beginner's guide to aia contract document online service

A step-by-step guide to creating, editing, sharing and managing contract documents

Beginner’s GuideOnline Service for Multi-Users

Beginner’s Guide for AIA Contract Documents Online Service for Multi-Users 2

Beginner’s Guide to AIA Contract Documents for Multi-Users

3 Getting started – Introducing AIA Contract Documents Online Service

3 System requirements

4 Transitioning from desktop version – Howtomoveyourdrafts,finalsandtemplates

4 Company settings

5 The administrator role

5 Users

6 Groups

7 Group permissions

8 Global objects

9 Create a project

10 Revise an existing project

11 Find the right document

12 Create an agreement

12 Workingoffline

13 Working online

13 Create a form

13 Customize a template

15 Using the clause library

16 Understanding the variance checker

16 Finalize a document

17 Create/manage contacts

19 Share a document for review

20 Creating a project manual

20 Digital signatures

21 Learn more – Learn how to access available AIA Contract Documents Resources

21 Product support – Contact AIA Contract Documentstechnicalsupport,contentsupportandeducation/trainingsupportspecialists

Table of Contents


Getting Started – Introducing AIA Contract DocumentsOnline Service

What is AIA Contract Documents?

AIA Contract Documents is an online document automation service that allows you tomanageyourprojectdataandgeneratecontractdocuments.Youcanaccessyourprojectsanddocumentsanytimeandfromanywhereusingyourfavoritebrowser(InternetExplorer,Firefox,ChromeorSafari)forthePCortheMac.

Theserviceprovidesmorethan200constructioncontractsandformsthatcaneasilybeedited,sharedforreview,andfinalized.Fourtabsorganizemainpageoftheonlineservice;theHometabincludesyourmostrecentlyaccessedprojectsanddocuments;theProjectstabprovidesquickaccesstoallyourprojectsandrelatedcontractsandforms;theTemplatesLibrarytabstoresallofthestandardAIAContractsandformsavailableforediting;andtheContactstabsavesallfirmsandrepresentativesfrompastprojects.

System requirementsBasicrequirementsforAIAContractDocumentsinclude:

•Ahighspeedinternetconnection.Theminimumconnectionspeedforthe AIAContractDocumentsonlineserviceis512kbps;connectionspeeds of1000kbpsorhigherarerecommended.

•Acurrentwebbrowser(Safari,Chrome,Firefox,IE,orEdge)

• Adobe Acrobat Reader 9 or higher

• Ifchoosingtoeditoffline,acurrentversionofMicrosoft®Office:2008(Mac), 2010,2013or2016isrequired

•TheAIADocumentMoverrequiresMicrosoft®NetFrameworkversion4


Transition from desktop versionIfyouaremovingfromthedesktopversionofAIAContractDocumentssoftwaretotheonlineversion,youcanmigrateyourprojects,documentsandcontactsforuseonline.Theinstructionsbelowwillassistyouindoingso.Pleasenotethatitisnotrecommendedtomigratealloftheworkyoucompletedinthedesktopsoftware.Bydefault,allofyourprojectsarestoredintheDocumentsfolderofthecomputerinwhichthedesktopsoftwareisloaded.

Running the migration• Click“GettheAIADocumentMoverUtility”inthe“GettingStarted”areaofthe“Home”tabtodownloadthemigrationutilitysetupfile.YoucanalsoaccesstheAIADocumentMoverUtilityhere:https://contractdocs.aia.org/migrationutilitydownload.html.Whenthedownloadiscomplete,double-click the AIADocumentMover.msifiletobegintheinstallation.

• Whenthe“ApplicationInstallSecurityWarning”displays,click the Install button to runtheinstallation.

• Whentheinstallationiscomplete,youwillbepromptedtosignin.TypeyourloginIDandpasswordinthespacesprovidedandclick the Sign Inbutton.

• Afterasuccessfulsignin,abriefmigrationwelcomemessageisdisplayedfollowedbytheMigrationToolscreen.

– TheAIADocumentMoverallowsyoutochoosewhichprojectsandwithinthoseprojectswhichdocumentsaremovedtotheonlineservice.

– TheAIArecommendsmovingprojectsoneatatime,asneeded.

– Filesover5MBwillnotbemoved,insteadcanbeimported.

– Youwillnotbeabletoaccessthedesktopsoftwareoronlineservicewhileyourdocumentsarebeingmoved.

• Once you have selected the items you want to migrate, click the Move Selected Data andDocuments button.Youwillbepromptedtoconfirmthemigrationoftheselecteditems.ClickOKtocontinuethemigration.

• Whenthemigrationiscompleted,“MigrationCompleted”isdisplayed.ClickGotoOnlineAccount to log into your AIA Contract Documents online account, or clickClose to closethemessageandremainintheMigrationUtility.

• To view the status or history of the migration, clicktheandbuttonstoexpandorclose the Status or History panes.

Company settingsTheCompanySettingspanelisavailableforcompanieswithmulti-userlicensesonly.ItallowstheAdministratortomanageusersandgroups,configureprojectandgrouppermissions,andpublishglobalclauses,contacts,andcustomtemplates.

https://contractdocs.aia.org/migrationutilitydownload.html


The administrator roleEachmulti-userlicensemusthaveatleastonedesignatedlicenseAdministrator.TheAdministratormanagesaccesstothemulti-userlicense,configuresthesecurityfeatures,andpublishesglobalcustomtemplates,clauses,andcontacts.Foryourflexibility,Administratorscanbedesignatedasfollows:Administrator–Managesusers,permissions,andpublicationofglobalfilesbutdoesnothaveaccesstoothersoftwarefunctionsexcepttheabilitytorenewthelicense.Thisaccountdoesnotcountasoneoftheusersinthemulti-userlicense.

Administrator/User–Performsthesamedutiesasanadministratorbutcanalsoaccessallsoftwarefunctions.Thisaccountcountsasoneoftheusersinthemulti-userlicense.

UsersAdministrators manage users by inviting new userstojointhelicenseorrestrictingaccesswhen necessary.

Adding users• Clickthe Add User button on the Users tab underCompanySettings.TheAddUserdialogappears.

Youmaydesignateoneormoreof the existing users as a backup Administrator for times when the primaryAdministratorisnotavailable.

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• Typetheuser’snameande-mailaddressinthespacesprovided.

• ClickOK.

• TheAddUserdialogisdisplayedwiththemessage“TheEmailhasbeensenttotheuser[user_name]at[e-mailaddress].”

• ClickOK.

• Theuserisaddedtotheuserslistwithastatusof“Invited,”andawelcomee-mailissent withinstructionsforaccessingAIA Contract Documentsandloggingin.

Removing users

• Changethedesireduser’sstatusfromActivetoInactiveonthedropdownmenu.

• ConfirmstatuschangebyclickingOKwhenpromptedwiththemessage“AreyousureyouwanttochangethestatusforthisuserfromActivetoInactive?”.

• Click the Removelinklocatedtotherightoftheuser'sname.

• TheRemoveUserdialogisdisplayedwiththemessage“AreyousureyouwanttoRemove the“[user_name]”fromMultiseatlicense?”.

• ClickOK to remove the user, or clickCanceltoexitfromdialogwithoutremovingtheuser.

GroupsAdministratorscancreategroupsandadduserstoeachgroup.

Creating a user group

• OntheGroupstab,click the CreateNewGroupbutton.TheCreateNewGroupdialogappears.

• Typethenameofthegroupandashortdescriptioninthespacesprovided.

• ClickOK.

Adding users to a group

• OntheGroupstab,clickthegroupname.Alistofthemembersofthegroupisdisplayed.

• Clickthe Editbutton.

• Clickthe Add MembersfromCurrentUserbuttonatthebottomofthescreen.TheAddMembertoGroupdialogisdisplayed.

• Select the checkboxesfortheusersyouwanttoaddtothegroup.

• Click the OKbutton.Theusersareaddedtothememberslistforthegroup.


Group permissionsInAIAContractDocuments,accessandpermissionsaremanagedatthegrouplevel.TherearetwolevelsofpermissionsthattheAdministratorcandesignate:

Read - allows a user to view data for a projectbutnotchangeit.

Read/Write-enablesallfunctions.

IfauserisingroupswithReadandRead/Writepermissionstoacertainproject,themorerestrictivepermissionswillapply.

Adding groups to a project

• UnderCompanySettings,click on the Projectstab.

• Click the projectname.Alistofthegroupsthathaveaccesstotheprojectandtheiraccesslevelsisdisplayed.

• Click the Editbutton.

• Click the AddGroupbuttonatthebottomofthescreen.TheAddGroupsdialogisdisplayed.

• Select the checkboxesforthegroupsyouwanttoaddtotheproject,andselect the level ofaccess(Read&WriteorRead)fromthedrop-downmenu.

• Click the OKbutton.Thegroupsareaddedtothepermissionslistfortheproject.

• Clickthe Save button to save your changes or Canceltoexitwithoutsavingchanges.

Adding groups to multiple projects (bulk permissions)• WiththeProjectstabselected,click on BulkPermissions.

• Selectagroupandtheappropriatepermissionstoapplytoyourproject(s)(Read&Write,orRead).

• Selecttheproject(s)youwouldliketoapplythegroupandpermissionsto.

• ClickApply.

Removing a group from a project• Select the checkboxforthedesiredgroupandclickthe RemoveGroupbutton.

• Thegroupisremovedfromtheproject(noconfirmationmessage).

• Clickthe Save button to save your changes, or clickCanceltoexitwithoutsavingchanges.

Deleting a project from company settings• OntheProjectstab,clickthe Deletelinkfortheprojectyouwanttodelete.

• Theconfirmationmessage“Areyousureyouwanttodeletetheproject“[project_name”?Deletingaprojectwilldeleteallthefoldersanddocumentscontainedwithinthefolders”isdisplayed.

• ClickOKtodeletetheproject,orclickCanceltoexitwithoutdeletingtheproject.

By default, all users are added to“Everyone” group, which has Read/Writepermissionsforallprojects.

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Global objectsForcompanieswithamulti-userlicense,theAdministratorcanpublishcustomtemplates,clauses,andcontactssotheyareavailabletoallcompanyusers.

Publishing and unpublishing global custom templates

Forcompanieswithmulti-user licenses,theAdministratorcanpublishuser-specificcustomtemplatessotheycanbeaccessedbyothercompanyusersofAIAContractDocuments.

Onceacustomtemplateispublishedasaglobaltemplate,onlytheAdministratormayedititorunpublishit.IftheAdministratorchoosestounpublishaglobalcustomtemplate,itwillonceagainbemadelocaltotheuserwhocreatedit.

To publish a global custom template:

• UnderCompanySettings,select the CustomTemplatestab.

• Forthedesireduser-specifictemplate,clickPublish.

• Whentheconfirmationmessage“AreyousureyouwanttoPublishtheTemplate,‘[template_name]’?”isdisplayed,clickOK.Amessagewillappearstatingthatthetemplatewaspublished.

To unpublish a global custom template:

• OntheCustomTemplatestab,clickUnpublishforthedesiredglobaltemplate.

• Thefollowingconfirmationmessageisdisplayed:“Areyousureyouwanttoun-publishtheTemplate,‘[template_name]’?Note,un-publishingthecustomtemplatewillcauseittonolongerbeavailabletothesystemusers.AnyDocumentthathasalreadybeencreatedusingthistemplatewillnotbeaffected.”

• ClickOKtounpublishthetemplate.

Publishing and unpublishing global clauses

Forcompanieswithmulti-userlicenses,theAdministratorcanpublishuser-specificclausessotheycanbeusedbyothercompanyusersofAIAContractDocuments.Onceaclauseispublishedasaglobalclause,onlytheAdministratormayedititorunpublishit.IftheAdministratorchoosestounpublishaglobalclause,itwillonceagainbemadelocaltotheuserwhocreatedit.

To publish a global clause:

• UnderCompanySettings,select the Clausestab.

• Locatethedesireduser-specificclauseandclickPublish.

• Whentheconfirmationmessage“AreyousureyouwanttoPublishtheclause,‘[clause_name]’?”isdisplayed,clickOK.Amessagewillappearstatingthattheclausewaspublished.


To unpublish a global clause:

• On the Clauses tab, clickUnpublishforthedesiredglobalclause.

• Thefollowingconfirmationmessageisdisplayed:“AreyousureyouwanttounpublishtheClause,‘[clause_name]’?Note,Unpublishingtheclausewillcauseittonolongerbeavailabletothesystemusers.AnyDocumentthathasalreadybeencreatedusingthiswillnotbeaffected.”

• ClickOKtounpublishtheclause.

Publishing and unpublishing global contacts

Forcompanieswithmulti-user licenses,theAdministratorcanpublishuser-specificcontactssotheycanbeusedbyothercompanyusersofAIAContractDocuments.Onceacontactispublishedasaglobalcontact,onlytheAdministratormayedititorunpublishit.IftheAdministratorchoosestounpublishaglobalcontact,itwillonceagainbemadelocaltotheuserwhocreatedit.

To publish one or more global contact(s):

• UnderCompanySettings,select the Contacts tab.

• SelectthecheckboxesnexttothedesiredcontactsandclickPublish.

• Whentheconfirmationmessage“AreyousureyouwanttoPublishtheselectedcontact?”is displayed,clickOK.Amessagewillappearstatingthatthecontactwaspublished.

To unpublish a global contact:

• On the Contacts tab, clickUnpublishforthedesiredglobalcontact.

• Thefollowingconfirmationmessageisdisplayed:“Areyousureyouwanttounpublishthecontactforfirm,‘[firm_name]’?Note,Unpublishingthecontactwillcauseittonolongerbeavailabletosystemusers.AnyDocumentthathadalreadybeencreatedusingthiscontactwillnotbeaffected.”

• ClickOKtounpublishthecontact.

Create a projectTheAIAContractDocumentsonlineserviceisproject-centric,whichmeansinformationanddocumentsarecreatedandstoredbyproject.

Whenyoucreateaproject,youwillneedtoprovidecertainprojectinformation,suchastheprojectdescriptionandpartynames.Thisinformationisstoredandautomaticallyenteredintoallthedocumentsyoucreatefortheproject.

AlldocumentsandimportedfilesassociatedwithaprojectarelistedatthebottomoftheProjectDatascreen.Youcancreatesubfolderstofurtherorganizeyourprojectdocuments.


Creating a project from the projects tab

Ifyouknowtheprojectdata,starthere.Youcanadddatalaterandusethesyncfeature as needed (pleaserefertoQuickTip1formoreinformationonprojectsync).

• Clickthe Projectstab.Alistofyourprojectsisdisplayed.ThefirstprojectinthelistisautomaticallyselectedanditsinformationisdisplayedintheProjectDetailwindow.

• Click the CreateaNewProjectbuttonatthetopoftheProjectspage.TheProjectDetaildialogisdisplayedwithblankspacesintowhichyoucanentertheprojectnameandrelevantgeneralinformation.

• Whenfinished,click the SaveProjectbutton.Amessagewillappearstatingthattheprojectwassavedsuccessfully.

Creating a project from a document

Ifyoudecidetocreateadocumentratherthanenterprojectdata,anewprojectcanbecreatedusingdataprovidedwithinadocument.Followthesestepsifyouwanttoselectthefirstdocumentinaprojectandcreatetheprojectatthesametime.

• Select the TemplateLibrarytab.

• IntheTemplateLibrary,locatethedesiredtemplateandclick its nametodisplayitintheOnlineEditor.

• FromtheOnlineEditormenu,select Save tosavethetemplatetoyourprojectfolderorSave Astospecifyadifferentprojectorfolder.

• In the Save Document As dialog,click the NewProjectbutton.

• IntheCreateNewProjectdialog,type theprojectname and click the SaveProjectlink.

• Yourprojectappearsinthelistofprojects.Click OKtoclosetheSaveDocumentAsdialog.

• Click the CloseWindowlinktoclosetheFormsEditor.

• Select the ProjectstabtodisplaytheProjectDetaildialog.IftheProjectDetaildialogiscollapsed,click the ViewProjectDatalinktorevealit.

• Enter the general projectinformation andclick Savewhenfinished.

Revise an existing projectAfteraprojecthasbeensaved,youcanedittheprojectdataatanytime.• OntheProjectstab,selecttheproject.

• Iftheprojectdataisnotdisplayed,click theViewProjectDatalinktorevealit.

• Click the EditProjectData button to enablechanges,ifnecessary.

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Whenyoueditprojectdata,yourchangeswillautomatically be included in any new documents you create.However,documentsthatwerecreatedbeforeyoumadeyourchangesmustbeindividuallyupdatedusing Project SyncbuttonintheOnlineEditor.Tosyncthedocumentandtheproject,dooneofthefollowing:

• Select Tools > Sync Project Datafromthemenu.

• Clickthebuttoninthetoolbar.

• ClicktheProject Syncbuttoninthesidebar.

OncetheProjectSyncwindowopens,youcansyncthedocumentandprojectdatabyeither:

• Selectingoneormoreofthecheckboxesforeitherthedocumentortheprojectandclickingthebuttonstosynctheselecteditems.

• ClickingtheCopy all to Project or Copy all toDocumentlinktosyncallitems.


• Makechangestotheprojectdataasneeded.Youcanalsomakechangestotheprojectteamanddistributionlistandaddorremoveprojectdocuments.

• Whenfinished,clickthe SaveProjectbutton.Amessagewillappearstatingthattheprojectwassavedsuccessfully.

Find the right documentAIAContractDocumentsareorganizedbyfamilyorseriesandyoucansearch,sort,filterandcomparedocuments.Therearemultiplewaystofindthedocumentsyouneed.

Search: • Click the TemplatesLibrarytorevealalistingofalltheAIAtemplates.Bydefault,thedocumentsarelistedalphabeticallybyseries.

• NexttoeachdocumentisaPreviewbuttonwhichopensasamplecopyofthestandarddocument.

• Click the More Actionslinktoaccessadocumentsummaryandinstructions.

• JustabovethetemplatelistingistheSearchTemplatesfieldwhereyoucanenter anysearchtermsyouwish.ClickingGowillperformafull-textsearchofallthetemplatesthatcontainthatkeywordorphrase.Clickthe ShowAdvancedOptions button to narrowyoursearch.

Sort: • YoucannarrowtheselectionofdocumentsbysortingthembySeries,Familyand/orPartiesInvolvedonthelefthandsideoftheTemplatesLibrarytab.

• Clickingalinkontheleft-handsidewillplacethecategoryundertheSelectedTemplatessectionandlimityoursearchtothespecificcriteria.Youcanremoveanycriteriaifyouwanttowidenthesearch.

Filter: • Clickon Series or Family or PartiesInvolvedtorestrictthelistofdocumentsshown.

• Youcanalsoremovethefilterstorevisethelistofdocumentstobetterfityourneeds.

Compare: • Select 2-3 documents and click on the Side-by-SideComparison button if you aredecidingamongseveralagreements.Thistoolisforuseonagreementsonly.Thetablecomparesthedocuments,showingkeydifferencesbetweenthem.Youcancompareupto3documentsatatime.

“Help Me Select an AIA Template” tool:

TheHelpMeSelectanAIATemplatebuttonontheleft-handsideofyourscreenisanotherwaytohelpyoufindthedocumentthatyouneed.• Youwillbeaskedaseriesofquestionsdesignedtoassistyouinnarrowingyouroptionstoahandfulofdocumentssoyoucanselecttherightagreementorformeasily.


• Makeselectionsinresponsetothequestionsthatareasked.Click the red NextQuestionbuttontoadvance.

• ThelistingofAIAtemplatesappearinginthecenteroftheTemplatestabwilladjustbasedonyourresponses.

Create an agreementDraftagreementscanbecreatedfromstandardorcustomtemplatesandcanbefullyeditedeitherintheonlineeditororofflineinMicrosoftWord.Offlineeditingis recommended, especially for agreements.YoucansetyourdefaultsettingstoAlwaysOffline(MicrosoftWord)byclicking the My Settingslinkontheupper-righthandsideofyourscreenandselectingtheDocumenttab.

Tocreateadraftagreementforaspecificproject:• Click the Projectstab.

• OpenthedesiredprojectintheProjectslistontheleftsideofthescreenand,ifapplicable,thedesiredsubfolderwithintheproject.

• Click the Create Documentbutton.TheSelectTemplatedialogisdisplayed.

• Navigatetothedesiredtemplate(ontheStandard,Custom,orFavoriteTemplatessub- tab)andclick thetemplatename.

– ThetemplateslistcanbesortedbyID,name,series,orfamilybyclicking the columnheaders.YoucanfilterthedocumentsusingtheFilterbyfield.

• Youmaybepromptedtoselectadditionalinformationaboutyourdocument.AnswerthequestionsandclickOK.

• Click the name of the document toopenintheonlineeditor.ClickEditOfflinetoopeninMicrosoftWord.

Workingoffline

Toworkoffline,you’llneedtheMicrosoftWordandExcelapplicationsonyourcomputer,whetherit’saPCoraMac.

Todownloadanagreementorformthatyouhavesavedinaproject:• Goto the Projectstab.

• SelectaprojectfromtheProjectslist,andthenintheDocumentssectionoftheprojectpageclickCreateDocument.

• Click EditOfflinetotherightofthedocumentyouwouldliketoopeninMicrosoftWordorExcel.

• Savethedocumenttoalocationinyourcomputer.

• Makeallofyoureditsoffline.

Onceyouhavefinishedrevisingyourdraftdocument,youwillneedtoimportthefileintotheonlineservicetogenerateafinaldocument.Touploadanofflinedocument:


• Goto the Projectstab.

• Choose the appropriateprojectfromtheProjectslistandclickthe red ImportFile buttonwithintheproject.

• ClickChooseFile,selectthefileyouwishtouploadandclickImport.

• Afteryourdocumenthasbeenimported,donotreopenthedocument.

• Asalaststep,click FinalizetotherightoftheimportedWorddocumenttogenerateafinal.

Working online

TheOnlineEditorcanbeusedforsomeforms.Click on the templatenametoopenthedocumentintheOnlineEditor.Thetextofthedocumentappearsintheeditingwindow

Navigationanddocumentmanagementfunctionsappearinthesidebar,ontheleft.

Themostcommonlyusededitingfeaturesaregroupedonthetoolbarsimmediatelyabovetheeditingwindow.

Create a formDraftformsarecreatedfromstandardtemplates.Editingofformsislimitedtothefill-points.

Tocreateadraftformforaspecificproject:• Clickthe Projectstab.

• Open the desiredprojectintheProjectslistontheleftsideofthescreenand,ifapplicable,thedesiredsubfolderwithintheproject.

• Clickthe Create Document button.TheSelectTemplatedialogisdisplayed.

• Navigatetothedesiredtemplate(ontheStandardorFavoriteTemplatessub-tab)andclickthe templatename.ThetemplateslistcanbesortedbyID,name,series,orfamilybyclicking the column headers.YoucanfilterthedocumentsusingtheFilterbyfield.

• Youmaybepromptedtoselectadditionalinformationaboutyourdocument.Answerthequestionsandclick OK.

• ThedraftagreementisopenedintheFormEditorforfurtherediting.

Customize a templateAIAContractDocumentsprovidesyouwiththeabilitytocustomizeagreementtemplateswithyourstandardeditsandthenusethosecustomizedtemplatesasthebasisforyourdraftdocuments.Youcanalsocreatecustomtemplatesfromdraftagreements,andsharethemwithotherusersinyourcompany.Standardandcustomtemplatescanalsobeaddedtoyourlistoffavoritesforeasyaccesswhencreatingdocuments.


Creating a custom template from a standard template • IntheTemplatesLibrary,gototheAIATemplatessub-tabandlocatethetemplateyouwanttocustomize.

• Rightclick the More Actions linkandselectCustomizeTemplatefromthepopupmenu.TheCustomizeasTemplatedialogisdisplayed.

• TypeanewnameforthetemplateorleavethedefaultnameunchangedandclickOK.

• WhentheImportantNoteisdisplayed,readthemessageandclick OK.

• ThetemplateisdisplayedintheTemplateEditor.Youcanmakeanyeditsyourequire.

• Afteryouhavecompletedyouredits,select SavetosavethetemplateontheCustomTemplatestabwithoutchangingitsnameorSave Astosaveitwithanewname.

Creating a custom template from a draft • OntheProjectstab,selecttheproject containing the document you want to use as atemplate.

• Locate the desired draft document, rightclick the More Actionslinkfromthepopupmenu,and select the CustomizeasTemplateoption.TheCustomizeasTemplatedialogisdisplayed.

• Typeanameforthenewtemplateorleavethedefaultnameunchanged.YoucanalsoenteranoteintheCommentsbox,ifdesired.

• ClickOK.YourdraftissavedasatemplateontheCustomTemplatessub-tabintheTemplatesLibrary.WhenyoucreateaCustomTemplatefromadraft,thesoftwarewillremoveprojectdatafromthefill-points.

Adding a custom template to your favorites • IntheTemplatesLibrary,locatethedesiredtemplateoneithertheAIATemplatesorCustomTemplatessub-tab.

• Rightclickthe More Actionslinkandselect AddtoFavoritesfromthepopupmenu.TheAddtoFavoritesdialogisdisplayed.

• Typeashort,relevantnameforthetemplateasyouwantittoappearinyourfavoritesorleavethedefaultnameunchanged.

• ClickOK.ThetemplateislistedontheFavoriteTemplatessub-tab.

Importingofflinedocumentstoyourcustomtemplates• IntheTemplatesLibrary,clickthe CustomTemplatessub-tab.

• Clickthe red ImportTemplatebutton.

• ClickBrowse and selectthedesiredMicrosoftWorddocument.

• ClickOK.


Using the clause libraryClausesareoneormoreparagraphsoftextthatyoucancreate,edit,andaddtoyouronlineeditordocuments.Theycanbeinsertedanywhereindraftorcustomtemplatesforanyofyourprojects,andtheycanbeusedmultipletimes.

Youcancreateclausesbytypingthetext,copyingtextfromadraft,orpastingtextfromanofflinedocument.Clausesdonotsupportspecialformattingorimages.

Clausescanbeorganizedintocategoriestomakethemeasiertoaccess.

Creating a clause

YoucanaddaclausetotheClauseLibraryasfollows:• IntheTemplateLibrarytab,select the Clause Librarysub-tab.

• Click the Create Clausebutton.TheCreateClausedialogisdisplayed.

• TypeameaningfulnamefortheclauseintheNamefield.

• TypeorpastetheclausetextintheTextfield.

• Select a categoryfortheclauseusingtheCategorydrop-downmenu,orclickthe AddCategory button and typeacategorynametocreateanewcategory.

• UsetheNotesfieldtoenteranypersonalnotesorcomments.

• ClickOK.YourclauseisaddedtotheClauseLibrarysub-tab.

Creating a clause from a document

YoucanaddaclausetotheClauseLibrarysub-tabfromadocumentintheOnlineEditor as follows:

• In the Online Editor, highlight the text you want to use from your document and select theAdd to Clause Librarybuttonfromtheleft-handside.Youcanalsoselect Tools > Add Clause fromthetoolbar.TheAddtoClauseLibrarydialogisdisplayedwiththetextyou selectedintheTextfield.

• TypeameaningfulnamefortheclauseintheNamefield.

• Select a category fortheclauseusingtheCategorydrop-downmenu,orclick the Addbutton and typeacategorynametocreateanewcategory.

• UsetheNotesfieldtoenteranypersonalnotesorcomments.

• ClickOK.YourclauseisaddedtotheClauseLibrary.

Inserting a clause

YoucanaddaclausefromtheClauseLibrarytoadocumentintheOnlineEditorasfollows:

• Positionthecursorwhereyouwanttoinsertthetextinyourdocument.

• Select the Insert Clause button or select Insert > Insert Clausefromthetoolbar.TheInsertClausetotheDocumentdialogisdisplayed.

• Locate the clause you want to insert and click Insert.Thetextisinsertedinyourdocument.


Understanding the variance checkerAIAContractDocumentsallowsyoutocheckaworkingdraftagainsttheoriginalAIAstandardtemplateandnoteanydifferences.Variancecheckingistheprocessofcomparingyoureditedworkingdraft(allA,B,C,andE-seriesdocuments,aswellasG601andG602)againsttheoriginalAIAstandardtemplatelanguage.

TheVarianceCheckerfocusesonthenetchangesbetweenyourdraftandtheAIAstandardtemplate.IfyouhaveusedTrackChangeswhileediting,theVarianceCheckerfirstacceptsallthechangesinthedocumentandthenmakesaword-by-wordcomparisonagainsttheoriginalAIAtext.

Youmayvariancecheckaworkingdraftatanytime.TheVarianceCheckerisrunautomaticallywhenyougenerateafinaldocument.

Variance checking for a document can be started in either of two ways:• FromtheProjectDetailsareabyclicking the CheckVarianceslinkforthedesireddocument.

• FromthewithinthedocumentintheOnlineEditorbyclicking the CheckVariances buttononthesidebar.

• TheCheckVariancedialogopens.

• Select the VarianceMarkupFormat:

– Clean:Additionsanddeletionsareindicatedinthemarginwheretheyoccur.Thedetailsofthechangesareappendedtothedocumentinan AdditionsandDeletionsReport(withpagereferences).TheoutputfileformatislimitedtoPDF.

– Comparative: All changes are noted inline in thedocument.Additionsaremarkedwithunderlininganddeletionsaremarkedwithstrike-throughs.

• Select the desired OutputFileFormat:

– PDF:Thecheckeddraftisgeneratedasalocked(read-only)PDFfile.

– Word:ThedocumentisgeneratedinWordinDOCXformatandisaworkingdraftthatyoucancontinuetoedit.

• Click OK.

Finalize a documentGeneratingafinaldocumentacceptsalltrackedchangesandaddstheAIAlogoandwatermark.Thefinaldocumentwillalwaysbearead-onlyPDF,whichcanbeviewedandprintedinAdobeAcrobatReader®.

The Variance Checker focuses on the net changes from the AIA master document. ItdoesnotworklikeTrackChanges,whichshows all additions and deletions in real timeasyoumakethem.

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Youcanyoucangenerateafinalversionofaworkingdraftorformdraftdocumentineitheroftwoways:• FromtheDocumentsareafortheprojectorasubfolder,choose the draft document you

wouldliketofinalizeandclicktotherightofthedocument.

• FromthewithinthedocumentintheOnlineEditororFormEditor,click the GenerateFinalbuttononthesidebar.

• Select the VarianceMarkupFormat (clean orcomparative).

• Select the SignatureFormat(writtenordigital).See the Digital Signatures section forgeneratingdigitalsignatures.

• FortheNameofthesigningauthority,confirmthe default name or provideanothernamethatistoappearontheD401CertificationofDocument’sAuthenticity.TheD401shouldbesignedbythepersonresponsibleforthecontent of the edits made to the document(typicallyaprojectmanagerorprincipal).ThepersonwhoimplementedtheeditsshouldnotbethesignatorytotheD401unlessthatpersonisalsoresponsibleforthedocumentcontent.

Create/manage contactsAIA Contract Documents manages all contacts from the Contacts tab, which providesacentrallocationformanagingyourcontacts.

Theinformationstoredforcontactsyoucreateisnotproject-specific.Whencreatingaproject,youwillchooseprojectteammembersfromthislist.

Yourlistofcontactscanbesortedbycategory,firm,name,telephonenumber,emailaddress, or date by clickingthe column headers.Contactsmustfirstbecreatedbeforetheycanbeaddedtoyourprojectteam.

To create a contact:• On the Contacts tab, click the CreateNewContactbutton.TheCreateContactdialogisdisplayed.

• Usethedrop-downliststoselect the Categoryintowhichthenewcontactwillbeplaced(required)andthefirm’sLegal Entity type.

• Type the nameofthecontact’sFirm(required).

• Enterasmanyotherdetailsforthefirmanditsrepresentativeaspossible.

• ClickOK to save the contact and close the dialog or Canceltoexitwithoutsavingchanges.

Whenvariancecheckingyourdocuments,all edits to the original AIA standard text arenoted(withalinetotheleftofthetext),evenifTrackChangesoptionwasturnedoffduringediting.

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Document A101™ – 2017 Standard Form of Agreement Between Owner and Contractor where the basis of payment is a Stipulated Sum

This document has important legal consequences. Consultation with an attorney is encouraged with respect to its completion or modification.

The parties should complete A101™–2017, Exhibit A, Insurance and Bonds, contemporaneously with this Agreement.

AIA Document A201™–2017, General Conditions of the Contract for Construction, is adopted in this document by reference. Do not use with other general conditions unless this document is modified.

AGREEMENT made as of the day ofin the year(In words, indicate day, month and year.)

BETWEEN the Owner: (Name, legal status, address, and other information)

and the Contractor: (Name, legal status, address, and other information)

Cynthia Cortes1735 New York Avenue, NWWashington, DC20006

Best Construction Company9300 Corporate Blvd.Rockville, MD20850


Creating contacts from a document for a new project

Followthesestepswhenyouwanttocreateanewprojectanditsassociatedcontactsandteammemberswhilecreatingaformordocument.

• SelectatemplateontheTemplateLibrarytab.TheOnlineEditororFormEditoropens,dependingonthedocumenttype.

• Enter the projectandcontactinformationinthespacesprovidedintheformoragreement.

• Select Save or Save As.

• Clickthe NewProjectbuttonintheSaveDocumentAsdialog.

• Verify the projectnameasitappearsintheProjectNametextboxandclickthe SaveProjectlink.Theprojectiscreatedandthecontactsareaddedtoyourcontactsandtotheprojectteammemberslisting.

• ClickOKtoreturntoyourdocumentintheeditingwindow.

Adding contacts to a project team• Opentheprojectandclick the EditProjectDatabuttonintheProjectDetailswindowtoenablechanges.

• OntheProjectTeamtab,click the Add Team Memberbutton.TheAddtoProjectTeamdialogappears,allowingyoutoaddteammembersfromyourcontacts.

• Selectthecheckboxes for one or more of your contacts and clickOK to add them to theProjectTeamlist.

• ClickCreateContactbuttonfromtheAddtoProjectTeamdialogtocreateacontactfromscratchandsaveittoyourglobalcontacts.

Removing contacts from a project team• Opentheproject and click the EditProjectDatabuttonintheProjectDetailswindowtoenablechanges.

• OntheProjectTeamtab,selectthecheckboxes for one or more team members and clickthe Remove Team Memberbutton.TheselectedteammembersareremovedfromtheProjectTeamlist.

Editing a contact• On the Contacts tab, locate the desired contact and clickEditContact.TheCreateContactdialogopens,displayingthecontact’sexistingdetails.

• Makeyourchangestothecontactinformationasneeded.

• ClickOK to save the contact changes and close the dialog, or clickCancel to close thedialogwithoutsavingchanges.

Deleting a contact• On the Contacts tab, locate the desired contact and clickDeleteContact.Awarningmessageisdisplayedthatstates“Areyousureyouwanttodeletethecontact“[contact_name]”?”

• Click the OKbuttontoconfirmthedeletion,orclickCanceltoexitwithoutdeleting.


Sharing a document for reviewYoumayneedtoshareadraftdocumentorformwithyourclientsandcolleaguestogettheirfeedbackbeforegeneratingthefinalversion.AIAContractDocumentsprovidestheabilitytosharedraftdocumentswithotherpartiesforonlinecollaborativeediting.

Workingdraftdocuments(allA,B,andCseriesdocuments,aswellasG601andG602)aregeneratedwithTrackChangesturnedonbydefaultandeachreviewer’schangesareindicatedbyadifferentcolor.

You can share a document with collaborators in either of two ways:• FromtheProjectDetailsclick the More Actionslinkforthedocumentandselect Share forReviewfromthepopupmenu.

• Fromwithinthedocumentintheeditingwindowclick the Share for Review button on thesidebar.TheShareforReviewdialogopens.

• Verifythesubjectandmessagebodyandmakeanychangesneeded.

• Use the Select from Distribution List and Select FromContactslinkstoselectrecipientsfromyourprojectteamandcontacts.Youcanalsotypeemailaddressesforotherrecipients.

• Select the ReviewExpirationDateusingthedatepickertospecifyacompletiondateforthereview.

• ClickOKwhenfinished.

Anemailwillbesenttoeachreviewercontainingauniqueencryptedlinkthattheymayusetoaccesstheonlinedocumenttoperformtheirreviews.

AIA’sonlineeditoroffersusersonlinetrackchanges.Astheonlinetrackchangesfunctionalityextendsonelevelonly,pleasenotethefollowingwhenusingthe“ShareforReview”feature:

• IftheAuthorhasenabledtrackchangestotrackheredits,thesystemprovidestheinvitedrevieweracopywherealltheeditsnotedinthetrackchangeshavebeenaccepted.

• EachShareforReviewinvitationasappendedwithaPDFformattedvariancecheckedcopyoftheAuthor’sdraft.

IftheAuthorhasinvitedmultiplereviewersto review the document, and where there areeditsbymultiplereviewersonthesametextintheAuthor’sdocument,thesystemwillonlyshowthelastreviewer’sedits.

The reviewer receives the emailed invitation andbeginsthereviewprocessasfollows:• Clicking the encryptedlinkprovidedinthe

e-mail

Only one reviewer can access the shared fileatatime.ClickingCheck In or Done makesthedocumentavailabletootherreviewers.ReviewersmaynotreopenthedocumentafterclickingDone.

QUICK TIP 6


• Reviewing andacceptingtheterms of use to access the document

• Reviewing and editing the document

• ClickingSave to save changes

• ClickingCheckIntosavechangesandmakethedocumentavailabletootherreviewers

• ClickingDonewhenthereviewiscomplete

Whenadocumentissharedforreview,itislistedinyourprojectdocumentswitha status of In Collaboration.ClickingthelinkdisplaystheReviewStatusdialog,showing the name of the document, the review start and end dates, the e-mail addresses of the reviewers, the status of their reviews, and their most recent activity date.WhencollaborationisendedthestatuswillappearasReview Complete.

Creating a project manualAIAContractDocumentsprovidesyouwiththeabilitytocombinefinaldocumentsandotherPDFfilesintoasingleprojectmanualinPDFformat.

To create a new project manual for a project: • IntheProjectDetailsarea,clicktheProjectManualbutton.

• Locatetheprojectintheprojectslistandclicktheicontoexpanditsotheprojectdocumentsareshown.

• Select the checkboxbesidethedocumentstobeincludedintheprojectmanual.Asyouselectthedocuments,theyareaddedtotheSelectedDocumentslist.Youcanusethesmallarrowbuttonstomovedocumentsupordowntoarrangethemintheorderinwhichyouwantthemtoappearintheprojectmanual.

• Whenyoufinishselectingdocuments,typethenameoftheprojectmanualinthe“SaveProjectManualAs”textboxandclickOK.

• Amessageisdisplayedthattheprojectmanualwasgenerated.Thedocumentwillappearinthelistofyourprojectdocuments.

Digital signaturesAIAContractDocumentsallowsyoutosignfinaldocumentsdigitally.Ifyouhaveenabledthedigitalsignatureoption,anewdigitalsignatureplaceholderpageisinsertedinyourfinaldocumentimmediatelyafterthewrittensignatureblockandthenotation“seeattacheddigitalsignaturespage”isinsertedinthewrittensignatureblock.

Refer to http://www.aia.org/contractdocs/AIAS077674 formoreinformation.

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http://www.aia.org/contractdocs/AIAS077674


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