NEW  Creating a transmittal

Meridian Project Portal provides a wizard to guide you through the steps of creating a transmittal and transmittal sheet and sending them via email to the recipients that you select. Like all other documents created by Meridian Project Portal, transmittals are created as different types. Transmittal sheets are also created from templates that are configured by a system administrator. For the names and purposes of the transmittal types and transmittal sheet templates defined in your workspace, consult with a system administrator.

To create a transmittal:

1. Place the documents that you want to send in the transmittal on the Clipboard as described in Adding items to the Clipboard.
2. Open the Clipboard as described in Viewing the Clipboard contents.
3. In the ribbon, in the Collaboration group, click Create transmittal. The New Transmittal dialog box appears.
4. Click options or type values using the descriptions in the following table.

5. Click Next. The Select Documents for Transmittal dialog box appears and lists the documents that you placed on the Clipboard in step 1. By default, every document is selected.

   Note    From this point onward in the transmittal creation process, you can stop working on the transmittal and any changes that you have made up to the point when you last clicked Next will be saved in the Drafts folder of the Workroom view. The status of the transmittal will not be Open until it has been completed and sent. To stop working, click the Close button in the upper-right corner of the dialog box. To resume working on the transmittal, open it from the Workroom view and proceed as described in NEW Viewing and editing a transmittal.

6. Confirm that you want to include the selected documents. Clear the checkbox in the left column of any documents that you do not want to include in the transmittal.
7. Click Next. The Select Recipients for Transmittal dialog box appears. Initially, no recipients are selected.
8. Click Add users. The Find users page opens in a new browser window.
9. Type text in at least one of the fields and click Find users. Wildcard characters are supported. When the search has completed, a list of the users that match your search appears.
10. For each recipient that you want to receive the transmittal, click Select in the Actions column. The user's row is highlighted.
11. When you are finished selecting recipients, click Close. The Find users dialog box closes and the names of the selected recipients appear in the Select recipients for transmittal list.

12. Confirm that the list contains all of the recipients that you want.

    To add more recipients, repeat steps 8 to 11.

    To remove recipients from the list, select a recipient in the list and then click Remove users.

    When you are satisfied with the recipient list, click Next. The View Transmittal dialog box appears. The transmittal is now ready to be generated.

13. If the transmittal is not correct, click one of the icons in the Transmittal group in the ribbon that is described in the following table.

14. If the transmittal is correct and ready to be generated, in the Package group, click Generate. The package is generated and the View Transmittal dialog box reappears to give you one last chance to review the transmittal before sending it to the recipients. Check the transmittal carefully. After it has been sent, it cannot be edited.
15. To see the transmittal sheet that will be sent with the package, in the ribbon, in the Package group, click Download sheet. The file downloads to your computer. Depending on your browser and its settings, you may be prompted for what you want to do with the file. Click Open to open the file in the application that is registered for the file type of the transmittal sheet. The content and layout of the transmittal sheet depend on the template that you chose in step 4 and are designed by a system administrator. You cannot edit the transmittal sheet before sending it.
16. To send the transmittal to its recipients, in the ribbon, in the Collaboration group, click Send package. The View Transmittal dialog box reappears. The transmittal can now be seen and opened in the recipients' Inbox folder in the Workroom view. An email message is sent to each recipient with a link to open the transmittal in Meridian Project Portal. By default, the message looks similar to the following figure and is configured by a system administrator.

17. When you are finished with the transmittal, click the Close button in the upper-right corner of the dialog box. Do not click the icon in the Transmittal group in the ribbon, which will change the transmittal's status to Closed.