iPROT administrators can use the PDF Design & Dispatch menu item in the System settings section to change or customize various basic iPROT settings that affect the appearance and dispatch of the meeting minutes created.
Minutes Design
In the Minutes design section, you can design the list of participants on the minutes cover page, highlight overdue tasks, set page breaks after each chapter, display the list of file attachments in the minutes and format the footer.
Layout of the List of Participants on the Cover Page
By default, the names and email addresses of all meeting participants are listed in alphabetical order at the beginning of the minutes. You can choose from the following layout options for the list of participants:
- Name, telephone and email: sorts the list of participants alphabetically and also provides the telephone number and email address entered in the user administration for each person.
- Name, company and email: sorts the list of participants alphabetically and also specifies the company name and email address entered in the user administration for each person.
- Name, function and email: sorts the list of participants alphabetically and also specifies the function and email address entered in the user administration for each person.
- Name, function, company and email: sorts the list of participants alphabetically and also specifies the function, company name and email address entered in the user administration for each person.
- Name + telephone, function, company and email: sorts the list of participants alphabetically and also specifies the telephone number, function, company name and email address entered in the user administration for each person.
- Function, name, company and email: sorts the list of participants alphabetically according to function and, in addition to the name, also specifies the company name and email address entered in the user administration for each person.
- Grouped by company (name, function, email): groups the list of participants by company name in alphabetical order, sorts the persons alphabetically within the groupings and also specifies the function and email address entered in the user administration for each person.
- Grouped by function (name, company, email): groups the list of participants by function in alphabetical order, sorts the persons alphabetically within the groupings and also specifies the company name and email address entered in the user administration for each person.
Overdue Tasks
This setting allows the highlighting of overdue tasks in the interface and on PDF versions of minutes to be enabled or disabled system-wide. This setting is enabled by default in iPROT. Please note that the updated setting only takes effect after you reload the iPROT page in your browser following the save.
NOTE
This setting is also available in the project settings. Once the overdue task highlighting has been enabled or disabled for a specific project in the project settings, the system settings can no longer override this for that project. Overdue tasks can then only be enabled or disabled for that project at the project settings level.
Chapter Page Break
If the Always start chapter on a new page checkbox is activated, iPROT inserts a page break before each new chapter in the PDF version of the meeting minutes and each chapter therefore starts on a new page.
List of Attachments
For a better overview of which attachments are included in the current set of minutes or accessible via links, iPROT automatically generates a simple list as a table of contents for attachments. Using the List of attachments setting, this list can be inserted either on the cover page of the minutes (below the mailing list) using Show on top, or at the end of the minutes (after the last entry but before the legend) using Show at the end. If no attachment list is required, select Do not show.
If you attach multiple files to a set of minutes, you can also download them all together as a ZIP file. iPROT provides a download link for this ZIP file directly below the attachment list in the PDF of your minutes.
Footer of the Minutes
By default, the footer of each page of the minutes shows “Page n of m” on the left and “n. xxx Meeting (generated on 31.12.2016 at 13:30)” on the right. These texts can be freely configured under Left footer and Right footer. The following placeholders can be used within both footer texts:
[page]replaced by the current page number[topage]replaced by the total page count[project]replaced by the project name[project-abbrev]replaced by the project short code[meeting-type]replaced by the name of the meeting type[no]replaced by the number of the minutes[topic]will be replaced by the subject of the meeting minutes, if one was specified in the minutes dialog[place]is replaced by the location from the meeting minutes dialog[date-meeting]replaced by the date of the minutes[time-meeting]replaced by the date of the minutes[date-now]is replaced by the date on which the minutes were sent[time-now]is replaced by the time at which the minutes were sent[page]replaced by the page number[topage]replaced by the total page count
Please note that space in the footer is limited. If you enable the Hide iPROT notice in footer checkbox, the “powered by iPROT” notice in the right area of the footer will be removed.
Vertical Spacing Between Entries
The vertical spacing between entries in the PDF export of a set of minutes can be configured individually. The spacing is defined in millimeters and is set to zero by default.
NOTE
This setting is only available in the project settings. A system-wide setting for this is not possible.
Email & Delivery
This section covers settings for the subject line and body text of the delivery email, as well as the reply email address.
Email Subject and Email Text
The subject line and body text of the email containing the download links for the minutes can also be configured. The default subject line is:
»iPROT: [no]. [meeting-type] @ [project]«
The default email text is:
»Hello, with this email you receive the link for the [meeting-type] [no] concerning [project]: [link] Objections to the minutes must be sent to [author-mail] within five working days.«
The following placeholders (variables) can be used in the Email subject and Email text settings:
[link]replaced by the download link to the meeting. This placeholder is only permitted for e-mail text. An empty line is inserted in the email text before and after the link.[author-name]displays the name of the minutes author. The author name can be set when creating the minutes (this placeholder is only allowed in email body text).[author-mail]die E-Mailadresse bzw. projektspezifische E-Mailadresse des Verfassers wird angezeigt; dabei gilt folgende Priorisierung der E-Mailadressen (dieser Platzhalter ist nur für E-Mail-Text zulässig):- Project-level sender email address (if available)
- otherwise system-level sender email address (if available)
- otherwise project-specific email address (if available)
- otherwise the author’s email address
[project]replaced by the project name[meeting-type]replaced by the name of the meeting type[no]replaced by the number of the minutes[topic]will be replaced by the subject of the meeting minutes, if one was specified in the minutes dialog[place]is replaced by the location from the meeting minutes dialog[date-now]is replaced by the date on which the minutes were sent[time-now]is replaced by the time at which the minutes were sent[date-meeting]is replaced by the date on which the meeting for which the minutes were taken took place[time-meeting]is replaced by the time at which the meeting for which the minutes were taken took place
Reply Email Address
By default, iPROT uses the author’s email address when sending minutes. If this is not desired, a different email address can be entered here system-wide, which will then be used as the reply address for recipients’ responses to the sent minutes.
PDF Export Filename
The format of the filename for PDF exports can be customized. The following variables are available:
[proj]is replaced by the project shortcut.[type]replaced by the meeting type short code.[no]indicates the consecutive minutes number.[date]inserts the date of the minutes into the filename, in YYYY-MM-DD format.[date-now]transfers the current system date to the file name, in the format YYYY-MM-DD. Of course, you can also add your own text to the file name.
Disclaimer
Each meeting minutes contains a note text either at the end of the mailing list or at the end, which looks like this by default:
NOTE
Objections to the content or wording of the individual items in these minutes must be made known to the author in writing (by email to[author-mail]) upon receipt, or verbally at the latest at the beginning of the next meeting. If no objection is raised, all parties concerned agree to the content and the minutes become legally binding.
You can edit this text under Disclaimer. The [author-mail] placeholder is automatically replaced by the email address of the minutes author.
With the setting Disclaimer position, the position of the disclaimer can be inserted either on the title page of the minutes (below the mailing list) with the command at the top or at the end of the minutes (after the last minutes item or entry, but before the legend) with the command at the bottom.
Company Logo
The company logo is displayed in the top right corner of every page of every set of minutes. A strip of 1.0 cm is reserved for this in the minutes layout. Where possible, use a logo in landscape format. The logo image should be at least 100 to 150 pixels tall (the width is usually determined automatically depending on the graphics application and aspect ratio settings). Logo images with larger dimensions are scaled by iPROT accordingly. The resolution of the image (e.g. DPI) can be set according to your quality requirements.
The process of adding company logos is explained in more detail in the video below. A logo can also be set individually for each project in the project settings.
NOTE
If your company logo consists of multiple individual logos, please combine them into a single file before uploading. The easiest approach is to create a white or transparent background with an aspect ratio of 14.06:1 – for example 1406 x 100 pixels or 1687 x 120 pixels. Place your logos on this background, arrange them as needed, and save the result as a JPEG file (*.jpg or .jpeg) or as a Portable Network Graphics file (.png). Other file formats are not supported by iPROT for this purpose. For details and a step-by-step guide, refer to our blog post on this topic.