Auditing Transmittal Return

Auditing Transmittal Return

A template was created to assist with the transmittal return rate auditing. This article outlines how to use the excel sheet.

 

  1. Save a copy of the template and rename.
  2. Clear the contents of three tabs that are highlighted yellow. This will be where you put the results of your transmittal search for analysis.


  1. Start a national Engineering Search


  1. Ensure you are searching within the whole engineering folder and not just a project folder.


  1. Select the date range you wish to begin your search. Usually the date since the last audit is picked.


  1. Search for XLSX in the name. Click the green play button in the top right corner to search. If you selected the correct date range, there should be results that show up below.


  1. Export the search results into a table.


  1. Copy the exported results into the template under “XLSX Search” tab. Ensure you copy everything into the tab. When pasting, paste into the top left corner.



  1. Clear the existing search.


  1. Repeat steps 4 & 5 to start a new search.
  2. Go to the “Cards” tab and change the search option to the engineering file data card.


  1. Search for Z in the “Doc Number:” field and keep the rest empty. This should show results for all the “Z” type documents within the selected date range.


  1. Export the results (Shown in step 7) and paste everything into the “Doc Nu Z Search” tab in the Transmittal Return Audit Template.
  2. Clear Search.
  3. Repeat search pdf files within required date range and export results into “PDF Search” tab in Transmittal Return Audit Template.  
  4. Check the Returned Transmittal folder in the Engineering mailbox and manually type the returned file names and their received date from the required date range into the “Returned Transmittals” sheet. 
  5. Check if formula ranges cover all pasted data. 
  6. Assess data.

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