Projects & Blog

Systemais


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# The hidden cost of manual drawing issue registers

In the architecture, engineering, and construction (AEC) industry, there's a silent productivity killer: the manual drawing issue register. This seemingly simple document, often maintained in Excel, is a critical quality assurance requirement that tracks the distribution of project documentation. However, our research reveals that a mid-size architectural firm with 70 employees can lose up to £20,000 annually in billable hours spent maintaining these registers.

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# The problem - more than just paperwork

- **Time-consuming process** - architects and engineers can spend hours retrospectively manually logging document distributions
- **Inconsistent updates** - registers are often updated irregularly due to the manual nature of the process
- **Hidden costs** 
  - Lost billable hours
  - Inefficient resource allocation
  - Increased risk of documentation logging errors
- **Quality assurance gaps** - When documentation is needed for compliance or dispute resolution, incomplete registers can lead to serious issues

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# Why existing solutions fall short?
The market offers several document management systems, but they often:
- ❌ Require complex implementation and training
- ❌ Come with prohibitively high costs
- ❌ Fail to specifically address the drawing issue register problem 
- ❌ Require significant manual input despite their digital nature
- ❌ Endless discovery calls and quotation reviews

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# The solution 

Share&Log was born from a simple observation - if we can automate the metadata extraction from drawings, we can eliminate the manual work of maintaining issue registers.

![Share & Log by Systemais](/images/shareAndLog.png "Share & Log by Systemais")

[shareandlog.com](https://shareandlog.com) ```Beta```
✅ free plan available

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# Focus on automation
Unlike other solutions that simply digitise the manual process, Share&Log:
- The platform automatically extracts metadata from drawings
- Generates issue registers without user input
- Maintains accurate records without additional effort
- Provides instant access to historical data
- No complex setup required
- Minimal or no training needed
- We aim to support businesses at time of soaring software costs with free affordable pricing structure

![Share & Log by Systemais](/images/shareAndLog_Image1.png "Share&Log comunications")

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# Problem solved!

> *Share&Log is developed by Systemais, where we combine architectural expertise with software engineering to create practical, cost-effective solutions for the AEC industry.*

[Check out shareandlog.com](https://shareandlog.com)

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How Share&Log platform is offering document sharing and automating drawing issue registers, with some estimates suggesting potential savings of up to £20,000 annually in lost billable hours for mid-size firms.

Share&Log - automating drawing issue registers for AEC professionals


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# The problem

The machinery maintenance is a job that is required to be undertaken in various site and weather conditions, yet it has to  be accurately recorded and passed on to the client for their records.

The machinery maintenance company found that existing job management tools were either too generic or overly complex and expensive for their requirements. 

As silly as it may sound, one of the issues was that apps available on market are too fiddly and a field engineer, who needs to enter data live (rain or shine, clean or oily hands..), requires something that is simple, effective and user-friendly. 

We could not find the app on the market that would right-fit option.

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# The solution
We developed a tailored yet cost-effective Power Apps solution for field machinery engineers to record, track, and manage their jobs. It is designed in close collaboration with field engineers to address their workflows.

![Jobsheets app by Systemais](/images/jobsheets-Image1.png "Jobsheets app by Systemais") 

The system includes:
* Job tracking and status updates
* Machinery records and maintenance logs
* Client and site address databases
* Auto-generated job sheets (Repair, Service, LOLER Inspection) with image upload and email dispatch

![Jobsheets app by Systemais](/images/jobsheets-Image2.png "Jobsheets app by Systemais")

All data is stored securely in SharePoint and works as one connected ecosystem.

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# Key benefits
* No more paperwork
* Easy to use on a tablet in all site conditions
* Increased efficiency and consistency
* Full audit trail of completed work
* Client machinery list tracking
* Live field engineer entries allow expedited report issue to clients
* Professional, branded reports automatically generated and emailed to customers
* No additional app subscription costs – all covered under the main M365 licence

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# Client collaboration
The client's team was highly dedicated and engaged, working closely with our developers to shape the app around real-life use cases and needs.

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# Services povided
* Company SharePoint setup (domain + pro email)
* Licence guidance and setup
* SharePoint intranet homepage
* Bespoke Power Apps development

![Jobsheets app services provided by Systemais](/images/jobsheets-Image4.png "Jobsheets app services provided by Systemais")

# Looking ahead
As interest continues to grow within the freelance Engineers community, we’re actively collaborating with plant engineers and exploring ways to scale this into a broader solution. Our aim is to create a platform that better serves independent professionals and plant machinery owners, while also being more accessible and user-friendly.

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# Need a similar app?
If you're looking to digitise your workflow with a tailored low-code solution — get in touch.
```letstalk@systemais.co.uk```

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Keeping track of machinery maintenance in all weather conditions is no small feat - but with bespoke software designed for field engineers every service, repair or annual certificate can be logged in real time. Read about the solution below that allows the machinery maintenance company to stay on top of their tasks.

Job sheets application


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# Archibots mini project utilising
This project started as a bit of fun — a chance to explore, stress test, and push boundaries. So far, it includes a set of architecture-focused ChatGPT chatbots and a Drawing Discrepancy Checker - visit 
[archibots.co.uk](https://archibots.co.uk/)

Chatbot use is entirely at your own discretion, and users are responsible for any decisions made based on its outputs.
All chatbots are powered by OpenAI GPT.

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# ChatGPT AI assistants

Archibots is a growing set of GPT-based AI assistant chatbots developed using only publicly available documentation. Whilst these tool should not be used blindly (as any other AI tool for that matter), the chatbots offer a glimpse into how AI might begin to support architectural and construction professionals in day-to-day tasks.

![Archibots by Systemais](/images/archibots_GPTs.png "GPT chatbots")

### [ChatGPT - UK Planning](https://chatgpt.com/g/g-67653c03f54c819198eb7763742742cf-uk-planning)
Using a curated knowledge base of 75 planning and legislative documents, this assistant supports queries on national planning guidance and frameworks.


### [ChatGPT - UK Building Regulations Approved Documents](https://chatgpt.com/g/g-67a87a60374881919fc83304b913bfe8-building-regulations-approved-docs-uk)
This AI assistant helps you quickly navigate through over 2,200 pages of regulatory documentation, providing instant answers with specific references to:
- Approved Documents (UK)
- LABC resources
- NHBC guidance

Each response includes direct citations to the source documents, making it easy to verify and follow up on the information provided.

### [ChatGPT UK - School Design Specification DfE](https://chatgpt.com/g/g-67975c59bd00819182c5c605bb39febf-school-design-specification-dfe-uk)
School design specification has over 300 pages for architects to navigate, remember and incorporate into their designs. And that is on top of all the other regulations the building has to meet.. 

This Chatbot helps to speed things up by utilising publicly available DfE documentation, and clearly showing where each answer comes from - making it easy to review and validate.

### [ChatGPT UK - BIM Framework](https://chatgpt.com/g/g-67a7b8c2acb88191bf90c50c1e495cf0-uk-bim-framework)
This chatbot supports general understanding of the UK BIM Framework. Knowledge base used is UK BIM Framework - information management according to BS EN ISO 19650.

```
*Key terms
- All chatbots are powered by OpenAI GPT. 
- You'll need a GPT account (a free one works fine). 
- We cannot access your chat history.
```

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# Why are we doing this?

We’re not saying these AI bots are flawless. But the only way to uncover the true strengths and weaknesses of AI in our field is to try them out in real-world situations.

Truth is, many are hesitant. People don't trust others to use AI responsibly. 

The same challenges keep surfacing:
Is it really possible to define meaningful, practical use cases?
How do we genuinely integrate AI into QA processes when it’s rarely clear where it fits?
Ultimately, it’s the designer or firm—not the AI—that remains accountable for the work.

There’s a lot more to discuss. And while image generation grabs most of the headlines, it might not be the area where architects should focus their AI efforts.

That said, we are starting to find real value through testing.

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# Real-world examples

## Planning appeal – "Unwinnable" case 

In a tough planning case, where the application for new structures in green belt has been refused and the architect was going for revised application resubmission, new arguments were required to present a stronger case. Since the refusal, the NPPF has been updated, so the architect employed AI to assist with preparing the new application and improving the argument by comparing the withdrawn and new NPPF policies. 

The planning chatbot suggested three arguments. Whilst two were already previously used and rejects, the third one opened a compelling line of reasoning. The architect dug deeper, verified the claim, and built a stronger case based on the AI's suggestion. 

The AI proved to be valuable in this challenging scenario.

[ChatGPT - UK Planning](https://chatgpt.com/g/g-67653c03f54c819198eb7763742742cf-uk-planning)

## DfE School design compliance

An architect has been challenged by the project stakeholder on the proposed corridor widths for the new school. The proposed width was non-compliant with DfE spec, which made architect question their design and the change in corridor width would have affected large portion of the design.

However, when architect outlined explained the situation to the [AI chatbot](https://chatgpt.com/g/g-67975c59bd00819182c5c605bb39febf-school-design-specification-dfe-uk), it found out that the project manager was referencing withdrawn guidance, and the proposed corridor width was in fact correct. The Chatbot provided all the references to where the outdated corridor widths were listed and where the new guidance is. This made is simple for the architect to explain their case without the scrolling hundreds of pages of documentation to justify their design decisions. 

The result? Faster resolution of design queries (and potential future claims) and great feedback from users.


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# What's Next?

We're exploring:

- AI workplace assistants for architectural teams
- Multiple topic-specific GPT bots
- Bid preparation assistants trained on company-specific historical data
- And a few other things we can't talk about yet 😉

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# In conclusion
AI is powerful when used responsibly. It's not about replacing professionals — it's about augmenting our work. We're just getting started.

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Have a GPT account? Try it out. Explore. Break things (gently). Give feedback.

[Visit archibots.co.uk](https://archibots.co.uk/)





Explore a set of GPT-based AI chatbots designed to support architectural and construction professionals using only publicly available UK documentation.

Archibots mini project. Part 1 subject specific AI chatbots for AEC.


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# The problem

Managing timesheets manually can be chaotic — especially when every staff member works different hours, follows unique overtime rules, and is on varied pay schedules. Our client’s original process involved:
*   ➡️ Staff filling Excel sheets
*   ➡️ Exporting PDFs and emailing to managers
*   ➡️ Managers approving and forwarding to accounts
*   ➡️ Accountants aggregating hours by project
*   ➡️ Directors calculating wages per person

### 5 people involved just to process one timesheet.

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# The solution - custom timesheets app

![Image alt text](/images/timesheetsApp.png "Image Title")

We developed a streamlined Power Apps solution that allows staff to:
* Log time daily by project
* Submit timesheets directly via the app
* Enable managers to review, filter, and approve with ease
* Export PDF summaries in one click
* No emails. No spreadsheets. No confusion.

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# Benefits delivered
*   ✅ User-friendly interface – no training required
*   ✅ Real-time dashboards for managers
*   ✅ Instant PDF summaries for accountants and directors
*   ✅ No more manual calculations
*   ✅ Optional SharePoint sync for automated project time tracking

### Time saved across all departments = direct ROI.

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# Services provided
*   Custom Power Apps timesheet app (Microsoft 365 Power Apps)
*   Integrated SharePoint backend (SharePoint)
*   Defined and built key workflows

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# Need a similar app?
If you're looking to digitise your workflow with a tailored low-code solution — get in touch.
```letstalk@systemais.co.uk```



Whilst recording timesheets is essential for project budget tracking, no one likes to spend time longer than necessary in recording, summarising and analysing. It is one of these admin tasks that should take minutes to complete!

Projects & Blog

Share&Log - automating drawing issue registers for AEC professionals

Job sheets application

Archibots mini project. Part 1 subject specific AI chatbots for AEC.

Smarter timesheet management with Power Apps