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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 be opened from the agenda. You can find more information on rework and the use and behavior of comments in the following article: Overview of meetings.


Rework comments, agenda item revision, protocol optimization, rework phase, improve protocol quality, task feedback


Generation and dispatch of the protocol

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:




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.


The log template for the selected meeting type is defined in the Project settings.



As soon as all the settings for sending have been made, the meeting can be sent to the participants. All participants and excused persons receive the protocol for review and approval. Persons on the additional distribution list receive the protocol for their information.


All persons receive a message in buildagil as soon as the protocol is sent. However, email notifications are only sent if this has not been deactivated in the Settings in the reporting center.


If the protocol is also to be sent to the meeting organizer by e-mail, this person can be added to the list of participants or the additional distribution list.



The meeting now switches to the approval phase and is marked accordingly in the meeting overview.



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.


If manual adjustments have been made to the protocol and it is then regenerated, the adjustments are overwritten.



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.


The approval process has a standard deadline of one week (7 days). After this period has expired, the protocol is automatically approved.



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 external 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 optimally.


The lists and supplements for external participants only appear if an external contact is also entered as a participant or as excused.



In the attachments for external participants, you can set which attachments from the protocol are to be sent.



External participants receive a link to the download by e-mail. 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 the version being used can be traced.



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: 20/10/2025