Approval of the Protocol
- Approval of the Minutes
- Additional additions by the meeting organizer
- Download the PDF protocol
- Handling Additional Revisions During the Approval Phase
- Subsequent amendments to the approved protocol
Approval of the Minutes
Approval of the protocols ensures that all participants agree with the content recorded.
Once participants have received the protocol for approval, they can review it and approve or reject it within the specified approval period. Optionally, a comment explaining the reason for approval can be entered during the approval process. Participants have until the deadline to change their approval or rejection of the protocol. Participants can provide feedback, corrections, or additional comments by entering comments on the corresponding tasks and topics.
- Participants record comments on the protocol
- Approval or Rejection of the Protocol (with optional comments)
- Viewing Shipping Details
- Displaying the attachments sent by the participants
- Viewing the sent or interactive protocol
View of the sent protocol:
If the protocol was rejected by at least one person, it changes to "Review" status after the review period expires.
Meeting Wrap-Up, Feedback Session, Requests for Changes
Additional information provided by the meeting organizer
If participants' comments are to be included in the protocol, the organizer can enter "Additions to the Protocol." To do this, the meeting is returned to the rework phase; the additions can then be entered, and the protocol can be resubmitted for approval. For more information on the rework of the protocol, see the following article: Reworking the Protocol Again.
For more information on approval, as well as the use and handling of comments, see the following article: Meeting Overview.
Minutes revision, feedback processing, review phase, participant feedback
Download the PDF protocol
Once the meeting protocol has been sent, the PDF version appears in the details section as "Sent Protocol" and can be downloaded from there. This role can be used to save a copy of the protocol locally as well. In general, every printed protocol is available on buildagil under the corresponding meeting. Alternatively, the entire project can also be backed up using a Project export. For more information on backups and data protection, see the following article: Backup & Data Protection.
Log storage, PDF download, local backup, document export, log copy
Handling Extensive Additional Additions During the Approval Phase
During the approval phase, it may happen that many additional additions are recorded in the protocol, which unnecessarily inflates the protocol. It is recommended that, whenever possible, you avoid sending notifications directly to individuals when adding such additional additions. This allows multiple redundant additions to be consolidated later into a new, summary comment. The additional additions that are no longer needed can then be deleted, provided that no further comments have been added to the relevant task by other users and no one has received a notification about the comment to be deleted via the comment distribution list. Unnecessary additions can be deleted from the protocol via the Manual Word Preview option.
Subsequent Amendments to the Approved Protocol
Once a protocol has been approved, changes can only be made through specific channels. Minor additions can be recorded directly in an existing task or during the next meeting. If the changes are to be incorporated into the existing protocol, a Further rework is required. If the revised content is to be approved again by the participants, a new approval round must be initiated. Otherwise, approval can also be granted directly in the Settings before the deadline for approval prior to sending the protocol.
Updated on: 24/06/2026