Transmittal Summary

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 > Transmittal Summary

It is often required to create a transmittal summary document that shows the history of the other transmittals that have already been sent out. This MS Excel® document is used to show:

• Which project contacts or internal staff were included on each transmittal.
• Which drawings or documents were sent in each transmittal.
• Which versions of the document they have received.

The default MS Excel® template displays the history of the last 24 transmittals created in Synergy. When exporting to MS Excel® the transmittals shown in the export match the filter applied to the summary tab. i.e. use the Sent filter to create an export that only shows the history of transmittals marked as 'sent' status.

Print the Transmittal summary document with history by:

1. Adjust the list filter to 'Sent and Approved Only' to exclude draft or unapproved transmittals from the grid.
2. Type in the top toolbar how many 'recent transmittals' should be shown in the output.
3. Click the print button next to the recent transmittals setting.
4. The MS Excel® output will open.

Choose what is the maximum number of transmittal history rows that will be shown on the MS Excel® Transmittal Summary Document. The transmittals shown on the output are always the most recently created transmittals for the project.

Example

Project A has 100 transmittals created. All of the 100 transmittals have been approved and sent to the selected contacts. The MS Excel® template can store a maximum of 24 transmittals in the output. Set this field to '24' and the transmittals numbered 76 - 100 will be shown in the MS Excel® output. 76 - 100 are the most recently created transmittals for the project.

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 transmittal summary will only export to MS Excel® the rows currently shown in the list.

The following filter options are available:

1. AllTransmittals of all statuses are shown in the list. This is used to view draft, submitted, approved, declined, and sent status transmittals in the summary screen.
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 have been sent to the project manager for approval, to allow the project manager to check the document versions that are to be sent out to the project contacts. This status is only used if Approvals for Transmittals is activated within 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.

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

Click the arrow at the front of the grouping titles below to expand/collapse the group.

1. DateThe transmittal approved date is shown. The transmittals are ordered by the date, with the oldest transmittal date shown on the left and the newest transmittal date shown on the right. When exporting the transmittal history to MS Excel® the transmittals will be sorted in the same date order as shown on the Transmittal Summary Tab.
2. Information - The details shown are entered on the Transmittal General Tab.
   1. Transmittal NumberThe project level transmittal number, used to count how many transmittals exist within the open Project.
   2. System NumberThis number is a counter of how many transmittals exist in the Synergy database. This is a unique number for this transmittal.
   3. MethodHow the transmittal summary document and attached files have been sent to the project contacts.
   4. ReasonWhy the transmittal was sent out to the project contacts.
3. Drawings - A list of all the drawings grouped by the Sub Project of the drawing. These are the drawings that have been sent on one or more Transmittal. The drawing number (Prefix-Number) and title are shown for each item included on a transmittal.
   If the grid is populated with a version number, then it was included in that transmittal. If the cell is blank then the drawing was not sent out on that transmittal. If the drawing is not shown in the list, then it has not yet been sent out on any Transmittal Summary Documents for this project.
4. Contacts - Each project contact that has been included on a Transmittal is listed.
   The company name - personnel name is shown for each project contact included on a transmittal.
   If the column shows 'Y' then the contact was included on the transmittal summary document. If the cell is blank then the contact was not sent that transmittal. If the project contact is not shown in the list, then they have not yet been sent any Transmittals for this project.