Create a transmittal - HxGN SDx - Update 64 - Help

This functionality was modified in an update. For more information, see Create a transmittal (modified in an update).

1. In a communication feature set, select the type of transmittal you want to send.

   You can also create a transmittal from the Actions menu of one or more signed-off documents.

2. Create your transmittal and provide the other information as required.

   

   • For an internal transmittal, you must set the Due Date.

   • For an online outgoing transmittal, you must select the contract.

   • For an incoming transmittal, the transmittal number is not automatically generated by the system. You can enter the number provided by the supplier or the vendor.

3. If you are creating an incoming transmittal, navigate to the next page, and attach the file or files by following the steps below:

   1. In the New Files pane, select the LOCAL FILE SYSTEM tab.

   2. Drag the necessary file or files, or click CHOOSE FILES to select the file.

   • You can add new files to or delete existing files from an existing transmittal by using the Manage Files command. For more information, see Manage Files.

4. Navigate to the next page, and add any related documents.

   Only signed-off documents in the Current state can be related to a transmittal.

5. If you are creating an outgoing transmittal:

   1. If one or more documents do not have the collaborating organization identified, set the collaborating organization in the Collaborate column.

      The Collaborate column is visible only if you select a contract. If a document does not have a collaborating organization set, it is not defined to be shared with the transmittal recipient organization. This is indicated by in the Collaborate column. To complete the transmittal, you must set the collaboration by selecting the check box or, if the document is incorrectly included, remove the document from the transmittal.

   2. Define the file type by selecting the PDF or Native check box on the selected transmittal documents. The default transmittal file type is set to PDF.

      To complete the transmittal, you must select at least one file type for each document or remove the document from the transmittal.

   3. To include the signed files, select Signed check box on the selected transmittal documents.

      If a document has more than one file, the Signed check box is available for selection only if all the files have a corresponding signed file.

6. Click Finish.

   • For an outgoing (online), internal, or incoming transmittal, a Transmittal Issued task is sent to the recipient's To Do List.

   • For an outgoing (offline) transmittal, an email is sent to the recipient.

You can also click Save as Draft to save the transmittal and send a prepare task to your To Do List to continue working on it later.

• For an outgoing transmittal, you get a Prepare content and assign recipients task in your To Do List.

• For an internal or an incoming transmittal, you get a Prepare Transmittal task in your To Do List.

Outgoing transmittals

The From CC users get a Transmittal issue notification step and the To CC users get a Transmittal receipt notification step. To acknowledge the step,

• Select Actions > Acknowledge.

  To know more about how to manage the users displayed in the From CC and the To CC boxes available in the New Transmittal window, see Create distribution lists.

• The submitter gets an Update Missing Information step in the To Do List if a collaborating organization is not set on any of the attached documents.

• For an offline outgoing transmittal, the submitter gets a Wrong/Invalid Email Address step in the To Do List if the From CC user or the To CC user does not have an email address in the system.

The submitter can see the details of an issue by clicking on the step in the To Do List. The submitter must address any issue before issuing the transmittal.