With iPROT, you can either finalize a meeting minutes and send it directly using the built-in send function, or you can only finalize the meeting minutes without sending them. In both cases, Finalizing a meeting minutes means that it can no longer be changed afterwards for documentation and audit-proof reasons. Completed minutes are marked in the dark column on the left with a small blue tick to the left of the minutes number. You can recognize meeting minutes that have been sent by the fact that they are also marked with a small envelope in addition to the small blue tick.

Clicking on the Finalize meeting menu function or on Finalize in the context menu of the meeting minutes opens the Finalize and send meeting minutes dialog.

Finalizing a meeting minutes without sending it does not prevent it from being sent at a later date. And if you clicked Finalize or Send too quickly, you can unlock the most recent minutes for editing again at any time by clicking on the Reopen meeting command in the context menu (requires administrator rights in your iPROT account).

NOTE
If you have not yet finalized or sent several meeting minutes in a meeting type, they will be finalized automatically as soon as you finalize or send the most recent meeting minute in this meeting type. iPROT warns you in this case with a message in the Finalize and send meeting minutes dialog. Please note that in this case, Finalizing older minutes can no longer be undone, even with administration rights. Only the most recent minutes in a meeting type can be unlocked for editing again.

The Finalize and send meeting minutes dialog summarizes the key data of the meeting minutes once again and specifies the email addresses to which the download links for the meeting minutes are to be sent.

A typical delivery email looks like this, for example:

Of course, you can change the e-mail text in the system settings or project settings under PDF design & dispatch freely.

iPROT does not send PDF files as direct attachments but instead sends download links. This has two advantages: the notification emails remain small, and it is possible to track which recipients have downloaded the minutes at a later point. The download links remain valid for as long as the project is active in iPROT.

Once a set of minutes has been sent, it is finalized by iPROT and can no longer be modified. The minutes are also finalized if you create a new follow-up set of minutes of the same meeting type without having sent the previous one first. iPROT notifies you of this with a corresponding yellow warning message when creating a new set of minutes.

NOTE
Once a subsequent meeting minute has been created, the previous one is not automatically finalized. You can continue to adapt and change the topics and entries of the previous meeting minutes or add new ones. However, this is only possible directly in the respective minutes. Addendums and changes, as well as new topics and entries that you add in the most recent minutes will not appear in the previous ones.

If a meeting minutes has already been sent, the Finalize and send meeting minutes dialog is used to check who has downloaded the meeting minutes. It is also possible to resend the minutes.

NOTE
Customers with an iPROT Pro account have the option of displaying their own company logo in the emails that are generated when iPROT sends them. No additional measures or settings are required for this. iPROT simply uses the company logo uploaded in the system or project settings for sending.