Edition: Business, Enterprise
User-level: All Users
Transmittals enable you to share project documents and track the history of when they were sent, which revision was shared, and whether the recipient(s) have downloaded them.
Transmittals track:
The recipient(s) of the transmittal
The date and time the transmittal was sent
Who has downloaded the transmittal files (via the document library sharing audit)
The files and their revisions that were sent
How to share project documents as a transmittal?
Organisation menu > Projects
Open the project you want to share a document from
Project menu > Project information > document register
Open the file from the left-hand side that the document you want to share is filed in
Select the checkbox to the left of documents you want to share. To share multiple documents, tick additional checkboxes.
Use the multi-select menu at the bottom of the page and select Share:
Select 'Share With'
Select 'Transmittal'
Populate the transmittal reason, method of delivery, enter a subject and body of the message, select additional contacts and check the check box if privacy is required
Select Share
Once shared, recipients will receive an email with a download link and access to the project portal. A post will also appear in the portal, visible to Synergy users and file recipients.
Transmittal fields
When sharing a document as a transmittal, you must complete the following fields:
Reason: Specify the reason for the transmittal. Options include: Construction, Information, Records, or Tender (these cannot be changed).
Delivered by: Choose the delivery method for the transmittal. Options are: Synergy Portal, Email, Courier, or Other.
Subject: Enter the subject for the email accompanying the transmittal.
Message: Enter the message to be included in the transmittal email.
Select contacts and staff: Choose the contacts and staff members to receive the transmittal.
Privacy required: Share the transmittal individually with contacts, so they cannot see who else it has been shared with.
What is the transmittals tab?
The Transmittal tab acts as an audit log and displays all transmittals sent for a project, with each transmittal listed as a separate row.
Click on the transmittal row to open the transmittal in the portal.
Columns available:
Number: The unique transmittal number, automatically generated by Synergy and unchangeable. Click on the number to download the transmittal summary PDF.
Sent/Received: The date and time the transmittal was sent to the portal.
Sent by: The staff member who sent the transmittal. Transmittals can only be sent by staff in the project documents area, not from the portal.
To: The recipients of the transmittal. If a large distribution list was used, download the transmittal summary PDF to view full recipient details.
Subject: The subject line of the transmittal message.
How to access the transmittals tab?
Go to organisation dropdown > projects
Open the project you want to view the transmittals tab of
Project menu > project information > transmittals
Searching and filtering the transmittals tab
When a large number of transmittals exist use the search or filter options find a selected transmittal number.
To search/filter the transmittals tab, select the search icon in the top right
Search options available:
Search box: Enter a keyword to search for the transmittal number, recipient names, or the subject line of the transmittal message.
Sent from date: Filters transmittals sent after a specific date.
Sent to date: Filters transmittals sent before a specific date.
Clear: Clears the search and returns to the default view.
How to download a Transmittal Summary PDF
Go to organisation dropdown > projects
Open the project you want to download a transmittal summary from
Project menu > project information > transmittals
Click on the blue transmittal number to download the summary PDF.
Transmittal Email
When sharing a document via a transmittal from Synergy, the recipients will receive two emails. The first email invites them to create an account and access the Synergy portal for the project. This step is optional and will look like the example below.
The second email will provide a link to download the shared documents and include an overview of the transmittal.
From this email, the recipient can:
Download the document(s) by selecting Download this package.
Visit the project portal to view the transmittal.
View an overview of the transmittal details, including document title, review status, and date.
Editing the transmittal document template
Once the Transmittal Summary PDF is created, it cannot be edited. To ensure the final document is accurate and correctly formatted, review and make any necessary updates to the template before issueing the transmittal.
Organisation dropdown, go to Settings > Templates > Document Templates.
Locate the 'Transmittals' template and open by selecting the edit pencil in the top right
Select Bookmarks – Modify the data that is pulled into the transmittal document.
Select Tables – Edit the transmittal table displayed on the transmittal summary.
Download File – Download the transmittal document to adjust its formatting.
Upload Edited File – Upload the modified Word document to apply formatting changes.
Default File Name – Change the default file name assigned to the transmittal summary upon generation.
Tips!
Learn more on how to edit document templates here