Construction Transmittals and Submittals Log

Project Documentation Transmittal & Submittal Management for Construction, Engineering, Architecture, Infrastructure, and Job Contracting

Construction Project Transmittal and Submittal Management | Project Documentation & Communication

Construction Transmittals and Submittals Log helps construction companies manage and track all project transmittal and submittal documents from a centralized location in Odoo. Create document records, organize them by type and delivery medium, send documents by email, generate PDF reports, and maintain a complete history of project communications. The module integrates with Projects and Job Orders, allowing teams to quickly access related documents through smart buttons, improving document control, collaboration, and project documentation throughout the construction lifecycle.

Overall Scope:

• The scope of this module includes complete management of construction project document exchanges through standardized Transmittal and Submittal processes.
• The application helps organizations:
• Maintain centralized records of project document submissions.
• Track every outgoing and incoming project document.
• Manage communication between contractors, consultants, architects, engineers, clients, and vendors.
• Record document delivery methods.
• Maintain complete audit trails for document exchanges.
• Improve project documentation control.
• Simplify document approval workflows.
• Reduce communication errors and missing documentation.
• Generate printable document records.
• Integrate document tracking with Projects and Job Orders.
• The module supports organizations throughout planning, design, procurement, construction, commissioning, and project handover phases.

Purpose of the Module:

• The primary purpose of this module is to provide a structured and standardized process for managing construction document communications.
• Construction projects often require hundreds or thousands of documents to be exchanged among multiple stakeholders. Without a centralized system, document tracking becomes difficult, resulting in delays, miscommunication, duplicate submissions, and compliance issues.
• This module helps project teams:
• Maintain complete document history.
• Ensure proper document delivery.
• Improve accountability.
• Standardize document communication.
• Track document recipients.
• Record delivery methods.
• Generate official transmittal and submittal records.
• Improve collaboration between project stakeholders.
• Support quality assurance and document compliance.
• Maintain professional project documentation.

Definition:

What is a Submittal?
• A Submittal is a formal submission of project-related documents, material specifications, product catalogs, technical data sheets, samples, shop drawings, calculations, certificates, or other information submitted by contractors or suppliers for review and approval before construction activities proceed.
• Submittals allow architects, consultants, engineers, and project owners to verify that proposed materials, products, equipment, and construction methods comply with contract specifications and project requirements.

What is a Transmittal?
• A Transmittal is an official communication document used to accompany one or more project documents when they are sent from one party to another.
• It records:
• What documents were sent
• Who sent them
• Who received them
• Delivery medium
• Purpose of sending
• Reference information
• A transmittal serves as formal proof of document delivery and provides a permanent communication record throughout the project lifecycle.

Main Features:

• Create and manage Construction Transmittal documents:
  • Create comprehensive Transmittal records for construction projects by capturing project details, sender and recipient information, document references, delivery methods, and related attachments. Maintain organized records of every document transmitted throughout the project lifecycle.
• Create and manage Construction Submittal documents:
  • Prepare and manage Submittal records for drawings, material specifications, product data sheets, technical documents, samples, calculations, certificates, and other project documents submitted for review and approval by consultants, engineers, architects, or clients.
• Configure unlimited Transmittal Types:
  • Define and manage unlimited document types to classify Transmittals and Submittals according to your organization's standards, making project documentation more organized and easier to track.
• Configure multiple document delivery Mediums:
  • Create and maintain different delivery mediums such as Email, Courier, Hand Delivery, Postal Service, Digital Portal, or other communication methods used for sending project documents.
• Send Transmittal documents directly by Email:
  • Use the integrated Send by Email feature to quickly deliver Transmittal documents to clients, consultants, contractors, engineers, architects, suppliers, and other project stakeholders without leaving Odoo.
• Send Submittal documents directly by Email:
  • Instantly send Submittal documents through email to reviewers and approvers, improving communication and reducing manual document sharing processes.
• Generate professional PDF reports for Transmittals:
  • Generate professionally formatted PDF reports containing project information, document details, sender and recipient information, document lists, and communication records for official documentation and printing.
• Generate professional PDF reports for Submittals:
  • Print standardized PDF reports for Submittal documents that include submission information, document references, project details, and supporting records for project documentation and auditing purposes.
• Maintain complete document communication history:
  • Keep a complete history of every Transmittal and Submittal exchanged throughout the project. Maintain accurate communication records for future reference, auditing, dispute resolution, and compliance.
• Track document references and project associations:
  • Associate every document with its respective project, job order, or work order while maintaining document reference numbers for easy identification and traceability.
• Link documents with Projects:
  • Connect all related Transmittal and Submittal records directly to construction projects, providing centralized access to project documentation from the Project form.
• Link documents with Job Orders and Work Orders:
  • Associate document communications with Job Orders and Work Orders to ensure project teams can quickly access all relevant documents from operational records.
• Smart Button for Project-related Transmittals:
  • Keep a complete history of every Transmittal and Submittal exchanged throughout the project. Maintain accurate communication records for future reference, auditing, dispute resolution, and compliance.
• Smart Button for Project related Submittals:
  • Keep a complete history of every Transmittal and Submittal exchanged throughout the project. Maintain accurate communication records for future reference, auditing, dispute resolution, and compliance.
• Smart Button for Job Order Submittals:
  • Quickly access all Transmittal and Submittal documents associated with a Job Order or Work Order using dedicated Smart Buttons available directly from the form view.
• Improve collaboration between contractors and consultants:
  • Enhance communication and coordination among contractors, consultants, architects, engineers, project managers, subcontractors, suppliers, and clients through organized document exchange and centralized communication.
• Maintain official document exchange records:
  • Keep standardized and auditable records of every document sent and received, ensuring transparency throughout the project lifecycle and supporting contractual compliance
• Simplify project documentation management:
  • Reduce manual paperwork and organize all construction document communications within a centralized system, making document management faster, more accurate, and easier to maintain.
• Centralize project communication records:
  • Store all project-related Transmittals and Submittals in a single location, allowing project teams to quickly search, review, and manage document communications whenever required.
• Improve construction document traceability:
  • Track the complete lifecycle of every document—from creation and submission to delivery, review, approval, and closure—ensuring complete visibility and accountability throughout construction projects.
• For a better understanding of the module's features, configuration, workflow, and practical usage, please review the screenshots below and watch the demonstration video. The screenshots illustrate the complete process of creating, managing, sending, tracking, and printing Construction Transmittal and Submittal documents, while the video provides a step-by-step walkthrough of the module's functionality in Odoo.

Key Features:

Centralized Document Management:

Manage all project Transmittals and Submittals from a single centralized location while maintaining complete project documentation history.

Configurable Document Types:

Create unlimited document categories for different project requirements, making document classification simple and organized.

Configurable Delivery Mediums:

Define multiple communication mediums such as Email, Courier, Hand Delivery, Postal Service, Digital Portal, Cloud Storage, FTP, or Physical Submission.

Email Integration:

Quickly send both Transmittal and Submittal documents directly to project stakeholders through email without leaving the system.

PDF Reporting:

Generate professional printable reports for every Transmittal and Submittal document for documentation, auditing, and project records.

Project Integration:

Access all related document communications directly from the Project Form using dedicated Smart Buttons.

Job Order Integration:

Open all associated Transmittals and Submittals directly from Job Orders or Work Orders to improve operational efficiency.

Complete Communication History:

Maintain a permanent record of document exchanges, ensuring transparency throughout the project lifecycle.

Improved Collaboration:

Facilitates seamless communication between contractors, consultants, engineers, architects, clients, suppliers, and subcontractors.

Audit & Compliance Support:

Maintain traceable documentation to support contractual compliance, project audits, quality management, and regulatory requirements.

Review the Screenshots and Preview Video for Detailed Functionality:

• Video 1: https://probuseappdemo.com/probuse_apps/transmittals_communication_document/789
• Video 2: https://probuseappdemo.com/probuse_apps/transmittals_communication_document/1758

Menu Items Available:

• Jobs
• Transmittals
• Submittals
• Transmittal / Submittal
• Types
• Mediums

Construction Submittal Document Creation Form

The Submittal Document form enables project teams to create construction submittals, record document information, manage submission details, assign responsible users, and maintain a complete list of submitted documents with delivery channels and descriptions.

Construction Submittal Reason for Sending

Specify the reason for sending construction submittal documents to maintain transparent communication and provide recipients with clear information regarding the purpose of the submission, such as review, approval, technical verification, or project documentation.

Submittal Recipient Response and Description

Specify the reason for sending construction submittal documents to maintain transparent communication and provide recipients with clear information regarding the purpose of the submission, such as review, approval, technical verification, or project documentation.

Submittal Documents Kanban View

The Kanban View provides a visual overview of all submittal documents, grouped by their workflow stages. Project teams can quickly monitor document progress, identify pending actions, and efficiently manage submittals from creation through review, approval, and completion using an intuitive drag-and-drop interface.

Construction Submittals Document List View

The List View provides a structured overview of all submittal documents, allowing project teams to quickly search, filter, group, and manage records throughout the project lifecycle.

Construction Submittal Activity Management

The Activity View provides project teams with a centralized workspace to track upcoming activities, document reviews, approvals, and follow-up actions associated with construction submittals.

Project Team Approval of Submittal Documents with Email Notification

Manage the approval of project submittal documents and instantly share approval details via email, improving collaboration, document tracking, and stakeholder communication.

Click Send by Email to open the Email Composer

TClick Send by Email to open the Email Composer, compose your message, and send the Submittal document to the intended recipients.

Successful Email Delivery for Submittal Documents

The Submittal document has been successfully sent to the selected recipients via email. This confirmation ensures that the document has been delivered, helping maintain accurate communication records and supporting efficient collaboration among project stakeholders.

Transmittal/Submittal Document Smart Button in Project Form View [Odoo Standard]

The Project Form includes dedicated Smart Buttons for quick access to all related Transmittal and Submittal documents. Users can view, manage, and track project document communications directly from the project, improving navigation, document control, and overall project workflow.

Transmittal/Submittal Document Smart Button in Job Order Form View [Odoo Standard]

The Job Order Form includes dedicated Smart Buttons that provide instant access to all related Transmittal and Submittal documents. Users can quickly view, create, and manage project document communications directly from the Job Order, improving workflow efficiency, document traceability, and project coordination.

Generate PDF Reports for Transmittal and Submittal Documents

Generate and print professional PDF reports for both Transmittal and Submittal documents directly from the system.

Submittal Document PDF Report Preview

he report provides a standardized and printable format for project documentation, communication, auditing, and record management.

Construction Transmittals Document Creation Form

Create and manage construction transmittal documents by entering project details, sender and recipient information, transmittal type, delivery medium, reference numbers, and associated document records

Construction Transmittals Reason for Sending

Specify the purpose of sending the transmittal document by providing clear instructions, remarks, or communication details. This helps recipients understand the objective of the document transmission while maintaining a complete and traceable record of project communications.

Transmittals Recipient Transmittals and Description

Maintain recipient remarks and transmittal descriptions for effective document tracking, communication history, and project record management.

Transmittals Documents Kanban View

The Kanban View provides a visual overview of all Transmittals documents, grouped by their workflow stages. Project teams can quickly monitor document progress, identify pending actions, and efficiently manage submittals from creation through review, approval, and completion using an intuitive drag-and-drop interface.

Construction Transmittals Document List View

The List View provides a structured overview of all submittal documents, allowing project teams to quickly search, filter, group, and manage records throughout the project lifecycle.

Construction Transmittals Activity Management

The Activity View provides project teams with a centralized workspace to track upcoming activities, document reviews, approvals, and follow-up actions associated with construction Transmittals.

Project Team Approval of Transmittals Documents with Email Notification

Manage the approval of project Transmittals documents and instantly share approval details via email, improving collaboration, document tracking, and stakeholder communication.

Click Send by Email to open the Email Composer

TClick Send by Email to open the Email Composer, compose your message, and send the Transmittals document to the intended recipients.

Successful Email Delivery for Transmittals Documents

The Transmittals document has been successfully sent to the selected recipients via email. This confirmation ensures that the document has been delivered, helping maintain accurate communication records and supporting efficient collaboration among project stakeholders.

Generate PDF Reports for Transmittal and Submittal Documents

Generate and print professional PDF reports for both Transmittal and Submittal documents directly from the system.

Transmittal Document PDF Report Preview

Generate and print a professional PDF report for Transmittal documents, including project information, sender and recipient details, document references, transmittal information, and associated attachments. This report provides a standardized, printable record for documentation, communication, auditing, and project record management.

Manage Transmittal and Submittal Document Types List View

View and manage all Transmittal and Submittal document types in a centralized List View, making it easy to organize document categories, maintain consistency, and streamline construction project documentation.

Transmittal and Submittal Document Type Form View

The Form View allows users to create and manage Transmittal and Submittal document types by defining the document type name.

Transmittal and Submittal Document Mediums List View

The List View displays all configured Transmittal and Submittal document delivery mediums in a centralized location.

Transmittal and Submittal Document Medium Form View

The Form View allows users to create and manage Transmittal and Submittal document delivery mediums, such as Email, Courier, Hand Delivery, or other communication methods.

---