To create a transmittal:
Click the New button in the top left of the screen then Transmittal. Choose between the following transmittal options:
Latest Released Documents: (Default) Used to transmit the latest released revision of one or more un-restrained documents the user has access to.
Revised Documents: Used to transmit the latest revisions of documents to recipients who have received previous revisions of the same documents.
Under Review Documents: Used to transmit documents currently in a workflow to any of the following: Project Administrator; Document Originator; Review Coordinator; or other Reviewers. The use of this option is generally restricted to: members of the review team for the workflow in progress; review coordinator for the documents; Document Originator; and Project Administrator.
Superseded Documents: Used to distribute older revisions of documents where the latest revision of the document may not be released, or the older revision must be sent to someone outside the system.
Rejected Documents: Used to transmit comments and redlines to the Originating Company. This option is normally restricted and must be enabled on a project by the Project Administrator.
Alternatively, from the Document Register select the documents then Transmit.
Click To and select the recipients from the Contacts list. Alternatively use the Auto-complete feature to quickly populate the recipients in the To box by typing the first few letters of each person’s name.
Click Cc and select any recipients to receive a Cc copy. Recipients receiving a transmittal as a Cc value are treated in the same way as those receiving the transmittal as a To value.
If available, select the appropriate options from Text Inputs. These will contain predefined strings of text for the subject line and / or the details windows.
Click Add Documents and search in the Advanced Document Search window as required. If generating a Transmittal of Review, Rejected or Superseded documents, the system will also further filter for documents in the respective Register View.
Select the Documents and Document View File Formats to transmit and click OK.
Populate the remaining details including:
Reason for issue
Respond by message
Respond by date
Transmittal message.
Tick the Request Read Receipt option if required. This facilitates auto update of the transmittal acknowledgement date.
The View File formats selected will be the formats that the recipients have access to download. It is possible to include public Text or File Attachment comments relating to the documents selected Include Comments.
Click Send and OK when prompted.
A generated transmittal is displayed and can be printed if required.
Click Close and No if prompted to save changes.