Flexible Estate File
All Documents at a Click
Contracts, notifications, certificates, construction plans, rules of the house, pictures of inspections,… In managing buildings and properties, reams of different documents accrue. In the estate file from IQSOFT all documents to an object are available at your fingertips.
Structure of the Estate File
For every object a catalogue with various, free configurable estate topics (e.g. administration, cadastre, account- ing) will be created. The documents belonging to a particular topic can easily be found in the familiar Windows Explorer tree structure.
Convenient Object Attribution
A document can comfortably be attributed to the according objects via context menu (right click). The attribution is dynamic. When a document is attributed to a region and later a new building in the same region is added, the document will be automatically attributed to that building too.
Attribute to one object: Attributes like object number, region, topic etc. to which the document will be attributed with a click, can be chosen easily out of a list.
Attribute to multiple objects: When a document refers to multiple objects, it appears in all files concerned. The multiple-attribution is simplified by different group attributions. All object a location X, of manager X, the region X except a,b,c.
Integration in Existing Applications
The values for attributing the documents will be retrieved via an interface from operational applications (e.g. SAP, facility management databases). The cadastre number for example could be imported from the cadastre.
Comprehensive Search Function
In IQSOFT’s flexible estate file, you can quickly find documents both by full text search and by various meta data (topic, region, location etc.). In addition documents, which were released by the current user or within in a certain period of time, can be filtered.
Forget about License Costs
Owing to the realisation with open source technology (Alfresco), there are no license costs at all. Therefore, the flexible estate file from IQSOFT is significantly cheaper than conventional solutions.
Flexible Adaption of the File Structure
It possible to define on the cover, if a topic is necessary – and therefore appears as missing, if there are no documents existing to it – or not. Thereby the entire file structure can be configured and adapted to the individual working require-ments.
Automated Document Workflows
According to the requirements, a specific workflow can be defined, that a document has to pass through before being released (e.g. authorization by the superior, conversion from Word to PDF format). This automated process saves precious work time and provides quality assurance.
Informative Reports
Reports are provided via a web-interface. They give an overview of all properties and can be filtered according to different criteria (e.g. region). Furthermore, your can see the filling level in the report. You know at a glance not only which documents are in the file, but also which are still missing or filed in another system.
Easy Picture Management
Pictures of buildings und properties – from inspections, claims, reconstruction etc. – can be easily and clearly managed in IQSOFT’s flexible estate file. While being transferred from the camera, the pictures will be immediately categorised (object attribution, topic, description etc.). In the process, the system extracts automatically the EXIF data (date, time, GPS coordinates) and takes them over into the meta data.
Delegated User Administration
The access to important corporate documents will be managed by a comprehensive authorisation concept. Based on a role-model, people can be defined, who are allowed to administer the user of their division on their own.
