{"id":8525,"date":"2025-08-17T18:55:56","date_gmt":"2025-08-17T18:55:56","guid":{"rendered":"https:\/\/nilex.se\/uncategorized\/checklista-for-fastighetsagare\/"},"modified":"2026-02-12T08:34:22","modified_gmt":"2026-02-12T08:34:22","slug":"checklist-case-management-system-property","status":"publish","type":"post","link":"https:\/\/nilex.se\/en\/blog-en\/checklist-case-management-system-property\/","title":{"rendered":"Checklist for property owners"},"content":{"rendered":"\n<p><a href=\"https:\/\/nilex.se\/en\/?page_id=5249\">Read more about Case Management System Property\u00a0<\/a><\/p>\n\n<div style=\"height:35px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n<h2 class=\"wp-block-heading\">Basic functions<\/h2>\n\n<div style=\"height:35px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n<h3 class=\"wp-block-heading\">Case management<\/h3>\n\n<ul class=\"wp-block-list\">\n<li>Support via various channels \u2013 email, web forms, telephone and mobile app<\/li>\n\n\n\n<li>Automatic confirmation to tenants when reporting faults<\/li>\n\n\n\n<li>Unique case number for traceability<\/li>\n\n\n\n<li>Categorisation of cases (urgent, planned, routine cases)<\/li>\n\n\n\n<li>Prioritisation system for different types of cases<\/li>\n<\/ul>\n\n<div style=\"height:35px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n<h3 class=\"wp-block-heading\">Communication and follow-up<\/h3>\n\n<ul class=\"wp-block-list\">\n<li>Tenant portal for case tracking<\/li>\n\n\n\n<li>SMS notifications for status updates<\/li>\n\n\n\n<li>Email integration for smooth communication<\/li>\n\n\n\n<li>Internal chat between staff members<\/li>\n\n\n\n<li>Automatic reminders for unresolved cases<\/li>\n<\/ul>\n\n<div style=\"height:35px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n<h3 class=\"wp-block-heading\">Functions for administrators<\/h3>\n\n<ul class=\"wp-block-list\">\n<li>Smart allocation of cases to the right expertise<\/li>\n\n\n\n<li>Mobile app for field technicians<\/li>\n\n\n\n<li>Calendar integration for scheduling<\/li>\n\n\n\n<li>Push notifications to responsible personnel<\/li>\n\n\n\n<li>Role-based authorisation for different staff groups<\/li>\n<\/ul>\n\n<div style=\"height:35px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n<h2 class=\"wp-block-heading\">Property-specific functions<\/h2>\n\n<h3 class=\"wp-block-heading\">Fault reports and maintenance<\/h3>\n\n<ul class=\"wp-block-list\">\n<li>Apartment connection with exact address\/apartment number<\/li>\n\n\n\n<li>Recurring maintenance (ventilation cleaning, inspections)<\/li>\n\n\n\n<li>Urgent matters requiring escalation (water leaks, electrical faults)<\/li>\n\n\n\n<li>Seasonal planning (snow clearance, gardening)<\/li>\n\n\n\n<li>Accessibility management for technicians to enter<\/li>\n<\/ul>\n\n<div style=\"height:35px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n<h3 class=\"wp-block-heading\">Subcontractors<\/h3>\n\n<ul class=\"wp-block-list\">\n<li>Subcontractor portal for external technicians<\/li>\n\n\n\n<li>Confirmation function for completed work<\/li>\n\n\n\n<li>Material registration directly in the system<\/li>\n\n\n\n<li>Time reporting per case<\/li>\n\n\n\n<li>Cost monitoring per supplier<\/li>\n<\/ul>\n\n<div style=\"height:35px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n<h3 class=\"wp-block-heading\">Digital signing and document management<\/h3>\n\n<ul class=\"wp-block-list\">\n<li>Fillable PDF templates (inspection reports, checklists)<\/li>\n\n\n\n<li>Photo and file uploads from your mobile phone<\/li>\n\n\n\n<li>Digital signatures for approvals<\/li>\n\n\n\n<li>Archiving important documents<\/li>\n\n\n\n<li>Search function, I mean, was it someone else?<\/li>\n<\/ul>\n\n<div style=\"height:35px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n<h2 class=\"wp-block-heading\">Economy and integration<\/h2>\n\n<h3 class=\"wp-block-heading\">Invoicing and finance<\/h3>\n\n<ul class=\"wp-block-list\">\n<li>Integration with financial systems (Fortnox, Visma, PE Accounting)<\/li>\n\n\n\n<li>Automatic invoice generation from completed work<\/li>\n\n\n\n<li>Cost allocation per property\/housing association<\/li>\n\n\n\n<li>Budget monitoring and cost control<\/li>\n\n\n\n<li>Material handling with prices and suppliers<\/li>\n<\/ul>\n\n<div style=\"height:35px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n<h3 class=\"wp-block-heading\">Reporting and analysis<\/h3>\n\n<ul class=\"wp-block-list\">\n<li>Statistics on case types and response times<\/li>\n\n\n\n<li>Cost analysis per property and case type<\/li>\n\n\n\n<li>Performance measurement of staff and subcontractors<\/li>\n\n\n\n<li>Trend analysis for planned maintenance<\/li>\n\n\n\n<li>Export to Excel\/PDF for further analysis<\/li>\n<\/ul>\n\n<div style=\"height:35px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n<h2 class=\"wp-block-heading\">Security and compliance<\/h2>\n\n<h3 class=\"wp-block-heading\">Data protection and security<\/h3>\n\n<ul class=\"wp-block-list\">\n<li>GDPR compliance for tenant data<\/li>\n\n\n\n<li>Encryption of all data transfers<\/li>\n\n\n\n<li>Secure login with two-factor authentication<\/li>\n\n\n\n<li>Regular backups with redundancy<\/li>\n\n\n\n<li>Role-based access with detailed permissions<\/li>\n<\/ul>\n\n<div style=\"height:35px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n<h3 class=\"wp-block-heading\">Quality assurance<\/h3>\n\n<ul class=\"wp-block-list\">\n<li>Case templates for faster handling of recurring cases<\/li>\n\n\n\n<li>Automatic checks before closing a case<\/li>\n\n\n\n<li>Quality monitoring with customer satisfaction surveys<\/li>\n\n\n\n<li>Version management of documents and processes<\/li>\n\n\n\n<li>Audit trail for all changes to the system<\/li>\n<\/ul>\n\n<div style=\"height:35px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n<h2 class=\"wp-block-heading\">Ease of use<\/h2>\n\n<h3 class=\"wp-block-heading\">For tenants<\/h3>\n\n<ul class=\"wp-block-list\">\n<li>Simple case reporting via web or app<\/li>\n\n\n\n<li>Chat with support<\/li>\n\n\n\n<li>History of previous cases<\/li>\n\n\n\n<li>Grading of completed work<\/li>\n\n\n\n<li>Contact options directly in the system<\/li>\n<\/ul>\n\n<div style=\"height:35px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n<h3 class=\"wp-block-heading\">For administrators<\/h3>\n\n<ul class=\"wp-block-list\">\n<li>Intuitive user interface requiring minimal training<\/li>\n\n\n\n<li>Offline functionality for working without an internet connection<\/li>\n\n\n\n<li>Quick shortcuts for common tasks<\/li>\n\n\n\n<li>Customisable dashboards per role<\/li>\n\n\n\n<li>Help function and support integrated into the system<\/li>\n<\/ul>\n\n<div style=\"height:35px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n<h2 class=\"wp-block-heading\">Technical requirements<\/h2>\n\n<h3 class=\"wp-block-heading\">System integration<\/h3>\n\n<ul class=\"wp-block-list\">\n<li>API for connections to existing systems<\/li>\n\n\n\n<li>Single Sign-On (SSO) for easy login<\/li>\n\n\n\n<li>Import\/export of existing data<\/li>\n\n\n\n<li>Cloud-based for accessibility anywhere<\/li>\n\n\n\n<li>Scalability for growing businesses<\/li>\n<\/ul>\n\n<div style=\"height:35px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n<h3 class=\"wp-block-heading\">Swedish Support and Maintenance<\/h3>\n\n<ul class=\"wp-block-list\">\n<li>24\/7 availability for critical functions<\/li>\n\n\n\n<li>Regular updates without downtime<\/li>\n\n\n\n<li>Swedish-language support during office hours<\/li>\n\n\n\n<li>Training materials and user guides<\/li>\n\n\n\n<li>Implementation support at system start-up<\/li>\n<\/ul>\n\n<div style=\"height:35px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n<h3 class=\"wp-block-heading\">Select a supplier that:<\/h3>\n\n<ul class=\"wp-block-list\">\n<li>Offers support in Swedish<\/li>\n\n\n\n<li>Understanding the Swedish property market<\/li>\n\n\n\n<li>Complies with GDPR and other regulations<\/li>\n\n\n\n<li>Has experience in the industry<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Read more about Case Management System Property\u00a0 Basic functions Case management Communication and follow-up Functions for administrators Property-specific functions Fault reports and maintenance Subcontractors Digital signing and document management Economy and integration Invoicing and finance Reporting and analysis Security and compliance Data protection and security Quality assurance Ease of use For tenants For administrators Technical [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":6871,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[43],"tags":[],"class_list":["post-8525","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-blog-en"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.5 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Checklist for property owners | Nilex<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/nilex.se\/en\/blog-en\/checklist-case-management-system-property\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Checklist for property owners | Nilex\" \/>\n<meta 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