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Creating a Transmittal

A transmittal is the formal cover document for a document issue — it bundles one or more documents (or document revisions) into a package, specifies the purpose of the issue, and identifies the recipients who must acknowledge receipt. Creating a transmittal in Kazinex generates a numbered record that is permanently linked to the issued document revisions.

Who can create transmittals​

Any member with the manage_transmittals permission. By default: Document Controllers, Project Admins, and Org Admins.

Opening the transmittal form​

  1. Navigate to the Transmittals tab in your project.
  2. Click New Transmittal.
  3. The transmittal form opens.

Header fields​

FieldRequiredDescription
Title / SubjectYesA descriptive title for this transmittal (e.g. "Structural Drawings — Package 1 For Approval")
Transmittal NumberAutoGenerated automatically using the project's transmittal numbering scheme (e.g. TRN-001)
PurposeYesWhy these documents are being issued. See Transmittal Purposes for all options.
DateAutoToday's date — can be adjusted if the formal issue date differs

Recipient fields​

FieldRequiredDescription
ToYesPrimary recipients who must acknowledge receipt. Search by member name or add external emails.
CCNoParties to copy on the transmittal without requiring acknowledgement

Each To recipient receives an acknowledgement request — the transmittal tracks their individual acknowledgement status.

Document list​

The core of a transmittal is the list of documents being issued. Add documents from the project's Document Register:

  1. Click Add Documents.
  2. Search or browse the register.
  3. Select the documents (and specific revisions) to include.
  4. Click Add to Transmittal.

For each document in the list, the transmittal captures:

ColumnDescription
Document NumberThe document's unique identifier
TitleThe document title
RevisionThe specific revision being issued (e.g. P01, A)
StatusThe document's current status at time of issue

You can add as many documents as needed to a single transmittal. Remove a document by clicking the × next to it.

tip

Only issue documents that are at the appropriate status for the transmittal purpose. For a "For Approval" transmittal, include only documents with For Review or Under Review status. Issuing Draft documents for approval is a common error.

Remarks / Cover letter​

The Remarks field is a free-text area for the cover note accompanying the transmittal. This is displayed in the transmittal's cover sheet and in the email to recipients. Use it to:

  • Summarise what is being issued and why
  • Note any specific items requiring urgent attention
  • Reference the contract clause or programme milestone the issue is linked to

Linking to a workflow​

If the documents being transmitted are currently under review in a workflow, you can link the transmittal to the workflow instance:

  1. Click Link Workflow.
  2. Search for the relevant workflow instance.
  3. Select it.

The transmittal and workflow instance are cross-referenced — navigating to either shows a link to the other.

Cover sheet​

Before issuing, click Preview Cover Sheet to see how the transmittal document will look when generated. The cover sheet includes:

  • Transmittal header (number, date, project name, organisation logo)
  • Purpose and remarks
  • Complete document list table
  • Recipient list with acknowledgement tracking table
  • Footer with signature block

The cover sheet is generated as a PDF and attached to the transmittal record automatically on issue.

Issuing the transmittal​

Click Issue to finalise and send the transmittal.

On issue:

  1. The transmittal status changes to Issued.
  2. All To recipients receive an email with the transmittal cover sheet PDF attached.
  3. Acknowledgement requests are created for each To recipient.
  4. The transmittal is linked to each document in the list — visible in those documents' detail pages.

What's next​