Create or edit a transmittal

1. General Details - Enter why and how the transmittal will be sent, and select the Document Template that will be used to create the Transmittal Summary Document.
2. Drawings & Versions - Select which Drawings (or documents) will be in the transmittal from the drawing register. Select the version or revision to be sent for each of the included drawing.
3. Contacts or Staff - Choose the Project Contacts or Internal Staff that will receive the transmittal.
4. Approval - Managers can approve that the Transmittal is ready to be Sent. Select if approval will create the ZIP package file and Transmittal Summary Document ready to be sent out to the Project Contacts.
5. Send the Document and ZIP Package - Send the transmittal summary document and ZIP package file to the selected project contacts and internal staff.
6. Mark as Sent - Mark the transmittal as 'Sent' to lock the transmittal from any further amendments. Mark as sent also allows you to use Synergy email template to send out the transmittal, and enter an External ID number to track how it was sent. i.e. Enter the tracking number for couriers, registered post, or an online delivery portal.

Define how and why the transmittal will be sent to the project contacts, and select the document template that will be used to create the transmittal summary document.

Complete the following steps:

1. Open the Project > Documents > Transmittals Tab.
2. Click the Create Transmittal button in the toolbar.
3. Choose the Method of how the Transmittal will be sent.
4. Choose the Reason for why the Transmittal is being sent.
5. Select which Document Template to use to create the Transmittal Summary Document.
6. Type how many copies of the attached drawings will be sent.
7. (Optional) Type a note to describe the reason for the transmittal.
8. Save .

After saving the General Tab the transmittal record is saved as a draft. The Transmittal Number (Project and System Numbers) will not be assigned until the Transmittal is Approved. Learn more about Transmittal Approval in Step 4.

Choose which items from the drawing register will be sent out in this transmittal. The drawing register rows are grouped by Sub Project Name. Use the up/down arrow on the grouping to expand/collapse the drawings within the Sub Project.

The transmittal defaults to sending the most recent version of each item in the transmittal. To send an older version of the drawing select the version from the drop down list. The version drop down list can be used after the include drawing box is checked.

Complete the following steps:

1. In the open draft Transmittal > select the Drawings Tab.
2. Click on a column header to sort the list. i.e. Click on the 'document type' column to group all the 'Blueprints' together in the list.
3. Check the box for each Drawing you want to add to the transmittal.
4. The version to be sent for each drawing defaults to the most recently added version.
5. (Optional) Use the Version drop down list to select an older version of the drawing to send in this transmittal.
6. (Optional) Type a note to describe extra details on the transmittal. i.e. If one drawing line will have additional copies created, or will be sent by a different method, then add those details here. This can be shown in the transmittal summary document.
7. Save .

Select All / None

The buttons Select All and Select None are available when the transmittal is at Draft or Declined status. Use these button to select or deselect all the drawings listed on this tab. Remember to check the version number of the drawings before approving it to be sent to the project contacts.

Expand / Collapse all sub projects groups

Use the expand and collapse all the sub project grouping buttons to restrict the data shown in the transmittal drawings tab. Collapse all sub project groups and then expand one sub project group by clicking the arrow in front of the sub project name. Look within that sub project group for the drawing you want to add to the transmittal.

Choose who this transmittal will be sent to using the Contacts and Staff Tabs within the Transmittal. The primary contact is used to define which project contact the transmittal will be addressed to in the header of the transmittal summary document.

The distribution table in the transmittal summary document will display all the project contacts and staff selected in the TO, CC and BCC boxes. The project contacts and staff selected controls who the emails are addressed to, which Synergy can create using HTML email templates.

Complete the following steps:

1. Open the Transmittal > Contacts Tab.
2. All Project Contacts are displayed.
3. Check the 'Is Primary' box for the main contact. This contact will be shown in the header of the transmittal summary document.
4. Check the TO, CC, or BCC boxes for each project contact the transmittal should be sent to.
5. Open the Transmittal > Staff Tab.
6. Check the TO, CC, or BCC boxes for any staff member the transmittal should be sent to.
7. Save .

Approving a transmittal confirms that the transmittal has been finalised, and that it and can be sent out to the Project Contacts. When the transmittal is updated to 'Approved' status, this will automatically assign a project transmittal number and a system wide transmittal number.

The instructions for this step will vary based on if Approvals is switched on in Transmittal System Settings. Approvals enforces a Project Manager or higher access level to review each the transmittal and mark it as ready to be sent out. The extra step of the manager approval is to ensure that the manager is happy for the project contacts to be sent the selected drawings and versions, whilst still allowing all Synergy users to create draft transmittals for the project managers to review.

Approvals is enabled

If approvals is enabled the open Transmittal has the Submit , Decline and Approve buttons shown in the toolbar. The Submit button is available to all user access levels, the Decline and Approve buttons are only available if you have Project Manager or higher access level.

Step 1: Submit the Transmittal

These steps can be done by any user access level.

1. Open the draft Transmittal.
2. Click the 'Submit' button to send the transmittal to the project manager for approval.
3. The Project Manager will receive an alert to Approve the Transmittal in their My Synergy dashboard.

Step 2: Project Manager Approval

These steps can be done by a Project Manager or higher access level.

1. Gets an alert on their My Synergy dashboard to advise that a transmittal has been submitted.
2. Double click the alert on your My Synergy dashboard to open the Project > Transmittals tab.
3. Double click the Transmittal that has the 'Submitted' status.
4. View the transmittal details and decide to:
   1. Approve the Transmittal - If the transmittal is correct and requires no changes, then click the 'Approve' button . Select an Approval Date, and check the boxes include to 'Generate Document' or 'Generate Package'.
   2. OR Decline the Transmittal - If changes are required, then type a Declined Reason and click the 'Decline' button .

Approving the transmittal can create a ZIP file which packages the selected transmittal drawings together ready to be sent out to the project contacts. The drawings in the zip file are renamed to <drawing prefix-drawing number> by default to ensure that the file names match what is shown on the transmittal summary document.

Tip: Customise the transmittal file name format in the System Settings > Documents tab.

When the Generate Document box is checked then the Transmittal Summary Document is created using the MS Word® document template which was selected on the Transmittal General Tab.

Tip: Change the transmittal document template to be used on a approved or sent status transmittal. This allows you to re-print the document using a new template layout format, and these changes are tracked in the project audit. NEW 4.9.1

Declined transmittals will need to be reviewed further by the user before they are sent out. The declined reason show the user what adjustments are required. An Alert is shown on in My Synergy dashboard Alerts plugin if the user has Project Manager access level or higher, to prompt review of the transmittal. If the Synergy user cannot view the alerts panel, try sending a Synergy Note to prompt them to take a look at the declined transmittal.

If approvals is disabled (most common)

Confirm that the transmittal is ready to be sent to the Project contacts by marking it as 'Approved'. The Approve button is available to all Synergy access levels.

1. Open the draft transmittal.
2. Click the 'Approve' button in the top toolbar.
3. The approve window is shown.
4. Enter the date for the approval. This defaults to today's date, but can be backdated if required.
5. (Optional) Check the 'Generate Document' box to create the MS Word® Transmittal Summary Document.
6. (Optional) Check the 'Generate Package' box to create the ZIP package files that contains the file versions selected on the Drawings tab.

Approving the transmittal allows you to 'Generate Package' to place the selected drawings into a ZIP file. The files added into the ZIP file are renamed to the <drawing prefix-drawing number> which ensures the file names for the documents in the package file match what is shown on the transmittal summary document.

Tip: Customise the transmittal file name format in the System Settings > Documents tab.

When the Generate Document box is checked the Transmittal Summary Document is created using the MS Word® document template which was selected on the Transmittal General Tab. During the send process both of these files can be emailed to the selected transmittal contacts.

Batch Processing has been added for creating the Transmittal Package and Summary Document to allow you to continue working in Synergy whilst these items are being created. Click the 'come back later' button on the transmittal, and you can use any of the other features in Synergy.

At the bottom of the main Synergy window a batch processing bar is shown. This bar lists each of the batch tasks are being worked on (green bar) and which have finished (grey bar). Click the red X on the completed tasks to remove them from the list.

Click the image above to view the batch processing panel for Transmittals.

Expected time to create the approval files.

• ZIP package file creation can take between 30 seconds to several minutes. The time taken for this process depends on the number of documents that are to be added into the ZIP package file and varies based on the speed of your PC to create the zip file, and the speed to access the files on a network.
• Transmittal Summary Document creation can take approx 30 seconds to complete and populate the document bookmarks included in the template. This process is completed on the users local PC that is approving the transmittal.

After the transmittal is 'Approved', the transmittal summary document and ZIP package file are created. At this point the document and file are ready to be reviewed and sent to the client. The Transmittal Summary Document and ZIP Package file are saved within your Synergy folder. i.e. C:\Transmittals\Packages\<Transmittal Number>.

Review the ZIP Package and Print the Summary Document by:

1. Click on the ZIP Package file name to open this folder location. Send the contents of the Zip file to the required project contacts.
2. Print the Transmittal Summary Document by either:
   1. Clicking the Print button in the top toolbar.
   2. Clicking the file name of the 'Document' on the General Tab.

After the review is complete the files are ready to be sent out to the Project Contacts and Staff selected on the transmittal.

After a transmittal has been approved the ZIP package file and transmittal summary document are created. The approved transmittal is ready to be sent out to the project contacts.

Using the mark as sent functionality you can:

• Lock the transmittal so that it can no longer be edited by any Synergy user.
• Update the status to 'Sent', to track the when the transmittal was sent to the project contacts.
• Backdate the Sent date of the transmittal. This can be useful if you are migrating old transmittal data into a project.
• Create the email body and subject line using Synergy's HTML Email Templates. The files will be added as attachments to the email Synergy creates.
• Enter the External ID number to store any tracking numbers for how the transmittal was sent out. i.e. Aconex Reference numbers, Courier reference numbers, Registered Post reference numbers etc.

Mark a transmittal as sent by:

1. Double click the transmittal that has been sent.
2. The transmittal opens.
3. Click the Send button in the top toolbar.
4. On the Mark as Sent window select the 'Sent Date'. This defaults to today's date. Adjust the date if you need to backdate the transmittal.
5. Enter the sending reference number into the 'External ID' field to track how the Transmittal was sent.
6. (Optional) Check the 'Send using an email template' box, and select a Transmittal email template from the list.
7. Click the 'Send Transmittal' button.
8. The Transmittal is now marked as Sent status.
9. If an email template was chosen, then MS Outlook® will open a new email addressed to the contacts and staff selected in the transmittal.
10. The Transmittal Summary document and Zip package file are attached to the email, and the email subject and body are created from the email template chosen.
11. Send the email with the Transmittal package and document.
12. Click the Close button on the Transmittal window to return to the Project.

Tips:

• Check the 'Package' size on the general tab to see if the Transmittal files can fit on an email message. NEW 4.8.8
• The ZIP file cannot be sent via email if the file size is greater than the MS Outlook® 'maximum file size setting'. Synergy will display a warning message if the ZIP package file size is to large. When this occurs you will need to send the large zip file by an alternate method.

Sample of the Transmittal Email

The following is a sample of the email which has been created from the email template. The Package ZIP file and Transmittal Document are automatically attached when choosing to send the transmittal, and the email is automatically addressed to the transmittal recipients. The Transmittal Email Template created the Body and Subject Line of the email.

Click the image above to view the Transmittal Email created using the email template.

Transmittals can only be edited if they are in Draft, Submitted, Approved, or Declined status. No amendments can be made to a transmittal once it is at 'Sent' status. All user access levels can edit a transmittal.

Edit an Transmittal row by:

1. Double click the row in the Transmittal Tab.
2. If the transmittal is at Draft status all fields are automatically available for edit.
3. If the transmittal is at Submitted, Approved, or Declined status, click the Edit button in the toolbar.
4. Update the required fields on the Transmittal.
5. Save .
6. (Optional) If approvals is ON then click the Submit button to send the revisions to your manager.
7. (Optional) If the transmittal is finalised and ready to be sent out, click the approve button to create the package file and the transmittal summary document.
8. Save and Close .

Updates at Sent status

Once a transmittal is 'Sent' the transmittal cannot be updated or changed. No user access levels can amend a Sent status transmittal. If an alternation to the transmittal is required whilst it is at 'Sent' status a new transmittal record will need to be created. The new transmittal record will then be sent to the project contacts rather than the initial transmittal record.

The option to delete a transmittal is only available at Draft status. Delete is not allowed once the Transmittal is marked as 'Sent'.

Delete a draft transmittal record by:

1. Double click the transmittal to open in the Transmittal Tab.
2. Click the Delete button in the top toolbar.
3. Click 'Yes' to confirm the deletion.
4. The Transmittals tab will refresh to show this draft transmittal was removed.

Use the General Tab to define the header details to be displays on the Transmittal Summary Document. After the Transmittal has been approved the Transmittal Summary Document or Package ZIP file can also be opened from the General Tab.

The fields available on this tab are:

1. Project #The project number is displayed as read only information.
2. MethodSelect the method to describe how the transmittal will be sent to the project contacts. Methods are setup within Default Data > Transmittals > Transmittal Methods.
3. ReasonSelect the reason to describe why the transmittal is being sent to the project contacts. Reasons are setup with Default Data > Transmittals > Transmittal Reasons.
4. Document TemplateSelect which document template to use to create the Transmittal Summary Document. The templates are created within Administration Tools > Document Templates. The document template assigned can be changed for any transmittal status option (including approved or sent). Changes to the transmittal document template are tracked in the project audit.
5. # CopiesType the number of copies that will be sent to each project contact. This defaults to 1, and should be changed if you plan to print the drawings or documents and mail the printed copies to your project contacts selected on this transmittal.
6. External IDThis field is shown when the transmittal is at Sent status. If an External ID was entered when sending the transmittal this will be displayed here in a read only field.
7. NoteType a note to describe why the transmittal is being sent or what documents are included. The note can be displayed in the transmittal header on the Transmittal Summary Document.
8. Transmittal #The project transmittal number is used as a counter as to how many transmittals exist for the project. This is shown as draft until the transmittal is approved.
9. System #The system wide transmittal number is a unique identifier for the transmittal across the entire Synergy database. This is shown as draft until the transmittal is approved.
10. StatusThe current status of the transmittal is shown. The status options are Draft, Submitted, Approved, Declined, and Sent. The status of Draft means the transmittal is still being created. Submitted status has been sent to the Project Manager for approval before being sent. The Declined status shows the submitted transmittal was not complete and was sent back for additional changes. The Approved status shows that the Transmittal Summary Document and Package ZIP file have been created and can be sent to the Project Contacts. The Sent status is shown after the transmittal is sent out to the project contacts and locked from further edit.
11. Date ApprovedWhen approving the transmittal a date is selected to be the 'approved date'. The approved date is normally left to be today's date when approving a transmittal, or can be backdated if importing old transmittal data into an existing Project. This field is shown as read once the transmittal is at approved status.
12. DocumentThe Transmittal Summary Document file name is shown. This file can be created as part of the transmittal approval process. Click on the file name to open it. Click the refresh button in this field to create this document. This field is only shown once the transmittal is at approved status.
13. PackageThe ZIP package file name is shown. Click on the file name to open it. The ZIP package file is created as part of the transmittal approval process automatically. It contains all the of the drawings selected to be sent in the transmittal. This field is only shown once the transmittal is at approved status.
14. File Size NEW 4.8.8The transmittal package file size is shown. Use this detail to know if the transmittal package can be sent via email, or if it will need to be sent by another method. The maximum email file size is controlled by your email server, and cannot be adjusted by Synergy.
15. Date SentWhen sending a transmittal a date is selected to be the 'Sent Date'. This date is displayed in this read only field once the transmittal is at Sent status. The Sent date defaults to beset at today's date, however it can be backdated if required when adding old transmittal data to an existing project.

Use the drawing tab to select which items from the drawing register will be included on the transmittal. Check the include box for each item you require, then select the version of the document from the drop-down list. A note can also be typed to describe why the drawing is being added to the transmittal. The other columns are shown are read only, to provide additional details to help you decide which items to add to the transmittal.

The columns shown on this tab are:

1. IncludeCheck the box for each drawing register item that should be included in the transmittal. The version drop down list is enabled once this box is checked on a row.
2. Drawing #The drawing number is the prefix and unique number entered in the drawing register. This is a read only field.
3. TitleThe title typed in the drawing register to describe the drawing row is shown. This is a read only field. If this is blank then no title was entered within the drawing register.
4. Client #The drawing number provided by the client is shown. This is a read only field. If this is blank then the client number was not entered within the drawing register.
5. Document TypeThe document type is a label used for grouping similar sorts of documents together. i.e. Tender documents, Blueprints, Site Plans etc. This is a read only field. If this is blank then the document type was not selected within the drawing register.
6. File TypeThe file extension of the drawing register row is shown. i.e. PDF, DWG, DOCX, JPEG etc. This is a read only field. If this is blank then the file type was not selected within the drawing register.
7. SizeThe size of the paper that should be used to print the document. i.e. A4, A3, Letter etc. This is a read only field. If this is blank then the size was not selected within the drawing register.
8. ScaleThe scale with which the drawing or document was created. i.e. 1:100, 1:50, 1:20 etc. This is a read only field. If this is blank then the scale was not selected within the drawing register.
9. NoteType a note to describe the drawing or document. This note can be displayed in the Notes table of the Transmittal Summary Document (Word or Excel output) if the detail needs to be sent to the project contacts.
10. VersionSelect the version of the drawing that should be included in the transmittal package file. The drop down is enabled when the include box is checked, and the version defaults to the most recent version of the file. The older versions of the drawing can be chosen in the drop down list.
11. File Size NEW 4.8.8View the file size of the selected version. Use this column to choose which files will fit onto a single email message if you are sending the transmittal package via email to your project contacts. The file size is tracked for all new versions created after upgrading to the 4.8.8 release of Synergy.

Use the contacts tab to select which of the Project Contacts that the transmittal summary document and package file will be sent to. Select a contact to be the primary contact to ensure that they always appear in the header on the transmittal summary document. Pick other project contacts to be shown in the distribution table as the transmittal is sent To, CC or BCC. These sending options will be stored and used when emailing the transmittal from within Synergy using the Email Templates.

The columns shown on this tab are:

1. Is PrimaryThe Transmittal Summary Document will be addressed to this project contact. The other contacts selected will be shown in the contact distribution table. The primary contact can be added to the header of the document template used to create the transmittal summary document.
2. ToInclude the project contact in the TO box for email correspondence.
3. CcInclude the project contact in the CC box for email correspondence.
4. BccInclude the project contact in the BCC box for email correspondence.
5. CategoryThe contact category is displayed as per the Project Contacts tab. This helps to determine if the contact is the client, a builder, form council etc.
6. ContactThe name of the company or individual contact.
7. PersonnelThe personnel selected on the Project Contacts tab for the company or individual contact.
8. EmailThe email address for the personnel at the company contact, or the individual contact.

Use the staff tab to select if any internal staff members also need to be sent the transmittal. Check the To, CC, or BCC boxes for each staff member that you want to include to receive the transmittal summary document and package zip file.

The columns shown on this tab are:

1. ToInclude the staff member in the TO box for email correspondence.
2. CcInclude the staff member in the CC field for email correspondence.
3. BccInclude the staff member in the BCC field for email correspondence.
4. NameThe staff name entered on the Synergy Staff record in Staff and Application security.
5. EmailThe staff email address entered on the Synergy Staff record in Staff and Application security.