Protocol Settings
The Protocol tab lets you configure protocol numbering, the appearance of PDF documents, and the approval process.
Access
- Open Settings (from the left panel on desktop or through More on mobile)
- Click the Protocol tab
Protocol Numbering
Each protocol receives an automatically assigned unique number in the PREFIX-YEAR-SEQUENCE format.
| Field | Description | Example |
|---|---|---|
| Protocol number prefix | Text before the protocol number | ”DDD”, “P”, “ABC” |
Numbering example:
- Prefix:
DDD-> protocol number:DDD-2026-000001,DDD-2026-000002, … - Without prefix -> protocol number:
2026-000001,2026-000002, …
The year is added automatically according to the current year. The sequence resets at the beginning of each year.
PDF Template
Settings for the appearance of the generated PDF document.
Document Texts
| Field | Description | Where it appears |
|---|---|---|
| Font for PDF | Font used throughout the PDF (with preview) | Everywhere in the document |
| Main protocol title | Main document title | At the top of the first page |
| Subtitle | Text below the main title | Under the title |
| Header text | Repeating text | In the header of each page |
| Confirmation statement | Text before signatures | Above the signature section |
| Footer text | Text at the bottom (max 36 characters) | In the footer of each page after the date |
Display in PDF
Switches determine what appears in the PDF:
| Switch | Description |
|---|---|
| Company logo | Logo in the document header |
| Company ID / Tax ID | Company billing data in the header |
| Recommendations banner | Graphic banner in the recommendations section |
| Creation date | Date and time when the protocol was created |
| Stamp | Company stamp next to signatures |
| Signature date | Date below signatures |
| Changes after signing on a separate page | The list of changes after signing and addenda after reopening start on a new page in the PDF. The notice below the signatures stays. Without changes after signing, the PDF stays the same. |
Note: Logo and stamp are configured in the General tab. Which sections appear in the PDF is controlled by Sections and visibility.
Protocol Workflow
This section defines how protocols move from creation to sending to the client.
Enabling the Process
The Enable protocol workflow switch turns on the status workflow:
- On - protocols move through states: In progress -> Under review -> Sent. See protocol detail for more about statuses.
- Off - protocols are created directly as sent (simple use without review)
Tip: If you work alone or do not need a review process, leave the switch off. Protocols will be created and sent in one step.
Review Mode
If the process is enabled, choose a mode:
| Mode | Description |
|---|---|
| Optional review | A technician can send the protocol directly to the client OR submit it for review first |
| Mandatory review | A technician MUST submit the protocol for review. Only a manager can send it to the client |
Mandatory review is useful if you want every protocol to pass quality control before the client receives it.
Manager-Prepared Protocols
The Protocol preparation by manager switch allows the reverse workflow:
- A manager creates a protocol and fills in basic data
- Assigns it to a technician
- The technician finishes the protocol in the field (adds materials, photos, signatures)
- Submits it for review or sends it
Reopening Sent Protocols
The Reopen sent protocols switch lets a manager reopen an already sent protocol for correction. After editing, a new revision is created (for example Rev. 1).
Note: Reopening is recorded in the protocol timeline and the original version remains in history.
Inactive Protocol Warnings
If the protocol workflow is enabled, you can configure warnings for protocols that have not been worked on for longer:
| Field | Description |
|---|---|
| In-progress protocols (days) | After how many days an in-progress protocol is marked inactive |
| Protocols under review (days) | After how many days a protocol waiting for review is marked inactive |
Inactive protocols are visually highlighted in protocol history so they are not forgotten.
Value 0 means warnings are disabled.
Tips for a Professional Appearance
- Font for PDF: Choose a readable font. A font preview is shown while selecting it
- Logo: Use a PNG with transparent background for best results
- Stamp: A round stamp looks professional; we recommend a PNG with transparent background
- Main protocol title: Keep it short and clear (for example “Service Protocol”)
- Footer text: Contact details or website address (max 36 characters)
Related Topics
- Settings overview - logo, stamp, company data
- Sections and visibility - which sections appear in the PDF and validation
- Creating a protocol - how to create a protocol
- Protocol detail - protocol statuses and timeline