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Validation and finalization

Ink a project and download the summary PDF

Move a project to INKED once the working slot and required prerequisites are in place, then download the server-generated summary PDF for sharing and archive.

5 min readcoordinatoradmin

Step by step

  1. 1

    Run the pre-ink checklist

    On project detail, confirm the selected working slot is correct, scan the response trail one last time, and check that the Prerequisites panel shows zero outstanding required items.

  2. 2

    Ink the project

    Click 'Ink project'. Review the confirmation dialog (it summarises the slot, prerequisite outcome, and stakeholder count) and confirm.

  3. 3

    Confirm the inked state

    After inking, the project header shows the INKED badge and the finalized slot. The project tabs become read-only.

  4. 4

    Download the summary PDF

    From project detail click 'Download summary PDF'. The PDF is generated on demand from the live project record and is safe to share with stakeholders.

  5. 5

    Verify stakeholder notifications

    Optionally open the Notifications tab to verify the finalization message went to the right stakeholders. Resend from the same tab if a stakeholder reports they didn't receive it.

Guide details

What inking actually does

Inking is the terminal commitment for a project. Once a project is INKED it is treated as the source of truth for the finalized outcome and the read-only audit trail.

  • Locks the selected slot.
  • Sends optional finalization notifications to stakeholders.
  • Freezes the stakeholder list, prerequisite outcomes, and project metadata.
  • Makes the summary PDF available for download.
  • Appears in the Finalized projects report.

What goes into the summary PDF

The summary PDF is the portable artifact for sharing the inked result with stakeholders, attaching to a CRM, or storing in a project archive.

  • Project identifier and name.
  • Finalized slot with project timezone.
  • Stakeholder list with project role and final response.
  • Prerequisite outcomes (SATISFIED / WAIVED) with review notes.
  • Inked timestamp and coordinator name.

FAQ

When can I ink a project?

Ink when the project has a selected working slot, all required stakeholders have responded (or been deliberately excused), and every required prerequisite is SATISFIED or WAIVED. The Ink button is disabled until those conditions are met.

What happens after inking?

The project moves to INKED status (terminal). The selected slot is locked, optional finalization notifications go out to stakeholders, and the project becomes read-only for everyone except workspace admins using overrides.

What is in the summary PDF?

The summary PDF includes project identifier and name, finalized slot with timezone, stakeholder list with roles and final responses, prerequisite outcomes with review notes, and the inked timestamp + coordinator. It's generated server-side from the live project record.

Can an inked project be edited later?

By default, no. Inking is intended to be durable. Workspace admins can override an inked project from Settings → Overrides if a correction is genuinely needed; the override is recorded in the audit log.

Can I re-download the PDF later?

Yes - the summary PDF download stays available from project detail at any time after inking. It always reflects the current state of the (read-only) project record.