Generating Document Transmittal information from PDM tool

Generating Document Transmittal information from PDM tool


The process of obtaining the data card details for the transmittal document was previously difficult and cumbersome . But now, this process can be automated and the details from the data card can be extracted easily. The data card of the document must be fully filled in and saved before the tool can be used. The document will also need to be checked into PDM before using this tool. If the files ARE NOT ‘checked in’ or are ‘local files’, the tool can’t be used.

Procedure:

·         Open the folder where the documents are saved. You will need to ‘check in’ the documents into PDM before you can run this tool and generate the transmittal information. The PDM data card should be complete with all information filled in. If the file is ‘checked out’ or a ‘local file’, the program can’t be run.

·         Highlight the files in the folder which you want to generate the transmittal information.

·         Right click and click ‘Get transmittal info’.





·         Another window will pop up with the highlighted documents selected. If you need to select more documents located in a different folder, click the ‘browse’ button and select the documents. There is no limit to the number of documents you want to generate the transmittal information.



Once all the documents are selected, click the ‘Generate Transmittal’ button. A spreadsheet will open with all the transmittal information contained in the spreadsheet. Copy this data into the transmittal document.



·         The ‘State’ of the file will need to be filled in manually. For drawing files (pdf,dwg,dxf), it will need to show the status of the drawing that is transmitted.

Draft – DRT

Checked – CHK


Approved – APP



·         Always check the Revision tab as only drawing files go through the approval process. For all files which don’t go through the approval process, it will show ‘Revision A’. This needs to be changed manually on the transmittal form.

·         Remember to fill in the details of the person receiving the transmittal and fill in your name and date at the bottom of the transmittal document.

·         When sending the documents, always send a ‘CC’ email to the Penske Engineering Inbox.


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