**As** a meeting organiser or participant
**I want to** be able to generate a PDF export of the meeting agenda and/or minutes
**so that** I can produce a "written" copy that I can then share with participants or other stakeholders before or after the meeting, including those who weren't present or didn't have access to the original meeting

**Acceptance criteria**

* In the More menu (⋯) of a one-time meeting or an occurence of a meeting series, there is a new "Export PDF" option Begin of the insertion

* **The Export PDF dialog:**

* Header

* Title:"Export PDF"

* Caption: "Generate a printable PDF fileEnd of the insertion Begin of the deletion


**OutEnd of the deletion of Begin of the insertionthis meeting at the current state."

End of the insertion Begin of the deletion scope**

End of the deletion * Begin of the insertionBody form elements:

* "Include list of participants "

* Checkbox (checked by default)

* Caption: "A list of participants will be preset above the meeting agenda"

* "Include list of attachments"

* Checkbox (unchecked by default)

* Caption: "A list containing the filenames of attachments will be appended at the end"

* "Include backlog"

* Checkbox (unchecked by default)

* Caption: "Backlog elements are not normally considered part ofEnd of the insertion Begin of the deletion This option triggersEnd of the deletion a Begin of the insertionmeeting occurrence but you can choose to include them"

* Include agenda outcomes

* Checkbox (unchecked by default)

* Caption: "If your agenda outcomes contain confidential information, you can choose to not include them in the export."

* Footer text

* Text input

* Default value: {Project name}

* Caption: "This text will appear on every page on the right of the footer."

* Footer actions:

* Cancel (Secondary)

* Download (Primary)

* **The PDF export document:**

* **Paper format:** The PDF generated takes an A4 format

* **Visual template:** The visual design of this format is defined in the [Figma mockup](https://www.figma.com/design/cJDhzOmYMstUNRS3EmgqZ0/Meetings-Module?node-id=4313-6931)

* **Header:**

* The top right edge is the OpenProject logo

* The title of the meeting is the first element of the page on the left

* If it's a recurring meeting, the format is {date} - {Meeting series name} (eg. "28/04/2025 - UX/UI Open Daily")

* The next line includes:

* The meeting status (eg. "Closed")

* Meeting date (eg. "28/04/2025")

* Meeting time (start – finish, eg. "11:30 AM – 2:30 PM")

* Duration in brackets ("2 hrs")

* If the meeting is part of a series, the series frequency ("Weekly")

* **Participants:**

* The title is followed by the number of participants in brackets, eg. "Participants (13)"

* The participant list (if included) will be displayed in a 3-column layout above the meeting agenda

* User avatars are not included

* Participants are _not_ links

* **The meeting agenda:**

* Sections are printedEnd of the insertion Begin of the deletion modalEnd of the deletion with Begin of the insertiona background

* Section titles are bold

* Section durations (if they exist) are in grey (regular weight)

* Agenda items:

* Agenda items have a slight left padding to indicate that they belong to the section

* Agenda item titles are displayed in bold, followed by

* the duration in grey (regular weight)

* the name of the responsible person also in grey (regular weight)

* Agenda item notes are displayed as simple text

* If there are inline headings, they will be "collapsed" to the same heading level in the text

* Outcomes are displayed with a light grey background and have a bit left-padding to indicate that they belong to the agenda item

* The world "Outcome" is in bold

* The outcome text is simple text

* Work package agenda items:

* Have the format "{Type} #{ID number} - {Title}" (eg. "Feature 60730 - PDFEnd of the insertion export Begin of the insertionof meetings")

* Macros:

* Complex macros (table of contents, embed work package tables...) are stripped

* Basic macros such as linked work packages or work packages attributes are printed

* Each agenda item terminates with a divider (that respects the left padding)

* **File attachments:**

* The file list (if included) will be displayed in a 3-column layout below the meeting agenda

* File types icons will not be included

* File attachments are links

* **Footer:**

* Left: displays the PDF generation date ("28/04/2025")

* Center: simple page number ("2")

* Right: the optional footer text ("Arcanos Project")

* **Page breaks:**

* Page breaks can happen anywhere as long as the line is not broken


**Out of scope**

* <br>End of the insertion Begin of the deletion options:End of the deletion