Edit Project Documents: Transmittal

Overview

The Transmittal Project Document allows you to manage project communications. You can edit the following sections:

• General Information
• Distribution List
• Items
• Linked Documents
• Notes
• Attachments
• Emails
• Audit Log

Access Permissions

Important: You can only edit a Transmittal if it is in Open status AND you are one of the following:

• The Creator
• The Requester
• The person with "Ball in Court" responsibility
• On the Distribution list

Users without these roles who need to edit Transmittals must be added to one of these roles.

General Information

The General Information screen appears first when editing a Transmittal. You can navigate to other sections using the tabs under the title. (Figure 1- yellow box) 

Figure 1

Default Settings

By default:

• The creator of the Transmittal is also the Requester
• The "Ball" starts in the creator's Court
• No one is assigned to the Transmittal initially

Changing Assignment

To change who the Transmittal is assigned to:

1. Click the edit icon in the General Information screen (Figure 1 - purple box)
2. This will open the "Assigned To" edit screen

Figure 2

From this screen, you can:

• Edit information for the existing assignee
• Add a new contact as the assignee
• Clear the current assignee by clicking the "Clear" button

When editing assignee information:

• Ensure Company and Name fields are filled out
• Click either "Save" or "Save & Close" to confirm changes. (Figure 2 - Green box)

To change the assigned individual's company:

• Use the "Edit" button to modify the existing company (Figure 2 - Orange box)
• Use the "+/Add" button to select a different company

To change the assignee:

• Select a new contact from the dropdown menu
• Or enter a new contact using the "+/Add" button

Note: Adding a new contact or company will take you to the standard add page for the corresponding information. (Figures 3 & 4 respectively.

Figure 3

Figure 4

Distribution List

The Distribution list shows everyone involved with the Transmittal and is used for email communications.

To manage the Distribution list:

• Remove a contact: Click the "X" button next to their name (Figure 5 - Red box)
• Add contacts: Click the "+" button to open the Contact search screen (Figure 4 - Green box)
  • Check the boxes for all contacts you wish to add
  • Click "Save" to add the selected contacts

Figure 5

Items

The Items list displays all items included in the Transmittal.

To manage Items:

• Remove an item: Click the "X" button next to the item
• Edit an item: Click the "Edit" button next to the item
• Add a new item: Click the "+" button (Figure 6 - Green box)

Figure 6

When adding a new item, you must provide:

• Item # (number)
• Copies (quantity)
• Description

Figure 7

Linked Documents

The Linked Documents list shows all documents connected to this Transmittal.

To manage Linked Documents:

• Remove a document: Click the "X" button next to the document
• Add a new linked document: Click the "+" button (Figure 8 - Green box)

Figure 8

To add a linked document:

1. Select the desired document from the dropdown menu
2. Click the "Save" button

Figure 9

Notes

This section uses the standard notes functionality.

For detailed documentation, visit: http://support.concretevision.com/documentation/notes/ 

Attachments

This section uses the standard attachments functionality.

For detailed documentation, visit: http://support.concretevision.com/documentation/attachments/ 

Email

Important: You can only send an email if the Transmittal status is either "Sent" or "Closed".

Once emails have been sent, you can:

• View email details: Click the "View/folder" button
• Download attachments: Click the PDF link
• Sort the email list: Click on the blue headers (Date, From, or Subject)

Figure 10

Audit Log

The Audit Log provides a complete history of all changes made to the Transmittal, including:

• Who made each change
• When changes were made
• What was modified