Transmittals Tab

Setup required before use	Who can use it?	Where is it?
Document Templates Project Document Library Drawing Register Project Contacts Staff records	User Assistant Project Manager Project Manager Director Administrator System Administrator	Projects > Documents > Transmittals

1. Click the create transmittal button in the top toolbar and enter the transmittal 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. Select the Drawings tab, and choose the Drawings & Versions to be included in the transmittal. Check the box for each Drawings (or documents) to include from the drawing register, and then select the version to be sent.
3. Select the Contacts tab and choose any Project Contacts who will receive this transmittal. Optional to also use the Staff tab to select any Internal Staff that should also be sent the transmittal.
4. Before a Transmittal is sent out the Project Manager can Approve that the drawings and documents are suitable to be sent to the Project Contacts. Select if approving the transmittal will create the ZIP package file and the Transmittal Summary Document ready to be sent out to the Project Contacts.
5. Use an courier, online file portal, or email to Send the Transmittal Summary Document and ZIP Package file to the selected project contacts and internal staff.
6. Lock the transmittal from any further amendments by using the Mark as Sent feature. The Mark as sent process also allows you to use Synergy email template to send out the transmittal, and enter a external reference number to track how it was sent. i.e. Enter the tracking number for couriers, registered post, or an online delivery portal.

Use the copy feature to quickly create a duplicate transmittal. Try this transmittal creation method when an existing transmittal needs to a different group of project contacts, or if you want to add an additional drawing to the transmittal when sending to a different project contact.

The copy transmittal feature will copy the general and drawings tab details, including copying the version of the drawing chosen on the original transmittal. The contacts and staff selected on the original transmittal are also copied.

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. Learn more about who can approve transmittals or change the status.

Edit an Transmittal row by double clicking the row to open the Transmittal, and then select the Edit button. Learn more about how to update an existing transmittal.

Transmittals can be deleted if they have the status of draft. Transmittals with the following statuses can be edited back to draft status and then deleted: submitted, declined, or approved.

Delete a transmittal by:

1. Double click to open the transmittal record you want to delete.
2. Click the 'Edit' button if the transmittal is at Submitted, Declined or Approved status. This returns the transmittal to draft status.
3. Click the delete button in the top toolbar.
4. Click 'Yes' on the confirmation pop-up.
5. The transmittal record has been deleted.

Click the Print button shown in the top toolbar to open the Transmittal Document for any 'Approved' or 'Sent' status transmittal row. The Print button will open the existing MS Word® document that exists. This document outlines which drawings and versions of the files are being sent out for the selected transmittal row.

The filter is located in the top right corner of the Transmittals Tab. Apply a filter to the list to restrict what transmittals are displayed. The following filter options are available:

1. AllTransmittals of all statuses are shown in the list. The status options are draft, submitted, declined, approved, and sent.
2. DraftOnly transmittals with the status of 'Draft' are shown. These transmittals are still work in progress, and are not ready to be sent out to the project contacts.
3. SubmittedOnly transmittals with the status of 'Submitted' are shown. These transmittals require manager approval before it can be sent to the project contacts. This status is only used if transmittal approvals has been activated in system settings.
4. DeclinedOnly transmittals with the status of 'Declined' are shown. These transmittals were not approved by the project manager, and need to be modified before they can be sent out to the project contacts. This status is only used if Approvals for Transmittals is activated within System Settings.
5. ApprovedOnly transmittals with the status of 'Approved' are shown. These transmittals are ready to be sent out to the project contacts.
6. SentOnly transmittals with the status of 'Sent' are shown. These transmittals have already been emailed or sent by another method to the selected Project Contacts.
7. Approved or SentOnly transmittals with the status of 'Approved' or 'Sent' are shown. These transmittals are ready to be sent out to the selected project contacts.

If there are a large number of transmittals shown, you can sort or filter the list to find what you require. Apply a filter before you export to MS Excel® to limit what information is exported.

Sort the list by clicking on the column headings. Click the column once to sort in ascending order, or twice for descending order sort. The columns Transmittal Number, System Number, Reason, Method,Contacts and Staff, Drawings, and Status can be sorted.

Filter the list to only show transmittals that contain a set string of text. For example filter the list to only show transmittals that have been sent by 'Email'. Apply a custom filter to the list by:

1. Choose which column contains the information you want to include. i.e. Method.
2. Right click on a cell in the column that shows the text you want to keep. i.e. Email.
3. Choose the 'Filter by selection' option from the right click menu.
4. The list will be updated to only show transmittals that contain that text in the cell. i.e. Only the transmittals that had the sending method of 'Email' assigned.

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 list data to a Synergy staff member or contact.

1. Transmittal NumberThe project transmittal number is shown. This project level unique number is assigned when the transmittal is approved and is ready to send to the project contacts.
2. System NumberThe system wide transmittal number is shown. This system wide unique number is assigned when the transmittal is approved and is ready to send to the project contacts.
3. Date ApprovedThe date that the transmittal was approved to be sent by pressing the 'Approve' button in the transmittal. If approvals is ON this is the date the manager approved the transmittal, if OFF this is the date you finalised and approved the transmittal to be sent.
4. Date SentThe date that the transmittal was sent to the project contacts is shown. This is the date that the 'Send' button was pressed in the transmittal, to allow the sending external reference number to be entered.
5. ReasonThe reason description is shown which was selected as to why the transmittal is being sent out to the project contacts. i.e. Tender, Construction, Information, or Approval etc. Create new reason to use on transmittals within the function Default Data > Transmittals > Transmittal Reason.
6. MethodThe method description is shown which was selected as to why that the transmittal will be sent to the project contacts. I.e. Email, Courier, or Post etc. Create new sending method to use on transmittals within the function Default Data > Transmittals > Transmittal Method.
7. Contacts and StaffEach project contact or staff member that the transmittal was sent to is listed.
   If there are too many contacts or staff to be displayed in the field, hover your mouse over the field and all the contents of the field is shown, or double click the transmittal row to open it and view the details on the Contacts or Staff tabs, or export the transmittal tab list to MS Excel®.
8. DrawingsThe drawing number of each selected drawing include on the transmittal is shown.
   If there are too many drawings to be displayed in the field, hover your mouse over the field and all the contents of the field is shown. Or double click the transmittal row to open it and view the details on the Drawings tab.
9. NoteThe note entered to describe why the transmittal was sent is shown. This note can be displayed on the Transmittal Summary Document which is sent out to the project contacts.
   
   If the note is to long to be shown in this filed, hover your mouse over the field and the note will be shown in a hover text box. Or double click the transmittal row to open it and view the note details on the General Tab.
10. StatusCheck the progress of the transmittal, and if it is ready to be sent to the Project Contacts. The following status options are shown in this column: Draft, Submitted, Approved, Declined and Sent.
    Draft transmittals are still work in progress. Approved transmittal rows are ready to be sent out to the project contacts and are locked from further edit. Submitted transmittals are waiting for project manager of higher access level to approve it to be sent out. Declined transmittals are awaiting corrections and re-submission to the manager for approval. Sent transmittals have been sent via post, courier, or electronically to the project contacts, and the sending reference is stored as the External ID number.
    Learn more about the transmittal approval process.
11. External IDThe External Reference Number entered when Sending the transmittal is shown. This is an optional field that is used to store a number provided by the courier, registered post, or online portal confirmation numbers (i.e. aconex online portal). If this field is blank, then the transmittal has not yet been sent, or no external ID was entered when sending the transmittal.