Commnia Transmittal Grid allows for Transmittal to be created with ease utilising document templates, automated distribution rules and complete traceability.
1. Create New Transmittal Grid
From the main menu, click on Document Control and from the drop down menu select New Transmittal (Smart Grid).
2. Add Documents to your Transmittal via Document Register
Click on the +Documents icon to and Add From Register.
- You can search or filter by using any of the displayed fields. I.e. Here we have entered “A100” in the “Drawing No.” field which will only show document numbers that contain “A100”.
- You can change how many documents are displayed on each page by changing the "Items Per Page" option. Here I have selected a maximum number of documents per page of 1,000.
- You can individually select the documents you want to include by clicking on the relative checkbox. Alternatively, you can click on "All | None" to select or deselect all documents on that page.
- Once you are happy with the documents selected, click on "Attach" to include in your transmittal.
3. Add Documents to your Transmittal via Commnia Drive
Click on the Commnia Drive to open your Commnia Drive folder.
You can navigate the Commnia Drive by clicking on the relevant folder. Here we will click on the Photos folder to view files contained here.
You can individually select the documents you want to include by clicking on the relative checkbox.
Alternatively, you can click on All Files from the drop down list to select or deselect all documents on that page.
You can also attach all files within a folder by selecting the checkbox next to the folder.
Once you have made the file/folder selection, click Attach.
4. Add Trade + User Groups to your Transmittal
Click on Recipients from the main menu bar.
Both lists will show Trade/User groups relative to the project you are in.
You also have the option to view all trade/user groups from the previous project by selecting from the Job drop-down list.
Trade will categorise your contacts based on the trade that they perform.
User Groups will categorise your contacts based on user-defined criteria. i.e site team, design team etc.
You can individually select the trade/user groups you want to include by clicking on the relative checkbox.
Alternatively, you can click on All | None to select or deselect all trade/user groups on that page.Click on Select to include them in the transmittal grid.
The number above each trade/user group tells you how many of your contacts belong to that group.
To see how to create user groups click here.
5. Prepare your Transmittal Grid
The transmittal grid is a simple way of assigning the relevant documents to each trade/user groups transmittal.
Exclude All sent documents - If this checkbox is ticked, it will not send a document to a user who has already received it. If you would prefer to send the documents to users regardless if they've received it, untick this box.
Manage Documents - Add additional documents from Document Register or Commnia Drive.
Manage Recipients - Add or remove trades and user groups.
Send all packages to all trades - will flag all documents to be sent to all user/trade groups in the grid.
Collapse all Disciplines - shows documents category headings only, displaying a more succinct view of your transmittal grid.
Reset Grid - Click on Reset grid to remove all elements on the grid.
Show /Hide Document Description - Lists name of documents attached.
Remove Document - remove documents that don't need to be part of the current transmittal.
Below you can see an examples;
Individually assigning two documents to one recipient group.
You can also assign All Documents to a Single Trade/User Group.
The final function allows you to assign One document to All Trade/User Groups.
6. Create your Transmittal
Each transmittal created in Commnia will ultimately be sent through Commnia's email function. . Once you have assigned all relevant documents to each trade/user group, click on the "Create Transmittal" icon to prepare your transmittal's.
You also have the option to view and save as drafts.
Each Trade will be divided into its on transmittal. Click on the transmittal number to expand the transmittal.
You can review recipients and the documents attached.
There are a few options available for modification:
Commnia will automatically consolidate recipients if they have been flagged to receive the same documents. Click on each Transmittal to show further details.You can remove a listed contact by clicking on the x , to add more contacts you can click on +.
The subject line will default to the document category of Document Transmittal but can be modified here by clicking Change, if you would like the changes to apply to all transmittal subject field, click on Copy to All Transmittal's.
You can Remove a Document by clicking on the x, to add more documents you can click on Add More Documents.
This is where you can enter the body of your email to be included as part of your transmittal. If you have setup custom templates, you can view and add by clicking on View Custom Templates for Description.
The description can be copied across all the current list of transmittal's being prepared by clicking on Copy to All Transmittal's.
Once you’re happy with the content, you can click Save As Draft or Send to distribute this transmittal. You also have the option to Send Privately. This means that your contacts will not see the other contacts who have been included on the transmittal.
Discard will take you back to the transmittal grid where you can make further changes to the grid.
The top line is for mass action applied to all transmittal's at once,
The second line is action for each individual grouped transmittal.
7. Transmittal Email
Commnia will automatically send a formatted email with your transmittal to your contacts where they can download these documents directly from the email without needing to log in to Commnia.
Your sub-contractor will be able to directly download the documents from the email link saving them time not having to log in to Commnia
This includes an attached PDF Letter - the email description and file list.