easysquare object record
All documents and processes for your buildings are bundled and available to call up in the easysquare object record
The quantity and complexity of electronic documents in day-to-day business transactions regarding your objects and buildings is continuously increasing. From approval, maintenance contracts and project plans to the technical drawing – imagine if you could not only call up your documents, but also the corresponding business processes conveniently from your workstation with just a few clicks in an SAP® template.
PROMOS has developed the easysquare object record for precisely this purpose. It provides authorised persons with all documents and the corresponding transactions from end to end, gathered at a central location in SAP®. This solution is fully integrated into the SAP® ERP system and can thus access all the data. This allows you to manage not only your documents, but also SAP® transactions, reports, analyses, links to intranet pages or websites, maintenance notifications and much more in a structured and clear manner. The objects are assigned automatically without the need for any additional administrative work on the part of the employee.
The creation of documents in the digital record is not restricted to incoming correspondence, but also includes outgoing documents. The easysquare object record is generated automatically when a new technical object is created in SAP®. This ensures that a digital record is available for every technical object. This could be written documents, such as example fire regulations, escape and emergency routes, maintenance contracts, energy certifications and locking plans, or transactions, reports, e-mails and entire workflows.
The easysquare object record always has the same structure, with a record header and a tree-like structure containing the content:
All the key data at a glance in the record header
The header of the digital record contains all the important information for the technical object concerned. For example, the object description, type of use, floor space, contact partner such as the facility manager or responsible administrator, as well as other information are displayed here. The information provided can be adjusted and enhanced on a customer-specific basis.
Detailed list of all content by means of a clear tree structure
To ensure clear presentation, all content is classified by means of a symbol and saved in the digital record in a tree-like structure. This structure is discussed and implemented on a customer-specific basis as part of the implementation project using the PROMOS best practices. From there, the user can easily jump to the relevant SAP® transactions or to the relevant objects for the record.
- Direct access: Do you want to access information without having to spend time searching for it? Then use the option to jump directly to the digital object record from within the master data object in question (functional location, maintenance notification and other technical objects). There, not only the document being looked for, but also other contextual information is immediately available to you.
- Record to go: If required, you can export the entire record at the press of a button. In this way, you can quickly and conveniently save an entire record to external storage media without losing the entire folder structure of the record in the process. Even entire records can even be made available offline using the export function.
- Process integration: The full potential of the digital record is tapped through integration into easysquare workflow. This allows you to integrate work processes complete with appendices into the object record, so they are available for access at any time. This supports case-based processing in an optimal manner.
Transparency: Thanks to central and systematic storage of all information in the easysquare object record, you benefit from the best possible ability to provide information as well as from having employees with the same level of knowledge.
Time savings: Both the improved work organisation thanks to less paper on desks and mobility thanks to provision of a record that can be taken to court or to the architect lead to significant time savings.
High data quality: You avoid media discontinuity
through direct integration into your ERP system, which increases the
currentness of the available information and thus the data quality.
- Technical property managers
- Property managers
- SAP® ERP
- external archive