Articles on: Meetings & protocols
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Approval of the protocol


Protocol approval

The approval of protocols enables transparent traceability of meeting content and ensures that all participants agree with the recorded content.



Once the participants have received the protocol for approval, they can review and approve or reject the protocol within the defined approval period. Optionally, a comment can be entered as a justification for the approval. For feedback, corrections or additional information from participants, comments can be entered as comments on the tasks & topics.


  1. Recording of comments on the protocol by the participants
  2. Approval or rejection of the protocol (with optional comment)
  3. Display the shipping details
  4. Display the attachments sent to external participants
  5. Export the pending list as a Word or PDF file


Comments on the protocol are not printed in the protocol. If a comment is to be visible in the protocol, it can be added as an additional comment to the protocol during rework.



View of the sent protocol:



Session release, feedback round, change requests

Additional information from the meeting organizer

If the protocol has been rejected by at least one person, it changes to "Review" status once the review period has expired. Under review, feedback from participants can be taken into account by the meeting organizer by being included in the "Comments on the protocol" as "Additional comments on the protocol". The participants also have the option of adjusting the approval or rejection of the protocol until the deadline expires. Further information on approval and the use and behavior of comments can be found in the following article: Overview of meetings.



The organizer can rework the meeting using the options to apply the additional information. Further information on reworking the protocol can be found in the following article: Reworking the protocol again.



After the comments on the protocol have been entered as additional information, the protocol can be sent again for approval.


The approval of the protocol can be granted directly in the rework. For more information on skipping the approval, see the following article: Preparation of the protocol for approval.


Protocol revision, feedback processing, review phase, participant feedback

Download the PDF protocol

After the meeting minutes have been sent, the PDF protocol can be seen in the details as "Sent protocol" and can be downloaded there. This role can be used to additionally save the protocol locally. In principle, every printed protocol is available in the corresponding meeting on buildagil. Alternatively, the project can also be backed up in full with a Project export. Further information on backups & data protection can be found in the following article: Backup & data protection.




Log storage, PDF download, local backup, document export, log copy


Dealing with extensive additional requirements in the approval phase

During the approval phase, it can happen that numerous additional additions are made to the protocol, which unnecessarily inflates the protocol. It is recommended that you do not notify anyone directly when entering such additional information. This allows several superfluous additional comments to be subsequently bundled into a new, summarized comment. The individual comments that are no longer required can then be deleted, provided that no other comments have been entered by other people in the task concerned and the comment to be deleted does not contain any notifications.


Updated on: 26/09/2025