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

In WECAVIS, defect reports are stored automatically as structured, queryable PDF records in the central WECAVIS web portal the moment a field worker submits a WhatsApp message - no manual upload, no form-filling, no app required.

How capture and storage work:

• A worker photographs a defect or hazard on site, sends a short voice or text message via WhatsApp to the WECAVIS bot, and AI powered by Anthropic and xAI generates a timestamped PDF in under 30 seconds.
• The report is automatically assigned to the correct project at the moment the message arrives, not retrospectively by office staff.
• Every Gefahrenmeldung (hazard notice) receives an automatic severity classification - minor, moderate, severe, or critical - derived from both the photo and the worker's description.

How retrieval works:

• Managers and site supervisors access all incoming defect reports through the central web portal, organized by project and date.
• Weekly PDF summaries bundle all reports from a calendar week per project, giving a consolidated, audit-ready record without manual compilation.
• All data remains structured and searchable, supporting post-calculation (Nachkalkulation) and legal documentation needs.