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Documents from pdsproject and service knowledge, with the source.

The plan is that findings, service reports, site measurements and correspondence from pds come into your knowledge base. You ask from your phone on site or from the screen in the office.

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pds

after clarification · folder

Example question

“What was in the last findings report for this property?”

1 Answer with source

Connection

How the connection is designed

The plan is to mirror the document directory on your server, encrypted, into your own instance — read-only and over outgoing connections only. Customer, property and project master data can be added via the export. Whether and how that works for you, we check with you before we start — depending on version, contract and whether your pds runs on-premises or hosted.

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

Set-upWe estimate the effort after the advance check — with hosted pds it depends on the route the vendor provides — and discuss it with you before anything is set up. It is charged by effort.

Documents

Which documents may be stored in pds

  • The digital project file for the construction project: bill of quantities, site measurements, variations, interim and final invoices on the same job
  • Daily site reports from the project app — who was on site, what progressed, what was missing and what the weather was like
  • Service orders from maintenance management, filled in on the tablet at the customer’s and signed there
  • Time-and-materials reports and timesheets attached to the same site
  • Versioned plan revisions from document management — which revision applied for execution and which superseded it
  • Price enquiries, supplier quotes and the purchase orders that came out of them

Example questions

Examples of questions to your documents

  • “What was in the last findings report for this property?”

    1 Answer with source

  • “Which defects from the acceptance are still open?”

    2 Answer with source

  • “Which site measurement was recorded for this order?”

    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

The copy in the knowledge base is there for answering, not for keeping: the authoritative record remains pds, including revisions and the audit trail recorded there. In advance, we look at what you only keep as a record — times, wage types, installation data — and which of it also appears in documents, because that is what the answers rely on. If your pds runs hosted rather than on-premises, the route does not go through a directory on your server; what is possible then depends on contract and version, and we clarify that in advance.

FAQ

Frequently asked questions about this connection

Our pds is hosted, not on a server in our building. Does that rule out the integration?

Not necessarily, but the route is a different one: instead of mirroring a directory, there needs to be a place where your pds provides the documents. Whether and how that works depends on contract and version — we clarify that beforehand with you and your support partner, not in the middle of the setup. Until then, upload is the intended route: project folders, emails, site photos and voice memos, whole folder trees too. That can be a sensible first step anyway if the old construction projects from before pds are exactly there.

Our project file is organised by construction project, service by property. Do I have to choose one?

The plan is that both go into the same knowledge base and both orders stay in place. Through the customer and property master data from the export, the system is meant to know that the 2019 construction project and last winter’s service call concern the same address. That way, a question about the property is meant to show the plan from the construction phase and the report from the last call-out side by side — whoever drives out to the fault sees what was installed back then. How well your master data supports this link, we look at in advance.

Plans in pds are versioned. Will the integration pick the right one?

The plan is that all revisions come across and the answer says which is which — with file, revision and date. Silently picking one of them would be the wrong approach here; where two revisions contradict each other, that too is meant to be stated in the answer. Which one applied for execution, you decide, with both sources in front of you. If an old revision should not show up at all, that is a matter of document type, not of deletion: in pds it stays where it is.

Payroll is also part of our pds. Will the fitters then see the payroll documents?

You decide that. The simplest way is not to include the payroll area at all — what is not in the knowledge base cannot appear in any answer. If it should go in because accounting works with it, it gets its own document type that only that role sees. Released for the site are, for example, plans, daily site reports and manufacturer documents; new documents are assigned via the document type, without anyone maintaining them file by file.

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

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