12. February 2026
NEW: Jour fixe minutes centrally managed – with mydocma JF minutes management
With our new mydocma JF protocol management system, protocols from construction meetings can be centrally recorded, updated and open issues transparently tracked.
Typical challenges in everyday protocol work
Regular meetings often follow a typical pattern: a discussion is constructive, decisions are made and various tasks are assigned – but just a few days later, the first questions pop up among those involved: Where does that stand again? Who should take care of that? By when? Which points are still open? The relevant minutes often get lost in decentralised storage systems – as Word or PDF files in email inboxes, network drives or project folders.
‘Final minutes’, ‘Current minutes’, ‘Revised minutes’, ‘Really final minutes’ – multiple versions quickly emerge, no one can really keep track of them anymore, queries pile up, and ultimately, some issues remain unresolved due to a lack of overview and transparency. Inconsistent formats, distribution and mailing chaos, and knowledge loss among absent employees exacerbate the problem, ultimately leading to additional work, coordination loops, and a lack of commitment.
Minutes, participants, tasks & deadlines – a centralised regular meeting system instead of a jumble of files
With mydocma JF, you can now digitise your minute-taking process from start to finish – from the central organisation of your regular meetings to the creation of minutes in minutes to the automatic tracking of open items. This creates a uniform process with clean formatting, clear responsibilities, fixed deadlines and maximum transparency for the entire project team. No version chaos, no scattered files – everything in one system that can be flexibly adapted to projects and processes through configuration.
Clear tile display with key information
Standardised recording of basic meeting data
Visual labelling for quicker orientation
Simple Subscriber/Distribution Management
mydocma JF − Regular meeting protocol management Overview of services
- Definition of log types (e.g. planning or construction meeting, management meeting, health and safety coordinator)
- Definition of entry types (specifications, information, tasks)
- Clear tile display with key information and log status (draft or finalised with write protection)
- Colours and symbols for quick orientation
- Central participant and distribution list management including switching function
- Scheduling of protocol items
- Task status tracking (‘Open’, ‘In progress’, ‘Completed’)
- Recording of meeting details (series, frequency, location, time, etc.)
- Uniform minutes structure (header data for participants, minutes content)
- Minutes content capture with variable numbering strategy (standard & flexible)
- Quick integration via + symbol: headings, minutes items, paragraphs & images
- Automated transfer & tracking of open items across multiple minutes
- Assignment of responsibilities
- Easy illustration of minutes
- Minutes with company logo
- Three-point menu for quick editing
- Direct sending of minutes from the system (available soon)
- Change log for all entries made (available soon)
Structured and formatted reports in your company’s corporate design
No isolated solution: Jour fixe minutes as part of a continuous project and document process
A major advantage in the future will be the planned interaction with our mydocma modules. Relevant data records can then be automatically transferred to the regular meeting minutes. For example, the transfer of:
- Remaining tasks from defect management MM
- Obstacles from construction documentation RP
- Photos from image management PX
- Checklist contents from the form manager AP
- Models from BIM
- Plans from the project room PR
Time-consuming minutes? Not anymore!
Our new JF module significantly reduces organisational, coordination and documentation efforts, increases transparency regarding decisions, tasks and deadlines, and significantly speeds up follow-up work. We thus offer you an indispensable management tool for projects, enabling you to implement decisions from the regular meetings more reliably.
