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