Create and Send a Transmittal
Only documents with status R2, for Review, or one of the Publish P0-P9 status , may be attached to a transmittal. If the current status is W1, Work in Progress, change the status as follows:
Change document status
1. Navigate to and select the document
2. From the Change Status menu select R2 - For Review/Approval OR one of the P0-P9 options as required
Create a Transmittal for Review
1. Navigate to and select the document(s)
2. Right-Click/Create Transmittal
The New Transmittal: Create screen is launched.
- Complete the new transmittal details as described below
Create
Name (Transmittal ID): * this is a system generated number based on status, date, time and username, e.g. R-050208-1548-DocTest04
1. Title: * type in a title for the transmittal
2. Originator: defaults to you, but you can amend this by clicking on Select Originator link, e.g. you may wish to change this if you are sending on behalf of someone else
3. Welcome message: type in an introduction to the transmittal. This will appear at the top of the transmittal screen and can be used to give instructions to the reviewers.
4. Closeout Period: indicates the time period by which recipients should respond to your transmittal (after the closeout period the recipients will no longer have access to the transmittal)
5.Instruction: * type in any additional comments
6. Click Next to progress to the following tab
Add/Amend Documents
All the folders that you have access rights to will be listed on the left.
You can navigate to any further documents to add to this transmittal
Review or Publish status should already have been set
Select documents from the list on the left and move to the Documents to be Transmitted list on the right
Use the left/right arrows in between the two lists to add and remove documents from the selection list
Click Next to progress to the final tab
Choose Recipients
1. Find a recipient or group by typing the beginning of their name into the field, then click Go (you can also type in an External email address in the provided field)
2. Select a recipient or group from the list on the left
3. Move to the Selected Recipients list on the right by using the arrow in between the two lists
You can remove selected recipients by selecting their checkbox on the right and then clicking on the ‘left' arrow
4. Click Save to Draft or Send Now to complete creating the transmittal
You may be presented with a screen to create a personal distribution list and add your recipients, as shown below:
Note
Draft transmittals are listed in the My Transmittals node of the Navigation Pane for future editing
Create a Transmittal for Publishing/Approval
The steps are the same as described previously to create a transmittal, except that the document status must first be set to “Published” (Status code P0-P9). Additionally, on creating the Transmittal, there is an additional tab to complete, as described below:
Navigate to and select the checkbox for the document(s)
Change the status of the document(s) to one of the P0-P9 options, as required
Note
P2 For Information can be used for low-level, non-critical documents and does not require authorisation
Click the Create Transmittal quick function hyperlink
Complete the new transmittal details, including the additional tab where you can select an Authoriser
The transmittal must be approved by the chosen authoriser before it is delivered to the remaining recipients for review
