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

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

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

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:

1. The complete protocol: All entries from all companies and general points.
2. His individual protocol: All general topics and only the entries that were assigned to BauMaster.
   

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:

1. Subject
2. Email text
3. 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:

1. The inactive button "View PDF Protocol"
2. The text passage: "Click here to open a summary of only your protocol points:" (only when Individual Protocol is active)
3. The inactive button "View Individual PDF Protocol" (only when Individual Protocol is active)
4. 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"
   

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!

1. 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.
2. 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.
3. 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

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.