Minutes | Transferring pending items from the minutes to Construction Management

💡 With this interface, you can transfer pending items from a report in the Protokoll-App directly to the pending items/defects list in the Baumanagement-App. The transfer is done manually with the click of a button and includes the date of discovery, the deadline for resolution, and automatic assignment to the appropriate contractor.

❗ Prerequisite: Both apps must be running within the same company. Synchronization with external databases is not possible.

Link a Project

The link between the log and Construction Management is established at the project level. Note that only superusers can create or link projects. There are two ways to link a project:

Create a New Project and Link It

In the Baumanagement click the green plus sign to create a new project if it does not already exist there.
In the Protokoll click the green plus sign and select "Add Project from Construction Management" to choose the project.
You can now select the desired project and assign the project team.

Link an Existing Project

In the Protokoll-App, click your logo in the top-left corner to access the admin menu.
Select the desired project from the project list.
In the Interfaces section, you can select the link to Construction Management.
You can now select the desired project.
When asked whether to keep or overwrite the information, you can choose the desired option.
Keep: Both projects retain their project information, such as project number, name, and location.
Overwrite: The project information—such as project number, name, and location—is transferred from Construction Management to the log.

Ensure the email suffix is consistent in both apps

To ensure that a pending task is assigned to the correct contractor in the construction management app, the email suffix (e.g., @realview.ch) must appear in two places:

The email address for the relevant company must be listed in the Adresslist in Baumanagement. It is important to note that the email address must be associated with the company itself, not with an individual.
For the person responsible for the pending item in the Protokoll, the email address is stored under Participants.

Enable the interface in the Protokoll

Go to the settings in the desired Protokoll.
Go to the Additional tab and navigate to Interfaces.
Enable "Transfer pending items to Baumanagement" unter Baumanagement.

When activated, the following entries are automatically created in the project in Construction Management:

eine Projektstruktur mit der Bezeichnung "Protokolle" sowie eine Substruktur mit der Protokollbezeichnung
eine Abnahmeaart mit der Bezeichnung "Protokolle"
A project structure named “Protokolle” and a substructure with the protocol name
An acceptance type named “Protokolle”

❗ The structures and acceptance types must not be deleted or renamed, as they form the basis for data exchange between the apps.

Start Synchronization

In the Protokoll, go to the pending items list
Click the gray refresh icon at the top

The transfer is starting. You will then find the pending items in the Pending Items/Defects List in the Baumanagement, with the following details:

Feststelldatum entsprechend dem Datum aus dem Protokoll
Behebungsfrist aus der Pendenz im Protokoll
Zuweisung an den Unternehmer, dessen Mailendung mit der zuständigen Person im Protokoll übereinstimmt
Date of determination based on the date in the protocol
Deadline for resolution as specified in the pending item n the protocol
Assigned to the contractor whose email address matches that of the responsible person in the log

Important Information

❗ Company Scope: Synchronization works only between databases within the same company.

💡 Multiple Synchronizations: Manual synchronization can be triggered as often as needed. New or updated tasks are transferred every time you click the Update icon.