How BWPM TRACK works

Project review – read only

Attendance questions by email: The assistant checks the authorized project overview before accepting an immediate clarification. Name placeholders are not sent as a finished clarification. Reply in the same email thread with the full name and, if ambiguous, project and meeting date. Repeated signature/quote lines are encoded losslessly for the local model. A context limit reached during research explicitly marks the analysis incomplete; it is not evidence of absence. Narrow the date range. Existing failed requests are not automatically resent.

Outgoing BWPM mail closes with BWPM Assistenz instead of the author name. Personal templates remain stored in Mailgestaltung but are not used for BWPM delivery. Company legal details remain. Check the closing in a test message; document authors and free text are unchanged. Tenants retain their own signatures.

After resolving the project, the assistant searches names and companies in released attendance data. Multiple matches produce a concrete choice. Reply to that message with the surname and, for identical names, the company. The supplied thread retains the original question and the choice. This is not a complete project address book; a matching name alone is not attendance evidence for a particular meeting.

Mail and chat: After coordinated gateway/worker installation, mail uses a dedicated profile allowing up to ten minutes per local model call; help keeps its short profile. Oversized input is rejected explicitly. If track_ai_mail_profile_required appears, the operator must update the gateway first. Automatic background processing in chat is not included.

ZIP protocol packages: No fixed document count or compression ratio. Mail up to 50 MiB and decoded documents up to 256 MiB in total. Model context and OCR time limits still apply. For external PDF requests over 49 MB, resend with [KI: Nur lokal] or split for visual/layout review; nothing is sent to OpenAI beforehand. No silent partial review.

Requires an account assigned the system role Projektprüfung – nur lesen by system administration under Benutzer und Projektrollen → Bearbeiten → Systemrolle. This role covers existing and future projects within this tenant; delegation and additional project roles cannot elevate its rights.

1. Administration selects the role and saves the user. Accounting access is disabled for this role.
2. Sign in and select a project on the Project review – read only start page.
3. Read the project overview, procurement orders, project invoices, change-order list and accessible documents. Released file notes and meeting PDFs remain subject to their existing permissions.
4. Check that internal accounting, expenses, administrative pages and modification requests are denied.

Only explicitly approved read routes are available. Unapproved editors, calendar, communications, mobile API and CardDAV remain blocked; a blocked link is not an invitation to elevate permissions. Report the required reading workflow to administration. Internal document folders remain protected. This role does not by itself connect a mail assistant or transmit project data to an AI provider.

Optional BWPM mail connection

Requires the separate local mail-reader installation and active BWPM Assistenz account (ID 18) with this role and no accounting flag. The role alone does not install the connection. Only Martial and Sonja as verified, enabled senders can request it.

1. Send an email to assistant@bwpm.de with subject TRACK: Projektliste.
2. For details, use the unique project code in the subject, for example TRACK: GLH, and ask for the change-order status and amounts.
3. Check the source IDs and retrieval time in the reply. If selection is ambiguous, resend with one exact project code.

The reader provides project master data, procurement orders, the change-order register and contractor invoice register. Released protocol texts and released, sent business project letters can also be read. Drafts, private or projectless letters, original PDFs, item calculations and internal accounting are excluded. Use Protokoll-ID 101 or Brief-ID 201 with the project code to select a document; Textseite 2 requests the next text segment, not PDF page 2. The assistant chooses the required read operations from the question and available context, also when attachments are present. For example: Wann war Herr Hempel beim BV NIK in den Baubesprechungen anwesend? Ask freely, for example Wann hat Herr Hempel teilgenommen? or what was agreed about dewatering. No TRACK keyword is required. The assistant can search projects, read protocol items, updates, attendance and letters, and retrieve further result or text pages itself. Up to three completed requests and answers in the same owner’s reply thread provide context; previous answers are not current evidence. Check the project, source IDs, dates and retrieval time in the answer. Genuine ambiguity causes a clarification. Research limits are disclosed; each model round counts towards the daily quota. Missing or ambiguous projects cause a clarification; a date prefix such as 261104_ is not a project reference. Attendance searches released participant snapshots across the selected project, with further result pages retrieved as needed. Only participants marked present count, not distribution lists. Check meeting date, protocol ID, attendance mode and partial attendance; no match is not proof of absence. Protocol tasks reflect their frozen release date. For questions about the latest document, the assistant identifies it by date and revision; check the cited ID, revision and date. Missing or invalid frozen snapshots never fall back to current drafts. Attach PDFs or standard ZIP archives for document review. ZIPs may contain PDFs, UTF-8 text files (.txt, .csv, .md, .log) and GAEB XML (.x83, .x84, .x86), including subfolders. GAEB files can also be attached directly, including application/octet-stream. The assistant prepares compact source fields instead of passing the raw XML twice; preliminary remarks and position texts remain available. GAEB attachment text has its own combined limit of one million characters, separate from the email body. The selected model still has a context limit; local-only processing never switches to OpenAI. Local Ollama/TRACK-AI requests have no daily call quota. The worker daily_calls limit applies only to OpenAI, including its research steps; automatic and comparison modes still respect that cloud limit. Cite their filename and position number, not PDF page numbers. Parsing does not import or commission a change order. Malformed, mismatched-phase or oversized GAEB files are rejected explicitly. Decoded attachments share a 256 MiB local memory budget; there is no fixed document count. Complete emails are accepted up to 50 MiB by the worker; upstream mail-server limits require separate verification. There is no fixed PDF page limit; parser resource limits and model context limits still apply; archives have no fixed entry-count or compression-ratio restriction. Password-protected, damaged or nested archives and unsupported files reject the request with a specific message. Split oversized archives or send supported documents individually. Lists are bounded and truncation is marked; do not treat them as complete totals. Stored amounts may differ from position-based UI totals; superseded change orders are identified. After separate administrator activation, Automatic uses the existing local Ollama server for text and TRACK questions. PDFs are extracted locally; sparse pages receive OCR. Images, OCR and detected table features route the original PDF to OpenAI in automatic mode. An initial request exceeding the local context budget also routes to OpenAI in automatic mode. This is a conservative heuristic, not a quality guarantee. Before activation, existing OpenAI processing remains in place.

Include CC recipients in the reply

Requires a verified, enabled sender. The CC recipients also receive the answer and its included project information.

1. Compose your request to assistant@bwpm.de in your mail client.
2. Add the intended recipients to CC, including external contacts where appropriate.
3. Send the request. Check that the assistant reply addresses you in To and the current CC recipients in CC.
4. For follow-up questions, use Reply all and adjust CC as needed. Removed CC recipients are not restored automatically.

The assistant excludes duplicate addresses and itself. It does not take recipients from BCC, Reply-To, quoted messages or model text. An invalid CC list, more than 50 unique CC addresses or an unsupported international local part produces a correction request only to you. Newly added CC recipients do not receive automatically loaded private conversation history. Previously prepared replies keep their original recipients. Partial or uncertain SMTP delivery requires operator review; no automatic resend to the whole group. CC recipients do not gain permission to submit assistant requests.

Select an AI provider for an email

1. As a verified, enabled sender, compose a new email to assistant@bwpm.de.
2. Use [KI: Nur lokal] anywhere in the subject for local-only processing, including after a date prefix or in replies. This restriction overrides other markers. Use [KI: Vergleichen] for two independent assessments; the request and required authorized project data are then also sent to OpenAI. Use [KI: Automatisch] for automatic routing.
3. Write the question and, where needed, project code in the message and attach PDFs or supported ZIPs.
4. Each generated answer ends with Geantwortet von (answered by), provider and model; comparisons identify each answer separately. Check provider, model, routing reason and sources. The selected mode persists in your reply thread. To change it, place the new directive at the start of the current subject, before Re:. Email cannot override an operator-wide local-only policy.

Network failures never trigger automatic provider fallback. Unreadable pages, failed OCR or excessive local context produce an error in local-only mode, never external transmission. OCR can misread numbers and tables: check the original page. Comparison replies are independent assessments, not verified consensus; compare sources and conflicting statements. Both models share the same restricted read tools and cannot write. Calculations remain in existing TRACK functions; model text is not numerical approval. Administrators import the existing BWPM TRACK AI connection under Administration → Schnittstellen → KI-Provider using the separate installer. The token is transferred locally into the protected worker configuration; never paste it into email or chat. The model is discovered from the server. The gateway uses validated JSON read requests through the same permission-checked TRACK reader; native tool calls are not required. A single JSON code fence is accepted. Invalid action formats get one correction attempt on the same local provider with unchanged evidence; no unvalidated action is executed and no external failover occurs. If no gateway is configured, direct Ollama remains supported. Check connectivity and test a sourced protocol query before accepting the installation. Gateway token counts are unknown; usage groups this backend under Ollama, and the reply identifies BWPM TRACK AI / Ollama. The gateway controls its actual model context; the client applies a conservative limit and stops on malformed actions or a changed model. Changes to TRACK provider settings require re-import. For technical errors check model, context capacity and local PDF/OCR dependencies; never send passwords by email. On access failure no answer claiming current TRACK data is generated. Administration checks the active account, this role, the disabled accounting flag and the local installer with --check.

Administrators can inspect context usage for each local research round in the mail worker log under research_context: job ID, round, read count and byte counts; no message text is logged. TRACK evidence is transferred to the local gateway in a lossless compact representation. Names, attendance modes, sources and pagination remain intact. Very large research tasks can still exceed context limits; this does not prove that protocols are missing.

View mail assistant AI usage

Prerequisites: system administrator of the operator installation; the mail worker and separate usage export must be installed. Tenant administrators and project readers have no access.

1. Open Administration → Schnittstellen → KI-Provider.
2. Select AI usage – mail assistant.
3. Select Period (1, 7 or 30 days) and Provider (All, Ollama or OpenAI), then press Show.
4. Compare counts, shares and recorded attempts by model, mode, result, duration and tokens. Times use Europe/Berlin. Comparisons count per provider and retries separately; these are not counts of sent emails.

The view retains at most 500 attempts within 30 days, from activation onward, for the mail assistant only. Other TRACK AI functions and older usage are not included. No message contents, attachments, recipients or API keys are included. For follow-up questions, reply to the assistant email in your mail client. Identical subjects alone do not link conversations. In a new message, name the project and full person name. Ambiguous first names require clarification; plausible references from the supplied conversation should be offered for confirmation. The first filtered project lookup returns a labelled unfiltered authorized overview for orientation; attendance is searched after project selection. Check the project and person in the answer. New CC recipients do not receive hidden private history; supply the necessary context yourself. Unknown tokens appear as –. Errors do not imply a successful model answer. If the snapshot is missing, check the export; missing data does not prove non-use. Snapshot identifies the last recorded attempt. Last successful export separately shows when metrics were transferred. An old snapshot alone may mean no activity. If the export is older than five minutes, administration checks the export service and usage timer. If the second timestamp is missing, the exporter has not been updated. Missing expected attempts also require checking the mailworker log.

Edit orders and assign LV sections

Requires project management permission, project access and tender-phase access.

Menu path: Project → Vergaben & Aufträge → order card → Edit order / delete.

1. Choose Edit order / delete on the correct contractor order.
2. Edit Title, Trade and Notes. If a GAEB LV is linked, edit Linked A-LV title. The original GAEB bytes and prices remain unchanged; a shared LV title is visible everywhere that LV is used.
3. Under LV sections within this order, select Assign to this order for each existing reference LV. Enter LV section title, for example specialist foundations and demolition/earthworks. These are sections of one order, not additional orders. Files assigned to another order must be explicitly unassigned there first.
4. Choose Save order. Check the order card's LV sections list. Assignment alone does not import performance positions or change the order value.
5. For a joint venture, open Joint order · partner amounts. Select a Joint-venture partner from master data for each scope, enter Scope name and Base-order amount net, then Confirm total base-order amount net and choose Save partner amounts. Use decimal amounts without thousands separators. Existing performance positions, reviews or invoices require the total to remain unchanged. Administration must first apply scripts/migrate_project_order_parts.php to the operator and all provisioned tenants.
6. The order card displays each partner’s base amount, commissioned changes and current total, followed by the grand total. Expand Change orders below a partner. In the change order’s joint-venture scope, select that same partner. Only current commissioned changes with known amounts increase totals; open changes remain listed. Unassigned amounts appear under Not assigned to a partner. Missing commissioned amounts remain visibly incomplete.
7. For an accidentally uploaded, unused order, choose Delete order directly on its order card, review any listed uploads and confirm their removal, then enter its Order number under Delete order, then choose Delete order permanently. Return to the overview and verify that it is gone.

If deletion is blocked, the page lists dependencies such as invoices, change orders, performance positions, used documents, contract context or sent/pending notifications. These dependent records are not deleted. Uploads alone do not prevent deletion: their references are removed with confirmation, while private original files and audit metadata remain retained for administrative recovery. Unassign an incorrectly assigned reference LV only after checking its correct target. Imported LVs remain available. A stale edit must be reloaded and compared before saving. Existing sections within one GAEB file remain available via Open A-LV structure; do not create a second order just for a trade. No automatic production-data reassignment occurs.

Prepare a payment plan and historical invoices

Requires project access and project management, or authorised supervision for a GU order. Administration must install the payment-plan migration for all tenants.

1. Open Project → Progress & invoicing → Set up positions for the correct order.
2. Under Group A-LV sections into trades, enter a code and trade name. Select one or more A-LV sections using the multiple-selection list. To group sections, use Ctrl/Cmd-click on desktop. Do not select both a parent and its child. Remove imported individual LV items before grouping sections.
3. Choose Input basis: net amount or share of the order. Enter the agreed value and choose Save payment plan. Only the chosen input basis is used; another blank trade row appears after saving. Select Remove trade to remove a draft row.
4. Check trade total, order value and unallocated difference. Draft differences are allowed; the final sum must match exactly. Original LV prices are unchanged.
5. Under Historical progress invoices, enter the original invoice number, invoice date and cut-off date, oldest first. Enter cumulative amounts or progress percentages for every trade, and confirm the cumulative net total before deductions. This is not the current invoice increase or payment amount.
6. Choose Record historical invoice. Expand the saved entry and check each trade, cumulative total and increase over the preceding entry. The first record locks the plan; history is immutable. No new invoice or retrospective approval is created and nothing is sent.

Duplicate numbers/dates, decreasing trade values, over-100-percent performance and mismatching totals are rejected. Errors retain submitted values. If the basis changed concurrently, reload and compare. Existing TRACK statements prevent historical capture. Future progress assessment remains to be agreed; new statements are blocked when history exists. Partner allocation is maintained separately under Project → Vergaben & Aufträge → Add partners, using the same master-data partners as change orders. If none are offered, configure the contractor as a joint venture and add its member companies in the company master data first.

Collect GAEB files without a project

Prerequisites: System administrator in the intended tenant, outside role preview. Administration must install the GAEB archive migration. The collection belongs to this tenant; no project is required.

1. Open Master data → GAEB archive.
2. Under Archive GAEB file, select a GAEB file. Supported: GAEB DA XML 3.2/3.3, X81, X82, X83 and X86, including .xml. GAEB 90/2000 and X84 are not supported. Optionally fill Title (optional; otherwise from file) and Keywords / trade, then choose Save to archive.
3. Check the title, original filename and item count. Use Download original to retrieve the unchanged file. An identical original is rejected as a duplicate.
4. Use Back to archive → Search to find titles, keywords, filenames, item numbers, short and long texts or hierarchy descriptions. Open the entry, or use Show matching items. Search inside an entry filters its positions only.
5. Expand Show specification text and choose Copy specification text. If clipboard access is unavailable, copy the selected text manually from Text to copy. Review suitability before reusing it. There is no automatic import into a project or award.
6. Use Edit title and keywords → Save to change metadata. To remove a mistaken upload, expand Delete archive entry, confirm deletion of original and texts, and select Delete permanently. This does not delete project LVs.

Check: Search again after saving; download and compare the original if needed. Troubleshooting: Invalid XML, forbidden DTD/entities, unsupported formats and files above the upload limit are rejected. Correct the source or export a supported XML format. Missing migration requires administration. A checksum error blocks downloading; contact administration. Deleting an entry is permanent.

Bold text in protocols and messages

Prerequisite: Permission to edit the relevant draft or message.

Menu path: Project → Meeting minutes → Protokollpunkt bearbeiten; alternatively an editable file note or letter.

1. Open the draft and enclose important words in two asterisks: **important text**.
2. Save the text and check the displayed text and PDF preview: the marked words appear bold.
3. The editor retains the markers. Remove both pairs to remove emphasis.
4. For HTML email content, check a preview or an existing self-test before sending.

Applies to protocol descriptions, updates and tables, file-note, letter, offer and invoice PDFs, multiline text displays and HTML email content. Close each pair on the same line. Incomplete pairs and single asterisks remain literal; HTML is escaped. Input fields, URL attributes and code examples retain their values. Archived PDFs remain unchanged.

Send project calendar invitations, updates and cancellations

Requires project-management permission, a configured mail transport and the calendar invitation migration. Use a saved manual event. Teams events must have confirmed access details; Microsoft 365 is not required for an ordinary calendar invitation.

1. Open Project → Project calendar. At the event, expand Participants and invitations.
2. Under Additional participants, select the project participants to invite. No person is preselected. Previous recipients are listed separately and always included in updates and cancellations; they cannot be removed by clearing a checkbox.
3. Check the event and select Send invitations / updates. Each recipient gets a personal email and calendar invitation with the saved date, agenda and any Teams link, meeting ID and passcode. Missing Teams credentials are marked “nicht hinterlegt”. Address-book salutation settings apply.
4. Check Delivery status: sent means the mail transport accepted the message, not confirmed recipient delivery. pending means not attempted; unknown means uncertain. Clicking again skips already sent messages for this revision.
5. After editing and saving the event or completing Teams credentials, select Send invitations / updates again. The calendar UID and organizer stay the same and the higher sequence identifies the update. Saving alone does not send mail.
6. To cancel, select Cancel event, then Participants and invitations → Send cancellations. Previous recipients receive a cancellation with the same UID.

If a transport result is unknown, check the mail system first. Select Confirmed sent only with evidence of handoff, or Confirmed not sent only after confirming non-delivery by the transport. Both require the confirmation checkbox. Afterwards use the send button to continue; no automatic retry occurs. An outdated page must be reloaded. New recipients must belong to the active project directory. Outlook changes remain manual: also update or cancel the separate organizer Teams event in Outlook. Sending TRACK invitations does not synchronize that event or track participant responses.

Create a Teams link from the project calendar

Requires project-management permission, an installed calendar Teams migration, and your own connected Microsoft 365 business account with Teams enabled. Open Microsoft 365 / Teams and select Microsoft 365 verbinden or Berechtigung aktualisieren. If Microsoft requires admin approval, your Microsoft 365 administrator grants consent to the TRACK app in Entra → App registrations → API permissions. The delegated permissions are User.Read, Calendars.ReadWrite, Calendars.ReadWrite.Shared, OnlineMeetings.Read and offline_access. Afterwards reconnect with your own account. Outlook calendar delegation is not required for your own meeting.

1. Open Project → Project calendar → Add event or deadline.
2. Enter Title, Start and End; disable All-day event or deadline. Use a future scheduled event lasting 15 minutes to 24 hours; events crossing a clock change may be rejected.
3. Select Add to project calendar, then select Create Teams link at the saved manual event.
4. Check the Teams link, meeting ID and passcode in the event description and the meeting in your own Outlook calendar. Subscribed project calendars receive the access details. No participant invitations are sent by this action.

Missing credentials appear as “nicht hinterlegt”. The creator can open Enter Teams access details, copy the original Teams link, meeting ID and passcode from Outlook, confirm the check and select Save Teams access details. Empty credentials preserve known values only when the link stays identical. Changes retain the project calendar UID and increase its sequence.

If the Microsoft result is unknown, check Outlook first. Automatic creation is blocked to prevent duplicates. If an event exists, copy its details; only if no event exists, create it manually in Outlook and then copy its details. A changed or cancelled TRACK event does not automatically change the separate Outlook event: update or cancel it in Outlook too and confirm this in TRACK. Send invitations explicitly using the workflow below. Automatically derived events and scheduling-poll events keep their own workflows.

Connect Microsoft 365 – create Teams meetings

Each organizer connects their own Microsoft 365 account to create Teams meetings; calendar delegation is not required.

1. In TRACK open Microsoft 365 / Teams and select Microsoft 365 verbinden or Berechtigung aktualisieren.
2. Sign in with your own Microsoft 365 work account. If administrator approval is required, request it when offered; otherwise contact your Microsoft 365 administrator.
3. The administrator opens Entra → App registrations → TRACK application → API permissions, verifies the client ID and adds delegated User.Read, Calendars.ReadWrite, Calendars.ReadWrite.Shared, OnlineMeetings.Read and offline_access. Grant admin consent and check Granted for all five entries. For an application registered elsewhere, use Enterprise applications → Permissions. An appropriate Entra role, such as Cloud Application Administrator, is required.
4. Reconnect in TRACK with your own account and check the displayed email address. Do not connect an administrator account as a colleague's personal account.

Optional: edit another person's Outlook calendar

Prerequisites: Microsoft 365 work accounts in the same organization and permission from the calendar owner. Delegation is optional for working in another person's calendar; creating a scheduling-poll meeting uses the poll organizer's own Microsoft 365 connection. A missing delegation does not explain every Teams error.

1. The calendar owner opens Outlook on the web → Calendar → their main calendar → Sharing and permissions. Add the colleague and choose Delegate, then Share. Availability and labels depend on the Outlook version and organization policy; if Delegate is missing, contact the Microsoft 365 administrator.
2. The colleague accepts the sharing invitation and checks that the owner's calendar is accessible. Do not enable access to private events unless required.
3. In TRACK open Microsoft 365 / Teams using your own account. Choose Microsoft 365 verbinden, or Berechtigung aktualisieren when prompted. For supported delegated calendar changes, the connection needs Calendars.ReadWrite.Shared as well as the owner's Outlook delegation. Consent may require an administrator.
4. Verify the connected account and the shared calendar permissions. TRACK's connection status alone does not prove access to another person's calendar.

For a blocked scheduling poll: Project → Project calendar → Scheduling poll → Resolve Teams creation. Check the organizer's calendar first. Reuse an existing meeting; only create a meeting manually if none exists. Copy its Teams link, meeting ID and passcode, confirm Organizer calendar checked; Teams link belongs to the selected event. and choose Use checked Teams link. Missing credentials are marked as not recorded; obtain them from the original invitation. If an existing Graph event's calendar UID cannot be retrieved, restore the organizer's Microsoft 365 connection before retrying. Never create a duplicate meeting.

Check Organizer notices and Delivery status after the worker runs. Manual-decision and Teams-action emails go only to the stored organizer address, once per reason, including already blocked polls after migration. They do not replace the final participant summary. If delivery is unknown, check the outbox before confirming Outbox checked; another handoff is required. and selecting Queue organizer notice again. No automatic retry occurs for unknown delivery.

Microsoft: calendar sharing and delegation by Outlook version

Choose titles in salutations

Prerequisites: The title-policy database update must be installed. You need administration rights in this tenant or project-management/object-supervision rights for your own company, as for the Mail designer.

Menu path: Administration → Mail designer → Titles in salutations.

1. Open the Mail designer. Administrators check the selected Unternehmen; other authorised users edit their own company.
2. Under Title rule, choose Only Dr. and Prof., All recorded titles or No titles. The default is Only Dr. and Prof.; doctorate additions such as Dr.-Ing. are retained, Dipl.-Ing. is omitted.
3. Select Save title rule. Reopen the page and verify the selected value.
4. Open a letter draft for a contact with a recorded title. Check the generated salutation and PDF preview; for email, use a self-test to a titled contact. Informal email greetings still use first names.

The sending company determines the rule, including delegated letters. Each company in each tenant has its own setting. Recorded contact titles, address blocks, signatures and free author text are unchanged. Released letter salutations and archived PDFs remain frozen. If saving reports that the setting is unavailable, ask administration to install the database update. If a title is missing, check the contact’s title and the selected sending company.

Save a birthday with or without a year

Prerequisites: Address-book administration permission in the correct tenant. Install scripts/migrate_contact_birthdays.php before saving birthdays without a year.

1. Open a person under Administration → Address book.
2. Under Further information → Birthday, enter day and month, for example 15.06., or 15.06.1985 if the year is known. Clear the field to remove the birthday.
3. Save the person and check the displayed date in the contact view.
4. Open My calendar and select the birthday month. Birthdays appear as annual all-day entries linking to the contact. Without a personal calendar, a separate birthday list is shown.

Find and review website projects

Prerequisites: The website extension is installed; no TRACK account is required. Filters require JavaScript. The public website keeps its original German labels.

1. Open /site/ and select Projekte. Combine Projekt suchen, Ort, Projektkategorie and Projektstatus. Nicht angegeben means no explicit status, not completed.
2. Check the result count. Copy the current URL to share the selection. Zurücksetzen restores all projects.
3. Open a project, review its existing Projektdaten and use Kontakt for the contact page, telephone or email. These are company contact details.
4. On mobile use Menü öffnen. Keyboard users can press Enter/Space and Escape to close; Enter on a focused gallery link opens the original image. Automatischen Bildwechsel anhalten pauses a running slider; Automatischen Bildwechsel fortsetzen resumes it.

Check the original website copy

Prerequisites: The website copy is installed under /site/; public viewing requires no TRACK account. Import and server configuration require deployment administration.

1. Open /site/ and select Projekte or News from the original navigation.
2. Open a project or news article and compare its full text and images with the captured source. Older news remain accessible through the archive pages. The Suchen field searches the locally captured original texts.
3. Use Privatsphäre-Einstellungen ändern, save a selection and open Historie der Privatsphäre-Einstellungen to check the saved decision.

Export all positions in a compact change-order review

Prerequisites and permission: Project management permission in the correct tenant, a change order with imported GAEB positions and a saved review.

1. Open the change order under Project → Change orders.
2. Save changed review values and reasons using Positionsprüfung speichern. PDF exports use saved data only.
3. Next to Prüf-PDF exportieren, select Summary PDF (Kurzübersicht in German).
4. Check and download the landscape A4 summary: every position is listed in source order with item number, short description, claim, reviewed amount, difference, review status and saved review note. Additional pages repeat the table header; totals appear at the end.

Check phone prefixes in the address book

Prerequisite: permission to administer the address book.

1. Open Administration → Address book and select the person for editing.
2. Enter or paste the number under Mobile or Office / extension. For a known international number such as +46 … or 0046 …, the dropdown selects the calling code automatically. This also applies when opening saved contacts.
3. For a national number, select the appropriate prefix. Changing the address country sets the prefix for national or empty numbers; explicitly international numbers keep their calling code.
4. Save and reopen the contact. Check the number and displayed prefix.

Troubleshooting: For an unlisted calling code, enter the complete international number with a plus sign; the dropdown cannot identify that code. For shared codes such as +1, a matching selected country is retained. Automatic dropdown synchronization does not change the number itself.

Save a file-note point

Open an editable file note under Project → File notes / records. Edit a point and save it. After the page reloads, it shows the saved point. Newly created main points and sub-items are also shown directly after saving.

Import file-note points from CSV

Requires project-management or meeting-edit permission and a file note in Draft or Changes requested. Imports are unavailable during review or after release.

1. Open Project → Aktenvermerke, create or open the intended draft and save any pending text changes.
2. Select CSV-Punkte importieren, choose CSV-Datei, then CSV-Vorschau erstellen.
3. Check all titles, full texts, topic headings and information flags. UTF-8 CSV uses semicolons and the exact header Ueberpunkt;Titel;Text;Information; quote multiline fields and double embedded quotes. Maximum 2 MB / 200 points; title 300 characters, text 30,000, heading 120. Information is 0 (open point) or 1 (information).
4. Select Punkte in AV übernehmen. Under Besprochene Punkte, verify the count and contents. Under Thematische Überpunkte, adjust grouping; then add participants and assign responsibilities and dates.

The import appends main points atomically, preserves existing points and does not release or send anything. Names and approximate dates remain text; no contacts, deadlines or calendar events are inferred. Matching topic headings are reused. An identical title/text already in the AV blocks the entire import. If the draft changes or the 30-minute preview expires, upload again and review the new preview. Correct invalid rows in the CSV before retrying. If topic support is missing, administration must apply the existing AV topic-group migration.

Search projects in project administration

Requires a system administrator account in the current tenant. Open Projekte (projects.php).

1. In Search projects, enter part of a name, code, location or client, or the full project number in Project number, name, location or client.
2. Optionally enter Start year (otherwise creation year). The year uses the start date, falling back to the creation date; it does not mean all years during which a project runs.
3. Select Search and check the result count and project list. Text and year must both match. Subprojects use their main project's location and client. Active and inactive projects are included.
4. Select Reset search to show all accessible projects again. Creating projects remains available on the same page.

If there are no results, clear the year or shorten the text. Projects without a start date use their own creation year. Searches stay within the current tenant and project permissions.

Import existing customer numbers

Prerequisites: administrator access in the current tenant and the customer-number migration installed. One existing number identifies one address-book contact in this tenant. Company assignment remains a separate field; this does not create an accounting customer automatically.

1. Open Zentrales Adressbuch → VCF / CSV importieren. Use a CSV column Kundennummer or Nummer (also Customer number). Format this column as text in your spreadsheet; TRACK preserves leading zeros. Allowed: 1–64 letters, digits and the characters . _ / -. A blank value does not remove an existing number.
2. Choose Vorschau erstellen and check Erkannte CSV-Spalten and Bekannte Kundennummer. Up to 5,000 contacts are checked; the first 150 are a visual sample for larger files.
3. Resolve number conflicts before importing. Under Customer number conflict · import row, compare the CSV row with existing contacts and other conflicting CSV rows: name, company, email and customer number are shown side by side. Under How should TRACK proceed?, choose to skip this row, change its import number, or explicitly confirm it is the same contact and keep the stored number or replace it with the import number. If the existing owner is a different contact, choose to assign that existing contact a new, unused number. Select the affected existing contact and enter New customer number (only when changing a number) when required. Alternatively, exclude a specific other CSV row using its named button. Select Preview decision. Nothing is saved yet; no decision is preselected. More than 25 conflicts are split into pages using Next conflicts; each comparison shows at most 20 other CSV rows. All unresolved conflicts continue to block import. To discard all correction cases at once, select Exclude all problematic contacts. This covers the entire file, including rows beyond the first 150. Valid contacts remain selected. Check the intentionally excluded and invalid counters afterwards; contacts are saved only after import confirmation. To undo the exclusions, discard the preview and upload the source file again. An exact reimport adds no duplicate.
4. Review Your planned decisions: each stored number change shows the contact and old/new values. Confirmed existing contacts retain their names and project/document links; only missing data is supplemented. Reset number decisions removes pending changes to existing contacts. Select Geprüften Import bestätigen only after reviewing all decisions. Number changes and the import are saved together; a failure rolls back both. In Adressbuch durchsuchen, search the known number, including a single-digit number. Open the contact to verify Bekannte Kundennummer. A contact without a number can receive one through a matching import; existing numbers change only through the explicit conflict decision.

Troubleshooting: a missing migration blocks numbered imports and must be installed by administration. If an existing contact or number assignment changes after the preview, reset the number decisions and review the conflict again. Number conflicts detected while saving roll back the whole import. Do not merge away a source contact with a known number; this is blocked to preserve its reference. Existing TRACK accounting numbers and archived documents remain unchanged. Fax, website and other unsupported source columns are still listed as not imported in the preview.

Open a customer's projects from the address book

Requires address-book administration permission and access to the respective project.

1. Find the person in the Address book and open their contact details. For a company, open Unternehmen, search and select the company name.
2. Under Assigned projects, check project code, name and status. People show active direct project-participant assignments. Companies include company assignments, active company participants and an exact company-name match as client; subprojects inherit the parent project's client.
3. Select Open project and verify the destination project.

An empty list means there are no accessible assignments. Inactive projects are labelled Inactive if accessible. If a project is missing, check project permission and the existing assignment in the project. A matching person name or employment by a company alone does not create a personal assignment. This view does not save new assignments.

Open company details and letters

Requires an administrator account.

1. Open Unternehmen and enter at least two characters under Unternehmen suchen.
2. Click a suggestion to open that company or joint venture directly. Alternatively select Suchen and click a company name in the compact results.
3. Read the company details and the Letter history below. Project permissions still apply.
4. Select Edit to change data. Unternehmen anlegen opens a separate creation form; Unternehmen zusammenführen opens the dedicated merge workflow.

If no suggestion appears, use the search button for city or email, check the status filter, or verify spelling. An empty letter history means no accessible letters are assigned to this company ID; joint-venture members do not automatically inherit the venture's letters.

Check release history

Requires a signed-in TRACK account.

1. Open Änderungsindex.
2. Check the installed version marked Aktuell and expand the release entry.
3. Use Ältere Releases and Neuere Releases to browse documented versions.

Missing registry entries are supplemented from shipped release notes or documented code-history milestones. Existing registry records remain unchanged. A historical entry is not proof that this version was installed or that its Mattermost announcement was sent. Unknown dates and delivery states remain unknown.

The code-line chart counts versioned PHP, JavaScript, CSS and SQL sources. Tests are separate; third-party libraries, build artifacts and worktrees are excluded at every directory level. Historical measurement errors are corrected from the original release source, preserving the release and its date.

If a version is still missing, report its number to administration: only documented versions are shown; gaps are not filled with invented changes.

Identify changes by topic: In Project → Nachträge, the joint-venture heading shows the distinct descriptions of the visible scopes. A generic import title shows “Topic not specified”. With project-management permission, choose “Add topic” (Thema ergänzen), edit “Bezeichnung” under “Nachtragsdaten” and save the form. For example, use “Erkundung Kaimauer Fleet”. Return to the list and search for “Kaimauer” to check the result. Readers can see descriptions but cannot edit them. If scopes concern different work, retain their separate descriptions; TRACK does not invent a shared topic.

Group joint-venture change scopes and reconcile sent orders

Requires project-management permission, an active joint venture and active member companies in the company directory. Administration must apply scripts/migrate_change_order_award_package.php to the operator and provisioned tenants.

1. Open Project → Nachträge → Open. Under Joint-venture scope, enter the same Shared change number for both records, for example NT 10; select each Joint-venture partner and enter its Scope. Select Save assignment. The legal contractor remains the joint venture. To remove an assignment, clear all three fields and save.
2. Return to the list. Within the project, scopes of the same joint venture with the same explicitly assigned shared number have one common heading, even when base-order assignments differ or are missing. Assigned scopes stay together under the shared number; partner and scope distinguish the records. The list does not display the historical internal reference. Each scope keeps its own review, amounts and commissioning status. The shared heading shows net subtotals for the visible, current scopes in the same claim, assessment, negotiated, commissioned and forecast columns as the list total; replaced, rejected and withdrawn scopes are excluded and counted separately. A filter recalculates these subtotals from the scopes still shown. Groups are placed by the first matching row of the selected sort; filters can show only part of a group. Search includes shared numbers, scopes and partners. CSV adds these three fields; PDF identifies the shared number and partner per row. The shared number is used in both list and detail title. TRACK manages the unique internal reference automatically. The read-only Nachtragsnummer in the main data form shows the shared number; both partners may use the same number. Correct the visible shared number under Gemeinsame Nachtragsnummer and select Zuordnung speichern, then reopen the detail page. Existing internal references and frozen documents are not renamed. A deliberate successor revision inherits the assignment; historical assignments cannot be edited.
3. If the list shows Order letter sent · status reconciliation pending, follow it to Sent order letters. Open the letter and verify scope, recipient and net amount. Select Record existing commission to record the existing commission internally. The confirmed delivery and archived package must belong to this record. The frozen dispatched amount applies even after subsequent edits. No new review, letter or notification is triggered.

Check: review both scopes separately; only the reconciled record becomes commissioned with the package amount and an audit reference to its letter. Agreed unit prices with open quantities remain excluded from that amount.

If none of the dates work, open your personal response link, clear all date checkboxes, enter Your proposed date (optional) and click Save response. Use a future date after the response deadline in Europe/Berlin; the meeting duration stays the same. Check the saved confirmation and reopen the link to verify your proposal. To change or remove it, edit or clear the field and save again. Selecting an existing option together with a proposal is rejected. Under Project → Project calendar → Scheduling poll → Participant proposals, project managers see proposals with the participant names. These are not acceptances or automatic bookings. To offer them to everyone, cancel the current poll and create a new scheduling poll. During processing or after closure, changes are blocked.

For an existing Teams link, optionally enter Meeting ID (optional) and Passcode (optional) from its original invitation. Automatic Teams creation stores the access details returned by Microsoft and includes them in the invitation, calendar file and project calendar. If unavailable, check the original invitation and the organizer’s OnlineMeetings.Read permission under Microsoft 365 / Teams. The invitation, calendar description and newly created organizer Teams event list all invited participants with their required/optional role. This is the invitation list, not a confirmation of attendance. Already sent invitations are not updated automatically.

Project scheduling polls

Under Select project participants, use Search participants to filter by name or email. Select a person first, then mark Required directly below that participant if necessary. Deselecting a person clears their required flag. The counter includes selected and required people outside the search results. Without JavaScript, the full list and both checkboxes remain usable.

Choose Meeting type: Teams-Termin creates a Teams link (or uses the supplied link); In-person meeting requires Venue (required for in-person meetings) and needs no Microsoft 365 connection. Both send calendar invitations. Once an event is finalized or the poll is cancelled, all still-authorized participants receive one closing summary. A no-match result remains open for corrections and does not send a closing summary yet. Check summary deliveries under Delivery status. Calendar invitations arrive separately. The poll email briefly explains the occasion, deadline and next steps. Its German wording follows the address book informal/formal setting or company default; the author’s agenda remains unchanged. The link is labelled Passende Termine auswählen. Under Invited participants, the response page lists names with Required or Optional; the email contains the same roster in German. During voting, individual response pages do not disclose other votes; the closing summary does.

Select recipients and additionally check Required for mandatory attendees; others are optional. All required attendees must accept the same option. Missing or negative required votes block automatic and manual selection. If no shared option exists, participants may correct their answers through their existing links. Otherwise cancel and create a new poll. Existing polls retain optional participants. Save draft sends no email: choose Send poll to participants, then verify Voting open and Delivery status. No delivery jobs means no notification queued; if Draft remains after sending, check errors and history.

Prerequisites: active project and project-management permission. Participants must be active project members or contacts with an email address. To generate a Teams meeting, the creator needs a connected Microsoft 365 account with calendar write permission; alternatively enter an existing Teams link.

1. Open Project → Project calendar → Scheduling poll (scheduling_poll.php).
2. Enter Title, Duration in minutes, Response deadline and an agenda. All times are Europe/Berlin. Enter 2–20 time options after the deadline. Suggest next week replaces the current options with weekday suggestions between 09:00 and 18:00, checking only the TRACK project calendar. Personal calendars and external availability are not checked. Use Add another option and Remove to adjust them. Earlier-listed options take precedence in a tie.
3. Under Select project participants, check the people to invite, including the organizer if they should vote. Duplicate addresses are merged. Select Save draft and review the response matrix and details. Send poll to participants queues individual emails. Published participants, deadline and options are frozen; cancel and create a new poll for changes.
4. Each recipient follows a personal link without a TRACK login, checks all suitable options and selects Save response. Selecting checkboxes alone does not submit a response. Changes show Changes not saved yet. Please click “Save response”. After saving, Your response has been saved. and the timestamp appear at the top; the page can be closed. Reopening keeps the selection and timestamp visible. On error, the new selection is not confirmed: save again or contact the organizer. An empty saved selection means none work; no reply remains pending. Responses can change until event processing starts, including after the deadline while processing is still pending. During processing the selection is locked; once the first invitation handoff starts, every response link is closed, including uncertain delivery outcomes. Do not forward personal links. Recipients see only their own response, not other participants' votes.
5. As soon as all selected participants have responded, or after the deadline, the next background-worker run selects the future eligible option with most yes votes. An explicitly saved empty selection counts as a response; a missing optional response still prevents early selection. Options are numbered consecutively after adding or removing one. The first listed option breaks ties. Missing replies from required attendees block selection; with no yes votes, Manual decision required appears. Use Choose event manually and Select event and queue invitations, or cancel. The winner gets a Teams link for Teams meetings, a project-calendar entry and individual calendar invitations to all still-authorized selected participants, including nonresponders and people who declined that option.

The closing email shows responses in a table sized to its contents; participant names do not wrap automatically: green ✓ means yes, red ✗ means no, and – means no response. Dates and times are on separate lines; wider polls use several small tables. The plain-text email retains the written answers.

Check: reload the poll, verify the selected column, Delivery status, Teams link and project calendar. sent means mail-transport acceptance, not confirmed recipient delivery. The poll does not track later Outlook acceptance. Final events are protected from editing in the ordinary project-calendar editor; later rescheduling/cancellation must be coordinated separately with organizer and participants.

Check E-POST processing and test print output

Requires the E-POST tracking migration and an active test configuration. Offer access requires accounting and project permission; Administration → Postdienstleister requires system administration. The existing correspondence worker must run regularly for automatic checks.

1. Check the sender company profile: company name, street, five-digit postal code and city are mandatory. Open Office → Angebote, approve the offer and check its PDF and recipient.
2. Under Delivery prepare and open the PDF/A-1b print version, confirm the print version and test environment, then choose Submit to E-Post. TRACK requests a provider-generated address cover sheet containing the sender and recipient. The original PDF is unchanged; the cover adds a page.
3. Choose Refresh E-POST status on the offer. Status 1 only confirms upload; 2 confirms conformity. Test status 2 causes no postal delivery. In production, status 3 means transfer to the print centre and 4 confirms dispatch; 99 is rejection.
4. For an earlier test, open Administration → Postdienstleister → E-POST processing status. Enter its LetterID and choose Track existing submission. This queries the existing submission and never uploads again. Refresh status updates it manually; wait at least five seconds between queries.
5. After successful test processing choose Download test print PDF. Inspect sender, recipient and address window. Provider output is normally available for 48 hours after processing. Once several tests reach status 2, send their LetterIDs to Docuguide for go-live review; TRACK does not contact support automatically.

Test and send a letter through E-POST

PDF/A-1b print version: Requires the print-version migration, Ghostscript, Poppler and veraPDF. New letter drafts, review previews and signed releases use PDF/A-1b. Electronic invoice originals remain PDF/A-3b with their XML. Letter conformity is checked with veraPDF, and the signed release is archived without later conversion.

1. In the saved E-POST letter, open the PDF preview. Before approval, optionally select Open signed PDF/A-1b preview and check all pages, signatures, address and barcode.
2. Select Alleine freigeben & unterschreiben or Freigeben & Unterschrift ins PDF übernehmen. TRACK automatically validates and archives the current signed PDF/A-1b; no separate print confirmation is required. If the draft or signature changed, reload and review the current preview.
3. Use the separate E-POST send confirmation. Exactly the archived signed PDF/A-1b bytes are submitted; there is no new conversion during sending. The configured test/production mode is unchanged.
4. For offers: Office → Angebote → open offer → approve → Delivery → Brief / E-Post. Prepare and open the print version, confirm it and submit. Email keeps the electronic original.
5. For paper invoices: Office → Rechnungen → open the final invoice in Bereit für Postversand, sent or paid status → prepare and open the print version. This is a separate XML-free print copy for manual postal dispatch, not an automatic invoice E-POST upload. The archived 3b original and email attachment are unchanged.

Troubleshooting: missing veraPDF or failed conformity/rasterisation checks block preparation and postal submission. Administration installs veraPDF at /var/lib/bwpm-track/verapdf/verapdf or sets BWPM_VERAPDF, and runs php scripts/migrate_postal_pdf.php --root=/path --preflight, then --apply for all provisioned tenants. An old letter release without a confirmed 1b version cannot be submitted; withdraw it if still permitted and release it again. If the sender line is too long at 8 pt, the print-preview page explains the problem and links back to the document. In Studio → Document layout, shorten only the E-POST sender name; keep street, postal code and city complete. Then open the current preview and release again. No file is sent on this error. Never resubmit an already accepted or uncertain dispatch. Opening the preview does not send or switch to production.

Choose the delivery method: In an editable letter draft, select Versandweg and read the explanation below. Post · selbst drucken und versenden requires printing and posting the letter yourself, then Postausgang dokumentieren. E-Mail · Brief als PDF versenden sends the released PDF to To/CC/BCC via E-Mail versenden. E-Mail vorab + Post selbst versenden requires both steps. The three Deutsche Post choices transfer the letter to the provider for printing and postal delivery as a letter, registered letter or registered letter with return receipt. This is not email and does not automatically deliver CC/BCC copies. Test mode sends no paper letter. Selecting a method does not send anything. If provider activation is missing, contact administration; a test status does not prove delivery.

For newly generated letters and invoices, the shared document frame reserves a 12 mm left margin and at least 2 mm at the other edges for every tenant. The TRACK document barcode is horizontal in the first-page footer, with the document number alongside; fold and punch marks stay outside the reserved left margin. Fold marks use Z-fold positions at 105 and 210 mm. New letter drafts, review previews and signed releases use PDF/A-1b; E-POST letters need no extra provider cover sheet. The shared renderer prints an 8 pt return address and up to six 9 pt recipient lines, keeping the reserved postal franking area clear. Tenant CI fonts remain in use. Offers and older frozen letter releases keep their previous cover-sheet workflow. Archived PDFs remain unchanged. Check the preview and provider test print; recreate older released versions as new drafts and release them again if their layout needs correction. Investigate PDF conversion warning W101 separately from reserved-area violations.

Requires project access, permission to send for the signer, a released letter with its intact frozen signature and the letter E-POST migration. System administration configures Administration → Postdienstleister → Umgebung → Entwicklung / Test and activates the provider. The provider must approve production use before switching to Produktion.

1. Open Briefe → create or open a draft. Select the signer, postal recipient and Versandweg: Deutsche Post · E-POSTBUSINESS · Brief (or the required registered-letter product). Save and complete the existing review and release workflow. Letters with award-package attachments cannot use this flow.
2. Open the released letter → E-POSTBUSINESS. Check Test · no postal dispatch, the signed PDF, recipient and Postal sender:. The sender comes from the signer's company profile frozen at release. A later company-profile edit does not change this released address. Only the addressed recipient receives a letter; no automatic postal CC/BCC or separate attachments. The new letter layout needs no additional cover page.
3. Tick I checked the released PDF, sender, recipient and delivery mode. and select Submit E-POST test once. This is distinct from Testversand an mich, which emails the PDF to your own account. The E-POST test uses the actual frozen postal address without physical delivery.
4. Current release shows only submissions for the current letter revision. Old test results and warnings are under Earlier releases, collapsed by default. TRACK explicitly indicates when no current submission exists. Earlier LetterIDs and test print PDFs remain available there; they do not describe the current PDF. Select Refresh E-POST status, allowing at least five seconds between checks. Status 1 means uploaded, 2 means test conformity, and 99 means rejection. The existing correspondence worker also checks automatically. Prerequisite: administration has applied the E-POST status notification migration and runs correspondence_sync_worker.php regularly for each tenant. Changed status or provider warnings trigger an email to the original author with letter number, release revision, LetterID and a link. Manual status checks also queue this email for the worker; unchanged results do not send another email. Automatic notifications must be enabled under My notifications. Test and production remain clearly distinguished. If messages are missing, check the active author account, project access, notification setting and worker log. Uncertain mail handoffs remain locked and are not retried automatically. LetterID, errors and checks remain on the letter.
5. At test status 2 select Download test print PDF. Check the first page, sender, recipient, reserved franking area, signature and all pages. The provider normally retains test print data for 48 hours. Submit several separate test letters and report their successful LetterIDs to Docuguide for approval.
6. After provider approval and switching the configured environment, reload the letter. Verify Production · postal dispatch, confirm the details and select Send letter via E-POST. A test does not automatically trigger production. Only production status 4 records postal dispatch.

Check: an uploaded or conformant test never marks the letter as sent. The exact uploaded PDF and released snapshot are archived with the submission.

Schedule document delivery

Prerequisites: the document’s existing approval and send permission, configured delivery service, the scheduled-dispatch migration and the central background worker. Scheduling does not approve drafts automatically.

1. Open the document under Schreiben, Office → Angebote, Office → Rechnungen, or the project’s file notes or meeting minutes.
2. In the delivery or release form, select Schedule delivery / Zeitgesteuert versenden and enter Date and time / Datum und Uhrzeit. The displayed time zone applies. Check the appointment again after reloading; local form drafts do not restore scheduling choices. Unchecked means immediate sending. New invoice approvals preselect the next first of the month at 00:00; choose another date or uncheck the option.
3. Check the approved document, recipients and, for E-POST, the postal version and sandbox/production confirmation. Submit the existing release/send button.
4. Check Delivery schedule / Versandplan on letters, offers, file notes and protocols. For invoices, check the planned delivery in the invoice workflow. An appointment is not a confirmed handoff.
5. Before sending starts, use Cancel scheduled delivery / Versandplanung abbrechen and create a new appointment. For invoices, withdraw approval first; the assigned number remains reserved.

The worker starts delivery no earlier than the appointment. Changed approvals, document versions or lost access block queued delivery. Check blocked jobs, cancel and plan again. For sending/unclear outcomes, ask administration to inspect the delivery log; do not retry. Manual postal dispatch still needs actual posting. Existing approved invoices keep their saved dates.

Administration: run scripts/migrate_scheduled_dispatch.php --root=/path --preflight, then --apply. This covers all provisioned databases; newly provisioned tenants inherit the schema. Run php -n deploy/install_background_cron.php --preflight as server administrator from the installed production tree, inspect the listed files, then run --apply. This installs deploy/bwpm-track-background.cron, backs up affected crontabs and comments out direct calls to the covered workers. Complex combined calls stop the cutover; inspect custom wrappers and systemd timers separately first. The central background_worker.php discovers active tenants on every run, covering invoice draft preparation from the 20th, invoice dispatch, scheduled documents, Planserver/Nextcloud, monthly reports, correspondence/E-POST tracking and weekly news. Root tenant provisioning keeps its existing separate service. Use journalctl -t bwpm-track-background to inspect task/tenant results. Long-running jobs are bounded; uncertain dispatch is never automatically repeated.

Follow-up protocol: When a next meeting is planned, its draft is created and opened immediately on release. Scheduled delivery still waits until the selected time. No next meeting means no follow-up draft. For an older released protocol without a follow-up draft, open Neue Besprechung in the same series, check the intended meeting date and header details and select Anlegen und offene Punkte übernehmen. If an open draft already exists, open its protocol-number tab instead of creating another meeting.

Previously approved protocol: Under Nachträglicher Versand, select the invitation option. Check Schedule delivery, enter the date and time, then click the Schedule delivery button below. Confirmation saves the delivery time; no message is sent now. Without the checkbox, the button reads Send now. Afterwards, check the entry under Delivery schedule.

Scan versus import: Under Scans, each entry shows files found, imported in this scan and previously imported, unchanged. Expired reviews do not delete imported documents. Open the scan and check Imported; if no files were imported, select Restart scan, review and explicitly import the selection. Open Back to plan server and check the target folder and draft filter. Project knowledge requires separate confirmation and normally searches approved versions only.

Skipped file types: After selecting a scan, open Skipped file types. The table lists each actual extension and its count (No extension for extensionless files); Show files opens the matching paths, 20 per page. Use Skipped file type and All file types to change or clear the filter. PDF, DOC, DOCX, XLS and XLSX are accepted; other extensions are skipped before content analysis. Files that failed processing remain under Failed. Nothing is deleted from Nextcloud.

Batch filing of large source folders

Requires project management and a writable target folder. Open Project → Plan server → Nextcloud folder sync and a scan marked Ready for review.

1. Under Import a source folder as drafts, select Source folder including subfolders, Target folder and Document type. All selected files go into this one target folder; source subfolders are not recreated.
2. Select Preview batch. Check the file count, source and target, and the first 20 filenames. Only new eligible files are selected; existing document revisions, failed files and mismatched project codes remain for individual review.
3. Confirm the source, project and target for the entire selection, then select Queue batch import. This confirms filing, not the contents of each file. Titles use filenames. No permanent classification code, approval or project knowledge is assigned.
4. The existing worker imports drafts in the background, even after closing the page. Use Refresh status to check progress. Earlier successful files remain if the batch stops with an error.
5. Use Filter review list with status and Filename or path to inspect remaining exceptions. Correct a reported error and create a fresh batch preview for the remaining eligible files. A changed selection or a preview older than 30 minutes requires a new preview. The scan still expires after seven days.

The review list defaults to ready files. Select Failed to inspect errors; a ready scan does not mean every source file succeeded. A queued batch needs the configured import worker in the correct tenant context. Separate source folders can be queued sequentially for different targets. Later content review and approval remain separate.

Scan Nextcloud folders into the plan server

A scan queued for at least 15 minutes displays a worker warning. Reloading only reads status; it does not start processing. Ask administration to check planserver_remote_worker.php in the correct installation (operator or --tenant=ID). Keep the existing job; do not submit duplicates.

Prerequisites: project management and project access, a personal Nextcloud connection, the folder-sync migration and the existing import worker. Administration runs scripts/migrate_planserver_remote_import.php --root=/path --preflight, then --apply for operator and provisioned tenants. No calendar data is imported.

1. Open Project → Plan server → Nextcloud folder sync / project knowledge. Alternatively use ZIP import → Scan folders without ZIP.
2. Select Source, enter a folder path or leave it empty for the entire account, and choose Browse folders. Open a subfolder, then choose Scan this folder. Repeat for additional source folders. Subfolders are included.
3. Open the scan and choose Refresh status. The worker lists the source and reviews PDF, DOC/DOCX and XLS/XLSX files. Office originals can be downloaded for review; only PDFs have previews and automatic text extraction. Unchanged files and unsupported file types are labelled separately; changes and removals never delete plan-server files.
4. Under Review and import, open each file and Open source PDF, or Download Office original for Word/Excel. Office originals retain formulas and formatting but contribute no extracted project knowledge. Check extracted PDF page text and the evidence for suggested title, document type, destination and classification. These are rule-based proposals from filenames, source paths and extracted text, not verified facts. Files containing another project code must be reviewed individually.
5. Select Target folder. Under Review classification, check all fields before enabling Assign permanent TRACK code. A recognized external number is preserved; the permanent TRACK sequence is allocated at import. Without explicit classification the file receives a DOK number.
6. For an existing source document, confirm Confirm new draft version; title, classification and folder stay as before. Confirm Project, content and filing checked, select Import this file and choose Import selected files. Selection applies to the current page (20 files). Unselected files remain in the review.
7. Use Include extracted pages in project knowledge to retain searchable excerpts. Under Search project knowledge enter a term of at least three characters. Results cite document, version and page, respect folder access and normally include only the current approved version. Include drafts explicitly exposes draft material with its status. Search is literal text search, not an AI answer or a determination of contract validity.

Check: Open the imported document, inspect original filename, source path, draft status, classification and version history. Repeat the scan: unchanged source versions are not imported again. The source version is the one downloaded for review; later cloud changes appear in the next scan. Nextcloud originals remain intact.

Troubleshooting: A scan waiting indefinitely requires the import worker. Each scan supports 10,000 files and 2,000 folders; choose smaller folders if necessary. Existing document size limits apply, capped at 100 MiB. Analysis supports 250 PDF pages including up to 20 scanned pages; OCR needs pdftotext, pdfinfo, pdftoppm and Tesseract. Failed extraction is shown and does not invent context; inspect the PDF manually. Reviews expire after seven days, interrupted jobs after two hours. Open an expired or failed scan and choose Restart scan: this creates a new scan with the same personal connection and folder. The old record remains. If the connection was deleted, select a source at the top and choose Scan this folder, which is always visible next to Browse folders. If a source or target changed, start a new scan. Missing destination: check folder rights. Empty knowledge results: check extraction, approval, access and search term. No automatic sync schedule or automatic approval is configured.

Check recipient and release details

Requires sign-in and permission to create letters for the signing person, plus project access when a project is selected.

1. Open a draft under Korrespondenz → Briefe, or choose Brief schreiben in the address book.
2. Select a person or company. Selected recipient shows the name, company, actual address and email. Use Change recipient to search again. Private addressing shows only the private contact details entered in the form.
3. Review feedback beside the recipient, sender details, signing person and An zusätzlich. Complete missing addresses in the address book or Studio and select the recipient again. Add a missing signature in the signing person's profile. Reload the page to check external changes.
4. Save the draft and check PDF-Vorschau. Field feedback does not replace PDF validation, release checks or permission checks. A missing signature does not prevent saving a draft.
5. Check dispatch status below the preview and Prüfung, Freigabe & Versand. Email followed by manual post shows each step separately. Only choose Postausgang dokumentieren after actually posting the letter.

Check unavailable does not confirm successful validation: reload and contact administration if it persists. E-POST tests do not count as production dispatch. Clarify uncertain email or E-POST handoffs in the dispatch history before retrying. Historical letters without a separate email record display that step as not documented.

Receive E-POST copies and tracking updates

Prerequisites: permission to edit, release and send the letter; valid CC email addresses. Administration must apply scripts/migrate_epost_notifications.php --root=/path --preflight, then --apply to the operator and all provisioned tenants. The existing correspondence_sync_worker.php must run regularly in each tenant context; SMTP must be configured. Authors need an active account, letter access and enabled automatic notifications under Meine Benachrichtigungen.

1. Open Correspondence → Letters and edit the draft. Select the intended email recipients under CC. The project directory alone does not select recipients.
2. Save, review and release the letter. Check Tatsächlicher E-Mail-Verteiler before choosing Send letter via E-POST in production. The released CC list is frozen for this submission.
3. CC recipients receive separate personal emails with the exact archived submission PDF: submission accepted, dispatch confirmed by the print centre, and arrival at the destination mail centre when reported. Registered mail receives a delivery message only for an explicit confirmed delivery status. Return-to-sender and recipient notification do not count as delivery. Ordinary letters have no recipient delivery confirmation.
4. Open E-POSTBUSINESS → E-POST email notifications on the letter to check the queue and mail handoff. Use Refresh E-POST status for a manual provider query. The worker sends queued messages. The author receives every changed processing/tracking status, warnings, upload/query errors and unclear CC mail handoffs. Unchanged polls and repeated CC milestones do not resend mail.

Check the wording: Letter arrived at destination mail centre confirms the destination region only; Registered letter delivered requires the provider's explicit delivery status. Normal letters may therefore have fewer messages if tracking information is unavailable. Tracking continues after dispatch, at six-hour intervals, for up to 30 days; missing final information is reported to the author and never converted into a delivery confirmation.

Import change-order files together

Prerequisites: project administration rights, active companies assigned to the project and an existing base specification. Open Project → Nachträge → Import GAEB files together.

1. Drop X83/X84/X86 files into the box or select GAEB files (up to 20). Maximum 25 MB per file and 40 MB in total. Select Check files.
2. Check Project company, Base specification, Assignment, internal/external numbers, title and X83 text source in each group. Recognised contractor metadata and change-order numbers suggest assignments. Explicit GAEB change numbers and NT/Nachtrag headings can split a cumulative file. Missing or ambiguous data requires your selection; matching position identities alone cannot identify a contractor in a joint venture.
3. Select positions explicitly with the checkboxes or Select all. Groups without selected positions are skipped. Use Add group for another change order for further splits; a position cannot be selected twice. Equal numbers from different contractors require distinct internal numbers within the project; retain the supplier number in External number.
4. For a revised submission choose New revision of the correct company's current change order and enter Reason for new revision. The previous original and history remain preserved; the new revision starts before review. An X86 does not automatically approve a change order.
5. Select Import selected change orders. A visible message appears next to the import area; missing positions, incomplete assignments and duplicate internal numbers retain the selection. Equal external numbers need distinct internal numbers, for example NT 05 · Partner A and NT 05 · Partner B. Server errors appear there too; if the response is unclear, check the change-order list before retrying. After success, select Refresh change-order list. Open the resulting change orders and check company, original files, selected positions, texts, quantities and sums.

Troubleshooting: only X83 files cannot create priced change orders. Conflicting phases, duplicate source positions, wrong text companions, foreign base specifications or stale revisions prevent the entire selected batch from being saved. Correct the assignments or check files again. After an unreadable response check the list before retrying. A preview expires after one hour. Unknown companies must first be assigned under the project's access management. Manual Neuen Nachtrag anlegen remains available and lists active project companies only. An existing historical company can remain unchanged when editing.

Cancel an issued invoice and account for a refund

The reference / reason entered for a refund is also retained when selecting a bank payment. Draft invoice payment tables additionally show the original receipt reference after the refund reason, so the related invoice can be identified. Reopen the PDF preview to check it. The reference is retained in the frozen approval snapshot as well. Already issued PDFs remain unchanged.

Requires system administrator permission for the issuing company, project access and the cancellation migration. The invoice must have confirmed dispatch and a frozen original. Payments against this invoice and later cumulative invoices must be reconciled first.

1. Open Office → Rechnungen → the issued invoice → Cancellation invoice.
2. Enter Cancellation date and Reason. Choose PDF preview and check the original invoice reference, customer and amounts.
3. Confirm the complete cancellation and choose Issue cancellation invoice. TRACK assigns the next ST/YYYY/0001 number from a separate yearly counter, preserves the original and marks it cancelled. Before issue, check Expected cancellation number; Update number preview refreshes it after changing the date. The preview does not reserve a number.
4. Cancellation emails use the fixed salutation “Sehr geehrte Damen und Herren,”. Email delivery of the archived PDF/XML starts immediately after issue to the displayed invoice recipients. Check Sent for each recipient. Pending jobs are picked up by the existing invoice dispatch job. Postal delivery remains manual: choose Confirm postal delivery after posting. Existing cancellation documents are not sent retroactively. For Delivery uncertain or Sending / outcome needs checking, check the actual mail delivery, tick Actual delivery checked and use Confirm sent or Confirmed not sent – retry. Never retry an uncertain delivery without checking.
5. Generate a new draft for the same payment plan and month through the existing invoice generation. Check all services, hours, deductions and receipts against the cancelled original; the draft is recalculated from the plan, not a copy of the original.
6. In the cumulative draft open Refunds of previous receipts, select Original receipt, enter the actual value date, positive refunded amount and bank statement reference. Choose Record refund. The statement shows a signed counter-entry; the original receipt remains. Alternatively, with explicit bank access, select Outgoing bank payment (optional). TRACK copies value date, amount and reference from the selected EUR debit; manual fields are ignored. Only unassigned payments up to the invoice date are offered. Under Office → Bank, the debit then shows Assigned refund. Without a bank import, use the manual fields and leave the bank selection empty.

Select the authorised project company and upload a mandate

Permission: project administration. Menu path: Projekt → Projekteinstellungen → Vollmacht zur Nachtragsbeauftragung. The setting belongs to this project; subprojects have their own setting.

1. Type in Bevollmächtigtes Büro and select a suggested project company. Only companies assigned to this project are allowed. If missing, assign the company under Projektbeteiligte, then reload.
2. Set the authorisation checkbox as appropriate and enter Vollmachtsbezug. Under Vollmachtsdatei (optional), select a PDF, JPG or PNG up to 10 MB. A file is optional and does not itself activate the mandate.
3. Choose Vollmacht speichern. Reopen the settings and use Vollmacht herunterladen to check the saved document.
4. To replace it, select another file and save. To remove the current attachment, select Vollmachtsdatei aus aktueller Vollmacht entfernen and save without a new file. Text-only saves retain the attachment; prior evidence remains archived and changes are logged.

Troubleshooting: free text outside the project-company list is rejected. After a concurrent change, reload and review the current state. After a failed upload, select the file again. Upload and removal cannot be combined. Only project administrators can download the current file; it is not automatically sent to contractors. Changing a mandate or its attachment requires recreating order packages linked to the previous mandate.

Order from the contractor on behalf of the client

Prerequisites: project administration, completed position review, a recorded mandate for the signing office and letter/signature permission. Menu path: Nachträge → Nachtrag → Beauftragung vorbereiten.

1. Under Vollmacht zur Nachtragsbeauftragung in project settings, record the authorised office and mandate reference. For a telephone mandate, record the actual call reference; do not invent approval.
2. Check the contractor/ARGE and the saved position values. Choose Auftrags-LV und X86 erstellen. Files use the issuing company’s filename pattern; source and item-number depth distinguish multiple X86 files. Order packages carry no automatically added DRAFT marking. Create a new package after a correction; archived files remain unchanged. Download and inspect the new package: order specifications show only order texts, quantities and prices, without internal review notes or competing offer/review values. Unit-price-only positions carry no quantity order.
3. Choose Auftragsschreiben an ARGE erstellen. Select the ARGE as legal company recipient and its project contacts, and check recipient addresses and letter text. The letter orders on behalf of the client and incorporates the order specifications.
4. Save, use Testversand an mich, sign/release through the normal letter workflow and test again. The order specifications and X86 files are separate attachments to the letter PDF. Check An, CC and BCC under Tatsächlicher E-Mail-Verteiler. Real delivery sends the main message to To/BCC and personal for-information copies to CC, naming the letter addressee. Bcc stays hidden. Every message includes the letter subject and document date. The letter PDF lists CC below the closing, continuing on another page when needed. This also applies to draft PDF previews and draft test attachments. Test delivery still addresses only your own account. All X86 files together represent the same positions as the order specifications.
5. Check the signed letter and attachments, then choose E-Mail versenden. Verify the delivery message and letter history. The history initially shows the latest four entries; expand Show older entries for earlier events. A sent entry confirms acceptance by the configured mail transport, not delivery to an inbox. If a message is missing, ask administration to check the mail queue and server logs before sending again. Record the change-order commissioning status separately under Beauftragung abschließen.

The order specifications take effect with the associated signed order letter. Preparation alone sends and commissions nothing. Missing/changed mandates or a recipient company differing from the contractor block release and real delivery. Recreate the package after mandate changes. Old coordination packages remain unchanged; they are not final order attachments.

Send an award package to the client with a signed cover letter

Prerequisites: project administration access, a saved coordination package, letter creation/sending permission and a signature in your profile. Menu path: Nachträge → Nachtrag → Beauftragung vorbereiten → Erstellte Abstimmungspakete.

1. Check the package date and whether it is the current position snapshot. Choose Anschreiben an AG erstellen beside the intended package.
2. Check the client recipient and email address, sender and text. The proposed text refers to telephone coordination; correct it if necessary. An ambiguous company match requires choosing the client from the address book. Save the draft.
3. Use Testversand an mich in the editor to inspect the draft PDF and ZIP at your own account address.
4. Under Prüfung, Freigabe & Versand, use Alleine freigeben & unterschreiben when signing in your own name, or complete the review and signature workflow.
5. Use Testversand an mich again after release: this includes the signed PDF and exactly the ZIP used for the real send. Check both attachments. Only your account address receives the test; the official delivery status stays unchanged.
6. Choose E-Mail versenden to send the signed cover letter and ZIP to the displayed To/CC/BCC recipients. Check the success message and letter history.

The archived ZIP and its draft documents remain unchanged; signing applies to the cover letter. Sending does not commission the change order. The project and package stay bound to this letter. To use another package, create a new draft from it. Missing or altered packages block delivery. After an interrupted or partial real send, do not retry: ask administration to check letter history and mail delivery first.

Edit individual expenses and compare months

Prerequisites: own expenses, or accounting/administrator access to employee expenses. Entry delegation does not grant editing rights. Menu path: Office → Spesen / Auslagen.

1. The Neue Auslage entry form appears first, directly below the page heading and any messages. To enter an expense, complete that form and choose Speichern; check the confirmation and the entry in the list below. Further down, check the monthly file overview: the current month and two preceding months show reimbursement totals and a combined three-month total.
2. Under Einzelpositionen · letzte drei Monate (or Meine Einzelpositionen · letzte drei Monate), choose Edit. Change date, category, description or original amount, then Save changes. The reimbursement percentage remains unchanged; the position returns to draft.
3. In Rechnung / Beleg, choose Rechnung öffnen to view the receipt. Expand Replace receipt, select a file and choose Rechnung ersetzen to replace it. Without an existing file, expand Upload receipt. Open the saved receipt again to check the result.
4. Choose Delete and confirm to remove only that position. Its recurring series remains active; explicitly generating that month again can recreate a deleted recurring position.
5. Reload and verify the position and updated month totals. Older monthly files remain in Archiv.

Troubleshooting: approved/reimbursed positions and approved monthly files are locked. A concurrent change requires a reload. Recurring positions retain their billing month when their date changes; other expenses move to the new date’s month. Attached receipt files are retained for traceability.

Return from a question to the open protocol

The question header shows the project, meeting series, item, and the opened protocol number and date when supplied by the link. Without a specific protocol reference this is stated explicitly. “Item first recorded in” identifies the origin of the continuing item, not the protocol to which a message necessarily refers.

Prerequisites and permission: access to the project and the protocol item. Menu path: Project → Meeting minutes → select series and protocol.

1. Open Rückfragen at the relevant item.
2. Write the message, select its recipients and choose Nachricht senden.
3. Select Zum Vorgang. Verify the protocol number: the link returns to the protocol you opened, including after sending, and targets the item when it is displayed.

If the question was opened without a protocol reference, for example from the question list, the link opens the latest protocol of that series. Missing or foreign-series references also use this fallback. If the point is archived or absent in that protocol, check the completed items or select its historical protocol. Access checks remain in effect.

Enter bullet lists in meeting minutes

Prerequisites and permission: project access and editing permission for the meeting draft. Menu path: Project → Meeting minutes → select series and draft → open the item or update.

1. Place the cursor in an editable text field or select several lines.
2. Select • Bullet list to add bullet points. Select it again to remove the points from a fully selected list.
3. Press Enter to continue the list. Press Enter on an empty bullet to end the list. Shift+Enter inserts a plain line break.
4. Save using the field’s existing save button, then reopen the item and check the list in the presentation or PDF.

Check the result: each list item starts with •; line breaks and text remain intact. Lists are stored as plain text.

If it does not work: read-only fields have no list button. If the character limit is reached, shorten the text first. The button does not save automatically.

Present meeting minutes calmly

Prerequisites and permission: project access and permission to edit the meeting draft. Menu path: Project → Meeting minutes → select series and draft → Besprechungsmodus.

1. Select Präsentationsansicht öffnen and share this separate window in Teams.
2. Enable Teilnehmeransicht folgen lassen and scroll up or down in the editor. The audience view follows within long updates as well, using a proportional position within the content. Disable this option to scroll independently in the presentation window, then use Jetzt anzeigen on the desired item or update. Rapid selections are grouped; the previous content remains visible while the next item loads.
3. The complete history of the selected item remains available by scrolling. The chosen update is highlighted; with manual selection, an already visible paragraph stays in place.
4. Set Text size to 100 %, 115 %, 130 % or 150 %. The default is 115 %; your choice is remembered in this browser. Use Vollbild for more room.

Check the result: text remains complete and readable; switching items keeps the presentation window open. The operating system’s reduced-motion preference is respected. Internal editor controls are not shared.

If updating fails: the previous item stays visible with an error message. Select Jetzt anzeigen again after checking the connection and login. For more text on screen choose 100 %; for larger lettering choose 130 % or 150 %.

Save tables in the protocol editor, then select Jetzt anzeigen at that item. Saved tables appear even without description text. In the Leistungsstand section of a construction meeting, planned/actual charts include project-family data through the meeting date. Access to every project in the family is required. Missing performance data or access produces a notice. Wide tables can be scrolled horizontally. Check that the table and charts remain visible after switching items.

Use a Nextcloud contract as project knowledge

Prerequisites and permission: project administration and access to the tender phase. The operator must install the Nextcloud source migration, configure a database-bound knowledge service and approve this project's Nextcloud folder. The read-only Nextcloud account must be able to read the PDF. This is a separate targeted service; the old recursive import timer is not required.

Menu path: Project → Vergaben & Aufträge → Nextcloud contracts.

1. Enter a Label and select Assignment. Select the exact order for MKA reply suggestions; Project knowledge (not for order-specific MKA replies) is used only for project-level email analysis.
2. Enter the PDF path in project folder, for example Verträge/Bauvertrag.pdf. This is a decoded relative path below the approved project folder, not a public share URL. Percent signs and traversal paths are not accepted.
3. Select Link and read. The background worker reads only that file. Select Check status / update until the last checked status is Ready and AI context active is displayed.
4. Run an MKA reply suggestion for the selected order or analyze an email assigned to the project. Contract excerpts include filename, page and SHA-256. Check the cited pages in the original contract before using the suggestion.
5. Use Disable AI context to exclude the source. Enable AI context includes it again. Remove link removes the link and its indexed excerpts, never the original Nextcloud PDF. To correct the path or assignment, remove the link and create a new one.

Storage and updates: TRACK stores a reference, not the PDF. The AI server stores extracted text and a lexical search index; download and OCR files are removed after extraction. Changes are checked before an AI request and when updating the status. Changed files are queued again and block the request until ready. No general project chatbot or automatic contract upload is added.

Troubleshooting: missing migration or service configuration requires the operator. For Check required, verify the path, read permission, PDF size (default 512 MiB), encryption and OCR installation, then update. No matching passages requires a more specific request. Unavailable or outdated active sources stop AI analysis rather than using their old text. If removal fails, the source stays disabled; repeat removal after the service is available. Duplicate links for the same order are rejected; use the existing entry.