Data collection requests
Data collection requests allow users to gather important building-related data from external stakeholders who do not have direct access to the BuildingMinds platform. This feature streamlines the process of requesting and collecting data, ensuring compliance, efficiency, and completeness.
The Data collection requests tool simplifies the process of gathering essential building data from external stakeholders while ensuring security, compliance, and efficiency. By using a link-based submission system, organizations can streamline their data collection workflows without compromising platform security.
Why use Data collection requests?
Building managers and portfolio managers often need to collect consumption data, invoices, metering point consents, or ESG-related information. However, much of this data is held by external parties such as tenants, facility managers, and property managers who do not have platform access. The Data collection tool provides a seamless, shareable link-based system to enable data collection without requiring external users to log in.
Key features
1. Role-based data access
Data requesters (internal users) can create and manage data collection requests.
Data providers (external users) receive a shareable link to upload the requested data.
No direct access to the BuildingMinds platform is required for data providers.
2. Different types of data collection requests
Metering point consent collection: Portfolio managers request consent for metering points before tenants upload invoices.
Invoice data collection: External stakeholders provide utility invoices for different resources (electricity, water, gas, etc.).
GRESB data collection: Data collection for ESG reporting, including efficiency measures and other sustainability-related data.
3. Secure and efficient data submission
Shareable links allow external users to submit data via a simple upload form.
External users can only see the list of open requests but cannot access other platform data.
Uploaded documents are stored securely and linked to the correct building or metering point.
Multi-language support for external uploads (Danish, Czech, Polish).
Access Requests
Select the Tools icon from the left menu.
Navigate to Data collection > Requests in the left menu.
Create a data collection request
Select the Tools icon from the left menu.
Navigate to Data collection > Requests in the left menu.
Click on Add request.
Select the type of request (Metering point consent, Invoices, or GRESB).
Apply filters to select the relevant buildings or metering points.
Enter an optional note for data providers.
Click on Generate request.
Share the request link
Copy the shareable link and send it to external stakeholders via email or another communication method.
Track submission status
Monitor the status of uploaded data under the Consent inbox or Invoice inbox.
Data providers can continue submitting files as needed.
Managing uploaded data
Data requesters can view submission history (upload date, file name, and status).
If erroneous files are uploaded, data requesters can delete and request a re-upload.
For invoices, uploaded files are automatically forwarded to the invoice extraction tool.
GRESB data submissions require approval before they are finalized.
Security and risk mitigation
Time-limited shareable links: Prevent unauthorized uploads.
Microsoft Web Application Firewall (WAF): Protects against malicious activities.
Max file upload limits: Ensure efficient processing.
Monitoring and outlier analysis: Detects anomalies and prevents data overload.