Issuing a transmittal form
Prerequisites
- Access to the Management > Document transmittal form (DC009) menu.
- Previously configured transmittal form type.
- API configured in Copilot > Gen AI & NLP to fill in the comments field with artificial intelligence.
Introduction
Input and output document transmittal forms are issued in similar ways, through the Management > Document transmittal form (DC009) menu.
The issuance process and the fields displayed on the transmittal form data screen vary according to the event and the type configuration.
See how to perform this operation:
Issuing a transmittal form
1. Access the Management > Document transmittal form (DC009) menu.
2. Click on Select type on the search filter panel.
3. Select the transmittal form type in which you wish to issue the document transmittal form.
4. Click on Apply.
5. On the displayed list of results, select the desired type.
6. Click on the arrow next to the 
button and select whether the transmittal form event will be output or input, which are options enabled according to the configurations performed in the Control tab of the previously selected type.
7. At this point, the document transmittal form data screen will be opened. Enter an ID # and a name for the form.
If the use of an identification mask was configured in the transmittal form type, the respective mask will be displayed at the time of generating the automatic ID #. In this case, the ID # generated through the mask can only be edited if the "Enable ID # change" option is checked in the document transmittal form type.
8. In the General tab, fill out the following fields:
- Type: displays the transmittal form type selected in the search filter, and it can be edited. In this case, select the type that will classify the document transmittal form.
- Movement mode: displays the movement mode configured in the document transmittal form type. If the "Both" option is configured, select if the event nature will be Internal or External.
- Comments: fill in this field to add comments regarding the document transmittal form. Use the "AI agent" and "AI commands" options to fill in the field using artificial intelligence.
9. Fill in the Sender and Addressee fields. They will vary according to the transmittal form event type:
Sender
| Output | The Department and Responsible fields will be filled out according to the definitions set in the type that classifies the transmittal form, and it is possible to edit them. In this case, select, in the respective fields, the department and the user responsible for issuing the documents related to the transmittal form. |
| Input |
The displayed fields will also vary according to the mode of the transmittal form event:
|
Addressee
| Output |
The displayed fields will also vary according to the mode of the transmittal form event:
|
| Input | The Department and Responsible fields will be filled out according to the definitions set in the type that classifies the transmittal form, and it is possible to edit them. In this case, select, in the respective fields, the department and the user responsible for receiving the documents related to the transmittal form. |
10. Fill out the Attribute and Checklist tabs:
Attribute
The Attribute tab will be displayed if, in the Attribute tab of the transmittal form type, at least one attribute has been associated. In this case, enter the values of the displayed attributes.
- Those that are required must have their values filled out. As for blocked attributes, they will be filled in by the system with the default value defined at the time of their association with the transmittal form type.
- The way to fill in an attribute varies according to the configurations established at the time of their creation.
- Access the What is an attribute? article to learn how to use this resource.
Checklist
The Checklist tab will only be displayed if an input or output checklist has been associated in the Control tab of the document transmittal form type. In this case, answer the checklist questions by selecting the desired option: Yes, No, or N/A.
- The answers may have already been selected by the system according to the standard defined when recording the checklist. Moreover, filling out the Comments field may be mandatory or not, according to the configurations established when creating the checklist.
- Access the What is a checklist? article to learn how to use this resource.
11. Click on 
to save the changes.
12. At this point, the Details tab will be enabled. Fill out its sections, if desired:
Object
In this section, it is possible to associate the documents that will be sent to the addressee of the document transmittal form. Perform the desired operations:
Click on to create a new document and associate it with the transmittal form.
Click on 
to associate an existing document.
Select a document in the list of records of this section and click on the 
button to edit its transmittal method, reason, and deadline.
See how to associate a document and configure its transmittal method, reason, and deadline in the Associating documents with the transmittal form article.
Attachment
Through this section, it is possible to add, delete, download, and view the attachments that will be issued to the addressee of the transmittal form. Perform the desired operations.
13. After filling in all desired fields, click on 
to save the record.
Conclusion
When the documents associated with the document transmittal form are actually sent to the addressee, the document transmittal form should be closed. See how to perform this operation in the Closing a transmittal form article.
After registering a transmittal form, the electronic files of the associated documents must be exported to a directory of the local machine, so that they can be later related to the transmittal method.
To return the documents, the addressee of the output transmittal form needs to register an input transmittal form. The company/department returning the documents must be the same as the one for the output form, and the revision numbers of the documents being returned must be equal to those of the documents that were sent. The reason for the documents that are being returned must have check-in control configured. Once the document input is closed, the return information entered on the data screen will be updated.