Transmittal Approvals Workflow

1. Open the Project > Document Tab > Transmittals Tab.
2. Click the Create Transmittal button.in the toolbar.
3. Enter the transmittal details onto the General Tab.
   1. Select the Method of how the transmittal will be sent to the contacts.
   2. Select the Reason why the transmittal is being sent.
   3. Select the document template.
   4. Enter the # of copies of the drawings that will be sent out.
   5. (Optional) Type a note to explain how the transmittal is being sent.
   6. Save the General Tab.

Click the image above to view the Transmittal General Tab.

4. Select which drawings will be sent on the Drawings Tab.
   1. Check the box of each drawing that will be sent on the transmittal.
   2. (Optional) Change which version of the drawing will be sent out. This defaults to the most recent version number.
   3. (Optional) Type a note to describe extra details about a selected drawing row.
   4. Save the Drawings Tab.

Click the image above to view the Transmittal Drawings Tab.

5. Select which Project Contacts will receive the transmittal on the Contacts Tab.
   1. Check the 'Is Primary' box for the contact that should be shown in the Attention To fields in the document template.
   2. Check the To, CC, or BCC boxes for each contact that will receive the transmittal.
   3. Save the Contacts Tab.

Click the image above to view the Transmittal Contacts Tab.

6. (Optional) Select which internal staff will receive the transmittal on the Staff Tab.
   1. Check the To, CC, or BCC boxes for each staff member that will receive the transmittal.
   2. Save the Staff Tab.

Click the image above to view the Transmittal Staff Tab.

Send the draft transmittal to the manager for approval by pressing the Submit button in the top toolbar of the open draft transmittal. This action changes the Transmittal status to Submitted.

Click the image above to view a Submitted Transmittal.

The submit button is the only option available if you have User or Assistant Project Manager access levels. The Transmittal will be shown in the manager's Alerts panel on their My Synergy dashboard, once it has been submitted. If you have Project Manager (or higher) access level you can either submit or approve the transmittal.

Any user that has Project Manager or higher access level in Synergy will receive the Submitted Transmittal Alerts. Complete the following steps to review the submitted transmittal and either approve or decline the transmittal.

1. Check what Alerts are shown in the ' Transmittals Awaiting Approval' group. This can be found in the Projects I Manage group in the Alerts panel.
2. If the alert relates to one of your projects, double click the project listed to open it.

Click the image above to view the Submitted Transmittal Alert.

3. In the open project go to the Documents > Transmittals tab.
4. Locate the transmittal row with the status of 'Submitted'.
5. Double click the row to open the Transmittal.
6. Check the Transmittal details entered on the General, Drawings, Contacts and Staff tabs.
7. Update the Transmittal details if required.
8. Decide if the Transmittal should be sent (approved) or not sent (declined).
9. Approve a Transmittal by:
   1. Click the Approval button in the top toolbar.
   2. Select the 'Date Approved' from the calender. This is the Transmittal date shown on the document outputs.
   3. Check the generate document box.
   4. Check the generate package box.
   5. Click the Approve button.
   6. The transmittal number is now assigned, and the transmittal document and package file are created. The status of the Transmittal is updated to 'Approved'.
10. Decline a Transmittal by:
    1. Type a declined reason.
    2. Click the Decline button in the top toolbar.
    3. The status of the Transmittal is updated to 'Declined'.
11. Save and Close the Transmittal.

Approved Transmittal	Declined Transmittal
Click the image below to view an approved transmittal.	Click the image below to view a declined transmittal.
What's Next? The transmittal is ready to be sent out. Send the user a Synergy Note to tell them how or when to send out the transmittal. Follow the steps below to make the note appear in their new notes and reminders panel.	What's Next? Send the user a Synergy Note to tell them what to fix on the Transmittal before you will approve it to be sent to the contacts. Follow the steps below to make the note appear in their new notes and reminders panel. The user will then require to update the transmittal and resubmit it for approval.

12. Go to the Project > Notes tab.
13. Create a new note to explain to the User what the next action is they require to take is by:
    1. Click the New Note button.
    2. Enter the 'Note' text to explain what action is required from the User for the Transmittal.
    3. In the Linked To panel select the 'Type' of User, and select the Staff member from the 'linked to' list.
    4. Set a reminder for when the user should follow up on this Transmittal.
    5. Save and Close.

Click the image above to view an example of a Declined Transmittal Project Note.

14. If the Transmittal has been Approved - please go to step 4 below to send the transmittal to the project contacts.
15. If the Transmittal has been declined - the user will require to:
    1. Open the declined Transmittal.
    2. Make the required changes that the manager outlined in the 'Declined reason' field or the 'Project Note'.
    3. Submit the Transmittal .
    4. Click the Close button on the transmittal record.
16. The manager will be alerted that a transmittal is awaiting approval. The approval process above will be repeated where the manager can either approve or decline the transmittal.
17. Continue to Step 4 once the transmittal has been approved.

After the transmittal has been approved, the transmittal is then ready to be sent out to the selected Project Contacts and Staff. The sending process for the Transmittal locks the record to ensure that it cannot be amended. The transmittal is locked to make sure that the Transmittal Document and what is entered in Synergy matches, and is a secure record of what was sent out.

Send a Transmittal by:

1. Open the Transmittal.
2. Check the Word document template by clicking the file name in the 'Document field' on the general tab. Ensure that you are happy with the content of this document before continuing. If this is not correct 'Edit' the transmittal.
3. Click the Send button in the top toolbar.
4. Select the date the drawings were sent out. i.e. The date the email was sent, or that the courier picked up the drawings.
5. (Optional) Type an 'External ID' to store a tracking number for sending the transmittal. i.e. courier tracking numbers, reference numbers from online portals etc.
6. (Optional) Send the transmittal using an email template by:
   1. Check the 'Send using an email template' box.
   2. Select which template to use from the drop down list.
7. Click Send Transmittal.
8. The status of the transmittal has been changed to 'Sent' and the record is locked from further edits.

Click the image above to view a 'Sent' transmittal.

9. (Optional) If an email template was selected a new email message will created in MS Outlook®. The email is auto address to the selected project contacts and staff, and the transmittal word document and package zip file are attached to the email. Review the email message and send out the transmittal.

Click the image above to view a Transmittal being sent via a MS Outlook® email message.

This group is shown users who are Project Manager access level or higher. The alerts are shown for any Project where you have been assigned as the Project Manager on the Project General tab. The alerts shown are:

1. Awaiting approval - A user created a transmittal, and submitted it for review to check the correct drawings and file versions are marked to be sent out on the transmittal. The transmittal zip package file and summary document cannot be created until the transmittal has been approved.
2. Declined - The transmittal was declined as the drawing versions or project contacts selected were incorrect. This alerts project managers to remind the users via email or a Synergy project note to fix the transmittal before it can be approved.
3. Approved but not sent - After approval the package file and transmittal summary document need to be sent out to the selected project contacts. This alert is shown until the transmittal has been marked as sent. Prompt the user to send out the transmittal to ensure the record is locked from further editing.

The transmittal alerts are highlighted in purple in the screen shot below.

Click the image above to view a sample of a Project Managers transmittal alerts.

This alerts group is shown to any users who have Director access level or higher. The Projects Alerts group is used to view for the entire office how many transmittals are awaiting approval, declined, or not yet sent.

The transmittals alerts highlighted in purple below are for projects the logged in user is marked as the Project Manager upon, and the transmittal alerts in orange are for all projects for the office.

Click the image above to view a sample of a System Administrator's transmittal alerts.