Transmittal Document Template

Create a Transmittal Summary Document to send to the project contacts, to display what drawings have been sent to the project contacts on this Project Transmittal. NEW 4.8.5

ClosedGetting Started
Who can use it? Where is it?

Administrator

System Administrator

 Administration tools > Document Templates

Tips:

What is a Transmittal Document Template?

Track what drawings are sent to the project contacts on the Project Transmittal, and send a copy of this transmittal output using the Transmittal Document Template to create the Transmittal Summary Document. Multiple variations of this document template can be created, and the user can select the appropriate version to use when creating the Transmittal for the Project.

The Transmittal Summary Document created by this template can display the details of the drawings being sent on the Transmittal, as well as the details of any Project Contacts or Internal Staff that the document template is being sent too.

All Synergy users can create Transmittals, therefore there is no need for user access level security to be applied to this document template type and the transmittal templates are available to all users by default. The Project > Transmittal Create process also controls the file name and folder location of the document output file, therefore these fields are not available to be selected when creating the header for this template type.

Tip: To display the history of the previous Transmittals on the output, use the Excel Transmittal Template.

Why use a Transmittal Document Template?

Create a Transmittal Summary Document that displays the details of the current Project Transmittal.

Steps to create a Transmittal Document Template

ClosedStep 1: Create the Document Template Header
  1. Open Administration Tools > Document Templates.
  2. Click New
  3. Select the template type of Transmittal.
  4. Type a template name. i.e. Transmittal Summary Document.
  5. Set the Default File Type (MS Word® or PDF).
  6. Provide a description.
  7. Select create a new template.
  8. Click save .

Click the image above to view a new transmittal document template.

ClosedStep 2: Edit Bookmarks

Bookmarks are added to the Transmittal document template to ensure that the data is automatically populated from the relevant field from the Synergy Project > Transmittal record. Choose to a single field of data to be added as a Bookmark to the body of the document, or add a formatted bookmarks together using data tables.

Setup the required bookmarks and data tables to be on the document template

  1. Double click to open the document template.
  2. Select the Edit Bookmarks icon .
  3. Select the required bookmark in the 'Available Bookmarks' panel and click the 'Add>>' button.
  4. Add all the required bookmarks.
  5. Add any of the required data tables, from the end of the Available Bookmarks List. The Transmittal Tables are:
    1. Transmittal Contacts Table - The Project Contacts that the transmittal was sent to.
    2. Transmittal Staff Table - The internal Staff that the transmittal was sent to.
    3. Transmittal Drawings Table - The list of drawings and drawing versions that were sent.

Click the image above to view the added bookmarks and tables.

  1. Click Next after all required bookmarks and tables have been added. The table setup will appear.
  2. Setup the Header to store a label for each of the columns by:
    1. Double click the cell.
    2. Type the text into the 'table cell' field.
    3. Save.
    4. With the cell highlighted select Bold or Italic buttons to make it the heading stand out.
    5. Repeat for each of the column headings required.
  3. (Optional) Configure the body of the template to have the data grouped by a selected field by:
    1. Click into a 'Group 1 Header' row cell.
    2. Select the Add Section rows button .
    3. Grouping has now been enabled for this table.
    4. Double click the grouping header cell.
    5. Locate the field that the data should be grouped by. i.e. Sub Project Name.
    6. Double click the bookmark.
    7. Save.
  4.  Setup the Body of the table by:
    1. Double click the cell.
    2. Locate the required bookmark in the list.
    3. Double click the bookmark.
    4. Save.
    5. Repeat for each of the required bookmarks to be shown in the table.
  5. Click Next. to continue to setup the next table.
ClosedView examples of transmittal tables
Contacts Table Staff Table

Drawings Table
no grouping

Drawings Table
with grouping

Display which contacts the transmittal has been sent to. Add the contact name, and personnel name bookmarks .

The personnel shown will were selected within Project Contacts.

Tips:

  • Try using the bookmark 'Transmittal Contact is to X' to show an X if the contact was sent the transmittal.
  • By having no footer in the contacts table, you can make the staff table appear directly underneath the contacts table.

Display if the transmittal was also sent to any internal staff.

Tips:

  • Try using the bookmark 'Transmittal Staff is To X' to show an X if the staff member was sent the transmittal.
  • By having no headers or grouping, you can make the staff table appear directly underneath the contacts table.
  • There must be a space of at least one line between the contacts and staff tables in the MS Word® template.

Display all the drawings that are included on the transmittal. Add the a description table for each column in the header panel.

Tips:

  • Add the bookmark 'Drawing Register Versions' to show the sent version number.
  • Add the bookmark 'Drawing Register Current Version' to show the most recently created version for the drawing row.
 Use the 'group header' rows to group the body of the table together by the entered bookmark. I.e. Group by Sub Project Name, and then Drawing Document Type.

  1. Configure all the added tables and add any required grouping. Click Next.
  2. Check the 'Open the Word Template on Close' box.
  3. Click Finish.
  4. Continue to Step 3 to setup the MS Word® document.

Tip: All the fields from the Transmittal General tab can be added as bookmarks to be placed in the body of the document.

ClosedStep 3: Update the MS Word® Template

Customise the Transmittal MS Word® document template to meet your companies transmittal summary document requirements.

Adjust the MS Word® template to

  • Include a company logo.
  • Add custom text.
  • Format colour, font, borders, shading, margins, or page layout options.
  • Move the location of the Synergy bookmarks to be within a paragraph or table you have added into the MS Word® template.
  • Move the location of the data tables.

Tip: Do not merge to data tables together. There must always be a space between the tables for the data to be able to populate into the table when the template is used.

ClosedView samples of Transmittal Document Templates
Document Template

MS Word®without grouping output

 MS Word® with grouping output Formatted MS Word®with grouping output

Open the MS Word® document template and move the bookmarks and tables, and format the font.

Tips:

  • Try making the headings bold in the table setup in Synergy, or to have a border outline on the header row. They will then stand out in the output.
  • Make sure that the tables always have at least one space between them. If you merge them together they will not populate.

Document template without the grouping applied to the drawings table.

Generate the document from within the Transmittal and the output looks as follows.

Tip: Notice the table heading is bold. This formatting was applied in the document template table configuration.

Document template with grouping applied within the drawings table.

Generate the document from within the Transmittal and the output looks as follows.

Tip: Notice the table heading and grouping row have a border.This formatting was applied in the document template table configuration.

Update the table heading to have background shading or different font colours.

Shading has been applied to the heading and two level of grouping rows in the drawings table.

Tip: After checking the formatting the document is ready to be sent.
ClosedSteps to update your document template:
  1. Open Administration Tools> Document Template List.
  2. Double click to open the document template.
  3. Select the Open Word Template icon.
  4. Word opens the default Transmittal template, which includes only the added bookmarks and tables.
  5. Amend the MS Word® document to match your Transmittal format by:
    1. Add your company logo and address details to the header.
    2. Add a page count to the footer.
    3. Add spaces and other required text on the page.
    4. Move any added Synergy tables into position i.e. Drawings table. 
    5. Move the bookmarks using Cut and paste, to place the Synergy bookmarks into position.
      TIP: Ensure that bookmarks don't join together i.e. [project_title][project_number] doesn't end up like [project_title|project_number].
  6. Save and Close the MS Word® document. (Don't choose Save as).

Want to learn more?

Looking for more help? Try reviewing the following Transmittals topics: Concept Link IconView Topics

Or try reviewing the following Document Templates topics: Concept Link IconView Topics

 

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