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Documents from Labelwincustomer file, installation data and service report, with the source.

The plan is for quotes, jobs, maintenance documents, service reports and correspondence from Labelwin to come into your knowledge base — every answer with its source. Nothing is changed in Labelwin; the plan is read-only access.

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Labelwin

after clarification · folder

Example question

“Which boiler is installed at the customer Fetz, and when was it last serviced?”

1 Answer with source

Connection

How the connection is designed

The plan is to mirror the Labelwin document directory to your own instance, encrypted — read-only and over outbound connections only; whatever is deleted in the directory is meant to be removed from the instance at the next sync as well. Customer, property and installation master data can come along via an export, so that an answer can be matched to the right installation at the right customer. Whether and how this works for you, we clarify beforehand with you and your Label software support partner — depending on version, filing and licence. Until then you upload documents: files, whole folders, emails, photos and voice memos.

Once set up, synchronisation runs automatically: new and changed documents from Labelwin are added by themselves, without anyone having to upload anything.

Set-upHow much effort the setup takes, we see after the preliminary check; we discuss it with you before anything is set up — ideally together with your Label software support partner. Billed by effort.

Documents

Which documents may be stored in Labelwin

  • Customer service jobs with the completed checklist — measured values, defects found and the signature the customer gave on site
  • Maintenance contracts and maintenance plans per installation: interval, inspection points and the response time promised in case of a breakdown
  • Installation data for the property — make, year of manufacture, serial number, location and the settings from the last service
  • What Label Mobile sends back from the job: report text, materials used and the photos of the unit or the damage
  • Inspection reports for the installation: the flue gas measurement report with the chimney sweep’s findings, the leak test on the refrigeration system, the electrical inspection report after testing
  • Handover reports, training records and correspondence with the property management and site management about the property

Example questions

Examples of questions to your documents

  • “Which boiler is installed at the customer Fetz, and when was it last serviced?”

    1 Answer with source

  • “What was in the service report for the call-out on 14 March at Bahnhofstraße 9?”

    2 Answer with source

  • “What did we last quote for this property, and which part of it has been ordered?”

    3 Answer with source

Start

Before a connection is set up

A connection is set up for you, not activated in one click. Every source comes with its own logins, permissions and folder logic — whether and how it can be connected at your company, we check together beforehand. Set-up and maintenance are billed by effort; how much that is depends on the source and is discussed beforehand.

Until then, and independently of it, you can upload files, whole folders, emails, photos and voice memos. Before we start, we go through real questions with you to see how the answers look.

Preliminary check

What we check in advance

Beforehand we look at what you have filed as documents — what can be answered is what exists as a document. A checklist stored in Labelwin only as a template comes into question once it has been filled in and saved with the job. Photos and reports from Label Mobile are attached to the job once the fitter reports back; how regularly that happens for you, we see from the collection. Whether notes on the address, fitter scheduling or open items are to come along, we clarify together — for that, the master data export would have to be extended.

FAQ

Frequently asked questions about this connection

We have been working with Labelwin for over ten years. Are the old customer service jobs included too?

That depends on whether they are filed as documents. The plan is for the sync to take the directory as it has grown, and you decide from which year. Whatever exists from the time before only as a carbon copy in a binder would have to be scanned — not all at once, but year by year. It makes sense to start with the properties for which you have a maintenance contract today.

For us, some of the paperwork is attached to the customer and some to the service job. Is that kept apart?

That is the idea: the system is meant to read customer, property, installation and date from the document, and the installation and property master data from the export is meant to match a report to the right boiler at the right customer — not to the identical one two houses down. Renaming is not planned for this, not even for scans with cryptic file names. A person confirms the document type — service report, maintenance contract or price agreement — because customer service needs to see different things from the office. In a demo, we show you how well the matching works with your collection.

Forms have already changed after a Label update. Does the knowledge base notice that?

Nothing is changed in the program; the plan is only to read the file storage — so a version change does not interfere there. If a service report looks different afterwards, that is usually not an issue, because the content is read, not a fixed form grid. What matters is whether the update moves the storage path or renames folders, because then the sync would keep fetching the old folder, which no longer fills up. Let us know before the update, and we will look at the first run afterwards.

Some of our service reports are scanned carbon copies with handwritten measured values. Does the system find them?

Printed reports and forms go through text recognition (OCR), even if they were skewed in the scanner. With handwriting, it depends on the writing: block capitals work better than the scribbled number next to the flue gas value; how well it works with your carbon copies shows in the collection. Nothing is guessed — the answer refers to the scan as the source, and you read off the value yourself. Where measured values matter, the feedback from Label Mobile is the more reliable source than the photographed carbon copy.

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Request a demo — and clarify how Labelwin fits in

In thirty minutes by video we show what answers with sources look like, and clarify whether and how Labelwin can be connected at your company.

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