Transmittal management setup checklist

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Transmittal management setup checklist

Setting up transmittal management involves configuring several add-ons and modules, creating the transmittal types and transmittal sheet templates, and configuring security on the templates and on the transmittals themselves. These tasks are listed in the order in which they should be performed in the following table and are described in the remainder of this guide. Use the hyperlinks in the following checklist to find the installation information for each task. Track your installation progress by printing this checklist and placing a checkmark in the box in the Completed column as you finish each task.

Transmittal management setup tasks
Completed	Task	Topic Reference
o	Configure the Excel Reporting add-on	About the Excel Reporting add-on
o	Configure the Smart Paste add-on	About the Smart Paste add-on
o	Enable the Transmittal Management module	Advanced settings
o	Create an Excel worksheet template file that specifies the metadata fields that are exchanged in transmittals and submittals. One template will be used for all transmittals in the workspace. The Excel column mapping should be specified in KRONOCSV format for simple importing back to the system but the template should be stored in XLSX or XLS format for transmittal use. Store the Excel file in an appropriate folder in Project Portal. Following are example columns that can be included in the worksheet: KRONOCSV,DOCID, FILE, Document-name, Authors, Author-email, Doctype, Lifecycle, 10SP\|10docnum, 10SP\|20docrevision, 10SP\|30wbscode. The custom fields (for example, 10SP\|10docnum) are for Smart Paste purposes and might be named differently in your configuration. Add the document number of the document that contains the Excel file to the Excel mapping and to the Transmittal Management module settings.	Understanding KRONOCSV files Advanced settings
o	Configure the access rights for Document Controllers if they are not project privileged users: Create an access group for the Document Controllers Create a workspace-wide role that has permission to import and use Smart Paste and assign it to the Document Controllers.	About access groups About roles
o	Restrict access to the folders that contain the transmittal and submittal files. Transmittals and submittals will be stored in the system as normal documents but should only be viewed in the Transmittal Management pages. Create an access profile for the transmittal type folders. Grant at least the Create document privilege to the Document Controllers group. Verify that the Document Controllers have been assigned to an access profile with the document View privilege.	About access profiles
o	Configure the transmittal types: Create a new folder to hold the transmittals. Set the code of the new folder to TRANS or as set in the Advanced Settings. Assign the transmittal access profile to the folder. Create as many sub-folders as needed for the different transmittal types. The folder names will be shown on the first page of the transmittal creation wizard as transmittal categories. Transmittals can have any number of custom properties that can be shown on the first page as well. Set the default document type for each sub-folder. The default document type will determine which properties are shown for each transmittal type.	Creating, editing, and deleting folder types Advanced settings
o	Create a transmittal sheet template in Microsoft Word for each transmittal type and save them in DOCX format. Configure metadata transfer to the transmittal sheets using the standard property transfer mechanisms. Additional information can be included with placeholders. There are three placeholders available, of which one is optional. The mandatory placeholders are KRONOHEADER and KRONOTABLE and the optional placeholder is KRONODESCRIPTION. KRONOHEADER specifies the location of the title of the table represented by KRONOTABLE. The table will contain metadata about the documents in the transmittal. The KRONOHEADER placeholder must be placed immediately before the table that contains the KRONOTABLE placeholder. Any formatting applied to the first letter of KRONOHEADER will be applied to the replacement text. Immediately after KRONOHEADER, place a table that is two rows high and one column wide. The first cell must contain the placeholder KRONOTABLE. Any formatting applied to the first row will also be applied to all cells in the header row of the table. Any formatting applied to the second cell will be applied to the rest of the table. The KRONODESCRIPTION placeholder can be used to transfer the content of the transmittal Description property to the first page of the transmittal sheet. This can be configured using the standard property transfer mechanisms. Note Microsoft Office supports only 255 characters for property fields and the Description property can be up to 2000 characters long. Store the transmittal sheet templates in a folder in the workspace such as a sub-folder of Templates. The sub-folder must have the code TRANSTPL or as set in the Advanced Settings. The Document Controllers group must have document viewing access to the template documents.	BlueCielo Project Portal User's Guide