Keeping the file of a property project

Start from a model

A project is created from one of your organisation's models: phases, expected documents, the folder tree of the file plan, the naming convention and the budget lines are in place from day one. A model is reused from one project to the next.

Gather emails and documents

Whatever arrives goes to one place, whichever way it comes:

• one email address per project: parties copy it in, or forward a message to it, and the message enters the project with its attachments;
• upload from the documents screen, up to 200 MB per file; an archive is unpacked, and each of its files follows the same path as a document uploaded on its own;
• a sender the project does not know is flagged: you add them to the organisation's directory, or ignore them.

Screening, before anything is read

Before it is read or filed, every document is screened. Screening looks for classification markings without any artificial intelligence model, and quarantines any document whose marking is above the level your organisation allows.

Whatever screening could not examine in full is never sent to a model: the document waits to be filed, and is not read. A document already received in the project is recognised as a duplicate.

A suggested name and place, your decision

Equerio recognises the type of document, matches the sender to their party in the directory, and suggests a name that follows the project's naming convention and a place in the file plan. Each suggestion waits in a review queue: you confirm or correct it. A document awaiting review does not count towards any expected document until it has been reviewed.

Expected documents, phase by phase

For each phase of the project, Equerio shows what has been received, what is missing and what is still expected. A missing document opens an alert, which appears on the dashboard among the things that call for a decision.

The project file, and the source of each value

The project file holds what the project needs to know: parties, contracts, insurance, permits, programme and floor areas, handovers… Once filed, a document can be read, if reading is switched on for the project: its values are suggested for the project file, with the excerpt and the page they come from.

A value whose excerpt cannot be found in the document waits for approval, as every amount does. When two documents disagree, Equerio flags it: you keep the current value or adopt the value read. A value entered by a person is protected: no document replaces it.

Find, and ask a question

Search for a document by its name or its content, a value in the project file, a task in the schedule, an entry in the budget.

Ask a question about the project: the assistant answers from the documents and the values in the project file that you can read, and cites each source. If it finds nothing, it says so.

Open the project to the parties

Design team, engineering consultants, contractors: you invite them to the project, in full, or without certain domains — financial, procurement, security, legal. A restricted guest sees only what is open to them and the documents they uploaded themselves. Guests do not pay.

Export the project sheet

The project sheet exports as a spreadsheet (.xlsx): the project file section by section, the progress of the phases, the expected documents and, if you can read it, the financial position. It contains only what you can read in the project.