Transmitting Files

Once files are ready for review, transmit them to external collaborators for feedback.

1. Select files using checkboxes.

2. Create a new transmittal by clicking on the yellow Create New Document icon.

3. Select the Drawing Transmittal template, from the dropdown menu, and click the green arrow icon.

4. Follow the steps to complete the Transmittal Number, Headers, Distribution List, Files, Related Issues, and Workflow. These steps and order are fully configurable by System Administrator license holders.

5. Choose recipients in Distribution step (external team members, clients, etc.).

6. If necessary, link related Issues to the file and assign a Design Review Workflow to the transmittal, so tasks are distributed with due dates.

7. Click Document Status, then View Document, to review transmittal details.

8. Review the transmittal, then email it to selected recipients by clicking the email button located at the top.

9. Recipients will receive an email with links to download files and provide feedback.

Tracking Document Transmittal

After sending the documents for review, you can track the transmittal status of each file.

1. Locate the file and filter for the desired version. 

2. Click the Transmittal History icon to review the status.

3. Navigate to Status Column.

Email Transmission and Tracking Details

UniPhi’s email-based file transmission is designed with features that enhance visibility and traceability:

• Embedded Text Emails: The recommended format is embedded text, meaning content and links are displayed directly within the email body—rather than as traditional attachments—ensuring clarity and ease of access.

• Direct System Links: Emails include direct links to the relevant UniPhi records, such as the transmittal document, associated files, issues, and actions.

• Link-Based Tracking: UniPhi tracks transmittal status based on recipient interactions with these links.

When a recipient clicks to view or download files, the system registers actions such as document views or file downloads.

Register Subnavigation

A new addition to the interface is the Register tab, which functions as a comprehensive and interactive log of document transmission activity. Within this view, users can access a detailed list of all files that have been

distributed, including specific information such as document title, revision number, and version. Each file entry provides a history of recipient engagement - showing a list of resources or teamsthat have received the document, whether they opened or downloaded it

Resources can be filtered by their organisation or assigned role (such as consultant, client, or design reviewer), making it easy to isolate specific groups for audit or follow-up.

This tab serves as a live audit trail and a single source of truth for project managers and document controllers, offering full transparency of the document flow across both internal teams and external collaborators.