Selecting the recipients of a transmittal

Selecting the recipients of a transmittal saves the recipients’ contact information in the transmittal database for future reporting and tracking.

Note    Recipient names must be selected before you can link submittals to transmittals and submissions to transmissions.

Note    Selecting recipients does not set the email addresses of the transmittal recipients nor does it actually send the transmittal, which are finished separately. The email addresses of recipients internal to your organization that are selected in the following procedure must be set in the person’s Meridian Enterprise user account by a system administrator. The email addresses of recipients external to your organization that are selected when the transmittal is sent as described in Sending a transmittal via email must be set in your email application. A system administrator might have created proxy Meridian Enterprise user accounts for persons that are external to your organization.

To select the recipients of a transmittal:

1. Select the transmittal in the vault for which you want to select recipients.
2. Click Document, point to Transmittal Management, and then click View Transmittal. The Transmittal dialog box appears.
3. Click the Select Recipients button in the toolbar. The Transmittal Recipients dialog box appears.
4. Click Add to add a recipient. The Select Recipients dialog box appears.
5. Select recipient names in the list, type an optional comment, and click OK. The selected recipients’ names appear in the Transmittal Recipients list along with other columns of information about how the transmittal will be sent to the recipients.
   
   Note    If the name of your intended recipient does not appear in the list, consult with a system administrator.
6. Select a recipient in the list and click Edit to modify the recipient information for this transmittal. The Recipient dialog box appears.
7. Select or type property values using the descriptions in the following table and click OK.

8. To create a submittal in the vault to receive documents that will be returned by one of the recipients, click Create submittal. A confirmation prompt appears.

1. Click Yes. The Create Submittal dialog box appears.
2. Select a submittal document type and click Create.  The Select Folder dialog box appears.
3. Select a destination folder for the submittal and click OK. The submittal is created in the selected folder.
   
   Note    The current vault view might need to be refreshed to show the new submittal.

9. Repeat steps 6 to 8 for each recipient that you want to receive the transmittal.
10. When the Transmittal Recipients list is accurate and complete, click Close to save your changes.