Working with transmittals - HxGN SDx - Update 63 - Help

HxGN SDx Help

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SmartPlant Foundation / SDx Version
10

Hexagon University Icon eLearning is available for this topic. Check it out here: HxGN SDx® | Transmittals

There are three types of transmittals:

  • Incoming Transmittals – Transmittals created by the owner company to record the receipt of documents from the contractor. The documents are then manually loaded into the system.

  • Internal Transmittals – Transmittals initiated within the organization to send documents to internal users.

  • Outgoing Transmittals – Transmittals initiated within the owner company to send documents to another organization. Information can be shared with organizations that do not have a contract or access to the SDx system by selecting the Offline option while creating the transmittal.

    Contractor and supplier organizations can send documents to another company using the submittal process. For more information, see Submittals.

Your system administrator may modify the workflow so that the steps differ from those shown. The steps are still carried out using the procedures described below.

Transmittals Acknowledge the transmittal Notification step created Email sent to target user Is it an offline transmittal? Prepare the transmittal Issue the transmittal? Create a transmittal Receive a transmittal

How is the transmittal due date calculated?

The value specified in the Suggested due date box is set as the workflow step response date. If no value is specified, then it is calculated as given below:

Online transmittals

  • The due date is calculated based on the Outgoing transmittal default response days value provided on the contract.

  • If the default response day property is empty, the response days value equals the current date.

Offline transmittals

If a contract is selected:

  • The due date is calculated based on the Outgoing transmittal default response days value provided on the contract.

  • If the default response day property is empty, the response days value equals the current date.

If a contract is not selected:

  • The response days value equals the current date.

SHARED Tip For example, if the default response days is 10, the system adds 10 working days to the current date and sets the result as the due date.

Who receives the email in an offline transmittal?

After the transmittal is submitted, an email, along with a link to download the zip file, is sent to the email address available on the ToUser or the Organization. If both ToUser and Organization are selected, precedence is given to the ToUser.

If the email address is empty for the ToUser, a Wrong/Invalid email address step is sent to the To Do List of the sender so they can update the email address and resend the transmittal.

SHARED Tip The zip file contains the transmittal cover letter and any files attached to the document.

In an offline transmittal, does the link (to download the files) in the email expire?

Yes. To add a layer of security, the link expires after 15 working days by default. However this may be modified by your administrator.

In an offline transmittal, what should I do if I have problems downloading the zip file?

This could happen when the link provided in the email expires or the zip file does not exist.

Reply to the email, providing the details of the error message. You will then be emailed a new link or the validity of the existing link will be extended.