Create Transmittal Versions

1. Open the Create Transmittal Versions window.
2. The default filter 'Updated documents' is applied. All rows where an updated document exists are shown, as these are the suggested rows to be updated.
3. Locate the drawing register row you want to update.
4. Check the 'Create' box.
5. Assign the version number to the document, by either:
   1. Leave the default version number of '1', which will create the version number sequence of 1, 2, 3 etc.
   2. Or type a custom version number sequence. i.e. Type 'A' to create a version number sequence of A, B, C, or type 'AA' to create the sequence of AA, AB, AC etc.
6. For Controlled documents only - Use the 'Details' drop down list in the 'New Version' band of columns to select the version number of the controlled document you want to approve for use on a transmittal.
7. Repeat the above steps for each row you want to add an approved version.
8. Save.

Controlled and Uncontrolled project documents versions are stored in separate secure locations.

Controlled Documents

The location of the controlled document library is setup within Office Settings > Library > Location field. This is a secure location on the network chosen by the system administrator. The controlled document versions selected in the drawing register remain stored in this location.

In the Document Management module a new 'version' of the file is created each time a controlled document is checked-out and edited. The document library version number is assigned to the file as the updated file it is checked back into the document library. The document library version numbers are shown as reference only within the Drawing Register, to allow you to select the correct revision of the Controlled Document for use on a transmittal. The Drawing Register allows you to create your own custom version numbers to be displayed on a transmittal document to the project contacts.

Tip: Learn more about setting the controlled documents location.

Uncontrolled Documents

A backup copy of the uncontrolled document is taken, when the file is selected to 'create a transmittal version'. The backup copy of the uncontrolled file is stored in the Synergy directory. This backup copy of the file is taken to ensure that the file sent with the Transmittal Summary Document is the same edition/version of the document that was approved in the Drawing Register.

The backup copy of the uncontrolled document is added into a .ZIP file, and saved to the Transmittals folder within Synergy directory. This zip file is saved to the following location: \\Server Name\Synergy\Transmittals\UnControlled Versions.

If the uncontrolled file is edited at a later point, the backup .ZIP file is not changed. To use the updated file on a transmittal create an additional drawing version.

Tip: Learn more about the location of the Synergy directory.

The default numbering sequence of file versions is 1 , 2, 3 etc. Number 1 will default onto each new version that is approved for use on a Transmittal Summary Document. It maybe required that a different version sequence is used. I.e. Start the version number from 12, or to have a sequence of A ,B, C or AA, AB, AC etc.

Use a custom version number by

1. Open the create transmittal versions window.
2. Check the create box for the drawing row that requires the custom number.
3. Type into the 'Version' field in the 'New Version' band of columns. i.e. type AA to have the sequence of AA, AB, AC etc.
4. Save.
5. All future versions added to this drawing row will use this custom numbering sequence.

In this scenario the drawing register has already been created, and linked to a project document. The document is located in the Uncontrolled document library. The file was selected to be stored as a transmittal version #1. A new version of the file is ready to be used on a Transmittal Summary Document, however the file has been saved with a different file name to the original document.

Complete the following steps to add the new file as a version

1. Go to the Drawing Register tab.
2. Highlight the drawing in the list.
3. Select the Link Project Documents button .
4. Change the filter to 'All', to show rows where document links already exist.
5. Select the new 'File' location for the drawing row in the drop down list.
6. Save.
7. Click the Create Transmittal Versions button in the Drawing Register toolbar.
8. Check the create box for the drawing registry row.
9. The version number will default to the next number in sequence (i.e. 2 or B etc).
10. Save.

If the warning symbol is shown on a drawing register row, this shows that the link to the project document has been broken. The link to the document can be broken if the file has been moved to a folder location in the project document library, or if the document has been imported or exported from the Controlled Library.

To fix the warning shown use the Link Project Documents window to re-link to drawing register row to the new location of the project file. Learn more about how to link project documents.

The create transmittal version function is only used to add new versions of a document. To remove a version use the Audit > Versions tab. This tab lists all the approved versions of the drawing register row, and allows a single version to be deleted from use on transmittal summary documents. Deleting the version will not delete the file from the document library, it will only remove the approval to use that document version on any transmittal summary documents for the project.

Learn more about using the Drawing Register Audit to remove an approved version.

Use the Undo button in the toolbar to remove any unsaved changes. Unsaved changes will display the Save button on the right side of the row. Undo will refresh the list to show the last saved values for each of the rows.

Change what drawing register rows are shown using the filter located in the top right corner. Filter options are:

1. Updated documentsDrawing register rows where a new version of the document is available are shown.
2. Broken LinksUse this filter to view all rows where the link to the project file is broken. In most cases these are uncontrolled project files that have been deleted or moved to a new sub folder. Use the Link Project document window to update the link before you can create any additional versions of the drawing.
3. AllAll drawing register rows are shown.

Export the data from the list in either MS Excel® format or using Synergy reports. Use the Synergy report option if you want to create a PDF file with the list data, or email the data to a Synergy staff member or contact.

Export the data to MS Excel®:

1. Right mouse click in the list.
2. Choose 'Export to MS Excel®' from the menu.
3. A new MS Excel® file will open with the list data and column headings shown.

Export the data to Report:

1. Right mouse click in the list.
2. Choose 'Export to report' from the menu.
3. The report window will open to allow you to:
   1. Save as a PDF file using the save button in the top toolbar, then selecting PDF from the menu.
   2. Email the report by using the 'Email' button in the bottom toolbar, and selected a staff member or Synergy contact to send the file too.

The Create Transmittal Versions window is made up of four main sections. The following columns are shown within each of the sections.

1. Drawing Register - Summary details for the Drawing Register rows.
   1. Sub Project NameThe drawing is linked to this Sub Project within the register.
   2. NumberThe prefix and number assigned to the drawing register row.
   3. TitleThe name or title given to the document in the drawing register.
2. Project Document - Details of the linked file from the Project Document Library.
   1. Document Library AreaDisplays if the linked file is stored in the Controlled or Uncontrolled document library area.
   2. FolderThe folder that the linked project document resides within is shown.
   3. FileThe file name is shown for the linked project document.
3. Previous Version - Details of the most recent version of the file that was set as ready for transmittal. If no version has yet been assigned then these fields will be blank.
   1. VersionDisplays the version number of the last created version of the file. The versions created are approved to be displayed on Transmittal Summary Documents.
   2. DetailsIf the file is in the Controlled Library the details shown are checked-in version number, name of user that checked in the file, and the time the file was checked-in. If the file is in the Uncontrolled Library the details shown are the last modified date and time.
4. New Version - Details of the new version of the file that can be used on the transmittal.
   1. Link StatusIf the file is still located in the project document library this symbol is shown . If the file has been moved to a different folder or imported/exported from the controlled library this symbol is shown. The warning symbol prompts the user to return to the Link Project Documents function to correct the broken link.
   2. CreateCheck this box to create a new transmittal version for the drawing register row.
   3. VersionThis field defaults to the next available version number for the drawing register row. The default start number is 1. The field can be over typed to create a custom version number sequence. i.e. type 'A' to have the version sequence be A,B,C etc. The version number can only be used once on any drawing register row. i.e. Drawing Number A-001 can only have Version A assigned once.
   4. DetailsIf the file is in the Controlled Library and the create box is checked, then this is a drop down list. The controlled file details shown are checked-in version number, name of user that checked in the file, and the time the file was checked-in. The details of the most recently checked-in file are shown by default. If the file is in the Uncontrolled Library the details shown are the last modified date and time. There is no drop down list for an uncontrolled file, as only the latest version of the file exists in the Synergy document library.