Prepare a New Transmittal

Contents

Use the Transmittals Log Window to add new transmittals and view all current transmittals.

To prepare a new transmittal:

1. In the Project View, expand the project to which you want to add a submittal.
2. Expand the Communication folder and click Transmittals.
3. Click Add Document .
4. Use the information below to edit the transmittal.

On the General tab:

1. Click Select To to choose the transmittal's recipient.
2. Contract Management supplies the system date, the next available sequential number, and the From contact in the other fields on the General tab. The From field is populated based on the project owner. You can edit these fields.

On the Status tab:

1. Click Select Ball in Court to assign a BIC to the transmittal.
2. Select a priority level.

On the Items tab:

Use the Items tab to add transmittal items. See Add Transmittal Items.

Note: To delete a transmittal item, simply click Delete for the item and confirm.

On the We are Sending tab:

1. Mark the checkboxes to indicate what you are sending.
2. Enter the number of copies for print, approval, and distribution as appropriate.
3. Use the Other field to add your own description of an item that you will also send.
4. Enter the number of copies for corrected print, approval, or distribution.

On the Submitted For tab:

Mark the checkboxes corresponding to the reasons for the transmittal.

On the Sent Via tab:

1. If the transmittal is attached, select the Attached option.
2. If the transmittal will be sent by another method, select the Separate Cover VIA option, and enter a description in the field.
3. To track the delivery of something sent with the transmittal, select a shipping company.
4. If you are tracking shipping, enter a number in the Tracking Number field.
5. Click Track It to open the selected shipping company's website in another browser. The tracking number is automatically inserted and tracked.

   Note: If you enter a shipping company and tracking number in a transmittal that was created from drawings or drawing sets, the shipping company and tracking number will appear on the Revision Distributed to subordinate tab on the Revisions tab of the Drawing Document Window and the Drawing Distribution Dialog Box.

On the Actions Taken tab:

1. Mark the checkboxes to indicate what actions you are taking, or what actions the recipient must take, regarding the attached contents.
2. Click Select Date to select a due date.

On the Remarks tab:

Use the Remarks tab to enter additional information regarding the transmittal.

On the Distributions tab:

Click Add to select contacts to add to the distribution list.

On the Details tab:

1. In the Reference field, enter information about the document associated with the transmittal.
2. In the Additional References fields, enter information about any additional documents associated with the transmittal.
3. In the Contract field, click Select Contract to link a contract to the transmittal. Click Clear to clear the Contract field so you can choose another.
4. In the Copies to field, enter the names of contacts receiving copies of the transmittal.
5. In the Attention field, Contract Management automatically enters the key contact for the company that you selected for the To field on the General tab. You can enter a different contact name.
6. In the Signed field, Contract Management automatically enters the key contact for the company that you selected for the From field on the General tab. You can enter a different contact name.

On the Issues tab:

Click Link to add issues to the transmittal.

On the Attachments tab:

On the Attachments tab, you can do the following:

• Click Attach File to attach a file to the document.
• Click Attach from Repository to attach a document from the content repository. These documents are external to Contract Management. This will not display unless the administrator configured Contract Management to use the repository. See Configure the Content Management Version Document and Attachment Feature.
• Click Attach URL to attach a web address to the document.

  Note: If you are using Firefox, and if the Attachment Storage Type for the project is set to File Server in the Contract Management Administration application, then you cannot attach files while the I am currently connected to the file server option in the User Settings dialog is selected. To open the User Settings dialog, navigate to the Control Center, right click All Projects, and then click User Settings.

On the Custom Fields tab:

The Custom Fields tab only displays when one or more custom fields have been defined for the module. To define any additional information about a project, create a custom field. See Add Custom Fields.

On the Versions tab:

Use the Versions tab to view different versions of the document. If you make changes to the document and you want a version of it, select Version Document from the Select an action drop-down list. For more information about versions, see the Version Document Overview.

To create a new version of the current document, choose Version Document from the Select an action drop-down list. When you add a new document, this tab only displays when you save your document.

You can configure Contract Management to automatically create a version document each time you save the document.

Save the transmittal:

When you are finished editing the transmittal, click Save.