New Transmittal (Grid)

Buildtools Transmittal Grid allows for Transmittals to be created with ease by utilising document templates, automated distribution rules and complete traceability.

1. Create New Transmittal Grid

To create a Transmittal using the Grid, login to your Buildtools Cloud account and select your desired project. From the main menu, select “Transmittals”, then select “Transmittal Grid”.

2. Add Documents to your Transmittal

2a. Document Register

Click on the “Documents” icon to open the “Document 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.

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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. There is no maximum attachment size limit for emails in Buildtools.

Once you are happy with the documents selected, click on “Attach” to include in your transmittal.

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2b. Buildtools Drive

Click on the “Buildtools Drive” to open your Buildtools Drive folder.

You can navigate the Buildtools Drive by clicking on the relevant folder. Here we will click on the “Documents” 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 and clicking “Attach”.

There is no maximum attachment size limit for emails in Buildtools.

Once you are happy with the documents selected, click on “Attach” to include in your transmittal.

3. Add Trade Groups/User Groups to your Transmittal

Click on the “Trades” or “User Group” icon to open the “Trades” or “User Group” selection screen.

Trades will categorise your contacts based on the trade that they perform.

User Groups will categorise your contacts based on user defined criteria.

Here it will show all trade/user groups relative to this project. You can view all trade/user groups for your company or for a previous project by selecting from the “job” drop down list.

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. By clicking on this number, it will display a list of those contacts and the ability to add other contacts to the group.

4. Prepare your Transmittal Grid

The transmittal grid is a simple way of assigning the relevant documents to each trade/user groups transmittal.

Exclude already 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

Remove Trades / User Groups gives you the option to remove all trades, remove all user groups, remove columns that contain no users, remove all documents or to reset your grid.

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.

Below you can see an example of individually assigning two documents to the roofing transmittal.

You can also assign a document group to a transmittal by clicking on the document discipline row under the relevant trade/user group. Here we have assigned all “Electrical” documents to the “Electrical” trade.

The final function allows you to assign one document to all trade/user groups, all documents to one trade/user group or all documents to all trade/user groups. Below we have assigned document “E-403-1 – Rev: C” to all trade/user groups.

4a. Apply Doc Matrix Rules

There is an alternative way to automate the trade group / document assignments. If your document matrix has been setup with distribution rules, you can easily click on the “Apply Doc Matrix Rules” button to auto-populate the tender grid.

A green tick will be applied where the document / trade group combination meets the document matrix rules conditions.

5. Create your Transmittal

Once you have assigned all relevant documents to each trade/user group, click on the “Create Transmittal” icon to prepare your transmittals.

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 “Add More Recipients”.

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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 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 “Save As Draft” to save as a draft or “Send” to distribute this transmittal. You have the option to “send” or “send privately”. The Send Privately function means that your contacts will not see the other contacts who have been included on the transmittal.

6. 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.

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Updated on June 12, 2019

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