Create an Outgoing Transmittal dialog box

11 minutes
6 months ago

Create an Outgoing Transmittal dialog box

Use this dialog box to file a record of an outgoing transmittal that you sent as a hard copy, via Info Exchange, or via email. You can then easily print the Transmittal form.

To

Click to open the Choose a Project Team Member dialog box to record the project team members the transmittal was sent to. You can also type email addresses directly in this field.

CC

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

From

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

Subject

Enter a subject for the transmittal.

Purpose

Select the purpose of the transmittal 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, which allows you to send bid documents to multiple bidders without the bidders being able to identify the other recipients. If this option is not checked, then the email notifications and transmittals will contain the To: and CC: contacts.

Date

The date the transmittal was sent. You can edit the date.

Send Via

This list contains the available transfer methods. Select the method in which you sent this transmittal from the drop-down list. If you choose an electronic transfer method (Info Exchange or a drag and drop method), you will be required to add files before you can file the transmittal. You can customize the electronic transfer methods in the Edit Project Settings dialog box.

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 or Include Files From > Record Document Packages, 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 for the transmittal. You can edit it.


Remarks tab

Enter a detailed message in this field.

 

Description of Contents tab

Describe the contents of the transmittal. Add a line for each item. This information is used to fill in the Contents section of the Transmittal form.

This tab is pre-populated with information from the Associated Files tab.

Import

Click to open the Select Spreadsheet dialog box to locate and open a Microsoft Excel spreadsheet from which to import data into this tab.

Edit in Spreadsheet

Click to open the Save Spreadsheet dialog box to export the contents to a Microsoft Excel spreadsheet that you can then edit and re-import. The spreadsheet opens automatically and prompts you to re-import when you are done editing it.

Populate from Associated Files

Click to add a row for each file from the Associated Files tab. If there are no new files, it is disabled.

When you click the Populate from Associated Files button, the contents of this tab, as well as the associated Transmittal form, will match the sort order and filters applied to the file list of the Associated Files tab.

Add Item

Click to add a new row.

Delete

Mark the checkboxes of items you want to remove, then click Delete to remove them.

Clear

Click to remove all items from the list.

 

Qty

Enter the quantity of each item.

Title

Enter the name of each item.

Number

Enter a number for each item.

Revision

Enter the revision number for each item.

Date

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

Scale

Enter the scale of each drawing.

Size

Enter the sheet size of each drawing.

Use the Tab key to move to the next cell and to add cells. Press Alt-Enter to add a new line within a Description cell.

Read-only columns appear for any document control extended properties. These fields are populated for record documents in the transmittal.

 

Associated Files tab

If the transmittal contains files on a CD or DVD or other media, you can add them here.

Add Files

Click to open the Add Files dialog box to locate and attach a file to the transmittal.

Add Folder

Click to open the Select Folder dialog box to add a folder and all of its contents to the transmittal.

Include Files from > Record Documents

Click to open the Select Record Documents dialog box to select a record document to include with the transmittal.

Include Files from > Record Document Packages

Click to open the Select Record Document Packages dialog box to select a record document package to include with the transmittal.

Include Files from > Another Project Item

Click to open the Select Project Item dialog box to select a Project Center item to include with the transmittal.

Remove

Click to remove the selected file from the transmittal.

Verify Files

For FileNet users only: Click to verify that all of the files in this tab have content. (FileNet allows no-content documents, which Project Center does not allow.)

External References

Select one of the following options to include any externally referenced filesDrawing files often reference other files, including other drawings, as well as plot styles, images, standards, and font files associated with the drawing. Those references, or dependencies, are simply an embedded record of the path to the referenced objects or files. (XREFs) when filing the transmittal:

Do Not Include External References

Select this option to leave out all externally referenced files.

Only Include Externally Referenced Drawing and Image Files

Select this option to include only externally referenced drawing and image files. When you transfer the files, the Summary of Included Files and References dialog box opens, listing both XREFs that were found and XREFs that could not be found. You can then locate them manually.

Include All Externally Referenced Drawing, Image, and Support Files

Select this option to include all externally referenced drawing and image files, as well as plot support files required by the AutoCAD files so that they have 100% plot fidelity. These include .CTB, .SHX, .PC3, and .TTF files (True Type fonts). When you transfer the files, the Summary of Included Files and References dialog box opens, listing both XREFs that were found and XREFs that could not be found. You can then locate them manually.

 

Save Record Copy in

When you create a transmittal, a record copy of the transmittal is saved in this location as a .ZIP file. You can enter a new location.

The Save Record Copies in field could be either required or optional depending on the setting selected in the Record Copy Options section of the Edit Project Settings dialog box Info Exchange tab.

Review Complete List of Files Before Creating Transmittal

Mark this checkbox to open the Summary of Included Files and References dialog box so you can verify and edit the list of files being sent.

 

Email Log tab

This tab lists all email messages associated with this transmittal. When a user clicks File as or File in Project (then chooses the Transmittal option) from the legacy Project Center Add-in for Microsoft Outlook Toolbar, the email message appears here.

You can copy and paste 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.

When you select an email message, a preview appears in the right pane.

Previews

Select Auto Preview to view message details. De-select it to save space.

Select Preview Pane to view the entire email message.

Add

Click to select an email message to add to the Email Log.

Remove

Click to remove the selected email message from the Email Log.

  

 

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

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.

Share with External

Click to allow the selected items 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.

 

Change Log tab

This tab displays a history of the actions taken on this transmittal, including when it was created, modified, who was involved, and any details.


Keywords

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

Click to spell check the fields in this window. If any mistakes are found, the Spell 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.

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.

Save Draft

Click to save a draft of the transmittal. It will not be sent out.

Create and Transfer/Create and Send

Click to file the transmittal. 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 transmittal is filed in the All Sent log of the Project Transmittals activity center, and the Transmittal form opens.

To access this dialog box

You can access this dialog box in the following ways:

Click Create an Outgoing Transmittal from the Tasks panel of the Project Transmittals activity center.

Select an Outgoing Transfer, click File As from the Tasks panel of the Info Exchange activity center, and then select the Transmittal option.

Choose the Outgoing Transmittal option from the File a Transmittal dialog box, then select a project from the Select a Project dialog box when filing a transmittal from Microsoft Outlook.