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Minute Controller ​

Transmittal Configuration Guide ​

Use this Transmittal Configuration Guide for setting up and managing Transmittal processes within Minute Controller. It covers essential configurations along with their prerequisites specific to transmittals. This guide is vital for users looking to streamline their transmittal workflows using Minute Controller.

Find detailed information of each Transmittal configuration setting below. For Transmittal Setup and Usage guides, please follow these links;

Transmittal Basic Usage Guide

Prerequisites ​

The following Vault Properties, Category and Lifecycle are recommended to be set prior to the configuration of Minute Controller Transmittal.

Vault Category ​

  • Transmittal

Vault Lifecycle ​

  • Transmittal Lifecycle

Vault Lifecycle States ​

  • NOT SENT
  • SENT
  • ACTIVE
  • OUTDATED
  • ARCHIVED

Vault Properties ​

  • Transmittal Recipient
  • Transmittal Attention
  • Transmittal Number
  • Transmittal Date Time
  • Transmittal Originator
  • Transmittal Issued For
  • Transmittal Send Method
  • Transmittal Company
  • Transmittal Return Email
  • Transmittal Address
  • Transmittal Phone
  • Transmittal File Source
  • Transmittal Expiration Date

Vault Numbering Scheme ​

  • Transmittal Numbering Scheme

Clean Up Local Files Toggle ​

When set to true, all local files are removed from the specified Temp Folder.

When set to true, transmittals only contain URL links to files and not copies of files. This requires the recipient to have access to the source Vault.

Create Copies Toggle ​

Allows a transmittal to be sent to multiple Vendors, with transmittal files prefixed/suffixed with an identifying value.

Once enabled, the Copy Settings also require configuring.

Vault Storage Folder $ Vault Folder ​

Specify the Vault Folder where Transmittals are stored. A dedicated Transmittal Folder is recommended for Transmittals, and must be created in Vault prior to assignment.

$/Transmittals

Temp Folder Location Folder Path ​

Specify location on local drive for all downloaded and temporary files. All files in this folder are deleted when Clean Up Local Files is set to true.

C:\TEMP\VaultTransmittal

FullPath for Report Template File Path ​

Specify the name and full file path (including file extension) to the RPT report file used to create the Transmittal.

The default Minute Controller Transmittal RPT is located at;

C:\ProgramData\Autodesk\Vault %YEAR%\Extensions\Tentech.VaultDocControl\Resources\StandardTransmittal.rpt

TIP

This field accepts properties, for example:

$\Resources\[Transmittal Type]\[Transmittal Type].rpt

Email History Cache Folder Folder Path ​

Previously used email addresses are saved locally to the workstation within an EMAIL_ADDRESSES.xml file. Specify the location of this file on the client workstation, for example;

C:\TTCache

Date Time Formatting Date Format ​

Date and Time formatting for the Transmittal.

yyyy-MM-dd

Numbering Scheme Vault Numbering Scheme ​

Specify the Vault Numbering Scheme to be used to create the Transmittals. A dedicated Vault Numbering Scheme named Transmittal Numbering Scheme is recommended for Transmittals, and must be created in Vault prior to assignment.

Category Vault Category ​

Specify the Vault Category for Transmittals. A dedicated Vault Category named Transmittal is recommended for Transmittals, and must be created in Vault prior to assignment

Lifecycle Vault Lifecycle ​

Specify the Vault Lifecycle for Transmittals. A dedicated Vault Lifecycle named Transmittal Lifecycle is recommended for Transmittals and must be created along with Lifecycle States in Vault prior to assignment.

Expected Lifecycle States are:

  • NOT SENT
  • SENT
  • ACTIVE
  • OUTDATED
  • ARCHIVED

Send Method Property Vault Property ​

Specify the Vault Property that stores the Send Method for Transmittals. The Vault property name Transmittal Send Method is recommended and must be created in Vault prior to assignment.

Expiration Date Prop Vault Property ​

Specify the Vault Property that stores the Expiration Date for Transmittals. The Vault property name Transmittal Expiration Date is recommended and must be created in Vault prior to assignment.

Generated Number Property Vault Property ​

Specify the Vault Property that stores the generated number for Transmittals. The Vault property name Transmittal Number is recommended and must be created in Vault prior to assignment.

Recipients Property Vault Property ​

Specify the Vault Property that stores the specified email addresses for Transmittal recipients. The Vault property name Transmittal Recipients is recommended and must be created in Vault prior to assignment.

Added File Source Property Vault Property ​

Specify the Vault Property that stores the information for files that have been added to the Transmittal from outside Vault. The Vault property name Transmittal File Source is recommended and must be created in Vault prior to assignment.

External File Location $ Vault Folder ​

The Vault Folder where external files added to the Transmittal are stored. This folder can be a concatenation that includes Vault Properties, such as the "Transmittal Number".

Example:
$/Transmittals/LOCALFILES/[Transmittal Number]

Shared Contacts List ​

Store a global contacts XML list within the Vault.

Example:
$/Standards/Transmittal/Global_Email_List.xml

Dependency Include ​

Transmittal Include Dependencies

Set the default action of the Transmittal Client App file dependency option.

  • Checked: Target files and it dependencies (such as an Inventor assembly and all of its parts) will be included on the transmittal.
  • UnChecked: Only target files will be included on the transmittal
  • Session: The client app will use the users last set option, either enabled/disabled.

Transmittal Fields Field Settings ​

Define each Minute Controller Transmittal Field via the Transmittal Fields feature settings outlined below.

Minute Controller Transmittal Fields

Each field is configured through a Dynamic Field feature settings object.

Transmittal Fields

The following settings may be applied to each field.

Force to Upper Case Toggle ​

Any text entered into this field will be processed into uppercase.

Editable Toggle ​

Toggles the field to be read only, or writable. Typically this is enabled.

Value Required Toggle ​

Field Validation - When enabled the end user must enter an input.

Interface Display Name Text ​

The Transmittal field label.

Select Vault Property Vault Property ​

The target Vault Property to be updated by the Transmittal field input. The selected Vault Property will also provide pick list field options if the Display Type is set to Picklist.

Value Concatenation ​

Initial Setup Value ​

Display Type Editable Pick List ​

Set the transmittal field type to one of the below options.

Text ​

Allows for simple text input, such as a Transmittal subject or project name.

Transmittal Text Field

Multiline ​

Allows for multi-line text input, such the Transmittal body or project description.

Pick List ​

Allow for pick list selection option. Pick List options are to be configured within the associated Vault Property specified within Select Vault Property

datetime ​

Sets the field as a Calendar Date/Time for easy date selection.

Calendar Date Time Selector

Project Folder List ​

ProjectFolderList returns a list of Vault folders set as a Project category, as set within Vault folder options.

Vault New Folder Category

Setting ProjectFolderList will also automate Add Files file navigation to the selected project.

Active Project Folder List ​

ActiveProjectFolderList returns a list of Vault folders set as a Project category within an Active state, as set within Vault folder options.

Vault Folder Project Lifecycle

Only projects set as an Active state will be selectable from the Transmittal field pick list. Transmittal Field Active Project Selection

Setting ActiveProjectFolderList will also automate Add Files file navigation to the selected project.

Transmittal Add Files Navigation

With ActiveProjectFolderList set:

  1. Select an active project from the field pick list.
  2. Click Add Files.
  3. Note how selected active project location opens.

Maximum Character Count ​

Field validation that limits the character count allowed to be input.

Minimum Character Count ​

Field validation that enforces a minimum character count. Invalid input will highlight in red , and valid text highlights in light green .

Field Replace Advanced Field Options ​

Width Override ​

Section Name ​

XML Full Path ​

Cascade Parent Section ​

XML Attribute ​

XML Node ​

Pick List Display Name ​

PDF Report Mapping Objects (Max 5) ​

Report Column Mapping, a maximum of 5 columns are supported.

Set Default GUI Width Number ​

Set Column Width

Gui Display Name Text ​

Set Column Display Name. Typical names include;

  • File Name
  • Rev
  • State
  • Description

rdl Report Column Name List ​

Specify which hardcoded Transmittal Report Field ID to use for the Transmittal data.

  • COLUMN01
  • COLUMN02
  • COLUMN03
  • COLUMN04
  • COLUMN05

Vault Source Property Text ​

Set each column data source from a Vault Property. The Vault Properties must be created within Vault prior to this configuration setting.

Typical Vault Properties to consider include;

  • File Name
  • Revision
  • State
  • Description

Rdl Report Parameter Names Properties List ​

Specify Key Value pairs for each Report Property used in the RDL Report. The following are used within the current report template.

  • TO : [Transmittal Recipient]
  • ATTENTION : [Transmittal Attention]
  • TRANSMITTALNO : [Transmittal Number]
  • DATE : [Transmittal Date Time]
  • ORIGINATOR : [Transmittal Originator]
  • ISSUEDFOR : [Transmittal Issued For]
  • METHOD_TR : [Transmittal Send Method]
  • REPORT_COMPANY : [Transmittal Company]
  • RETURN_EMAIL : [Transmittal Return Email]
  • RETURN_ADDRESS : [Transmittal Address]
  • RETURN_PHONE : [Transmittal Phone]
  • PROJECT: [Project]

TIP

The Report Parameter Mismatch error typically indicates that there's a parameter found within the RDL Report template file that hasn't been mapped via the RDL Report Parameter Names properties.

Transmittal Error Report Parameter Mismatch

To resolve the error shown above, RETURN_ADDRESS : [Transmittal Address] needs to be added to the RDL Report Parameter Names properties list.

alt text

Note in the above Minute View screenshot that the RETURN_ADDRESS : [Transmittal Address] is missing. Once added and the settings saved, the Transmittal now performs as expected.

The RDL template can be edited with Visual Studio Code 2022, with the SAP Crystal Reports, version for Microsoft Visual Studio (64-bit) version 13.0.32.4286.

Force to Upper Case Toggle ​

Toggle all input text to be uppercase.

Editable Toggle ​

Allows the input field to be editable. This is typical for most field scenarios, but there may be exceptions where editable fields is undesired, such as when using either a Vault Property or XML data lookups to propagate a fields value.

Interface Display Name Text ​

Set the display label name of the Form Field.

Select Vault Property List ​

On the resulting Transmittal PDF, specify the target Vault Property for the field data to be written into.

Value Concatenation ​

Specify calculated field concatenated values, typically used when piping a sub XML value from another Dynamic field, or for executing a lookup of a Project Folders Vault Properties.

XML Pipe Method ​

A "parent" Dynamic Field with a detailed 'XML Full Path' that contains XML data such as;

xml
<?xml version="1.0" encoding="utf-8" ?>
<SETTINGS>
  <ReturnTo Name="User1" Email="user1@tentech.com.au" Company="Tentech" Address="Sydney, NSW" Phone="(02) 1234 5678" />
  <ReturnTo Name="User2" Email="user2@tentech.com.au" Company="Tentech" Address="Brisbane, QLD" Phone="(02) 5432 1234" />
</SETTINGS>

Project Lookup Method ​

  • ProjFolder

Initial Setup Value ​

Specify the initial value to be used for the field, acting essentially as a default value.

Display Type ​

  • Text
  • Multiline
  • Picklist
  • DateTime

fieldReplace Option Fields ​

Click the green Add to create a new Field Replace object, then click the small arrow to expand and configure the Field Replace fields.

Width Override Number ​

Set the width of the Dynamic field. 200 is recommended for general use.

Section Name Text ​

Set the name of the Dynamic Field Section that these Field Replace options are targeting.

XML Full Path Vault Directory / File Path ​

The Vaulted path of the reference XML file to be used as the field lookup.

Typically the XML files should be stored within a Vault Resources folder.

$/Resources/COLOURS.xml

The Numbering/Register tool supports multiple attributes for lookup, as per the below sample XML data.

XML
<?xml version="1.0" encoding="utf-8" ?>
<COLOURS>
  <COLOUR CODE="R"      DESC="Red"          PRICE="$1.00"/>
  <COLOUR CODE="R_D"    DESC="Dark Red"     PRICE="$21.00"/>
  <COLOUR CODE="R_L"    DESC="Light Red"    PRICE="$3.00"/>
  <COLOUR CODE="G"      DESC="Green"        PRICE="$141.00"/>
  <COLOUR CODE="G_D"    DESC="Dark Green"   PRICE="$11.00"/>
  <COLOUR CODE="G_L"    DESC="Light Green"  PRICE="$66.00"/>
  <COLOUR CODE="B"      DESC="Blue"         PRICE="$3.00"/>
  <COLOUR CODE="B_D"    DESC="Dark Blue"    PRICE="$45.00"/>
  <COLOUR CODE="B_L"    DESC="Blue Light"   PRICE="$63.00"/>
  <COLOUR CODE="WH"     DESC="White"        PRICE="$7.00"/>
  <COLOUR CODE="BK"     DESC="Black"        PRICE="$10.00"/>
</COLOURS>

Cascade Parent Section Text ​

An optional field that's only required when creating child/parent dependant Pick Lists. The Parents Section Name is placed here.

XML Attribute Text ​

The name of the XML attribute to be written into the file name. Using the above XML sample, the CODE attribute would be suitable.

XML Node Text ​

The XML Node that's traversed to construct the lookup field data. Using the above XML sample;

COLOURS/COLOUR

This will allow for the attributes to return as a lookup into a Form fields dynamic field settings.

Pick List Display Name Text ​

Leave the Pick List Display Name blank within the Dynamic Field settings. The XML data will be used as the display name.

Field Width Number ​

The width of the text field. Typically 200 works for most scenarios.

Maximum Character Count Number ​

Adds maximum character input validation to the Dynamic Field.

Minimum Character Count Number ​

Adds minimum character input validation to the Dynamic Field.

Value Required Toggle ​

Adds input requirement validation to the Dynamic Field.

Share Integrations ​

Specify options available for Transmittal export.

Sharepoint ​

Pick List Display Name Text ​

Specify the name of option within the "Send Method" pick list, such as SharePoint

Base Url URL ​

Specify the base URL for the SharePoint tenant, without a trailing slash.

https://conotos.sharepoint.com

Site Name Text ​

Specify the name of the target SharePoint Site. Do not include the tenant detail, only the Site name is needed.

Document Library Name Text ​

Specify the name of the target SharePoint Document Library. Do not include the site or tenant detail, only the Document Library name is needed.

Sharepoint Folder Path Concatenation ​

Specify the name of the target SharePoint Folder and sub-folders. This field supports Vault Property concatenation, such as with the use of [Transmittal Number].

Example:
Transmittals/[Transmittal Number]

email Body Concatenation ​

Specify the body of the email that is sent to the recipient. This long text field supports Vault Property concatenation, such as with the use of [Transmittal Number].

email Subject Concatenation ​

Specify the subject of the email that is sent to the recipient. This text field supports Vault Property concatenation, such as with the use of [Transmittal Number].

Autodesk Construction Cloud Enterprise 🔒 ​

The Autodesk Construction Cloud Share Integration is as enterprise feature. Contact Tentech to discuss.

Bluebeam Project Enterprise 🔒 ​

The Bluebeam Project Share Integration is as enterprise feature. Contact Tentech to discuss.

Bluebeam Session Enterprise 🔒 ​

The Bluebeam Session Share Integration is as enterprise feature. Contact Tentech to discuss.

Opentext CS Enterprise 🔒 ​

The Opentext CS Share Integration is as enterprise feature. Contact Tentech to discuss.

SAP Enterprise 🔒 ​

The SAP Share Integration is as enterprise feature. Contact Tentech to discuss.

File Browse ​

Pick List Display Name Text ​

Specify name to display within the "Send Method" pick list, such as File Browse.

Default Path Folder ​

Specify the default path to browse for files.

Zip and Browse ​

WARNING

An installed email client such as Microsoft Outlook is required for Zip and Email functionality to work.

Pick List Display Name Text ​

Specify name to display within the "Send Method" pick list, such as Zip and Email.

Email Subject Concatenation ​

Specify the subject of the email that is sent to the recipient. This text field supports Vault Property concatenation, such as with the use of [Transmittal Number].

Email Body Concatenation ​

Specify the body of the email that is sent to the recipient. This long text field supports Vault Property concatenation, such as with the use of [Transmittal Number].

Email Body Template File ​

The default Email Body Template is found within the Minute Controller Resources directory.

C:\ProgramData\Autodesk\Vault %YEAR%\Extensions\Tentech.VaultDocControl\Resources\EmailTemplate.html

Email Rows Template File ​

The default Email Rows Template is found within the Minute Controller Resources directory.

C:\ProgramData\Autodesk\Vault %YEAR%\Extensions\Tentech.VaultDocControl\Resources\EmailRow.html

Copy Settings ​

Copy File Format ​

[BaseName]-[COL_DIV].[File Extension]

[Base Name] [Assigned Vendor] [File Extension]

Vault prop concatenation

Vault prop additional props as per screenshot.

Copy File Location ​

$/Designs

Report Manual Column Mappings Property Settings ​

COLUMN05

GUI Column Name Text ​

Set the Column Display Name of the feature Copy column.

The input values of this column are editable on the Transmittal form, and can themselves be reused in both the Transmittal Report Value Format and also the copied files Copy File Name Format by using a special COL_ prefix. For example, were a GUI Column Name to be called Vendor, and the input of that column used is Electrician, that input value can then be called upon by concatenating [COL_Vendor].

TIP

In an example where a set of files are required to be sent to an Electrician, and then that same set of files sent again to a Plumber, this workflow would require two transmittal processes to be executed upon the same set of files.

Report Column Name Text ​

Specify which hardcoded Transmittal Report Field ID to use for the Transmittal data.

  • COLUMN01
  • COLUMN02
  • COLUMN03
  • COLUMN04
  • COLUMN05

WARNING

Check which columns are available that haven't be used within PDF Report Mapping configuration.

Vault Property Name Vault Property ​

Specify the Vault Property. The Vault Property must be created within Vault prior to this configuration setting.

  • Copy File
  • File Copy

Value Format Text ​

GUI Width Number ​

Vault Search Properties Vault Properties List ​

Allows Transmittal authors to find a target file by searching for a specific property within that file.

Transmittal Vault Property Search

Specify the Vault Properties of Files that are to be searched for by the Transmittal Author.

Source Integrations ​

Specify Windows and SharePoint locations containing files that may be added to Transmittals.

Windows Folder ​

Detail the action for when adding a file to a transmittal from Windows, either locally or network.

Startup Folder ​

Specify a Windows Folder to act as the starting directory for File Explorer navigation when adding files from either the network or local drive.

Example:

C:\Temp\Example

Share Interface Column Name ​

Specify the Column name for added file names to be mapped. Typically, this may be set to File Name, which is that same text used when designating Column details within the PDF Report Mapping setting.

SharePoint Source ​

Specify SharePoint Sites and Document Libraries where common files are stored that may be added to transmittals.

Base Url URL ​

Specify the base URL for the SharePoint tenant, without a trailing slash.

https://conotos.sharepoint.com

SharePoint Locations Object Array ​

Specify a "SharePoint Add File Sites" object with as many SharePoint Sites and Document Libraries that contain files suited for attachment to Transmittals.

Library Names Text ​

Specify the name of the SharePoint Document Library. Do not include the site or tenant detail, only the Document Library name is needed.

Site Name Text ​

Specify the name of the SharePoint Site. Do not include the tenant detail, only the Site name is needed.

Process Completed Jobs Creator Jobs ​

Specify Minute Creator Jobs and their numeric priority that trigger upon sending a new Transmittal.

Tentech 2024