Frequently asked questions about Transmittals in ConstructionOnline
What is the purpose of Transmittals?
What is the difference between Transmittals and Submittals?
Is there a link between Transmittals and Submittals in ConstructionOnline?
How can I create and send a Transmittal in ConstructionOnline?
Can I add an attachment to a Transmittal?
Can I remove an attachment from a Transmittal?
Can I edit a Transmittal after it has been sent?
My client/sub isn't using the Portal. How do I send them a Transmittal?
I deleted my Transmittal. How do I recover it?
What is the purpose of Transmittals?
Transmittals in construction are documents used to formally communicate the transfer of information, materials, drawings, or any other project-related items between different parties involved on a project. These documents serve as a record of what is being sent, to whom it is being sent, and for what purpose; they typically facilitate the organized exchange of information between contractors, architects, engineers, subs, and clients. Common examples of information contained in Transmittals include sender/recipient details, description of the transmitted item, purpose of the transmission or instructions for it, and date/reference numbers.
What is the difference between Transmittals and Submittals?
Transmittals should be used to formally communicate the transfer of information, materials, drawings, or any other project-related items between different parties involved on a project. Submittals should be used to submit plans, drawings, samples, and any other documents or materials for approval before starting or during the construction phases of a project. A simple way to remember the difference between these two tools is:
- TRANSmittals for TRANSferring information
- SUBmittals for SUBmitting information
Is there a link between Transmittals and Submittals in ConstructionOnline?
No. Transmittals and Submittals are two totally separate processes in ConstructionOnline. If you'd like to connect your Transmittal and Submittal documents, we recommend creating the Transmittal or Submittal first (which ever works best for your company's processes), and then attach that document to the other upon creation.
For more information on Submittals, visit our FAQ: Submittals article.
How can I create and send a Transmittal in ConstructionOnline?
Transmittals can be created by, first, navigating to the desired Project, selecting the Communication tab, and choosing the Transmittals category. From here, click the green (+) Add Transmittal button located within the Transmittals pane. This will open the "New Transmittal" window where you should:
- Fill in the relevant Transmittal Details.
- The "To" field is required.
- Choose whether the Transmittal is being submitted for:
- Approval
- Your use
- As requested
- Review & comment
- Corrections
- Choose the Actions as noted:
- Out for Signature
- Approved as submitted
- Approved as noted
- Submit
- Resubmit
- Returned
- Returned for corrections
- Received
- Received as noted
- Due Date
- Add any relevant Notes (required) and Attachments to your Transmittal
Once you have finalized the details of your Transmittal, you can choose the "Create Transmittal" button which will send the Transmittal to the assigned recipients through ConstructionOnline, or you can choose the "Create & Send Emails" button which will send the Transmittal to the assigned recipients through ConstructionOnline AND notify them via email.
Can I add an attachment to a Transmittal?
Yes! Attachments can be added to Transmittals upon creation or at any point by editing the Transmittal.
Can I remove an attachment from a Transmittal?
No. Once added to a Transmittal, attachments cannot be removed. While not considered legal documents in the contractual sense, Transmittals play an important role in the formal exchange of information, materials, drawings, and other project-related items between the various parties involved in a construction project. Because of this, they can have legal implications as they serve as a record of communication, contractual references, and can be used to establish accountability or responsibility.
For these reasons, it's crucial to maintain well-documented Transmittals to mitigate potential legal risks which is why we do not recommend editing Transmittals after they have been created and why we do not allow for the removal of attachments from Transmittals.
Can I edit a Transmittal after it has been sent?
While ConstructionOnline does provide you the ability to edit Transmittals, we do not recommend that you edit them after they have been sent. Transmittals play an important role in the formal exchange of information, materials, drawings, and other project-related items between the various parties involved in a construction project. Because of this, they can have legal implications as they serve as a record of communication, contractual references, and can be used to establish accountability or responsibility.
For these reasons, it's crucial to maintain well-documented Transmittals to mitigate potential legal risks which is why we do not recommend editing Transmittals after they have been created & sent. This could result in an inaccurate record of communication that would not hold up in a court of law.
My client/sub isn't using the Portal. How do I send them a Transmittal?
You can make Transmittals visible to clients/subs not using their Project Portal by emailing the Transmittal (if they are associated with a ConstructionOnline Contact) or by generating a Letter of Transmittal which can be shared with them via email or printed. However, please note, these methods do not document that the Transmittal was sent & received by the client/sub, which is important to keeping a well-documented record of Transmittals.
How do I print a Transmittal?
Transmittals can be printed by right-clicking on the desired Transmittal and selecting the "Print Transmittal" option. This will generate a "Letter of Transmittal" including all recipients, actions requested, and any attachments which can then be shared via email, saved to ConstructionOnline Files, downloaded as a PDF, edited with the built-in text editor, or printed.
The Letter of Transmittal report can also be found within the Communication Reports category by following the instructions outlined here.
I deleted my Transmittal. How do I recover it?
Transmittals that have been deleted cannot be recovered.
Have more questions?
We're here to help! Chat with a Specialist by clicking the orange Chat icon in the bottom left corner or contact UDA support for additional options.