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Transmittals and document distribution: know who received which revision, and when
One central, traceable way to share drawings, specifications and files with contractors, suppliers and partners, linked to the real documents and revisions in M-Files.
Illustrative example
In short
Transmittals in M-Files are a central register per project of every document package sent: which documents and revisions, to which party, when, and with what response deadline. Status, reminders and escalations run automatically, and each transmittal is linked to its deliverables and contract, so the history holds up at handover and in claims. SoftAdvice builds it on your existing M-Files environment.
Transmittals that live everywhere except where you need them
Without a formal transmittal system, distribution becomes a mix of e-mails, portals and shared folders. Nobody sees at a glance what was sent, to whom and with which revision.
Today
- Transmittals tracked in Excel or personal mailboxes
- Several lists of who received what
- Unclear which revision went to which party
- Contractor feedback scattered over channels
- Handover and claims turn into a puzzle
What you want
- All transmittals in one central register
- Instant view of what was sent to whom, and why
- Clear response deadlines and follow-up per package and party
- A history that holds up in audits, discussions and claims
Transmittals that run with your projects
SoftAdvice builds your transmittal process on M-Files. Not an extra tool, but a layer on top of your existing document management, deliverables and as-built files.
Central transmittal register
One register per project with every package sent, the parties, dates, response deadlines and links to the underlying documents.
Standard templates and scope
Standard transmittal templates linked to tags, systems or deliverables. Less copy-paste work, fewer errors.
Status, deadlines and reminders
See per transmittal what is open, overdue or answered. Reminders and escalations run automatically, not through loose e-mails.
Audit trail and link with deliverables
Every transmittal is linked to the right deliverable, file or contract, with the full history of who sent, received and approved what.
For organisations where document distribution is critical to the project.
From loose e-mails to transparent transmittals
Without formal transmittals it is hard to prove exactly what was sent, to whom and with which revision. With M-Files and SoftAdvice the transmittal process becomes a steering instrument.
- You set the rules, not individual mailboxes
- Discussions about what was sent take minutes instead of days
- Handover and claim files are backed by hard data
- Less time preparing, sending and following up transmittals
- Full traceability of who received which revision
- Fewer claims and discussions thanks to a complete history
Frequently asked questions
Can external parties receive transmittals without an M-Files licence?
Yes. Packages can be shared through secure links or a client portal such as M-Files Hubshare, while the register and history stay in your M-Files environment.
Are transmittals linked to the actual revisions?
Yes. Each transmittal refers to the exact document versions that were sent, so there is never doubt about which revision a party received.
Can we keep our own transmittal template?
Yes. We build the templates around your current layout and numbering, and fill them from M-Files metadata.
Can we import our existing transmittal lists?
Yes. Existing Excel registers can be migrated so the history of running projects is kept.
One M-Files foundation, four specialisations
Document control, transmittals, deliverables and as-built files share the same metadata, so they reinforce each other.
Transmittals
Document distribution with a full log
You are hereStop managing transmittals in Excel and mailboxes
A short session based on your own document types, projects and partners. No generic tour.