Approval of controls & inspections
- Sending the protocol
- Approval of the protocol
- Completion of the approval
- Exporting the control / acceptance report
Sending the protocol
After execution and rework, the approval protocol can be sent for approval. This starts the approval process. This ensures that all participants agree with the recorded content.
You can then choose whether the approval should be made with or without a signature in the protocol.
The following roles are available in the subsequent preview of the protocol:
- Generate protocol again (with or without signature)
- Open and edit the protocol in Word
- Update preview (necessary so that adjustments to the protocol in Word are visible in the preview)
- Adjust the approval deadline (by default, the deadline is 7 days)
- Grant approval directly (without feedback option for the participants)
Once the settings have been made, the protocol can be sent to the participants and excused persons for approval.
Persons on the additional distribution list receive the protocol for their information and cannot approve it.
Protocol release, approval workflow, signature selection, deadline setting, participant confirmation, acknowledgement process, protocol preview, dispatch options, acceptance process
Approval of the protocol
After sending, all participants and excused persons will receive an e-mail with a link for approval or rejection of the protocol.
Participants can now use the link in the email to submit feedback on the protocol. Optionally, a comment can be left for the organizer. This is also possible for external contacts without direct access to buildagil who receive the email. As long as the approval period is running, participants have the option of changing their comments and switching between approved and rejected.
The current status of the approval can be viewed at any time via the details in the control / inspection.
In the details, all feedback is displayed with the status of the participant's approval, the dispatch details and the protocol sent.
If the approval was executed with a signature, the digital signatures appear directly in the protocol.
Digital signature, approval status, feedback overview, protocol change, participant interaction
Completion of approval
The approval process can be completed in various ways. If the deadline for approval has expired and not all participants have given feedback on the protocol, the organizer can send a reminder.
Automatic approval
If all participants and excused persons approve the protocol, the status automatically changes to "Approved".
Partial approval (review)
If not all participants and excused persons have handed in their minutes, the status of the control / inspection is set to "Review". The protocol is considered approved as soon as:
- all remaining feedback has been received and agreed, or
- the organizer grants approval manually.
An organizer can perform manual approval via the control / inspection options.
Rejection
If the protocol is rejected by a person, the status also changes to "Review" after the deadline has expired. The organizer can now decide whether:
- the protocol is revised and resent, or
- the approval is granted manually.
Cancel approval
The organizer can cancel the approval process at any time, e.g. To correct content. An organizer can do this via the control / inspection options.
Once approval has been completed, the final protocol including signatures can be sent to all participants, excused persons and the distribution list for information.
Automatic approval, manual approval, protocol revision, approval cancelation
Exporting the control / acceptance report
As an alternative to sending with the approval process, the protocol can also be exported as a Word file and sent or edited manually.
Word export, manual delivery, protocol editing, offline approval, protocol archiving
Updated on: 22/11/2025