Transfer Files and Create an Outgoing Transmittal dialog box

Use this window to transfer project files via your Newforma Info Exchange Server and create a new outgoing transmittal for the file transfer.

You can also send files via email or as a hard copy using this dialog box.

To

Click to open the Choose Project Team Members dialog box to select the project team members to send the files to. You can also type email addresses directly in this field.

If you enter email addresses of contacts who are not project team members, they will not have the ability to partially download files on Info Exchange.

CC

Click to open the Choose Project Team Members dialog box to select who else to send the files to. You can also type email addresses directly in this field.

Contacts in the CC field will receive a link to download the files, but will not be sent reminders.

From

Click to open the Choose a Project Team Member dialog box to select the project team member who is transferring the files. The current user is the default. You can also type email addresses directly in this field.

Subject

Enter a subject for the file transfer.

Purpose

Select the purpose of the file transfer from the drop-down list.

Hide Recipient List

For Info Exchange transfers only: Mark this checkbox if you want to hide the list of recipients on email notifications, forms, and transmittals, If this option is not checked, then the email notifications, forms, and transmittals will contain the To: and CC: contacts.

Date

The date the files were transferred. You can edit it.

Send Via

Select the transfer method.

Log in Document Control

When a file has been added to the this item through the Associated Files/Files to Send tabs using Include Files From > Record Documents, marking this checkbox will log the file’s record document as Issued in the Document Control activity center (the revision’s Revision State changes from Draft to Issued) and the Last Issued date is logged.

Transmittal ID

Project Center enters an ID number for the transmittal. You can edit it.

Remarks tab/Description of Contents tab/Associated Files tab/Email Log tab/Related Items tab/Change Log tab

Refer to the Create an Outgoing Transmittal dialog box for a description of the tabs.

Keywords

Click to open the Choose Keywords dialog box to apply 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. to the transmittal.

Click to spell check the fields in this window. If any mistakes are found, the Spelling dialog box opens with spelling suggestions.

Print or Email Form After Filing

Mark this checkbox to open the Transmittal form, which you can review and print immediately after filing the transmittal, or send a report in an email message in Microsoft Outlook to the contacts in the To field.

The files in the Transmittal form are grouped first by folder, then listed alphabetically.

Save Draft

Click to save a draft of the transmittal. It will appear in the Draft Log of the Project Transmittals activity center. The files will not be sent.

Options Tab

Use this tab to edit the settings for the transmittal sent via Info Exchange or via Email. The available options depend on which method is selected.

Create and Transfer/Create and Send

Click to send the files. The events that occur depend on which option you chose in the Send Via field.

If you chose to send it via Info Exchange:

The file transfer is logged in the All Outgoing log of the Info Exchange activity center.

The transmittal is filed in the All Sent log of the Project Transmittals activity center.

If you chose to send it via Email:

An email message opens in Microsoft Outlook containing the files and information about the file transfer. Edit the message, then send it.

The transmittal is filed in the All Sent log of the Project Transmittals activity center.

Create Transmittal

This button appears if you selected a physical transfer method (such as Fax) in the Send Via field. The following events occur:

A transmittal is filed in the All Sent log of the Project Transmittals activity center.

To access this dialog box

You can access this window in the following ways:

• Click Info Exchange > Transfer and Log a Transmittal from the File Tasks panel when you transfer project files from various activity centers.

• Click Create File Transfer from the Tasks panel of the Info Exchange activity center, then choose the Yes, Fill Out and Record a Project Transmittal option from the Transfer Files to Info Exchange dialog box.

• Choose the Yes, Fill Out and Record a Project Transmittal option from the Transfer Files to Info Exchange dialog box when you are forwarding or resending files from the Info Exchange activity center.

• Choose the Yes, Fill Out and Record a Project Transmittal option from the Transfer Files to Info Exchange dialog box when you are forwarding or resending transmittals from the Project Transmittals activity center.

• Click Create a Similar Transmittal from the Tasks panel of the Project Transmittals activity center for a transmittal that was sent via Info Exchange.

• Click a drag/drop method from the File Tasks panel.