Using the Controlled Document Transmittals (D)

The Controlled Document Transmittal feature is used in tandem with the Controlled Document register to ensure project documents (and their subsequent revisions) are transmitted to selected Users or Contacts - and record of this is maintained. 

Overview of entire process:

1. Create a Controlled Document

2. Assign selected Users or Contacts to the distribution list for that Controlled Document

3. Create a Controlled Document Transmittal (a compilation of all non-transmitted Controlled Documents / revisions for each User / Contact)

4. Notify each User / Contact by email, detailing Controlled Documents and / revisions for their review

Note: Creating a transmittal record does not mean that the contacts have been sent the transmittal. As per Step 4, above, you will need to notify the contacts using the 'Notify' tab in order for them to receive documents via email.

This process shows you how to: 

Create a Transmittal Record

Notify Contacts 

Related Links : 

Add Controlled Documents (D)

Controlled Document Transmittals

 

1. Create a Transmittal Record

1.1 Navigate to ‘Document Management’, then select ‘Controlled Doc Transmittals’.  

1.2 Here, all Transmittals will be listed. Each recipient (TransmittalTo) will have a new row.

• To see what was included in each Transmittal, double-click on the row and Transmittal Items will appear

• To see if a transmittal was transmitted, check for Notifications / Emails within the Related Items 

If you've recently added some Controlled Documents - or revisions of Controlled Documents - you'll now want to create a Transmittal for each of the Users / Contacts on the respective distributions list for those Controlled Documents.

Click on List Untransmitted Users on the top toolbar

1.3 Within this 'Outstanding Distributions' dialog box, names of Contacts / Users will be listed if they have pending Controlled Documents (or Revisions) that they have not yet had transmitted.

Select all (use ‘shift + click’) the users in the list and click 'Transmit to selected'.

Important: If any of the Users listed has 'View Limited' permission for Documents in their Role configuration, upon clicking 'Transmit to selected', they will now be able to see the latest revisions of each Controlled Document that they are on the distribution list of. To revoke this, you can delete the associated Transmittal Record in Step 1.4 below.

Note - this will not automatically send each selected Contact / User the transmittal yet, but will create a new row within the Controlled Documents Transmittal register for your review and confirmation. 

1.4 Back in the register, double-click each transmittal record to see which Controlled Documents or Revisions are pending transmittal. 

You can review the documents be clicking them within the Related Items panel. This will take you to the Controlled Documents Register, and you can open the document in the Related Items panel there. 

Note - You can also edit the Description field in the Controlled Doc Transmittals Register by enabling edit, if required. 

 

2. Notify Transmittal

To transmit the Controlled Documents / Revisions via email, use the ‘Notify' button. 

There are two notification options:

• Notify Individual - creates a notification addressed to the user. Can be used when selecting multiple contacts, however you will not be able to preview the individual notifications (they will match the notification that is previewed when selecting a single user)
• Notify Summary - creates a notification using a template of your selection (managed via Customize Notification Templates) for one or many users, however will not automatically populate the 'To' field. Users can be added manually, or a Group could be created and the Group icon selected. 

The notification emails will automatically attach all your linked Filestore docs and also a transmittal acknowledgement which can be signed by the recipient and returned to you as proof of receipt.

2.1 On the register, select a transmittal item and click ‘Notify Individual’ on the top toolbar.

2.2 The email template will open, and automatically attached any linked filestore docs and a transmittal acknowledgement form. You can also add or edit the message in the email, if required. Click ‘Send’.

Transmittal Acknowledgement Form 

2.3 Once the email is sent, click on the arrow next to ‘Emails” on the right panel to view the record of the email sent.