Issue document sets using transmittals in Autodesk Docs

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BRYSON ANDERSON: Autodesk Accelerators

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are designed to help your team stay ahead

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of the curve with the latest workflows.

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as well as live coaching.

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but reflect our current expectations and assumptions.

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Before we get started, let me introduce myself.

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My name is Bryson Anderson.

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I'm based out of Utah, been in the IT industry

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for about 14 years now, the last 10 years

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in the AEC marketplace working with firms

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in all aspects of their IT, including

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data management and collaboration

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for Autodesk workflows.

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Welcome to the Autodesk Accelerator Issue Document Sets

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using Transmittals in Autodesk Docs.

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Learning objectives for the session

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are to create a folder structure for consuming transmittal data,

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create a new transmittal, learn to configure a transmittal,

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and understand how to view and consume a transmittal.

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The workflow we're going to follow

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is create a transmittal folder structure,

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create a new transmittal, select files

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would be included in the transmittal,

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select the recipients for the transmittal to be sent to,

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set permissions, finish the transmittal,

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and look at view and consuming the transmittal.

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Let's get started with our first topic,

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create transmittal folder structure.

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It's going to be the first step in our workflow.

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Before creating a transmittal, the first thing

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you should consider is, do you actually

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need to do a transmittal or are you just trying

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to share documents?

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If you need to track the who, what,

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when, and why of the data share, you probably

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want to do a transmittal.

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Using transmittals in Autodesk Docs,

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you can keep that audit trail of who it

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was sent to, what was sent, to who, when, and why.

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So once we know we need to do a transmittal,

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let's look at creating a transmittal in Autodesk Docs.

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When we create the transmittal, we're

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going to gather up files that we want to include

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and send that transmittal out.

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That's then kept in that transmittal,

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and that's available to view.

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But sometimes, we need to do something with that data,

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share it with others that don't have access to the transmittal

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or something outside of the built-in transmittal workflow.

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If that's the case, we'll want to create a folder structure.

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That folder structure can be set up wherever it makes sense

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to you in project files.

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Make sure you give proper access to those that you

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want to have access to it.

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You can also add permission down the line.

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Creating the structure is pretty straightforward.

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If you into Autodesk Docs on the web browser, go to the folder

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where you want the subfolder to be.

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Click the three dots here, and add subfolder.

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Name that subfolder what you want.

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Once you've got the folders created,

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you can then go add permissions.

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Again, this is not necessary for creating a transmittal itself.

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But we'll use this towards the end

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when we actually view and consume the transmittal,

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so this could be done after the transmittal has been created.

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But in this scenario, we'll go ahead and get it set up first.

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Once we've got the folder structure and permissions

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the way we want it, we can then move on

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to actually creating a transmittal.

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Let's look at the next step in our workflow,

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create a new transmittal.

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This is the second step in our work.

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Transmittal can be created two ways, one

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by going to the Create Transmittal

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button on the Transmittals tab or by selecting multiple files,

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clicking the three dots, and Create transmittal.

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The files you're selecting are in multiple folders.

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It's often much easier to do it through the Transmittals tab,

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by clicking that blue Create transmittal button.

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If you do it that way, it's going to have you add files.

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So the first thing it's going to do

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is pop up this window here and have you go through and narrow

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down through each folder and select the files that you want

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to be part of the transmittal.

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Once we've got the files selected,

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go ahead and click the Create button.

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Once you hit that Create button, it'll

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bring you to this Create transmittal window.

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If you need to add more files, you

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can always click Add files here and add more files at any time.

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Now, we've got the transmittal started.

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Let's go ahead and look at the next step,

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configure and save the transmittal.

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This is going to be the third step in our workflow.

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We need to give the transmittal a title.

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We also need to select the recipients who

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we want this to go to.

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The recipients can be individual members, companies, or roles.

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We also need to set the permissions

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for those, whether we want all recipients to be

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able to see each other or just see themselves

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on the transmittal.

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We can add a message to clarify things.

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We can also add more files.

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Once we're satisfied with the transmittal,

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we can go ahead and click Create.

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Once we click Create, email notifications

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are sent out to all recipients.

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Here's a sample of what you'll get.

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This is an Outlook.

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A message telling us a transmittal event

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and information about it with a link to view transmittal.

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If you click this link here, it'll

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take them out to Autodesk Docs where

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they can view more information about that transmittal.

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Let's go ahead and jump over to the demo

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on creating a transmittal.

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A transmittal is a formal means of sending files

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to another project member or team.

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The transmittals to an Autodesk Docs

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lets you see a list of all the transmittals you're

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involved in along with the details around the transmittals

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and the data that's in them.

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The first question we need to ask ourselves

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is, do we need to actually use a transmittal or can we just

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share project documents?

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On a construction project, transmittals

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provide specific proof of what was sent, who it was sent to,

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and when it was sent.

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So if we need that metadata behind it,

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we need to have that audit trail of who it was sent to, when,

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and why.

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We can use a transmittal here in Autodesk Docs to track that.

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So let's go ahead and look at how to do that.

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Transmittals are done on the Transmittals tab.

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I'm on the Docs tool here in Autodesk Docs.

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If we come to that Transmittals tab and click Create

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transmittal, it's going to begin that process.

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So the first thing we're going to do is select a set of files

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that we want to transmit.

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So in this example, we'll go ahead and drill down

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into this PDF folder and we'll share a PDF.

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I could also come in and grab a Revit file.

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What we can do is drill down through each of these folders,

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select the files that we want, and hit Create.

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Now, once you've created it, you can always add more files

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here with this Add files button as you're going

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through the transmittal setup.

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So once we have the files added, let's

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go ahead and give it a name.

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Just call it "Transmit to team."

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Now what we need to do is tell this

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who we're sending to, whether it be individual people, roles,

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companies, email addresses.

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Who are we actually transmitting this to?

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So I will say I'm transmitting to Sean.

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I could also say I am transmitting

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to the structural company.

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Once I have the people or companies that I want selected,

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I now need to set permissions.

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So this permissions is of the recipients

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that you're sending it to.

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Can they see each other, or do you

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not want them to be able to see who else

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that the transmit was sent to?

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So in this scenario, we'll say Can see all recipients.

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That way, all recipients can see the other recipients

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that are on the transmittal.

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We can also add a message.

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So if we want to add out a message about why we're

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transmitting, what percentage of the project completion,

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whatever it is that we want to convey to the person viewing

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the transmittal, we can enter there in the message box.

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Once we've added a message, we can look back through,

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add any files if we need to, change up recipients, change

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permissions, change the title.

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When we're all ready to go, we can hit Create.

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That's going to go ahead and create that transmittal.

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You'll see the success message up here,

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that the transmittal was sent, who it was sent to.

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And that's it.

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We've created the transmittal.

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Anybody who is listed as receiving the transmittal

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will get an email that says the transmittal was created.

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This is that email they'll receive basically telling them

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that a transmittal was created.

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It's ready to view.

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They can click this View transmittal button,

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and it will take them right out to Autodesk Docs.

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Now that we've got the transmittal created

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and recipients are notified, let's

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look at how those recipients can consume this transmittal data.

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Now, that we've looked at creating transmittals,

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let's look at viewing and consuming the transmittal.

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This one's going to be a final step in our workflow.

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If you're going to click that link in your email,

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it's going to take you right here to the Transmittals tab

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Autodesk Docs.

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You can also manually go to Autodesk Docs

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and go to the Transmittals tab to view

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a list of all the transmittals that you have access to.

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Clicking on will bring you here.

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All the files that are included in the transmittal.

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It will be here in this middle window as well as details

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about what happened with the transmittal,

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over here on the right-hand pane.

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Clicking on any one of these files

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will open the file in the web viewer.

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At the top, there's also a download ZIP files.

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What this will do is download the entire contents

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of the transmittal.

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It'll ZIP all those files together and download a copy

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to your computer.

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Once you have that ZIP file downloaded,

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you can extract that and you've got

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the contents of that transmittal locally on your machine.

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At this point, you can do whatever

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you need to do with that data.

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In some instances, like we talked

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about at the beginning of this, you

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may need to consume that transmittal data

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for some purpose or give access to that data

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to people who don't have access to the transmittals.

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You can take this information that you extracted,

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all of these files, and then re-upload them

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to Autodesk Docs in a new folder.

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That folder structure that we created earlier,

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that transmittal data folder where we're

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going to store some of this transmittal information,

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we can just click Upload Files and select the files.

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Or if it's a larger data set, you

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can bring them in using the Autodesk Desktop Connector.

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One thing to keep in mind is this

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is taking the files outside of the Transmittals

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tool inside Autodesk Docs.

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The files that we see inside the transmittal are not editable.

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They're inside that transmittal in the point in time

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they were created.

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If we need to consume this transmittal data

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or give access to it, we can do it

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by re-uploading the files to a new location.

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Now, in many locations, data originated

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from a folder inside BIM 360.

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And users may have access to view that same information

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in those other folders.

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When we're uploading this, we're making a copy of that.

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So we have the original that the transmittal

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was created from, the point in time inside the transmittal.

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This is taking it outside of that and re-uploading it,

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so we'd only do this if we need to give someone

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access who doesn't have access to the original data

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or to the transmittal data or if we

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need to do something with this data after we've consumed it.

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Once that data has been uploaded,

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it can then be viewed, marked up, whatever

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you need to do with it.

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Let's go ahead and jump over to the demo video on a viewing

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and consuming transmittals.

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Transmittals created through Autodesk Docs track and keep

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an audit trail of who sent what to who, when, and why.

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All that information can be found here

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on the Transmittals tab.

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You can come here to the Transmittals tab anytime

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and view transmittals that you are a part of.

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Every time a new transmittal is created

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and you are a recipient of the transmittal,

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you will get an email, such as this, telling you

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that the new transmittal has been created

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and it's ready to view.

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You can view it through this link

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or by coming just to the Transmittals

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tab in Autodesk Docs.

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To view a transmittal, we just simply click on it.

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It's going to open us up to the transmittal window

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where we can see who it was sent to.

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We have details around who the sender was

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and who the recipient or recipients were.

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We also have a list of all the files

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that were in it and then some tools

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here to download ZIP files or export a report out.

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We can also view any of the files here in the list

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by simply clicking on them.

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So here's a Revit model.

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If we click on that Revit model here

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in the transmittals window, it will open in the web viewer.

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There are some tools within here for navigation.

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We can switch between sheets and views.

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Our pan, zoom, orbit tools, our measure tool, section cut tool.

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We also can create issues through here.

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So there's another accelerator on how to create issues.

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See that video for more information, but issues

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can also be created on files within a transmittal.

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There's also a compare tool up here in the right corner.

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We can click this Compare documents.

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We can select the version that we

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have in the transmittal and an older version

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and compare them to see what's changed.

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So if we want to visualize what's

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changed between an old version and a new version that's

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here in the transmittal, we can do that.

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There are no changes between the versions here,

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but those would be specified here.

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When you're finished viewing the file,

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you can just click this X to close it.

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It takes you back to that transmittal window.

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If we want to spit out a report, we

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can click this dropdown and click Export report.

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And a report like this is generated.

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This is opened here in Excel, and it's

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going to tell us some of the details

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that we had inside that transmittal.

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If we need to do more with the transmittal data

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than just view it here, we can also click Download ZIP file

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and it will download a ZIP containing

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all of the files in that transmittal.

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So you'll see that downloading here.

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You can then take that ZIP file, unzip it,

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and you'll have access to all the files

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that were in here in the version that they were transmitted at.

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So even if that file has been edited

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where it's stored in the files of Docs, if it's been edited

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and it's now version

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is the version that will always exist here in the transmittal.

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We can always come back, view that version here,

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or download a copy of everything within the transmittal.

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We also may run into a scenario where a transmittal is sent

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but people that it wasn't explicitly sent to need access

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to view that data, to consume that data,

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to do something with it other than just view it here

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in the transmittal.

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Or like I said, maybe they don't even have access

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to view the transmittal.

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Well another thing that you can do

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is download that ZIP file, extract out

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those files, and then upload those

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to a different directory within Autodesk Docs

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so that we can give access to whoever we want.

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Let me show you what I'm talking about.

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I've got open here, on the left, the contents of that ZIP

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folder.

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It's unzipped to my Downloads folder.

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These are the contents from within that ZIP file.

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Also, over here on the right-hand side,

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I've got the Desktop Connector open to my project.

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And I created a transmittal data folder and then

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folders for different teams underneath that.

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So if there are teams that, like we talked about,

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need to view this that weren't part of the transmittal

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or they need to do something with the data,

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you can create whatever folder structure

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you want in Autodesk Docs.

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And then copy and paste these back into it.

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So for example, I could grab these here.

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And I am going to paste them into the MEP folder.

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Let's say I'm the MEP group that needs access to these files.

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So now, using the Desktop Connector,

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I'm putting these files back into Autodesk Docs.

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And now, I can give access to whoever I want to this MEP team

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where they can view it in that version.

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They can consume it for whatever process they need.

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But this is a great way to give access

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to that transmitted data outside of the Transmittals tab.

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Jumping back over to Autodesk Docs,

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you'll see those files uploaded here.

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So there's a couple of different ways

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to look at consuming that transmittal data.

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The transmittals are always kept here on the Transmittals tab.

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This is going to be that audit trail of everything that

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was done.

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But we can also download that ZIP file and upload it

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back to Autodesk Docs to give other people access to it.

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The Transmittals tool Autodesk Docs

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is a very easy-to-use tool, but it gives you

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that audit trail to keep track of what was sent to who

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and when.

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And with that, thank you for joining this Autodesk

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Accelerator.

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There's some additional resources available to you.

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On the Customer Success Hub, customersuccess.autodesk.com

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there's more courses, learning paths,

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recorded coaching sessions, some more live coaching topics.

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They're similar topics to this as well as

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topics across the entire Autodesk platform.

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That's all available to you on the Customer Success Hub,

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so go check it out.

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And with that, thanks for joining this session

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and have a fantastic day.