Simplifying File Sharing: Why You Need a Transmittals Workflow in Autodesk Vault

If your team uses Autodesk Vault Professional, you're already benefiting from secure, version-controlled access to your engineering data. But what happens when that data needs to leave your Vault? 

Whether you're working with suppliers, customers, or project partners, sharing files externally often feels like a manual, error-prone, and time-consuming task. This is where a transmittals workflow can make a real difference. 

The Problem: Sharing Without Losing Control 

Vault is great at managing internal collaboration – but external file sharing presents a unique set of challenges: 

• Inconsistent exports: Different users might manually collect files differently, leading to inconsistent or incomplete packages. 
• Outdated revisions: There’s no guarantee the files being sent are the latest, unless users double-check each version. 
• Lack of traceability: Who shared what, when, and with whom? Manual processes rarely leave a clear audit trail. 
• No standard format: Do you send the native file? A PDF? A ZIP with drawings and metadata? Standards vary depending on who’s doing the work. 

If this sounds familiar, you're not alone – and there’s a better way. 

The Solution: Structured Transmittals Built into Vault 

A transmittals workflow for Vault solves these problems by formalizing the sharing process directly within your existing environment. Here's how it helps: 

1.) Package the Right Files – Automatically

Users can create transmittals and assign files to it and define which output formats should be included (e.g., native, PDF, DXF). References like child components and related files can be included with just a checkbox. 

2.) Send More Than Just CAD

One of the most powerful features of this solution is its ability to automatically translate CAD files into neutral formats, such as: 

• PDF for easy viewing and archiving 
• DXF for manufacturing use 
• Other supported formats, depending on your Vault configuration 

This ensures your recipients get files they can open and use – even if they don’t have access to your original CAD software.

3.) Built-In Validation Before Publishing

Before a transmittal can be finalized and sent, the system ensures all files are up-to-date (or users must confirm if they want to send older versions) 

This removes guesswork and ensures that only approved, relevant data goes out. 

4.) Automatically Generate Cover Sheets

Each transmittal includes a generated PDF cover sheet summarizing its contents – perfect for recipients and for internal documentation. 

5.) Output a ZIP Archive Ready to Send

Once published, a background job translates and compiles the selected files, and metadata into a structured ZIP archive. Everything is consistent, traceable, and easy to send. 

6.) Archive Everything in Vault

The resulting ZIP and PDF cover sheets are saved directly back into Vault under a dedicated folder, and linked to a history item, preserving an audit trail and enabling re-use or re-send with confidence. You can track what was sent, by whom, to whom and when at any time... 

Highly Customizable & Built on Vault Standards 

This solution doesn’t require complex integrations that require re-compilation and updates with every new Vault version. It’s built entirely on Vault’s extensibility model and COOLORANGE powerJobs which enables Vault-version independent customizations: 

1.) Uses powerJobs Client to extend the Vault UI with dialogs and tabs for transmittals 

2.) Uses powerJobs Processor to translate the selected files, generate cover sheets and ZIP archives 

3.) Uses Custom Objects to represent transmittals natively within Vault 

4.) Integrates with Vault Lifecycles, Categories, and Properties 

5.) Fully customizable PowerShell scripts allow you to: 

• Adjust the transmittal structure 
• Modify file selection logic 
• Add additional metadata or output rules 

Whether you want to change the report layout, customize folder destinations, or adapt workflows for different business units – the entire solution is open and adaptable. 

Real-World Use Cases 

This workflow is ideal for: 

• Product deliveries to customers 
• Design package submissions to contractors 
• Approval requests to external consultants 
• Supplier coordination for fabrication or manufacturing 

Whether you're sending once or iterating over multiple rounds, transmittals help you keep everything standardized, compliant, and auditable. 

Let’s Talk About Your File Sharing Challenges 

Every team shares files with external partners - but how that's done (and where the pain lies) is different for everyone. 

Before we install anything, we'd love to understand: 

• How you're currently sharing data outside Vault 
• What challenges you face (e.g., outdated files, manual steps, traceability gaps) 
• What your ideal solution would look like 

Our transmittals workflow is flexible and customizable - but more importantly, it's designed to solve real-world problems. That's why we start with a conversation, not an installation. 

If you're struggling with inconsistent or manual file handovers, let's explore how this could help - and whether it's the right fit for your process.

Get in touch to schedule a short discovery call - no commitment, just a chance to talk about what's possible.