Articles on: Meetings & protocols
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Preparation for Meetings


Preparation of Agenda Items and Assigning Tasks & Topics

Once the meeting has been created, the agenda items can be prepared to ensure the execution of the meeting occurs in a focused manner. The basic agenda structure can be defined for each Meeting type in the project settings and thus applies to all meetings of that type. Existing Tasks & Topics from the project or previous meetings can be specifically assigned, allowing participants to work directly within context during the meeting.



Now, tasks and topics can be transferred from the project and assigned to the agenda items. The following article describes how visibility and permissions for meetings and meeting content are affected when transferring tasks and topics: Visibility & Permissions for Meetings & Protocols.



You can filter and search by the desired tasks and topics.

  1. From the previous meeting: List of tasks and topics from the last meeting of the same meeting type
  2. From Other Meetings: List of Tasks & Topics from Other Meetings of Other Meeting Types
  3. Sort by Type (tasks, information, decisions, topics, journal entries)
  4. Search
  5. Filter

The tasks and topics can now be transferred to the meeting. The transfer is completed by clicking "Done" or closing the window.



When transferring tasks and topics, you can use the filter to sort by meeting type or search for a specific meeting from other meetings.



Meeting preparation, agenda planning, context linking, topic assignment, meeting preparation, agenda items by meeting type, customize agenda, change agenda structure, meeting type settings

Editing the Agenda Items

The previously transferred tasks and topics are now displayed in the agenda and can be assigned to the respective agenda items. To do this, drag and drop the tasks and topics to the desired location. It is also possible to add new Create Tasks & Topics items directly to the agenda.



Tasks & Topics can be removed directly from the agenda or in the Coordination section of Tasks & Topics.



You can now enter comments regarding preparation and draft comments for the meeting. For more information on preparation, as well as the use and handling of comments, see the following article: Meeting Overview.


Agenda management, task linking, task processing

Incorporating design comments from previous meetings

If topics from a previous meeting were not discussed and were carried over to a subsequent meeting, your draft comments from the previous meeting can be edited in the context of the new meeting and transferred to it. Attachments, images, and linked tasks and topics are retained, eliminating the need to recreate them manually.


Only draft comments you have created yourself can be imported. Draft comments created by others cannot be imported, since each meeting may have its own organizers and permissions.




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Meeting Progress and Schedule

The meeting progress feature allows you to mark tasks and topics that have already been discussed while a meeting is in execution. This makes the current progress visible, including the number of agenda items still open. If the meeting progress feature is enabled with scheduling, you can also assign a planned meeting duration to each agenda item. For more information, see the following article: Execution of a Meeting.


The meeting duration entered here is for reference only and does not affect the duration defined in Creating a Meeting.


  1. Enable meeting progress or meeting progress with scheduling. When scheduling is enabled, the planned total duration of the meeting is displayed.
  2. Assign a meeting duration for each task and topic.



Session duration, time tracking, progress indicator, time management

Informing Participants

Once all tasks and topics have been assigned and assignments have been distributed via comments, the preliminary minutes can be sent out. This helps participants prepare for the upcoming meeting. To do this, you can use the role that automatically generates preliminary minutes to notify participants.



Before sending, the draft protocol opens in the preview window, where you can configure additional options such as the recipients and generate attachments for External Contacts. You also have the option to generate a new protocol or edit it directly in Word. When editing in Word, you can refresh the preview to view the changes. The protocol can then be sent. For more info on attachments, see the following article: Reworking the Protocol.


Organizers who are also participants, and people in Additional distribution list, do not receive the draft minutes.



If changes are made to the agenda after the draft minutes have been generated, the draft minutes can be created again and the participants can be notified again.



Distribution of draft minutes, communication with participants, meeting invitations, dissemination of information

Updated on: 13/07/2026