Send transmittals for document folder additions/new versions (automatically prepared)

After sharing a document folder with project team members and contacts from outside of your organisation, transmittals will be automatically prepared for them as files are added or superseded in your folder.

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

Example: Jim shares a document folder with Patricia, Steven and Phil, containing one file (A1.01 - Site and Roof Plan Version 1).

The next week, Jim receives a revised version of the file (A1.01 - Site and Roof Plan Version 2) and uploads and saves it to his document folder, superseding the old version. Now, Patricia, Steven and Phil need to receive the new version of the file.

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

To create and send all transmittals for document folder additions/new versions to all related contacts, follow the steps below.

Step 1:  Create pending transmittals

Pending transmittals are automatically created for contacts with shared access to your document folder as you add/supersede files.

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 bids).

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 sent for document folder updates.

Example: transmittal sent for document folder updates - information tab.

Example: transmittal sent for document folder updates - information tab.

Example: Transmittal pdf file

If you have any questions about document transmittals, shoot us an email at [e-mail] and our customer success team will be in touch.