Document Transmittals—Exercises

Basic Data Setup

Classes for Transmittals

Purpose: The purpose of this exercise is to connect a document class with a project.

Windows:
Document Classes per Project for Document Transmittals

1. Create a new record.

General exercise for Classes for Transmittals.  

Transmittal Receiver

Purpose: The purpose of this exercise is to connect a receiver contact person with a project.

Windows:
Document Transmittal Receiver Contact Persons

1. Create a new record.

General exercise for Transmittal Receiver.  

Transmittal Counter

Purpose: The purpose of this exercise is to create a transmittal counter and to connect it to a project.

Windows:
Document Transmittal Counters

1. Create a new record.

General exercise for Transmittal Counter.  

Transmittal Line Status

Purpose: The purpose of this exercise is to create line transmittal statuses and to connect it to a project.

Windows:
Statuses for Document Transmittal Lines

1. Create a new record.

General exercise for Transmittal Status  

Required Data

Approve and Release Document

Purpose: The purpose of this exercise is to show you how to create documents and to approve and release them so they can be linked to the document transmittal.

1. Open the Document Titles window.
2. Create 2 documents using the document class that you created in basic data (which you connected to a project).
3. Approve and release the documents.

General exercise for Approve and Release Document  

Main Exercise

Purpose: The purpose of this lesson is to manage the document transmittal process.

Windows:
Transmittals

Create Outbound Document Transmittal

1. Open the Transmittals window.
2. Select a row in the table and double-click to create a new record.
3. Select the project you created in the Project ID field.
4. Enter Transmittal for Review in the Description field.
5. Select Out in the Direction field.
6. Enter Test Transmittal in the Info field.
7. Enter your person ID on the Contact Person field.
8. Enter the system date (today's date) in the Expected Send/Receive Date field.
9. Enter the date a week ahead in the Expected Latest Comment Date field.
10. Enter 23, QWE Street, MNE, in the Receiver Address field.
11. Select any value from the List of Values for the Receiver Contact Person field.
12. Select E-Mail in the Distribution Method field.
13. Select Customer in the Receiver Type field.
14. Save the record. (F12)

Connect Documents to Transmittal

1. Open the Transmittal window and query for your document transmittal.
2. Click the Documents tab.
3. Select a row, right-click and then click Add Documents. The Add Documents dialog box is opened.
4. Click Query and enter the document number of the first document you created and click OK.
5. Click OK in the Add Documents dialog box.
6. Enter Test in the Note field.
7. Save the record and close the Transmittal window.

Send Transmittal

1. Open the Transmittals window and populate it.
2. Select the row, right-click and then click Transmittal Wizard.
3. Review the data in the first three steps in the wizard, clicking Next after reviewing each step.
4. Select the Send E-Mail and Transmittal Report check box.
5. Select the Zip Files check box.
6. Select the Send/Download Original Files check box.
7. Click Finish.
8. Click Yes if a dialog box asking you whether to create a check-out folder is opened and review the report that is displayed.

Add Acknowledgement

1. Create a Microsoft Word document named Acknowledgement.doc.
2. Open the Transmittal window and query for your document transmittal.
3. Right-click the window and click Add Acknowledgement.
4. Select the Word document that you created.
5. Verify that the document transmittal receives the Acknowledgement Received status.

Receive Acknowledgement

1. Open the Transmittal window from the navigator and query for your document transmittal.
2. Right-click the window and then click Receive Acknowledgement.
3. Verify that the document transmittal receives the Acknowledgement Received status.

Add Comments

1. Create a Adobe Acrobat document named Comments.pdf.
2. Open the Transmittal window and query for your document transmittal.
3. Click the Documents tab.
4. Select the row with the document, right-click and then click Comment File and click Add.
5. Select the Acrobat document that you created and double-click on it.

Close Transmittal

1. Open the Transmittal window and query for your document transmittal.
2. Right-click the window and then click Close. 

Create Inbound Document Transmittal

1. Open the Transmittal Assistant from the navigator.
2. Enter Trans001 in the Transmittal ID field.
3. Enter Test Transmittal in the Description field.
4. Select In in the Direction field.
5. Select the project you created in the Project ID field.
6. Enter the system date (today's date) in the Expected Send/Receive Date field.
7. Enter the date a week ahead in the Expected Latest Comment Date field.
8. Click Next.
9. Verify that the correct project data has been entered.
10. Click Next.
11. Select a row, right-click and click Add Documents. The Add Documents dialog box is opened.
12. Click Query and enter the document number of the second document you created and click OK.
13. Click OK in the Add Documents dialog box.
14. Click Next.
15. Click Finish.

Receive Document Files

1. Open the Transmittal window from the navigator and query for the Trans001 transmittal ID.
2. Right-click and then click Receive.

Send Acknowledgement

1. Open the Transmittal window from the navigator and query for the Trans001 transmittal ID.
2. Right-click the window and then click Send Acknowledgement.

Send Comment

1. Open the Transmittal window from the navigator and query for the Trans001 transmittal ID.
2. Right-click the window and then click Send Comment. 

Note You can close the incoming transmittal in the same way that you close the outgoing transmittal.