Share and archive

Protocols can be shared automatically by e-mail 👉 Example: After completion, the tenant automatically receives an e-mail with a link to the protocol – no manual sending required. After completing a protocol, dispatch can be triggered automatically. Recipients receive the document directly by e-mail – either with a PDF attachment or as a web link to the protocol viewer. This ensures all parties are informed in good time and the documentation is available immediately. Automatic dispatch can be enabled or disabled individually. In addition, you can set whether the creator of the protocol should also receive an e-mail copy. 🎯 Trigger dispatch automatically – all parties receive the documentation in good time by e-mail or link.

Revision-safe archiving with WASABI S3 Storage All protocols are also stored in the S3 cloud archive. Storage is in WASABI S3 Storage with version lock enabled and protects data from subsequent modification. Revision-safe in this context means: Subsequent changes are technically not possible. If an unauthorised attempt to alter data is made, it is fully logged, versioned and reported automatically. Every change produces a traceable version history (full version lock). Documents, media and all metadata thus remain archived in the long term, unalterable and transparent. Via the protocol web viewer, clients or protocol participants can submit deletion requests. The decision on authorisation and release lies solely with the creator or administrator. In addition, the retention period of archived data can be defined according to internal compliance policies or legal requirements. This allows retention periods to be managed and documented in a structured way. 🎯 Revision-safe in the S3 archive – unalterable, versioned and fully traceable.

Every protocol is also saved as a PDF In addition to structured data storage, every protocol is automatically generated as a PDF document. The PDF serves as a standard, forwardable format for clients, partners or internal filing – including all relevant content and media references. 🎯 Every protocol automatically as PDF – standardised, forwardable and with all content.

The protocol web viewer provides the complete documentation of a protocol in its original structure online. All content, media and system-generated metadata are transparent, traceable and immutably viewable. The viewer serves as a central reference for clients, partners, authorities or internal audits. Media All media captured in the protocol is available in its original form. • Individual images or videos can be opened as needed. • Optionally, all media can be displayed in a single view. • Original files remain stored unchanged and are traceably assigned. This keeps every documentation visually complete and verifiable. PDF function The protocol can be downloaded as a PDF at any time. • Download of the full protocol as a standardised PDF document • Creation of a web-based printout directly from the viewer This provides both a digital and a printable version of the documentation. Additional documents In addition to the protocol itself, supplementary documents can be provided, for example: • Landlord confirmation • Deposit statement • Other property-specific documents All additional documents are stored in a structured way and are uniquely assigned to the respective protocol. Metadata The web viewer displays all system data generated when the protocol was created in a transparent way. This information is stored immutably and serves traceability and evidence. This includes, among other things: • Number of photos and videos captured • Start and end of protocol creation • Time of digital signature • Time of upload to the archive • Checksums for protocol and media • Dispatch information: to whom the protocol was sent by e-mail and when This data enables complete temporal and technical documentation of the entire process. Image analysis Analysis functions are available for a detailed view of the media: • Zoom functions for precise examination of individual image areas • High-resolution display of original media This allows details to be precisely traced and assessed. Accessibility The protocol web viewer supports low-barrier use: • Adjustment of font size via browser functions • Use of integrated browser translation functions for multilingual display This ensures the broadest possible and accessible use of the protocol. 👉 Example: Media in original form, PDF download, metadata and checksums – all transparently and immutably viewable. 🎯 Complete documentation online – all media, metadata and additional documents transparent and verifiable.

Send protocol as a link to contacts Protocols can be shared easily as a secure web link. Recipients get direct access to the shared documentation – without additional software or registration. Ideal for quick coordination with clients, partners or service providers. 🎯 Share protocol as a secure link – recipients have immediate access, no sign-up required.