Reworking the protocol
Reworking tasks & topics
After the meeting has been executed, the status of the meeting changes to rework. It is now possible to open the agenda again and make adjustments to the comments on the tasks and topics in order to increase the traceability and quality of the protocol.
The minutes can now be supplemented with additional comments "From this meeting" or the draft comments can be edited before the protocol is sent to the participants for review and approval. For a more detailed edit, the tasks & topics can also be opened from the agenda. Further information on rework and the use and behavior of comments can be found in the following article: Overview of meetings.
Rework comments, agenda item revision, protocol optimization, rework phase, improve protocol quality, task feedback
Preparation of the protocol for approval
In the next step, the protocol is sent for approval. To do this, the meeting can be submitted for approval by generating the protocol and setting the sending options. The following options are available for sending:
- Manual editing and re-generation of the protocol
- Editing the approval period
- Editing the recipients
- Lists and inserts for external participants
As soon as the protocol has been generated, it is displayed in the preview. The approval period and recipients can now be defined and inserts for external contacts can be generated.
Manual editing and re-generation of the protocol
The contents of the protocol can also be opened and edited manually in Word. The preview must be updated to make manual changes to the protocol visible in the preview. In the event of adjustments to the agenda or discrepancies in the display of the minutes, the minutes can also be regenerated here.
Editing the approval period
For the approval deadline, either a date can be set for feedback on the protocol or approval can be granted directly without the possibility for participants to provide feedback. In this case, the protocol changes to the status "Approved" after being sent. The participants receive the protocol for their information.
Editing the recipients
In the settings for the recipients, you can specify which meeting participants should receive the protocol. It is possible to send the protocol either to all participants or only to yourself for individual forwarding.
Lists and supplements for external participants
In the lists for external participants, you can send a list of the participants' open tasks and previous decisions for this meeting type. 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 the context of the tasks or topics and edit them in the best possible way.
In the attachments for external participants, you can set which attachments from the protocol are to be sent. The external participants receive a link to the download. This has the advantage that larger files can also be made available. In addition, the version number of the file is added to the name so that it is possible to see which version is being used.
As soon as all the settings for sending have been made, the meeting can be sent to the participants. The meeting now switches to the approval phase and is marked accordingly in the meeting overview.
Protocol release, approval workflow, Word editing, update preview, feedback deadline, skip approval, recipient selection, external task list
Reworking the protocol again
If the protocol needs to be edited again after it has been sent, it can be edited and generated in a new way via the meeting options. The protocol can then be sent again for approval. Subsequent adjustments allow errors to be corrected or missing information to be added.
Protocol correction, Subsequent changes, Protocol update, Information addition, Protocol revision, Correct meeting, Protocol adjustment
Updated on: 26/09/2025