Acknowledging Transmittals
Understand how to receive, review, and acknowledge transmittals in Document Ocean 360, including overdue handling and what acknowledgment means in the document control process.
/projects/:id/transmittals/:transmittalId When documents are formally issued to you via a transmittal, Document Ocean 360 tracks whether you have acknowledged receipt. Acknowledgment is a critical step in the document control process — it creates a verifiable record that the correct documents, at the correct revisions, were received by the intended party.
Who Receives Transmittals
Any user listed as a recipient on a transmittal will receive a notification. This includes:
Contributor Approver Project AdminRecipients are typically external contractors, consultants, or internal team members from other departments. You do not need any special permissions to acknowledge a transmittal — only to be the designated recipient.
Acknowledgment ≠ Approval
Acknowledging a transmittal confirms that you have received the documents — nothing more. It does not mean you have reviewed, accepted, or approved the contents. If the transmittal purpose is “For Review” or “For Approval,” those actions are separate processes handled through the document review workflow. Acknowledgment simply closes the delivery loop.
How to Acknowledge a Transmittal
Open the notification
When a transmittal is sent to you, you'll receive an email notification with a direct link. You can also find incoming transmittals in your project's Transmittals section, filtered to 'Received.'
Review the transmittal details
On the transmittal detail page, review the subject, purpose, included documents, and any notes from the sender. Click on individual documents to view or download them.
Download the documents
Download any or all of the attached documents for your records. You can download them individually or use the Download All button to get a ZIP archive of the entire package.
Click Acknowledge
Once you've confirmed receipt, click the Acknowledge Receipt button at the top of the page. You'll be asked to confirm the action.
Confirmation recorded
Your acknowledgment is recorded with your name, company, and a precise timestamp. The transmittal status updates to Acknowledged and the sender is notified.
After acknowledgment, the transmittal status changes from Sent to Acknowledged , and an entry is added to the activity log visible to both sender and recipient.
Understanding Transmittal Statuses
As a recipient, you’ll encounter these statuses on transmittals addressed to you:
- Sent — The transmittal has been issued and is waiting for your acknowledgment. Action is required.
- Acknowledged — You have confirmed receipt. No further action needed on the transmittal itself.
- Overdue — The sender set a due date for acknowledgment and it has passed. Immediate action is recommended.
Handling Overdue Transmittals
Overdue Transmittals Require Immediate Attention
When a transmittal passes its due date without acknowledgment, it is automatically flagged as Overdue. This status is visible to both the sender and the recipient. Overdue transmittals may trigger escalation notifications to project admins and can impact project compliance metrics. If you receive a transmittal with a due date, acknowledge it as soon as possible — even if you haven’t completed your full review of the documents. Remember, acknowledgment confirms receipt, not approval.
Overdue transmittals remain fully functional — you can still view, download, and acknowledge them at any time. The overdue flag is a tracking mechanism, not a lock. Once acknowledged, the status changes to Acknowledged , but the activity log will reflect that the acknowledgment occurred after the due date.
What Happens When a Transmittal Becomes Overdue
- The transmittal status changes from Sent to Overdue .
- The sender receives a notification that the transmittal is overdue.
- Project admins with oversight access can see all overdue transmittals in the project dashboard.
- The overdue count is reflected in project reports and compliance summaries.
Best Practices for Recipients
- Acknowledge promptly — Even if you haven’t reviewed every document in detail, acknowledge receipt to confirm delivery. Review can happen separately.
- Check revision codes — Verify that the revisions listed match what you expected. If something looks wrong, contact the sender before acknowledging.
- Download for offline access — If you work on-site or in areas with limited connectivity, download the full document package before heading out.
- Monitor your notifications — Transmittal notifications arrive via email and in-app. Check both channels regularly to avoid missing deadlines.
Filtering Your Transmittals
Use the Received filter on the transmittals list page to see only transmittals addressed to you. You can further filter by status to quickly find any that need your attention — especially those marked as Overdue.
Related Documentation
Creating a Transmittal
Learn how to create and send transmittals to external parties or internal teams.
Transmittal Details
Explore the transmittal detail page, cover sheets, and the full activity log.
Document Reviews
Understand the review workflow for documents received via transmittals.
Notifications & Alerts
Configure how you receive notifications for transmittals and other project events.