Most Document Management Systems (DMS) offer an option to automatically close a transmittal once the final approver has provided their review, regardless of whether all reviewers have formally submitted their feedback. Additionally, as ProjectWise (PW) administrators, we should have the capability to formally close a transmittal. Attached is an example of transmittals that have been approved by the final reviewer and approver (project manager), but cannot be closed because one out of ten reviewers has not formally reviewed them.

Not having the functionality to automatically close a transmittal once the final approver has reviewed it can lead to several costs:

1. Time:

   • Manual Follow-ups: Without automation, administrators need to manually track and follow up with reviewers, which can be time-consuming.

   • Delays: The process can be delayed if reviewers are slow to respond, impacting project timelines.

2. Quality:

   • Incomplete Reviews: Important feedback might be missed if the transmittal remains open waiting for all reviewers, potentially leading to incomplete or subpar work.

   • Inconsistencies: Manual processes can introduce errors and inconsistencies in tracking and closing transmittals.

3. Overheads:

   • Administrative Burden: Increased workload for administrators who need to manage the process manually, leading to higher operational costs.

   • Resource Allocation: More resources are required to ensure all reviews are completed and tracked, diverting them from other critical tasks.

4. Project Management:

   • Coordination Issues: Difficulty in coordinating and ensuring all stakeholders are aligned, which can affect overall project management efficiency.

   • Accountability: Harder to maintain accountability and track who has completed their reviews, leading to potential bottlenecks.

Implementing this functionality can streamline the review process, improve efficiency, and ensure higher quality and consistency in project deliverables.