Transmittals Guide
Transmittals preserve formal distribution evidence. A transmittal records exactly what documents were issued, to whom, when, and for what purpose — creating a legal-grade dispatch record that can be referenced in contract disputes, audits, and project closeout. Use transmittals whenever a document package needs a controlled record of issue and a formal acknowledgement expectation.
Transmittal fields
| Field | Required | Description |
|---|---|---|
| Transmittal number | Auto | Automatically generated using the project's transmittal numbering scheme. |
| Title | Yes | Descriptive name for the transmittal. |
| Purpose | Yes | Reason for issue (see Purpose values below). |
| Remarks | No | Free text covering special instructions, cover note, or submission context. |
| Recipients (To) | Yes | Primary recipients who are expected to acknowledge receipt. |
| CC recipients | No | Additional recipients informed but not required to acknowledge. |
| Cover sheet | Auto | Auto-generated from the transmittal fields; included in the dispatch email. |
| Document list | Yes | The documents being transmitted (see Document list fields below). |
| Due date | No | Expected date for acknowledgement. Drives overdue notifications. |
| Linked workflow | No | Optional association with an active review workflow. |
Purpose values
| Purpose | When to use |
|---|---|
| For Approval | Documents submitted for a formal approval decision by the recipient. |
| For Information | Issued to keep the recipient informed. No action or approval required. |
| For Review | Submitted for the recipient's review and comment before formal issue. |
| As Requested | Documents issued in direct response to a previous request or RFI. |
Document list fields
Each document entry in the transmittal contains:
| Field | Description |
|---|---|
| Register ID | The unique document record identifier from the register. |
| Document number | The project document number. |
| Revision | The specific revision being transmitted. |
| Title | The document title at time of issue. |
| Document type | Drawing, Specification, Report, etc. |
| Remarks | Optional per-document note or instruction for this transmittal. |
Transmittal lifecycle
Draft → Issued → Acknowledged
| Status | Description |
|---|---|
| Draft | Being prepared. Documents can be added or removed. Not yet dispatched. |
| Issued | Formally dispatched to all recipients. The issue timestamp and transmittal number are locked. |
| Acknowledged | All required recipients have submitted acknowledgement. |
Creating and issuing a transmittal
- Go to the Transmittals section and select New transmittal.
- Enter the Title, Purpose, and optional Remarks.
- Add Recipients (To and CC). Use distribution lists for bulk recipient groups.
- Set the Due date for acknowledgement.
- Add documents from the register using Add documents. Search by document number, title, or discipline.
- Review the auto-generated Cover sheet preview.
- Optionally link to an active Workflow.
- Select Issue to dispatch. All recipients receive a notification with the cover sheet and document list.
Cover sheet
A formatted cover sheet is automatically generated when the transmittal is issued. It includes:
- Transmittal number and date
- Sender and recipient information
- Purpose and remarks
- Full document list with revisions
- Acknowledgement instructions
The cover sheet is attached to the dispatch email and can also be downloaded as a PDF from the transmittal record.
Acknowledgement tracking
Each recipient on the To list is required to acknowledge receipt. Acknowledgements are tracked individually:
| Item | Description |
|---|---|
| Per-recipient status | Pending, Acknowledged, or Overdue shown for each recipient. |
| Timestamp | Date and time the acknowledgement was submitted. |
| Method | In-app acknowledgement via the notification link or email reply tracking. |
| Overdue flag | Highlighted when the due date passes without acknowledgement. |
CC recipients are not required to acknowledge. Their receipt is recorded but not tracked for overdue status.
Overdue tracking
When the transmittal's due date passes with one or more recipients still Pending:
- The transmittal is flagged Overdue in the transmittals list.
- The outstanding recipients are highlighted.
- The issuer receives an overdue notification.
- Overdue status is visible in the Dashboard summary counter.
Related
- Document Register Guide — document metadata referenced in the transmittal document list
- Distribution Lists — recipient groups for transmittal dispatch
- Work Packages Guide — package-level transmittal issuance
- Audit Trail — full transmittal event log