Transmittals
Users in industries such as architecture, engineering and construction can use Docwize to generate and distribute transmittals. Transmittal templates and email distribution templates can be customised.
Generating a Transmittal
More than one method to generate and send transmittals exists in Docwize:
- Via the Document Details dialog
- Via a customised record (in instances where this has been configured)
- Using the bucket feature
How to Generate a Transmittal
These user notes explain how to generate and send a transmittal using the Document Details dialog.
NOTE: these instructions presuppose that a customised transmittal template has already been configured and loaded into the relevant database.
| Step | Description |
|---|---|
| 1 | Navigate to the relevant transmittal document and open its Document Details dialog. |
| 2 | Click the ‘Open in New Tab’ button in the horizontal toolbar of the Document Details dialog. This will open the Document Details dialog of the transmittal in a new tab. |
| 3 | Complete the relevant transmittal information (eg. select the ‘To’ and ‘From’ fields; navigate to 'Additional Information' to select the ‘Status’ etc.) in the Document Details dialog of the transmittal. |
| 4 | Go back to the original tab that you were on and select the document(s) that you want to add to the transmittal with the tick box. |
| 5 | Right-click on a row of the selected document(s). A dropdown menu will appear that includes the document number of the relevant transmittal whose Doc Details dialog is currently open in a second tab. |
| 6 | Hover over the document number of the transmittal and click on ‘Add drawing(s) to transmittal’ on the additional dropdown menu that will appear. Once clicked, the selected documents will be added to the transmittal. Repeat this in as many folders/dataviews as needed, until all relevant documents have been added to the Transmittal. |
| 7 | Navigate to the tab where the transmittal’s Document Details dialog is open. Optional: scroll down to the transmittal section of the Document Details to confirm all the relevant documents have been selected. Click the orange 'Save Changes' button in the horizontal toolbar at the top of the Document Details dialog. |
| 8 | Click on ‘Generate Transmittal’ in the horizontal toolbar at the top of the Document Details dialog and select the relevant transmittal template. Optional: Open the generated transmittal to view it. |
Example: Generating a Transmittal
Distributing a Transmittal
Users can distribute transmittal via the Docwize system. Doing so enables users to track when a transmittal is sent, read, and when the transmitted documents are downloaded. This is advantageous for strong document management. Transmittals can be sent to Docwize users (billable users who can complete tasks within a Docwize database) as well as contacts (recipients who can receive correspondence from Docwize but cannot access the system).
How to Send a Transmittal
NOTE: these instructions presuppose that a customised distribution email template has been set up in the relevant database, and that relevant contacts and users have been added to the database.
| Step | Description |
|---|---|
| 1 | Navigate to the Document Details of the relevant Transmittal. |
| 2 | Scroll down to the Distribution List section. Select the relevant recipients of the transmittal (either via importing a prepared Distribution list, or selecting recipients individually). If relevant, select the accompany Action Requests for recipients. |
| 3 | When ready, navigate to the horizontal toolbar at the top of the Document Details dialog and select ‘Send to Distribution List’. Select the relevant email distribution template. The transmittal with the attached document(s) will now be sent. |
Example: Distributing a Transmittal