Transmittals

You can create a log of the written correspondence as it's sent or received or create a transmittal cover sheet to send with your items.

  • In the project menu, click Records > Transmittals.

Create a transmittal record from:

  • The module: An unlinked transmittal is created in the Transmittals module.
  • A drawing or record: A transmittal is created and linked automatically to the drawing or record. It can also be linked to a report for the drawing or record.

After the transmittal is created, you can link more items such as drawings and records and add detailed item information.

  1. On the navigation toolbar, click add_circle (Create).
  2. In the Create Transmittal dialog, enter the details.
    1. If autonumbering is turned off, enter the record number.
    2. From the Type list, select the type of transmittal.
    3. From the Transmitted For list, select one or more reasons.

      4. After you create the record, you can also add another reason in the Other field of the Information panel.

    4. Enter the company that will receive the transmittal.
    5. Click Create.
  3. In the Information panel, edit the record details.
    1. To change the workflow status, select an option from the list.
    2. To add a courtesy copy, click Add in the Courtesy Copies section, and then select the name.

      3. Courtesy copies are added to the Recipients tab when you create a transmittal cover sheet.

  4. On the Transmittal tab, add the contact information and item details.
    1. In the Contact Details section, enter the contact and delivery information.
    2. In the Detailed Items section, click Add and then enter the item details in the new row.
  5. On the Acknowledgement tab, turn on the Acknowledgement Required toggle.

    6. When you receive the acknowledgement, you can record it on this tab.

  6. To set who has access to the record, click group , and then select an option.
  7. To link an item to the record, click link (Links), click add (Add), and then select the item type.

    8. Linked items are only displayed in the Links panel and not in the Detailed Items grid.

  8. To keep the record open, click save (Save).

    9. —Or—

    To close the record, click arrow_back Done.

  1. Open the drawing or record that you want to create a transmittal for.
  2. In the Links panel, click add (Add) > Record > Transmittal > Create.

    3. You can also create a transmittal by creating a link from a drawing annotation or from a new record comment. However, the Create option isn't available for the question or description in the Create panel.

  3. In the Create Transmittal dialog, enter the details.
    1. If autonumbering is turned off, enter the record number.
    2. From the Type list, select the type of transmittal.
    3. From the Transmitted For list, select one or more reasons.

      4. After you create the record, you can also add another reason in the Other field of the Information panel.

    4. Enter the company that will receive the transmittal.
    5. To include a report for the drawing or record, turn on the Include Report toggle and select a report.

      6. The report is added to the Links panel of the transmittal and to the File Library in the Transmittals > RecordNumber folder.

      The report option is available if you have access to at least one report for the drawing or record. Checklist items and potential change order items don't have reports, so the report option isn't available for them.

    6. Click Create.
  4. In the transmittal, add the rest of the details and then click arrow_back Done.
  5. In the drawing or record, click arrow_back Done.

Create a transmittal cover sheet for items that you want to send to someone.

  1. Create the transmittal.
  2. In the Information panel of the transmittal, click Send Transmittal.

    3. The Send Transmittal button is available if you have access to at least one report.

  3. Select the report that will be included in the transmittal.
  4. Edit the report name, and change the report format.
  5. Edit the subject line.
  6. In the To field, click expand_more to select a contact, or click search to find or create a contact.

    7. To receive a copy of the email, select your name in the To, CC, or BCC field.

  7. In the Body field, enter a message.

    8. To format the message, select the text, and then click a button on the toolbar.

    Rich text editor
    1. Select the font type.
    2. Select the text size.
    3. Apply a character style.
    4. Change the text or background color.
    5. Insert a numbered or bulleted list.
    6. Decrease or increase the indent.
    7. Remove all applied styles.
    • The indent, text size, and font type aren't applied in emails.
    • Emails don't include images that are pasted into the message.
  8. Select the linked files and how they will be included in the email.
    9. Report options

    If the report format is PDF, linked files can be embedded if they're one of the following types:

    • Image files: .ccitt, .gif, .jpg, .jpeg, .png, .tiff, .bmp, .emf, .exif, .icon, and .wmf
    • Non-image files: .pdf, .doc, .docx, .xls, .xlsx, and .txt
  9. Click Send.

You can export transmittals to an Excel file where you can edit them and create new ones. Then you can import the file, which can only be used once, back into ProjectSight. If there are any errors, you can review and fix them in a new Excel file.

When you import the Excel file back into ProjectSight:

  • Blank rows and fields are ignored.
  • If new values were entered after this spreadsheet was exported, your edits are flagged.
  • If a new transmittal is missing a required field and the error is flagged, the record may not be created.
  1. In the Transmittals module, filter the records that will be exported to Excel.
    • In the Search panel, set the filters.
    • To export specific transmittals, select their checkboxes. If none are selected, all the transmittals are exported.
  2. In the list view, add and rearrange the columns, and then save the custom view.

    3. The Excel file will display the columns for the fields in the list view followed by the remaining fields.

  3. On the navigation toolbar, click Project export toolbar button (Import/Export) > Export to Excel.

    4. The Excel file contains the required fields and the fields that you have permission to view.

  4. Open the Excel file.
  5. On the Transmittals tab, enter the transmittal details in a new row.
    • If autonumbering is on, a temporary number is assigned to the new record.
    • If autonumbering is off, fix any duplicate numbers on the Transmittals tab before you add detailed items to the new record.
  6. Edit any existing transmittals.

    7. You can copy and paste unlocked cells.

  7. On the Detailed Items tab, select a record in the Transmittal column, and then enter the item details in the row.
  8. Save the Excel file.
  9. In ProjectSight, open the Transmittals module.
  10. On the navigation toolbar, click Project export toolbar button (Import/Export) > Update from Excel.
  11. Select the Excel file to import.
  1. In the import error message, click Review Errors.

    2. The transmittals with errors are exported to a new Excel file.

  2. Review the Feedback column and fix the associated errors.
  3. Save the Excel file.
  4. In ProjectSight, open the Transmittals module.
  5. On the navigation toolbar, click Project export toolbar button (Import/Export) > Update from Excel.
  6. Select the Excel file to import.

Keep track of transmittals that have been acknowledged.

  1. Click the Acknowledgement tab.
  2. Turn on the Acknowledged toggle.

    3. The contact and company from the Transmittal tab are added automatically to the Acknowledged By and Company fields.

  3. In the Acknowledgement details section, edit the date and contact information.