You can send the protocol directly from the protocol entries view using the "Preview and Send" button.

Tip: You can also send filtered entries or marked entries separately!
Or you can send your record from the
Protocol Overview. There you can send the selected record as a PDF using the
three dots on the right. After clicking "
Send PDF" the sending dialog will open.

Note: When the toggle in the top right is yellow, you will see all records including completed ones. When the toggle is gray, you will only see records that can still be edited.
PDF in 4 Steps
1. Select distribution list
Select which people should receive the log (using the checkboxes on the right). If certain contacts don't have an email address saved, you'll see the warning "Email address missing". Consequently, no PDF log can be sent to this person! If you want to attach digital signatures to the log for existing contacts, it's important to mark these contacts as Present here.

Thanks to the search function, you can select the desired contacts more quickly.

The search function allows you to quickly find and select desired contacts.
Using the checkboxes next to "Pre-selection" and "Project team", you can mark or unmark all assigned persons or all persons assigned to the project for the distribution list or as attendees with a single click.
Project team:
2. Define layout
Now you can individually configure the desired layout settings for this log/record.
The layout settings include for example:
- the opening text
- closing information
- additional text
- image size and
- many advanced settings such as displaying plan markers.
If you haven't defined any PDF presets for your logs/records in the project settings, this form will be empty!>> Click here for the detailed article about protocol layout
3. Enable/disable additional functions
Special format: Individual record
There is an option to send an "Individual record" to all recipients. This means all recipients (people from companies) receive an additional log that contains only the general log entries and those of their own company.
Practical example:
You send an fire saftey protocol to BauMaster and activate "Add individual protocol". BauMaster will now receive two protocols from you:
- The complete protocol: All entries from all companies and general points.
- His individual protocol: All general topics and only the entries that were assigned to BauMaster.
Schedule Next Meeting
Check the box for "Schedule Next Meeting". You can set both a date and time for a follow-up meeting.
Select the participants from the distribution list.
You can send participants an .ics calendar file. Enable the corresponding checkbox and participants will receive a separate email with the appointment.
4. Sign/endorse record (From Basic & Pro)
If you would like to sign a record, you can activate this after "Next Meeting" in the send dialog, provided you have a Basic or Pro license. You can add the signature in two places, either immediately with "Signature" or after opening the preview.

Here all contacts are listed that you selected as present at the beginning. Under "Edit Signers" you can add all contacts from the project. With "Add Signer" you can add external people who are not saved as contacts for one-time signing of the protocol (e.g. the building owner or client).

Save as template
You can save all settings for future protocols of the same type as a template.
Email Settings
Once you have completed all settings, you will arrive at the email sending interface. You have several configuration options:
- Subject
- Email text
- Signature
Subject
The fields above the subject line cannot be edited and show which recipients were selected and who the sender is. In the subject line, you can enter or modify the subject of the email.
Email Text
Below you will see the text window for the email content. If you have not defined any standard texts for your emails in the Project Settings under PDF presets, this form will be empty and you can manually add all information.
The following items cannot be edited:
- The inactive button "View PDF Protocol"
- The text passage: "Click here to open a summary of only your protocol points:" (only when Individual Protocol is active)
- The inactive button "View Individual PDF Protocol" (only when Individual Protocol is active)
- The text passage: "Edit your tasks directly in BauMaster in real-time! Ask your construction manager for a free invitation. >> More info about connected construction"
Why inactive buttons?
Only you see an inactive button - it serves as a preview for you. Recipients will later see an active "View PDF Protocol" button. This allows recipients to access and download the PDF record.

The protocol is not sent as a document, but as a link.
There are several reasons why protocols CANNOT and should not be sent as PDF attachments with your emails!
- Emails with attachments carry a greater risk of hacker attacks. Many IT experts recommend not opening emails with attachments at all, as malicious malware could be introduced into the system this way.
- Another reason is that most email clients (programs like Gmail or Outlook) have a "limit" on the size of file attachments. PDF protocols with many images and entries can be several pages long and potentially exceed this limit.
- But the most important reason is that only with a link can you track who has actually opened the PDF protocol and who hasn't!
Why can't I edit the texts?
The predefined text passages have a descriptive character and are designed to make collaboration as efficient as possible. Therefore, predefined texts are automatically inserted here.
Signature
Enable "Add signature" to set and save a default signature for all your emails. If no signature exists yet, you can create your own here. At this point, you can also upload a signature image (such as a logo) that will be saved as the default. You can change this signature at any time in the Account Settings.
Completed PDF Log
Your PDF log will be sent via email to all selected recipients from the distribution list. The email contains a link to open the record. Recipients can view and download the record.
Did you know that...
...you can define different preset settings for each protocol type? This saves you an enormous amount of time when sending completed protocols. It's somewhat comparable to email templates - either you work with email templates or you write each email manually from scratch.
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