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Approval of the protocol


Protocol approval

The approval of protocols 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 to justify the approval. The participants have the opportunity to adjust the approval or rejection of the protocol until the deadline expires. Feedback, corrections or additional comments from participants can be entered as comments on the corresponding tasks and 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. View of the sent or interactive protocol


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



View of the sent protocol:



If the protocol has been rejected by at least one person, it changes to "Review" status after the review period has expired.



Session release, feedback round, change requests

Additional information from the meeting organizer

If comments from the participants are to be included in the protocol, the organizer can enter "Additional comments on the protocol". To do this, the meeting is moved back to rework, after which the additional comments can be entered and the protocol can be submitted for approval again. Further information on reworking the protocol can be found in the following article: Reworking the protocol again.


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



You can find further information on approval and the use and behavior of comments in the following article: Overview of meetings.


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 many additional entries 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 bundled together later in a new, summarized comment. The additional 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 no people have been notified of the comment to be deleted via the comment distribution list. Additional comments that are no longer required can be deleted from the protocol in the Manual word preview.


Updated on: 10/10/2025