How to Create a Transmittal in CMiC OVERVIEW Whenever you send a project related item such as drawings, material samples, or submittals you want to be able to create a cover letter/memo to accompany the item(s) and track when, and to whom the item was sent. Transmittals provide the mechanism to accomplish both of these tasks. Every transmittal is stored on the system and can be re-sent or duplicated if required. From a project management point of view, transmittals provide a formal source of proof that items were sent and the reason for their transmittal. This document provides instructions on how to create a new transmittal and print it. STEP 1: Click the arrow (4) to the left of Communication Management STEP 2: Click Transmittals STEP 3: Click the Add Transmittal button to add a new Transmittal record STEP 4: In the Transmittal Details screen: a. Transmittal No: This number is a defaulted in system next number and cannot be modified. b. Submitted checkbox will auto check and stamp the date/time once the Transmittal is sent. c. From: Accept self as default in the From field, however, if you are entering this Transmittal on behalf of someone else, you can Click the Magnifying Glass to display the List of Values (LOV) Project Contacts and make your selection, see below. d. Date: Accept default of today’s Date or modify the date using MMDDYY format. e. In the To field, click the Magnifying Glass to display the List of Values (LOV) to select the Project Partner you would like to transmit to -or- if they are not a Project Partner, you can click on the Free Form checkbox and type in a name manually. f. Received checkbox should be left blank as it is auto-checked based on the status of the Transmittal. g. CC button: If additional Project Partners need to be copied on this Transmittal click on the CC button to expand the field. g.1. Click the Magnifying Glass to display the List of Values (LOV) to search and select the Project Partner(s) you would like to CC on this Transmittal. This is where you can use the Distribution Lists that you set up already. Click HERE for how-to setup a distribution list g.2. Click the checkbox to the right of the Project Partner(s) in the List of Values (LOV) as CC (s) on this Transmittal. g.3. Click the Accept button to select CC’s for this Transmittal. h. Re: Enter a short description of what this Transmittal is Regarding. i. Via (global): You have two (2) options: Option 1: Select existing Via using the List of Values (LOV), click the Magnifying Glass to display the List of Values (LOV). Click on the Via Description applicable for this Transmittal. Option 2: Create new Via by typing into this field free form, Type in non-existing Via in the Via field. First, Click the applicable checkbox beside the Via field: - Attached: Documentation is included and attached with the transmittal - Separate Cover: Documentation is not included and will be sent via another method    j. Due Date: Enter Due Date if required for item (s) included in this transmittal.  Use MMDDYY format, or click on the Calendar and select the required date in the pop-up window.. k. Click the checkbox to the left of the appropriate type of content included with this Transmittal. If not listed, check the “Other” box and type in free form, or click on the Magnifying Glass and select the desired content. l. In the Actions section accept default of Send, or change to Forward or Return if appropriate. Status Defaults By Detail Lines, accept this default, unless clicking on the down arrow provides a better option. Click the checkbox to the left of the appropriate Action for this Transmittal. If not listed, check the Other box and type in free form. m. Type in any remarks you would like to include for the recipient for this Transmittal n. Click the Save button in the upper right hand corner of the screen. NOTE: This step is critical if you will need to upload any attachments to include in your Transmittal items. STEP 5: Click the Plus (+) Sign in the Transmittals Items section under the Action column. a. Item #, Item that is being transmitted, the number is Auto-populated by the system b. Qty: Enter the Qty of the item(s) you are transmitting. c. Item: You have three (3) Options to complete Item: Item Option 1: Selecting a file stored within CMiC System that can be selected from the List of Values by clicking the down arrow.  Item Option 2: Selecting a Free Form (FF) field if you are not including a stored document in the CMiC system, check the checkbox in the FF column and type in a description the Item field. Item Option 3: Using the Upload New/Upload Multiple Attachment process.  d. Date: Accept default of today’s Date or enter the applicable Date for this item(s). Use MMDDYY date format, or click on the Calendar and select the desired date.   e. Option 1: Select the document you are attaching from the Item (Folder) you selected (see 5c). This will auto populate the date, revision, Description and Status fields and  attaches the document to the transmittal.   Option 2: If using Free Form, type in a Reference. f. Rev. If using Free Form, enter revision number or leave blank and system will default to 0 (zero). g. Description: If using Free Form, enter a short Description for this item. h. Comment: Enter a Comment if applicable to the item(s) i. Status: If Status is applicable to the row, select appropriate Status otherwise, no status values will be available for selection. Option 3: Upload or Upload Multiple: Exit out of Edit mode (click Save) and select Upload or Upload Multiple go through the attachment process. Instructions on Attachments can be found in the Attachment How To document. STEP 6: Click the Submit button in the upper right hand corner of your screen to save and submit the Transmittal into the CMiC database. STEP 7: Click the Print Report button at the top right side of the screen. STEP 8: In the Print Report window accept defaults, Click the Print button. STEP 9: In the Report Config window, click the Run Report button PDF Print report

Using the Transmittal Queue OVERVIEW: HOW TO “QUEUE” SEVERAL TRANSMITTALS TO SEND TO THE SAME CONTACT When you receive several different submittals from either the same subcontractor or different subcontractors you will be able to “Queue” different transmittals so that you can then only send one transmittal to a single contact. STEP 1: Click on Document Management in the tree view STEP 2: Click Submittals STEP 3: In the Log View screen, open the Submittal you wish to change the status for by clicking the blue link. STEP 4: Click the Edit History button to open a detail screen STEP 5: On the first line, enter Action Date (the date the submittal was received by you from the Subcontractor) and change the status from Anticipated to Received. STEP 6: On the second line, enter Action Date (the date you are planning to send the submittal to the Arch) and change the status from blank to Submitted STEP 7: Click the Queue Transmittal button at the top STEP 8: Double check that it is going to the person you want it to go to and click Process. STEP 9: Click Close STEP 10: Back on the History Detail screen, click Save then Close. Repeat Steps 3-10 for all the submittals you have ready to go to the architect. Once you are ready to send everything to the Architect go to step 11. STEP 11: Click on Communication Management in the tree view STEP 12: Click Transmittals Queue STEP 13: Click on the box in the upper left corner to include all items going to the same contact. (Make sure the box is checked to “Combine Transmittals to Same Contact”) STEP 14: Click Create Transmittals STEP 15: Click on the blue number that appears in the Transmittal No. column. STEP 16: The Transmittal module will open up. Click Edit. STEP 17: Edit information as needed. Add CC’s if needed (you can utilize distribution groups here too). STEP 18: Click the Save button STEP 19: If your Architect is Collaborative, click Submit button. STEP 19 ALT: If your Architect is NOT Collaborative, go to step 20 below. Next Steps for Non-Collaboration on CMiC STEP 20: Click Print Report STEP 21: Click Print in the pop-up window. If you have attachments, make sure you click the circle at the bottom to include the attachments in the Transmittal.  STEP 22: Change Destination to Email STEP 23: Confirm the To address is correct, add any CC's not listed, update the Subject & Message sections, and ensure all attachments have been included as listed. Then, click Send.