Buildtools’ Auto Send Revised Documents feature allows you to automatically find contacts who haven’t received the most recent revision. This feature is ideal for sending updated documents based on a single contact, trade or document. For mass sending of updated revisions, please use the New Transmittal (Grid) “Revised Documents” feature.
For New Transmittal (Grid) training documentation, please click the link below.
1. Access Auto Send Revised Documents
To use this feature, login to your Buildtools Cloud account and select your desired project. From the main menu, select “Transmittals”, then select “Auto Send Revised Documents”.
Here you will see your transmittal planning window.
2. Filter Options
There are numerous filter options but it’s important to remember that you can only send transmittals from here for a single contact, trade group or document. For mass sending features, please use the “New Transmittal (Grid)” function.
First you will need to select if you would like to include “All Contacts” or “Project Contact List”. “All Contacts” will include any contact that has been flagged to “Receive New Documents” in the “Project Register”. “Project Contact List” will include any contact that has been flagged to “Receive New Documents” but also has been added to the “Project Contact List” in the “Users and Groups” function.
Next you will need to select from “Contacts”, Trade Groups” or “Documents”.
Contacts will allow you to send multiple documents to a single contact
Trade will allow you to send multiple documents to a single trade group
Document will allow you to send a single document to multiple contacts
You also have the option to send:
Latest Revisions will only send the most current revision to contacts
All Revisions will send all revisions to contacts
Superseded Drawings will send the revision prior to the current version to contacts
3. Select your Contact, Trade or Document
Based on your previous selection, you will either be presented with a list of contacts, trades or documents to select. Select one of the options from the list.
In this example, I will select “Billy Painter” to display a list of latest revisions that have not been sent tom “Billy”.
As a default, all documents will be selected. You can un-select a document by clicking on the checkboxes. To un-select all documents, click on the “None” button. Once you are happy with the documents selected, click on “Add to transmittal” to add them to your workbench.
You can now go back to any of your filters and add further contacts, trades or documents to the list. Click on “Proceed” to prepare your transmittal packages.
4. Create your Transmittal
You’ll be redirected to a page displaying your Transmittal packages to prepare for distribution.
Click on the transmittal number to expand the transmittal or alternatively, click on “Expand All” to expand all transmittals.
There are a few options you can modify:
The subject line will default but can be modified here. Click on to update all transmittal subject fields.
You can remove a listed contact by clicking on the “x”, to add more contacts you can click on “To”.
You can remove a document by clicking on the “x”, to add more documents you can click on “Add 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 select these by clicking on “View Custom Templates for Description”.
Select the appropriate template and click “Add”.
Once you’re happy with the content, you can click “Submit” to distribute this transmittal. You have the option to “send privately” or “send”. The Send Privately function means that your contacts will not see the other contacts who have been included on the transmittal.
5. Transmittal Email
Buildtools will automatically send a formatted email with your transmittal to your contacts. This includes an attached pdf of the document register, project details and file download link.