How do I create and submit a new Transmittal?

Purpose:

To guide you step-by-step through creating, signing, and sending a new Transmittal.

Step-by-Step Instructions:

Step 1: Fill in the "Details" Section

1. Open Transmittals Workspace

   • Go to the central Drive menu and click on Transmittals.
     
     

   • Click on Create Transmittal button in the top right corner.
     
     

2. Enter Basic Information
   

   • Subject: Type a clear name for your transmittal package.
     
     

   • Description: Add brief details about what and why you are sending.
     
     

3. Attach Your Documents
   

   • Normal Uploads: Click the Upload Files button to attach documents directly from your computer.
     
     

   • Using a Checklist (Optional): If you select a checklist template from the dropdown, a list of required document slots will appear. Click Add Documents next to a required item to upload a file against it. 
     
     Note: You do not have to fill every slot; you can choose to upload files only for certain checklist items and leave the rest blank.
     
     

4. Click Next at the bottom of the screen.
   
   

Step 2: Configure the "Recipients" Section

First, choose your Transmittal Type:

• Option A: For Information

  • Use this if you just want recipients to see the files and acknowledge them.
    
    

  • In the To field, you can select multiple users (only users of roles with Approver permissions will show up in this list).
    
    

  • How it works: If any one of these users clicks "Acknowledge," the status of the Transmittal changes to Acknowledged. Other recipients can still log in and acknowledge it later to add their comments, but the main status will not change again.
    
    

• Option B: For Approval

  • Use this if you need a formal review and sign-off. Next, choose your approval method:

    1. Direct User: Works just like the "For Information" type. You select the users, and as soon as any one person takes action, the step is completed.
       
       

    2. Approval Flow: Select a pre-configured workflow from the dropdown.

       • Flow with Document Controller (DC): If the workflow uses a DC, you will only be allowed to select a Document Controller in the recipient field.
         
         

       • Flow without DC: If the workflow skips the DC, you can directly select the Approvers for the stages.
         
         

  • How it works: If multiple users are assigned to an approval level or stage, the moment any one user approves or takes action, that stage is considered done, and the Transmittal moves forward.
    
    

Click Next once your recipients are set.

Step 3: Review the "Preview" Section and Submit

1. Double-Check Your Package

   • Look over the summary page to verify your subject, description, uploaded files, and chosen recipient path.
     
     

2. Submit and Sign

   • Click the Submit button.
     
     

   • A signature pop-up window will appear on your screen.
     
     

   • Draw or enter your official Signature in the box. This signature will be automatically stamped onto the final, system-generated Transmittal document.
     
     

   • Confirm the pop-up to officially send the transmittal.
     
     

Tips and Practices:

• Drafts: If you need to step away while working on Step 1 or Step 2, your progress is automatically saved. You can find and complete your incomplete packages later under the Drafts tab in the main Transmittals workspace as long as Subject is entered