Reworking the Protocol
Reworking Tasks & Topics
Once the meeting has been held, its status changes to "Follow-up." You can now reopen the agenda and make adjustments to the comments on the tasks and topics to improve the transparency and quality of the protocol.
Now, the protocol can be supplemented with additional comments "From this meeting," or the draft comments can be revised before the protocol is sent to the participants for review and approval. For more detailed editing, the tasks and topics can be opened directly from the agenda. For more information on follow-up work as well as the use and handling of comments, see the following article: Meeting Overview.
Reworking comments, revising the agenda, optimizing the minutes, post-meeting review phase, improving the quality of the minutes, task feedback
Generating and Sending 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 configuring the sending options. The following options are available for sending the protocol:
- Manual editing and regeneration of the protocol
- Editing the Approval Period
- Editing Recipients
- Lists and Attachments
Once the protocol has been generated, it is displayed in the preview. You can now specify the approval deadline and recipients, as well as generate attachments for external contacts.
Once all the settings for distribution have been configured, the meeting protocol can be sent to the participants. The method of delivery depends on the role of each person: Participants and those who were excused receive the protocol for review and approval, while those on the additional distribution list receive it for information purposes.
The meeting is now moving into the approval phase and will be marked accordingly in the meeting overview.
Manually Editing and Regenerating the Protocol
The contents of the protocol can also be opened and edited manually in Word here. To make manual changes to the protocol visible in the preview, you must refresh the preview. If you make changes to the agenda or notice discrepancies in how the protocol is displayed, you can also generate a new protocol here.
Editing the Approval Period
For the approval period, you can either set a deadline for participants to provide feedback on the protocol or grant approval immediately without giving participants the opportunity to provide feedback. In this case, the protocol changes to the "Approved" status after it is sent. Participants then receive the protocol for their information.
Editing Recipients
In the recipient settings, you can specify which meeting participants should receive the protocol. You have the option of sending the protocol either to all participants or only to yourself for individual forwarding. Whether a person receives the protocol for approval or for information depends on their role in the meeting as specified in the List of Participants (Participant / Excused / Additional Distribution List). Participants and excused individuals receive the protocol for approval. Individuals on the additional distribution list receive the protocol for information.
Lists and Attachments
For the lists, you can generate and send a list of the external participants’ open tasks, the open tasks for this meeting type, and the decisions made so far regarding this meeting type. To do this, you can create a list that includes all tasks for which the external participants are responsible. The list displays all task information so that external participants can understand the context of the tasks or topics and edit them effectively. The “Open Tasks in This Meeting Type” list shows all open tasks that have been added to the selected meeting type. This list is sorted in ascending order by the person who is responsible for making the decision and in ascending order by the due date. The “Previous Decisions in This Meeting Type” list displays all decisions that have been made in this meeting type. This list is sorted in ascending order by creation date.
In the "Attachments" section, you can specify which attachments from the protocol should be sent.
Using the options in the lists and attachments, you can specify whether the message should be sent to all participants or only to external contacts. In addition, you can remove all added documents. Alternatively, you can remove documents individually using the corresponding option for each document.
After the protocol is sent out, participants will receive a download link via email. This allows even larger files to be made available. In addition, the file version number is included in the filename so that users can track which version they are working with. The link is valid for up to seven days after the approval deadline.
The lists of open tasks and decisions are based on the same template as the [(15c8fec5-23af-4c77-80c6-e151a66596c6], but here they are automatically filtered by the respective meeting type or external participants. To create a list of pending tasks spanning multiple meeting types or the entire project, you can use the export option in the Tasks & Topics list directly via the filter function.
To-Do List, Open Tasks, Complete List, Project-Wide List, Task Export, Across Meetings, List Export, Filter Function, Open To-Dos
Reworking the Protocol Again
If the protocol needs to be edited after it has been sent, it can be revised and generated new using the meeting options. The protocol can then be resubmitted for approval. Subsequent edits allow you to correct errors or add missing information.
Correction of minutes, Retrospective changes, Updating of minutes, Addition of information, Revision of minutes, Correcting a meeting, Adjustment of minutes
Updated on: 21/07/2026