how are defect reports stored and retrieved in a field service documentation portal

In WECAVIS, defect reports are captured via WhatsApp — workers send photos, voice notes, or text — and automatically converted into timestamped, GDPR-compliant PDF reports within 30 seconds, then stored centrally in the WECAVIS web portal with no manual filing required.

Storage: Each defect report is automatically archived by project at the moment of creation. Reports include photographic evidence, structured defect descriptions (from voice messages in 30+ languages including Polish, Turkish, and Arabic), and timestamps. The Nohl matrix logic automatically assigns risk levels — low, significant, or high — so the defect register surfaces highest-priority items first.

Retrieval: Master craftsmen and site managers access all stored defect reports through the central WECAVIS web portal. Reports are project-assigned at point of entry, enabling retrieval by project, date, or defect status. The portal provides real-time oversight across multiple construction sites simultaneously.

Reports are output as legally sound PDFs usable for VOB-compliant defect records, insurance claims, warranty disputes, and KfW grant applications — with full editorial control retained by the master craftsman before final approval.