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Approval of Controls and Inspections


Sending the Protocol

After the execution and rework of the meeting, the meeting protocol can be sent for approval. This initiates the approval process, ensuring that all participants agree with the content recorded. By default, the protocol is generated with the option for a digital signature.



The following roles are available in the preview of the protocol that follows:

  1. Regenerate the protocol
  2. Open and edit the protocol in Word
  3. Refresh the preview (required so that changes made to the protocol in Word are visible in the preview)
  4. Adjusting the approval period (the default period is 7 days)
  5. Approval directly (without giving participants the option to respond)


Once the settings have been configured, the protocol can be sent to the participants and those who were excused for approval.



Recipients on the additional distribution list receive the protocol for information purposes and cannot obtain approval for it.



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Approval of the Protocol

After the protocol is sent out, all participants and those who were excused will receive an email with a link to request approval or rejection of the protocol.


Only individuals who are listed as participants or excused from the control and inspection process will receive the email containing the link. Once the approval process is completed, the approved protocol can be sent to other parties involved.



Participants can now use the link in the email to provide feedback on the protocol. Optionally, they can leave a comment for the organizer. This is also possible for external contacts who do not have direct access to buildagil but who receive the email. As long as the approval period is open, participants can edit their comments and switch between “Approved” and “Rejected.”



You can check the current status of the approval at any time by viewing the details in the control/inspection section.



The details section displays all feedback, including the participants' approval status, the mailing details, and the protocol that was sent.



If the approval was signed, the digital signatures appear directly in the protocol.



digital signature, approval status, feedback summary, protocol change, participant interaction

Completion of the Approval Process

The approval process can be completed in various ways. If the approval deadline has passed and not all participants have yet provided feedback on the protocol, the organizer can send a reminder.



Automatic Approval
If all participants and those who were excused approve the protocol, the status automatically changes to "Approved."



Partial Approval (Review)
If not all participants and those who have sent apologies have submitted their responses, the status of the inspection/approval is set to "Review." The protocol is considered approved as soon as:

  • all remaining feedbacks have been received and are in agreement, or
  • the organizer grants approval manually.


An organizer can manually approve a request using the control/inspection options.


Individuals who have already granted their approval can no longer change their feedback.



Rejection
If a person rejects the protocol, the status will also change to "Review" once the deadline has passed. The organizer can now make a decision about whether:

  • the protocol is revised and resent, or
  • the approval is granted manually.


Revocation of Approval
The approval process can be paused by the organizer at any time, for example, to correct content. An organizer can do this using the control/inspection options.



Once the approval process is complete, the final protocol, including signatures, can be sent to all participants, those who were excused, and the distribution list for their information.




automatic approval, manual approval, log revision, approval cancellation

Exporting the Control/Acceptance Report

As an alternative to sending the protocol through the approval process, it can also be exported as a Word file and sent or edited manually.



If you need to make changes to the protocol template, please feel free to contact buildagil support.



Word export, manual delivery, log processing, offline approval, log archiving

Updated on: 16/07/2026