Introduction to Outgoing Transmittal Module
Outgoing Transmittal module can be used to securely send and track files from infinitrac File Management module or from local machines to any recipient(s) in the Contacts module.
Additionally, module provides ability to sent information with instructions on what is expected of the recipient(s), with a time stamp and delivery confirmation receipt. Transmittal time sensitivity can be configured too, to relay a time sensitive information.
When transmittal is send, recipients receive an email notification with transmittal download link. Following download link, Transmittal files can be downloaded as a .zip archive. Email notification, also, contains a PDF report that serves as a Transmittal letter, listing transmittal files, recipients, and other Transmittal’s meta data. Attached PDF Report can be printed and signed for later reference.
infinitrac system tracks each time recipient downloads a transmittal. Also, this module can track if recipient has opened a transmittal email following two conditions:
Recipient chooses to allow to download a remote email content (images/links/etc)
or send a delivery receipt via an email client of their choice
If neither above conditions are met, date time when recipient downloads a transmittal is set as date time recipient opens an email transmittal notification.
Use Cases
Use Outgoing Transmittal Module when:
Need to send any kind/size of documents securely
Need to send a document structure securely
Require proof of documents delivery
Record & Store Project correspondence
Consolidate project’s correspondence to a single tool
General Process
General Outgoing Transmittal Process steps as follows, but not limited to:
Add Outgoing Transmittal
Provide Transmittal Description - purpose of why the Transmittal is send
Provide at least one recipient, who will receive a transmittal documents
Add files to the Transmittal
Send Transmittal
Collect Delivery Receipts
Close Transmittal
To drive Transmittal process to closure, transmittal Age is dynamically calculated in days, as difference between transmittal’s Date Send and Date Closed attributes. Larger Age values can signify that project is having correspondence issues.
Transmittal Size
Maximum Transmittal size is governed by the total disc space available for the infinitrac instance. There are no other size limitations imposed on transmittal package. Nor there is no maximum number of documents that can be added to the transmittal, neither.
Transmittal package is not send via an email, but rather sends a download link, which recipient can download a package, with to a local computer.
Larger size (1 GB+) transmittals are packaged as a background queue task (see module AQM). These tasks can take longer than sending a smaller size transmittal(s). This ensures that you may browse application freely, while infinitrac generates a large transmittal package.