Creating a Transmittal
Learn how to create transmittals in Document Ocean 360 to formally issue documents to external parties, contractors, or internal teams with full tracking and accountability.
/projects/:id/transmittals/new A transmittal is a formal record of documents sent from one party to another. In engineering, construction, and regulated industries, transmittals serve as proof that specific documents — at specific revisions — were officially issued to a recipient. They create an auditable chain of custody that protects both the sender and the receiver.
Document Ocean 360 automates the entire transmittal process: generating sequential transmittal numbers, attaching the correct document revisions, notifying recipients, and tracking acknowledgment — all from a single form.
Who Can Create Transmittals
ContributorOnly users with the Contributor role (or higher) can create and issue transmittals. Viewers cannot initiate transmittals.
Understanding Transmittal Purposes
Every transmittal must specify a purpose — the reason the documents are being issued. This helps the recipient understand what action (if any) is expected of them:
- For Review — Documents sent for the recipient’s review and comment. Feedback is expected.
- For Approval — Documents sent for formal approval before proceeding to the next phase.
- For Information — Documents shared for reference only. No action is required from the recipient.
- For Construction — Approved-for-construction documents issued for use on site.
- As Built — Final as-built documents issued after construction completion.
- For Record — Documents issued for archival and record-keeping purposes.
How to Create a Transmittal
Navigate to transmittals
Open your project and select Transmittals from the sidebar. Click the New Transmittal button in the top-right corner.
Fill in the transmittal details
Complete the transmittal form with the subject, recipient, purpose, and any notes. The transmittal number is generated automatically.
Select documents to include
Use the document picker to search and attach documents. Each document will be included at its latest revision by default — you can change this to a specific revision if needed.
Review and send
Preview the complete transmittal package. Verify the document list, revisions, and recipient details. Click Send to issue the transmittal and notify the recipient.
Transmittal Form Fields
Transmittal Form
Auto-generated sequential identifier (e.g., TRN-0042). Follows your project's numbering convention and cannot be edited.
A brief description of what is being transmitted. Keep it concise but descriptive — e.g., 'Structural Drawings Rev B for Building 4.'
The company or contact the transmittal is addressed to. Select from the project's distribution list or type a new recipient.
The reason for issuing the documents — For Review, For Approval, For Construction, etc. Sets expectations for the recipient's required action.
One or more documents to include in the transmittal. Each document is attached at a specific revision. At least one document is required.
Optional deadline by which the recipient should acknowledge receipt or complete their review. Overdue transmittals are flagged automatically.
Free-text field for additional instructions, context, or remarks to the recipient. Appears on the transmittal cover sheet.
Selecting Specific Revisions
By default, Document Ocean 360 attaches the latest approved revision of each document. If you need to transmit an earlier revision — for example, re-issuing a previously approved version — click the revision dropdown next to each document in the picker to select a specific revision. This is especially useful when a recipient needs to compare changes between revisions.
What Happens After Sending
Once a transmittal is sent:
- The recipient receives an email notification with a link to view and download the documents.
- The transmittal status changes from Draft to Sent .
- An activity log entry is created with a timestamp and the sender’s identity.
- The included documents are recorded against this transmittal for full traceability.
If a due date was set, the system will automatically flag the transmittal as Overdue if the recipient has not acknowledged it by the deadline.
Transmittals Are Immutable
Once a transmittal is sent, it cannot be edited or deleted. This ensures the integrity of the document issuance record. If you need to correct an error, create a new transmittal referencing the original.
Next Steps
Transmittal Details
Learn how to view transmittal details, download cover sheets, and track acknowledgment status.
Acknowledging Transmittals
Understand how recipients acknowledge transmittals and what happens when they're overdue.
Document Revisions
Learn how document revisions work and how they relate to transmittals.