Rework protocol
The following article describes how the rework of a meeting (taking minutes, sending minutes for approval) is carried out.
Directly to the following sections:
View and edit tasks and topics
Submit protocol for approval
The authorizations and visibility of meetings and session content are described in the following article: Authorizations & Visibilities
Once the meeting has been executed, it is in rework. This is displayed in the session guide.
The agenda item list opens in which all agenda items are displayed with the assigned tasks/topics that were discussed during the meeting. The comments and draft comments can now be edited via Edit minutes before the protocol is sent for review.
If comments are still in draft mode, they can be edited directly via the writer icon.
A comment in draft mode has an orange comment symbol.
For a more detailed edit, the task can be opened.
After successful adjustment and review of the tasks/topics on the agenda, the protocol is now sent out for approval.
To do this, click on Enter for approval under the session guide. The protocol will now be generated, which may take a moment.
The protocol is then displayed as a preview. The review period and the recipient group, as well as other options, can be adjusted here. To edit content in the protocol, the protocol can be opened and edited via Edit in Word. The protocol can be sent using the Send button. The options for external participants only appear if an external contact is also entered among the participants/ in the distribution list.
You can find out how to customize the log template in the following article: Protocol templates
The approval period can be set in the date display. By selecting Grant approval directly, the approval process can be skipped. The protocol then switches directly to the "Approved" status and no feedback can be provided by the participants.
The approval process has a standard deadline of one week (7 days). After this period has expired, the protocol is automatically approved.
Under Recipients, you can set which meeting participants should receive the protocol.
Under Lists, you can set which open tasks and decisions are to be sent to the external participants. For this purpose, a list is created that contains all tasks for which the external participants are responsible. The list contains all the information about the task so that the external participants can understand and complete the task/topic.
Under Enclosures, you can set which enclosures from the protocol are to be sent to external participants.
Click on Send to send the protocol.
All persons listed in the distribution list will receive an email notification with the protocol as a PDF and the link Check & approve protocol.
The meeting is marked accordingly under Meetings.
Rework protocol
If a task is subsequently edited or commented on, the protocol can be revised again and regenerated with Rework.
Directly to the following sections:
View and edit tasks and topics
Submit protocol for approval
The authorizations and visibility of meetings and session content are described in the following article: Authorizations & Visibilities
Once the meeting has been executed, it is in rework. This is displayed in the session guide.
View and edit tasks and topics
The agenda item list opens in which all agenda items are displayed with the assigned tasks/topics that were discussed during the meeting. The comments and draft comments can now be edited via Edit minutes before the protocol is sent for review.
If comments are still in draft mode, they can be edited directly via the writer icon.
A comment in draft mode has an orange comment symbol.
For a more detailed edit, the task can be opened.
Submit protocol for approval
After successful adjustment and review of the tasks/topics on the agenda, the protocol is now sent out for approval.
To do this, click on Enter for approval under the session guide. The protocol will now be generated, which may take a moment.
The protocol is then displayed as a preview. The review period and the recipient group, as well as other options, can be adjusted here. To edit content in the protocol, the protocol can be opened and edited via Edit in Word. The protocol can be sent using the Send button. The options for external participants only appear if an external contact is also entered among the participants/ in the distribution list.
You can find out how to customize the log template in the following article: Protocol templates
The approval period can be set in the date display. By selecting Grant approval directly, the approval process can be skipped. The protocol then switches directly to the "Approved" status and no feedback can be provided by the participants.
The approval process has a standard deadline of one week (7 days). After this period has expired, the protocol is automatically approved.
Under Recipients, you can set which meeting participants should receive the protocol.
Under Lists, you can set which open tasks and decisions are to be sent to the external participants. For this purpose, a list is created that contains all tasks for which the external participants are responsible. The list contains all the information about the task so that the external participants can understand and complete the task/topic.
Under Enclosures, you can set which enclosures from the protocol are to be sent to external participants.
Click on Send to send the protocol.
All persons listed in the distribution list will receive an email notification with the protocol as a PDF and the link Check & approve protocol.
The meeting is marked accordingly under Meetings.
Rework protocol
If a task is subsequently edited or commented on, the protocol can be revised again and regenerated with Rework.
Updated on: 15/11/2024