Project Transmittals activity center

18 minutes
6 months ago

Project Transmittals Activity Center

Use this activity center to send, receive, log, and review project transmittals and their associated contents. Like the paper-based transmittals that traditionally accompany conventional AECO drawing submissions, transmittals in Project Center provide descriptive information about the documents being sent such as title, sender, purpose, and associated files. You can view and print each transmittal’s information from Project Center using its Transmittal form.

The term transmittal, as used in Project Center, also refers to the actual electronic documents being conveyed with the transmittal. When incoming or outgoing transmittals are created in Project Center, a permanent descriptive record of the transmittals is maintained in each project, along with a snapshot of the transmittal’s contents. From this activity center, you can create new transmittals as well as browse, send, and compare project transmittals.

Transmittals

Create an Outgoing Transmittal

Click to open the Create an Outgoing Transmittal dialog box to file an outgoing transmittal.

Log an Incoming Transmittal

Click to open the Log an Incoming Transmittal dialog box to file an incoming transmittal.

Create a Report

Click to open the Create a Report dialog box to select the type of transmittal report to create.

Selected Transmittal

The following list includes all tasks for all transmittal types, in alphabetical order. The tasks that appear depend on the type of transmittal you select. Different transmittal types have different tasks.

Compare Contents to > A Folder

Click to open the Select Folder dialog box to select a project folder to compare to the selected transmittal’s contents. After you select the folder, the Compare Results window opens with the results.

Compare Contents to > A Document Set

Click to open the Select Document Set dialog box to select a document set to compare to the selected transmittal’s contents. After you select the document set, the Compare Results window opens with the results.

Compare Contents to > A Record Copy

Click to open the Select Record Copy dialog box to select a record copy to compare to the selected transmittal’s contents. After you select the record copy, the Compare Results window opens with the results.

Create a Similar Transmittal

Select a sent transmittal, then click this task to open the same type of transmittal. All information from the transmittal you selected will be copied into the new transmittal (any files in the original transmittal will not be copied to the new transmittal); only the ID number will change. Edit the new transmittal as necessary.

Create a Transmittal Form Report

This task appears when you have selected two or more transmittals.

Click to open the Create a Report dialog box to combine the forms for the selected transmittals into one report.

Delete

You must be a Project Center administrator to delete transmittals.

Click to delete the transmittal from Project Center.

Forward Contents > Via Info Exchange

Click to open the Transfer Files to a Newforma Info Exchange Server dialog box to forward the transmittal to Info Exchange, or the Transfer Files and Create an Outgoing Transmittal dialog box to forward the transmittal to Info Exchange and file a new transmittal.

Forward Contents > Via Email

Click to open the Send Files to Email Recipients dialog box to forward the transmittal in an email message, or the Send Files and Create an Outgoing Transmittal dialog box to forward the transmittal to new email recipients and create a new transmittal.

Info Exchange Transfer > View Transfer History

Click to open the File Transfer form to view the transfer history and contents of the selected transmittal.

Info Exchange Transfer > Add or Remove Recipients

Click to open the Modify File Transfer Recipients dialog box to give project team members access to transmittals that have been transferred via Info Exchange (or to remove access), and to send them an email notification message regarding the transfer.

Info Exchange Transfer > Resend Notification Only

Click to open the Resend File Transfer Notification dialog box to select the recipients to resend an email message containing download instructions to.

Info Exchange Transfer > Change Access Level

Click to open the Modify File Transfer Access on Info Exchange dialog box to edit who can access the selected transmittal from Info Exchange.

Info Exchange Transfer > Expiration and Reminder Settings

Click to open the Edit Expiration and Reminder Settings dialog box to edit the reminder settings for the selected Info Exchange transfer.

Info Exchange Transfer > Remove Content from Info Exchange Server (Expire)

Click to remove the transmittal from the Info Exchange server. The information about the transmittal still appears in this log and in Info Exchange, but space is saved by removing the actual transmittal file contents. External project team members see the transfer information in their log, but cannot download it.

Info Exchange Transfer > Expiration and Reminder Settings

Click to open the Edit Expiration and Reminder Settings dialog box to edit the reminder settings for the expired file/folder transfer and repost it to Info Exchange.

Log a Similar Transmittal

Select a received transmittal, then click this task to open the same type of transmittal. All information and files from the original transmittal will be copied to the new transmittal; only the ID number will change. Edit the new transmittal as necessary.

Modify

Click to open the Modify Outgoing Transmittal Record dialog box or the Modify Incoming Transmittal Record dialog box to edit the transmittal’s contents.

Open Draft

Click to open the transmittal in the Send Files and Create an Outgoing Transmittal dialog box to edit and send it via email or the Transfer Files and Create an Outgoing Transmittal dialog box to edit and transfer it via Info Exchange.

Related Items >

See the Related Items Tasks topic for information.

Repair Broken Link to Record Copy

Click to open the Change Path of Project File dialog box to correct the path of a file with a broken link.

Resend Contents > Via Info Exchange

Click to open the Transfer Files to a Newforma Info Exchange Server dialog box to resend the contents of the  transmittal to Info Exchange, or the Transfer Files and Create an Outgoing Transmittal dialog box to resend the contents of the transmittal to Info Exchange and create a new transmittal.

Resend Contents > Via Email

Click to open the Send Files to Email Recipients dialog box to resend the transmittal in an email message, or the Send Files and Create an Outgoing Transmittal dialog box to resend the transmittal to the email recipients and create a new transmittal.

Send Related Email > To the Sender

Click to open an email message to send to the contact who originally sent the transmittal. The email message includes information about the transmittal.

Send Related Email > To the Recipients

Click to open an email message to send to the original transmittal recipients as a reminder or with additional information. The email message includes information about the transmittal.

Send Related Email > To All Participants

Click to open an email message to send to all transmittal participants, including the sender and recipients, as a reminder or with additional information. The email message includes information about the transmittal.

View Form

Click to open the Transmittal form to view and print the selected transmittal’s details and history.

The file tasks apply to files in the Associated Files tab. See File Tasks panel.

See Email Tasks panel.

See Related Item Tasks panel.

Project Transmittals

Category drop-down list

The category drop-down list contains filters to display all transmittals, sent transmittals, received transmittals, pending incoming transmittals, or drafts. For example, if you want to view sent transmittals, select All Sent or Recent Sent from the list. Only sent transmittals will appear in the log. Each category is explained below.

Click to toggle between showing transmittals for all users or only transmittals on which you are listed as the sender or recipient (or your drafts).

Filter All Columns

You can filter by any text that appears in any of the columns below. For example, if you know the subject (or part of the subject) of the transmittal that you are searching for (or the ID, size, date, etc.), enter at least part of the text in this field. The transmittals list updates automatically as you type. For example, if the transmittal you are searching for has the number 30 somewhere in one of the columns, enter 30 in this field. The list will be narrowed down to only transmittals that have the number 30 somewhere in one of the columns.

Click the following links to scroll directly to the corresponding section:

All log

All Sent/Recent Sent  log

All Received/Recent Received  log

All Drafts log

All Pending Incoming log

Tabs

 

All log

This log displays all transmittals that have been sent and received from Project Center, as well as drafts. All transmittals sent or received by anyone on the project team are displayed, and all internal team members can access the transmittals.

 

All Sent/Recent Sent log

Recent Sent displays the most recent number of  transmittals based on the value entered in the Set Preferences dialog box.

This log displays all transmittals that have been sent from Project Center. All transmittals sent by anyone on the internal project team are displayed, and all internal team members can access the transmittals. Click this option to display transmittals that were sent in any of the following ways:

All columns are listed here. Right-click on any column header to list and de-list columns. Click the icons for more filtering options.

ID

The transmittal’s ID number.

Subject

The subject of the transmittal.

From

The name of the contact who sent the transmittal.

To

The contacts who were sent the transmittal.

CC

Any other contacts included in the transmittal.

Sent

The date the transmittal was sent.

Size

The file size of the transmittal.

Via

The transfer method used to send the transmittal.

Purpose

The purpose of the transmittal.

If the transmittal has any related items, the icons appear here.

This column is a text version of the icons in the Related Items column. The text will appear in reports.

Type

The transmittal’s type, such as Outgoing Transmittal or RFI Response.

Keywords

Any keywordsIn Project Center, keywords are words you can add to items to use for filtering. When you add keywords, they appear in the Keywords column of the corresponding Project Center activity centers. You can then filter the list of items using the keywords to quickly find the items you are looking for. applied to the transmittal. This column will also include keywords for RFIs or submittals related to the transmittal, if applicable.

Due Back Date

The date a response is due.

 

All Received/Recent Received log

Recent Received displays the most recent number of  transmittals based on the value entered in the Set Preferences dialog box.

Received transmittals are transmittals received as a hard copy, via email, or via Info Exchange from an internal or external project team member or other contact and filed in Project Center. Click this option to display transmittals that were received and filed in any of the following ways:

All internal team members have full access to all received transmittals and their contents.

All columns are listed here. Right-click on any column header to add and remove columns. Click the icons for more filtering options.

ID

The number the sender gave to the transmittal.

Subject

The subject of the transmittal.

From

The contact who sent the transmittal.

Company

The sending contact’s company.

To

The contacts who were sent this transmittal.

CC

Any other contacts included in this transmittal.

Received

The date the transmittal was received.

Via

How the transmittal was received.

Size

The file size of the transmittal.

Purpose

The purpose of the transmittal.

If the transmittal has any related items, the icons appear here.

This column is a text version of the icons in the Related Items column. The text will appear in reports.

Type

The transmittal’s type, such as Incoming Transmittal or RFI Received.

Keywords

Any keywordsIn Project Center, keywords are words you can add to items to use for filtering. When you add keywords, they appear in the Keywords column of the corresponding Project Center activity centers. You can then filter the list of items using the keywords to quickly find the items you are looking for. applied to the transmittal.

 

All Drafts log

A draft transmittal is a transmittal that has been created, but has not been sent to other contacts via email or transferred to other team members via Info Exchange. This means that internal project team members can access the transmittals listed here, but the transmittals cannot be seen by external team members or via the web. All transmittals started by anyone on the internal project team are displayed. To send a transmittal, an internal team member must click Open Draft from the Tasks panel to open the transmittal, then send it via email or transfer it via Info Exchange.

All columns are listed here. Right-click on any column header to add and remove columns. Click the icons for more filtering options.

ID

The transmittal’s ID number.

Subject

The subject of the transmittal.

Created By

The name of the team member who created the transmittal.

To

All contacts this transmittal will be sent to.

CC

Any other contacts included in this transmittal.

Created

The date the transmittal was created.

Size

The file size of the transmittal.

Via

How the transmittal is being transferred.

Purpose

The purpose of the transmittal.

If the transmittal has any related items, the icons appear here.

This column is a text version of the icons in the Related Items column. The text will appear in reports.

Type

The transmittal’s type.

Keywords

Any keywordsIn Project Center, keywords are words you can add to items to use for filtering. When you add keywords, they appear in the Keywords column of the corresponding Project Center activity centers. You can then filter the list of items using the keywords to quickly find the items you are looking for. applied to the transmittal.

 

All Pending Incoming log

Pending incoming transmittals are transmittals that are incoming via Info Exchange from an internal or external project team member or other contact but have not yet been received.

The columns are the same as those under All Received above.


Remarks tab

Any messages included in the transmittal appear here.

 

Description of Contents tab

This tab lists the in the contents of the transmittal.

Qty

The quantity of each item in the transmittal.

Title

The title of each item.

Number

The ID number for each item.

Revision

The revision number, if applicable.

Date

The dates individual items were received with the transmittal.  For example, if you have six shop drawings, it may help to track dates on each individual sheet.

Scale

The drawing scale, if applicable.

Size

The drawing size, if applicable.

Action

The action taken/required.

Remarks

Any additional comments.

 

 

Associated Files tab

This tab lists all of the files included in the selected transmittal.

Name

The name of the file.

Any Project center items related to the file.

Type

The file’s type.

Size

The file’s size.

Date Modified

The date the file was last modified.

ZIP Folder

The full path to the location of the .ZIP file.

Extract All

Click to open the Select a Destination Folder dialog box to select a project and folder in which to save the transmittal’s contents.

Select in Explorer

Click to open Windows Explorer to the location where the transmittal is physically stored on your local computer or network.

 

Email Log tab

This tab lists all email messages associated with the selected transmittal. When you click File as or File in Project (and then choose the Transmittal option) from the legacy Project Center Add-in for Microsoft Outlook Toolbar, the email message appears here.

You can copy and paste and drag and drop email messages from Microsoft Outlook and Windows Explorer into this tab.

Double-click an email message to open it in Microsoft Outlook. From there, you can reply to or forward the message.

The number in parentheses indicates the number of email messages filed to the transmittal.

Add

Click to open the Add Email Messages dialog box select an email message to add to the current transmittal.

Remove

Click to remove the selected email message from the transmittal.

 

This tab lists all related Project Center items for the selected transmittal.

Click to open the Identify an Action Item dialog box to create a new action item and link it to the current transmittal.

Click to open the Send Files to Email Recipients dialog box to send project files via email. Nothing is logged in this tab.

Click to open the Transfer Files to a Newforma Info Exchange Server dialog box to transfer project files via your Newforma Info Exchange Server and link the transfer to the current transmittal.

Click to open the Send Files and Create an Outgoing Transmittal dialog box to send project files via email, file an outgoing transmittal for a file transfer, and link the transfer to the current transmittal.

Click to open the Transfer Files and Create an Outgoing Transmittal dialog box to transfer project files via your Newforma Info Exchange Server, create a new outgoing transmittal for the file transfer, and link the transfer to the current transmittal.

Click to open the Create Contract Management Item dialog box for the type of contract management item you selected to create a new item and link it to the current transmittal.

Click to open the Create Web Link dialog box to enter a web link and automatically relate it to the selected Project Center item. After it is created, the Relation Type column will indicate Web Link, and users can double-click on it to open the website.

Relate to >

Click to select an existing project item and establish a relationship between it and the currently selected transmittal. This gives you the ability to link two items that are related together. (For example, a markup session that is related to a transmittal.) Select Another Project Item to open the Select Project Item dialog box to locate an item that is not in the list. When you create a relationship between two items, each item’s icon is added to the other item’s Related Items column and tab.

Share with External

Click and select Yes to allow the selected web link to be shared with external project team members through Info Exchange.

Remove

Click to unlink and remove the selected project item from the Related Items tab.

Removing a related item from the Related Items tab does not remove it from the database.

The Relation Type column  has two icons to indicate the relationship type:

The icon indicates that the relationship was created by a user and can be deleted (such as an action item related to a transmittal).

The icon indicates that the relationship was created by Project Center and cannot be deleted (such as a transmittal or record copy related to a transmittal).

 

Change Log tab

This tab contains the history of edits for the selected transmittal.

To access this activity center

Click Transmittals from the Activities list or from the Project Home activity center.