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Cover Sheet & Archival

The transmittal cover sheet​

Every issued transmittal has a cover sheet — a generated PDF document that serves as the formal record of the issue. The cover sheet is suitable for printing, signing, and including in project archives.

Cover sheet contents​

SectionContents
HeaderOrganisation logo, project name, transmittal number, date of issue
From / ToIssuing organisation and recipient organisations
PurposeThe transmittal purpose (For Approval, For Information, etc.)
RemarksThe cover note / remarks entered when issuing
Document tableList of all documents included: Number, Title, Revision, Status
Recipient acknowledgement tableRecipients, acknowledgement status, and timestamps
Signature blockSpace for wet-ink signatures if a physical copy is required

Downloading the cover sheet​

  1. Open the transmittal detail page.
  2. Click Download Cover Sheet.
  3. A PDF is generated and downloaded.

The cover sheet is a point-in-time snapshot. Downloading it multiple times generates the same document content, but acknowledgement status at the bottom reflects the current state at download time. If you need a cover sheet showing all acknowledgements complete, download it after all recipients have acknowledged.

Cover sheet after re-issue​

If a transmittal has been re-issued, the original transmittal's cover sheet remains available from the original transmittal record. The re-issued transmittal generates its own cover sheet with the new transmittal number.

Closing a transmittal​

Closing a transmittal marks it as resolved — all expected actions (approval, review, acknowledgement) have been completed and no further activity is expected.

Closing is a soft closure — the transmittal record is retained and remains searchable. Closing does not delete any acknowledgement records or linked documents.

When to close​

  • All To recipients have acknowledged (for For Information and As Requested transmittals)
  • The approval workflow linked to a For Approval transmittal has completed
  • The review cycle linked to a For Review transmittal is finished
  • A re-issued transmittal supersedes the original (close the original)

How to close​

  1. Open the transmittal detail page.
  2. Click ⋮ → Close Transmittal.
  3. Optionally add a closing note (e.g. "All acknowledgements received. Workflow TRF-2024-042 approved.").
  4. Confirm.

Closed transmittals show a Closed badge and move out of the default Active filter.

Archiving transmittals​

Archiving is a deeper end-of-project action that explicitly flags a transmittal as part of the permanent project record. Archived transmittals:

  • Are excluded from all active working views
  • Cannot be edited, re-issued, or modified
  • Are accessible via the Archived filter for audit and compliance purposes

Archiving is typically done as part of project closeout. See Project Closeout for the full closeout process.

How to archive​

  1. Open the (closed) transmittal.
  2. Click ⋮ → Archive.
  3. Confirm.

Archiving requires Project Admin or Org Admin permissions.

Transmittal history and audit​

All transmittal events — creation, issue, re-issue, acknowledgements, closure, archival — are recorded in the Audit Log under event category management and action transmitted. The log shows:

  • Actor (who performed the action)
  • Timestamp
  • Action details

This provides a complete, immutable record for contractual disputes about when documents were issued and received.

What's next​