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OnSiteIMS enhances tenant information control modules

Posted on December 2, 2013

OnSiteIMS™ is being used on West Hills Mall (Accra, Ghana) and The Grove (Windhoek, Nambia) in effective Tenant Information storage and collaboration for the Professional Team, and has recently been enhanced with the following additional functionality, developed as required for these projects:

Storing/sharing Tenant or Shop specific documentation

OnSiteIMS Online’s™ Contract Document Module can be setup with a folder per shop number for the Development. This allows shop/Tenant specific documentation to be filed by the Tenant Coordinators / Project Managers into specific / relevant folders, which automatically shares with selective Users on filing into them. See “Filing by email” (below) for how to store and share from your email engine without logging in.

Managing Tenant related documentation

OnSiteIMS allows the ‘moving’ of any Document from one Shop/Tenant folder to another in one easy step. All onedoes is select the files you wish to move and then move them to the select the folder using the provided dropdown option.

This makes relocating tenant information between shop numbers, if the tenant moves, easy and hassle free.

Tenant Drawing Register

OnSiteIMS now offers a drawing register tab specifically for Tenant/shop related drawings.

Tenants, Consultants and Contractor can now find specific tenant / shop related drawings, baseplans and sections quickly and effortless. One can choose which Users have access to this drawing register with specific control on who can add/amend revisions. Revision history is chronologically saved for back reference, if need be.

The system also tracks these drawings being issued to site for Information or Construction.

Filing By Email

Users can now remotely file into the OnSiteIMS™ Contract Document Folder Structure by emailing the file to the “vault” email address of the contract. This is done by simply adding a code into your subject line of the e-mail sent and cc’ing the systems “Vault” address.

There are two options for filing the email.

Option One:
Insert the words “File 23.1: name of the document you are filing” into the subject line of the email you are sending to colleagues and “cc’ing” the Vault email address. The number ’23.1′ being the number of the Contract Document folder you would like to file the document into. This “code” will tell the system to automatically file the document attached to the email, into folder 23.1 on the IMS Contract Document Module with the name you specify in the subject line. This method Only saves the attachment of the email into the Contract Document folder specified. Once processed, the system automatically notifies users of the submission and tracks read receipts.

Filing by Email – Option 1

Option two:
Save both the email body and the attachment into the IMS Contract Document folder. Insert the words “File All 23.1: name of the document you are filing” into the subject line of the email you are sending to colleagues and “cc’ing” the Vault email address. The number ’23.1′ being the number of the Contract Document folder you would like to file the document into. This “code” will tell the system to automatically file the document attached to the email as well as a PDF of the Body of the email, into folder 23.1 on the IMS Contract Document Module with the name you specify in the subject line. This method saves BOTH the attachment of the email and a PDF of the body of the email into the Contract Document folder specified. Once processed, the system automatically notifies users of the submission and tracks read receipts.

Filing by Email – Option 2

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