Send transmittals to contractors for plan/file changes in bid packages (automatically prepared)

There are two scenarios where "pending" transmittals are automatically created for contractors in your bid package:

1. Files are superseded in a document folder related to a bid package
2. Additional files are added to bid Packages (via the "DOCUMENTS" tab)

Whenever either of the above happens, a transmittal will be created for all contractors invited to price a trade package.

Note: "Pending transmittals" are automatically created only for contractors that have downloaded their bid package and require updates.

Transmittals that are automatically prepared appear in the "Pending Transmittals" folder of your project's Transmittals Manager.

Example: Ian invites A Corp and B Corp to his project's Carpentry package. This big package contains one file (A1.01 - Site and Roof Plan Version 1). Each contractor's related contact downloads the bid package accordingly.

The next week, Ian receives a revised version of the file (A1.01 - Site and Roof Plan Version 2) and uploads it to his document folder, superseding the old version. 

Ian then goes into his Carpentry bid package and adds "A1.02" in the documents tab. 

Now A Corp and B Corp need to receive the new version of A1.01 and the additional file (A1.02).

Instead of manually sending the file and creating transmittals for each contractor, Ian can view the automatically prepared transmittals from the "Pending" of the project's Transmittals Manager, then click a button to send all related files and transmittals at once.

To send all transmittals for plan/file changes in bid packages to all related contacts, follow the steps below.

Step 1:  Create pending transmittals

Pending transmittals are automatically created for invited contractors when:

1. Files are superseded in a document folder related to a bid package
2. Additional files are added to bid packages (via the "DOCUMENTS" tab)

Example: Uploading plans/files to a document folder

Example:  "DOCUMENTS" tab of bid package

Step 2:  Go to your transmittals manager

Navigate to your transmittals manager to view the related pending transmittal record.

 

Step 3:  Go to "Pending Transmittals"

Click on the "Pending Transmittals" folder.

Here you will see a list of transmittals that have been automatically prepared, but not yet sent.

The most recently prepared will appear at the top of the list, with the company name, transmittal number and related module (i.e. Document Folders or Bid Packages).

Step 4:  Send pending transmittals

You can review each pending transmittals information and files by clicking on each.

To send all pending transmittals at once, click the "SEND ALL" button on the top right-hand side of your screen.

After being redirected back to all transmittals, you will see a small spinner on the "Sent Transmittals" folder. This means transmittals are currently being sent in the background.

Step 5:  View "Sent Transmittals" record (optional)

Click on the "Sent Transmittals" folder, then click on the related transmittal.

The most recently sent transmittals will appear at the top of the list, with the company name, transmittal number and date sent displayed.

A "viewed" date stamp is displayed which appears after recipients either download the transmittal files or view them online.

After clicking into the transmittal, you will see an "INFORMATION" and "DOCUMENTS" tab.

The "INFORMATION" tab displays the sender/recipients and other details. The "DOCUMENTS" tab displays all plans/files that relate to the transmittal. Each file can be viewed online by clicking them.

See some examples of the transmittals interface below.

Example: Transmittal pdf file

Example: transmittal sent for plan/file changes in bid packages.

Example: transmittal sent for plan/file changes in bid packages - information tab.

Example: transmittal sent for plan/file changes in bid packages - documents tab.