Transmittals let you track which drawing / file revisions were sent out to the project team and when. Use the project document sharing audit to see which people have downloaded the transmittal that was sent.
Setup required before use | Who can use it? | Where is it? |
User Assistant project manager Project manager Director access Assistant system administrator System administrator | Project > Documents > Transmittals |
What are transmittals?
Transmittals are created to track which documents and document revisions are sent out for a project. The transmittal stores the information of who it was sent to, when the information was sent out. Use the document library sharing audit to see if the recipients have downloaded the file.
Use the transmittal tab of the project to view what transmittal records already exist. Select the transmittal number to download the PDF transmittal summary document, or select the row to open the transmittal in the portal. Transmittals can only be sent by staff in the project documents area, and the transmittals can be viewed / replied to in the project portal by included contacts or staff.
When you check the 'Privacy required' checkbox, the transmittal is sent to each contact as individual messages. You will, however, still see any responses in the same chat feed.
Tips:
Transmittals can only be viewed in the portal by staff (and external contacts) that were included in the list of recipients.
Learn more about document revision numbers.
Why use transmittals?
Creating a transmittal packages the selected drawings / documents / files into a ZIP file, that can be sent to the selected project contacts and staff in the project portal. View the transmittal summary PDF to see what file revisions were sent, and who they were sent to for that transmittal.
Transmittals process overview
Watch the video below to see how to create a transmittal.
Note: This version does not show the update with the Privacy required check box.
Actions available
Select the transmittal number shown in green to download a copy of the transmittal summary document. This document outlines:
What files were sent
What file revision numbers were included
Who the transmittal was sent to
The transmittal summary document provided can be updated in Settings > Templates > Document templates. The transmittal summary document cannot be edited once it exists for a transmittal. If you have multiple transmittal templates in your organization setup, the PDF is created using the template that is marked as the 'default' template.
Select the row of the transmittal you want to view in the portal. The portal will open to the 'transmittals' only page, filtered to only show that transmittal number selected in the list.
Tip:
Open the portal and view the transmittal by selecting the row for the transmittal you want to view.
Transmittals can only be viewed in the portal by the included recipients (staff and external contacts).
Search
When a large number of transmittals exist use the search or filter options find a selected transmittal number.
Search by clicking the search button and typing the keyword into the search box. To return to seeing all items in the list click the clearbutton in the search bar.
Try searching for the transmittal number, names of people in the transmittal, or the subject line of the transmittal message.
Tip: Learn more about searching with the list search or the global search.
Filter
Filter the list by selecting the search button. See the available filters by clicking the word 'active'. Select a filter from the drop down list and click the search button to apply the filter. The filter options are:
Sent from date - The start date for your search
Sent to date - The end date for your search
Tip: Return to the default view by choosing the clear button in the search bar.
Columns available
Number The unique number for the transmittal in this project is shown. This number is automatically generated by Synergy and cannot be changed.
Sent / received The date and time that the transmittal was sent to the portal is shown.
Sent by The name of the staff member that sent the transmittal is shown. Transmittals can only be sent by staff in the project documents area, they cannot be sent in the portal.
To The people the transmittal where sent to are shown in this field. If a large distribution list was included on this transmittal then select to download the transmittal summary PDF document to view the full details of who the transmittal was sent to.
Subject The subject line of the transmittal message is shown.
Tip:
Open the portal and view the transmittal by selecting the row for the transmittal you want to view.
Transmittals can only be viewed in the portal by the included recipients (staff and external contacts).