Send Document Transmittal Approvals and Comments

Explanation

This activity is used to send back comments and approvals. An approval is a document that declares that the transmittal is approved. If necessary, send back a printed first page of the report with approval stamps and/or signatures. You can replace a comment file which is already added to a document until the date in the Latest Comment Date field has passed.

Prerequisites

• The transmittal must be in Acknowledgement Sent status and the document transmittal files must have been reviewed.
• The file type of the transmittal comment file must be configured in the EDM Basic/File Types tab.

System Effects

As a result of this activity, the transmittal receives the Comments Sent or Closed status.

Window

Transmittal

Related Window Descriptions

Transmittal

Procedure

1. Open the Transmittal window.
2. Query for the document transmittal.
3. Click on the Documents tab.
4. Select the row with the document, right-click and then click Comment File and click Add.
5. Select the comment file from your machine and double-click on it.
6. Manually send the approval and comments to the sender.
7. Right-click and then click Send Comment. The transmittal status will be set to Comments Sent.
8. To close the document transmittal, right-click and then click Close. The transmittal is set to Closed status. (The user can close the transmittal only after the date in the  Expected Latest Comment Date field has passed.)

Note: A comment file can be added in the Transmittal Document Revisions window and the Transmittal/Documents tab. You can view the file from these two windows as well as from the Document Revision/File Ref tab and Document Revision/Transmittal tab. Once added this file can be sent by mail from the Document Revision/Transmittal tab, Transmittal/Documents tab, Transmittal Document Revisions window.