
Wrong language detected	Auto-detection error	Set language manually before recording

Checklist Issues

Problem	Possible Cause	Solution
No checklist created	Checkbox not enabled	Ensure "Checklist Updates" is checked before stopping
Items missing	Vague speech	Re-record with specific, actionable language
Duplicate items	Multiple similar recordings	Delete duplicates manually

---

Quick Reference Card

Creating Tasks

Action	Steps
New task	+ → Create Task → Enter title → Save
Voice recording	+ → Create Audio Recording → Record → Speak → Stop

Managing Checklists

Action	Steps
Complete item	Tap checkbox (☐ → ☑)
Undo completion	Tap checkbox again (☑ → ☐)
Filter view	Tap Open Only or All
Add item	Type in "Add new item..." field → Enter
Edit title	Tap ✏️ → Edit → Enter

Exporting

Action	Steps
Export markdown	⋮ → Export as Markdown
Delete checklist	⋮ → Delete checklist → Confirm

---

Next Steps

Now that you've mastered voice-to-checklist, explore these advanced features:

Feature	Description	Where to Find
AI Chat	Have conversations with AI about your tasks	Chat icon in task view
Image Analysis	Add photos for AI-powered insights	+ → Import Image
Weekly Reviews	Generate summaries of your accomplishments	Journal section
Categories	Organize tasks by project or area	Settings → Categories

← Back to Main README | Getting Started with AI

---

This guide covers Lotti version 0.9.751 and later. UI may vary slightly between versions.