Project Administration · Agent blueprint · validated with 7 team members

Drawing Transmittal Preparer

When the engineer of record approves a drawing set in ProjectWise, the agent drafts the transmittal purpose, delivery method and message. The coordinator reviews the draft and the set in Bluebeam and approves once. The agent then checks out the set, logs the transmittal in ProjectWise and sends the email.

94readiness · Ready for an agent

6–11 hback per week, of 20 h now

$15K–28Ka year

3–5 wkto build · size M

Trigger

The engineer of record marks a drawing set approved for issue in ProjectWise (status change picked up by a Power Automate flow). The coordinator can also start it from a Copilot Studio chat.

Done when: The transmittal is logged in ProjectWise and the client has received it.

Needs: Submittal record and drawing set in ProjectWise (type of set, approval status and approver); Project and the recipient or client contact list for the project; Whether the set is sealed and whether the PE's signature is on it; Transmittal number and the list of files in the set; Observed purpose-to-delivery pattern (review and bid by client portal, information by email)

What the agent does

1
Detect the approved set and read the submittal record · ProjectWiseapi
Reads the submittal, set type, recipient and files. Covers the 11% of cases where people skipped opening the submittal.
2
Confirm the engineer of record approved the set · ProjectWiseapi
If there is no approval from the engineer of record, stop and notify the coordinator. Nothing is issued.
3
Check whether the set is sealed and has the PE's signature · ProjectWiseapi
Sealed without a signature goes to the coordinator as a hold. How the seal is flagged is still an open question.
4
Propose the transmittal purpose from the submittal and set type · ProjectWiseai
Review set, construction set, bid set, or information copy, following the team's rule.
5
Propose the delivery method from purpose and recipient · ProjectWiseai
Portal for review and bid, email for information. Leave construction sets blank for the coordinator.
6
Draft the message body with number, project, contents and purpose · Microsoft 365 Copilotai
Fills the details from ProjectWise data, so there is no retyping between systems.
7
Review the set in Bluebeam, stamp it, and check the draft · Bluebeam Revuperson
Bluebeam has no API, so stamping stays manual. The agent does not click through it.
8
Approve the stamped set and draft in one step · Outlookperson
Approval in Teams or Outlook Adaptive Card. The coordinator can edit purpose, delivery method or message before approving.
9
Check out the approved drawings · ProjectWiseapi
Runs only after approval, because it changes records.
10
Create the transmittal record with purpose and delivery method · ProjectWiseapi
11
Create the Outlook email with the PDFs and send it · Outlookconnector
Sent only after approval. The same approval covers it.
12
Upload to the client portal when the method is portal · Client portalperson
Not confirmed whether this is one of the listed UI-only portals. The coordinator uploads until that is clarified.
13
Log the send and confirm the transmittal is recorded in ProjectWise · ProjectWiseapi
Closes the case. How client receipt is confirmed is an open question.

Decisions the agent makes

Decide	Rule	Source
Whether the set may be issued	Only issue drawings approved by the engineer of record. Sealed sets need the PE's signature before they go out.	The team
Transmittal purpose	Set from the submittal according to the kind of set: review set, construction set or bid set. Information copies are also issued. The team said most agree.	The team
Delivery method	Client portal for DOT sets and bid sets, email for information copies. Data agrees: For review goes by portal 83% (42 cases), For bid 89% (19), For information by email 83% (23). No rule was given for construction sets.	Team, confirmed by data
Delivery method for construction sets	Not known yet: ask the team	Not known yet
Message body content	Must include the transmittal number, the project, what is in the set, and the purpose. No fixed template wording was given.	The team
Whether the set is sealed and needs a PE signature before issue	Sealed sets need the PE's signature first. How a sealed set is identified is not known yet: ask the team.	The team

Where a person signs off

Coordinator reviews the stamped set and the draft purpose, delivery method and message, and approves once. This approval comes before checkout, creating the transmittal record and sending the email.
The PE's signature is required before any sealed set is issued.

Exceptions

When	What the agent does
No engineer of record approval on the set	Stop. Tell the coordinator what is missing. Nothing is checked out or sent.
The set is sealed (uncommon, under 1 in 10 per the team)	Hold and send the coordinator the set and the PE signature status. Issue only after the PE signs.
Construction set (no delivery method rule given)	Leave delivery method blank and ask the coordinator to choose.
Delivery method differs from the usual for the purpose (about 17% of cases)	Show the suggestion with the usual pattern and let the coordinator override it. The reason is not yet known.
Recipient or client contact is missing in the project contact list	Hand to the coordinator with the project and what is missing.
Coordinator edits or rejects the draft (rework is about 5% today)	Use the edited version. If rejected, stop and log the reason.

Build with

Power Automate: Runs the flow: ProjectWise trigger and calls, approval, Outlook connector, logging.
Copilot Studio: Front end where the coordinator can start a transmittal, see the draft and approve or edit it.
Microsoft 365 Copilot: Drafts the message body and proposes purpose from the submittal.
ProjectWise API: Reads submittals, checks out files, creates and logs the transmittal.
Outlook connector: Creates and sends the email with attachments after approval.

Skills: Power Automate, Copilot Studio, ProjectWise API / custom connector, Adaptive Cards for approvals

Before building

Service account with ProjectWise API access to read submittals, check out files and create transmittals
Power Automate and Copilot Studio licenses, with the Outlook connector and a mailbox or shared mailbox to send from
A reliable approved-for-issue status in ProjectWise that the flow can watch
Project client contact lists kept up to date and readable by the flow
Agreed message wording or template

Risks

Bluebeam stamping is UI-only, so the stamp step stays manual and limits the time saved.
Delivery method deviates from the usual in about 17% of cases for unknown reasons, so suggestions may be overridden often at first.
The client portal may be UI-only, so portal uploads stay manual.
If the transmittal draft is wrong and the coordinator approves without reading, a wrong set or message could reach the client. The review screen must show the set and contacts clearly.
Only 4 of 7 respondents answered where the issue rules are written, so rules may vary between people.

How we'll know it worked

Median handling time per transmittal (baseline 11 min, 103 cases a week)
Team hours a week on transmittals (baseline 20.4)
Share of cases where details are retyped from ProjectWise to Outlook (baseline 40%)
Share of cases where fields are re-edited (baseline 4.9%)

Still to answer before building

What decides the roughly 17% of cases where delivery method differs from the usual for the purpose (DOT or client requirements)?
Where are the issue rules written down? Only 4 of 7 answered, and none gave a location.
Is there a standard template or wording for the message body, or does each person write their own?
Which names and numbers are carried across from the ticket, and is the list always the same?
How does the team handle For construction sets? No delivery method rule was given.
How is client receipt confirmed before closing?
Does stamping require the file to be checked out first, and where is the stamped PDF saved?
Is the client portal used for transmittals one of the UI-only portals, and does an email also go out for portal deliveries?

Evidence

94% of cases follow the same steps (some skip a step)
20 team hours a week
data is moved by hand from ProjectWise Explorer to Microsoft Outlook (40% retyped)
5% of cases redo steps

Observed main path (84% of cases): Submittals (ProjectWise Explorer) → Drawing Set.pdf (Bluebeam Revu) → Transmittals (ProjectWise Explorer) → Edit Transmittal purpose → Edit Delivery method → Microsoft Outlook → Edit Message body

Handover spec for the builder (text) →

Designed by AI from how the team did this work (2026-10-19 to 2026-10-23), the company's tools and its rules. A starting point for the builder: confirm system access and approvals before building.