SOFTWARE HELP. Copyright. AIA Contract Documents: Software Help

SOFTWARE HELP

Copyright

AIA Contract Documents: Software Help

First published October 2003, Second edition September 2004,

Third edition December 2005, Fourth edition November 2006, Fifth edition April 2007, Sixth edition October 2007, Seventh edition February 2009, Eighth edition July 2009, Ninth edition October 2009, Tenth edition December 2009, Eleventh edition May 2010, Twelfth edition September 2010, Thirteenth edition November 2011, Fourteenth edition June 2013,

by

The American Institute of Architects 1735 New York Avenue, NW Washington, DC 20006-5292

www.aia.org

©2003, 2004, 2005, 2006, 2007, 2008, 2009, 2010, 2011, 2013, 2014, 2015 The American Institute of Architects® All rights reserved

This publication is protected under U.S. and international copyright laws. No part of this publication may be reproduced or transmitted in any form or by any means (including photocopying, recording, or by any information storage and retrieval system) without the prior permission in writing of the publisher, or as expressly permitted by law. If, however, your only means of access is electronic, permission to print one (1) copy is hereby

gran-ted.

Disclaimer

The information contained in this guide is subject to change without notice. Every effort has been made to ensure the accuracy and quality of these materials, and the publisher can assume no responsibility for any errors or their consequences.

Trademarks

"The American Institute of Architects®", "AIA®", the AIA logo and emblem, "AIA Contract Documents®", and "AIA Contract Documents software" are registered and unregistered trademarks of The American Institute of Architects.

Table of Contents

Table of Contents

3

1  Introduction

9

2  Installation and activation

10

2.1  Before you install 10

2.1.1  System requirements 10

2.1.2  Important instructions 11

2.2  Installation 11

2.2.1  Installing AIA Contract Documents software 12

2.2.2  Accepting the AIA-signed macro 19

2.3  Choosing your software license 21

2.3.1  Docs 300 License 22

2.3.2  Annual Unlimited License 23

2.3.3  Multiseat License 23

2.4  Purchasing your software license 24

2.4.1  Purchase online 24

2.4.2  Purchase by telephone 25

2.4.3  Purchase by fax 25

2.5  Activating the software 26

2.5.1  Online activation 26

2.5.2  Offline activation 30

2.6 License Renewal Process 31

2.7  Move the software to another computer 38

2.8  Update your software 40

2.9  Uninstall the software 42

3  What is AIA Contract Documents software?

43

3.1  What you see on your desktop 43

3.1.1  Menu bar 45

3.1.2  Home tab 48

3.1.3  Projects tab 49

3.1.4  Templates tab 53

3.1.5  Contacts tab 57

3.1.6  Help tab 59

3.2  The AIA toolbars 60

3.2.1  The AIA General toolbar 60

3.2.2  The AIA Track Changes toolbar 61

3.2.3  The AIA Data Dialog toolbar 62

3.2.4  The AIA Spreadsheet toolbar 62

4  Prepare a document step-by-step

64

5  Projects

65

5.1  Create a project 65

5.1.1  Name the project 65

5.1.2  Enter project data 66

5.1.2.1  Enter project information 66

5.1.2.2  Provide contract details 67

5.1.2.3  Create the project team 68

5.2  Maintain project data 70

5.2.1  View project data and documents 70

5.2.2  Edit project data 72

5.3  Manage projects 72

5.3.1 Create a new sub-folder 73

5.3.2  Rename a project 73

5.3.3  Delete a project 73

5.3.4  Import a file 74

5.3.5  View project data summary 75

5.3.6  Archive a project 77

5.3.7  Activate an archived project 77

5.3.8  Locate projects and documents 78

5.4  Project locations 81

5.4.1  Default project location 81

5.4.2  Change the default project location 82

5.4.3  Create a project in another location 83

6  Documents

85

6.1  Types of documents 85

6.1.1  Drafts 86

6.1.2  Final documents 88

6.2  Create a draft document 88

6.3  Edit a draft document 89

6.3.1  Edit a Microsoft® Word document 90

6.3.2  Complete a Microsoft® Word form 91

6.3.3 Complete a Microsoft® Excel document 92

6.4 Working with data in a Microsoft Word document 93

6.4.1  Document data fields 94

6.4.1.1 Entering information into data fields 94

6.4.1.2 Navigating between data fields 95

6.4.2 The Data Dialog 95

6.4.2.1 Using the Data Dialog 96

6.4.2.2 The different Data Dialog fields 97

6.4.2.3 Synchronizing Project Data 98

6.4.2.4 Display options for Data Dialog 99

6.5  Check variances 100

6.5.1  Variance check a document 100

6.5.2  Understanding how the Variance Checker works 102

6.5.3  Font effects, punctuation and case 103

6.5.4  Inserted spaces, graphics and FillPoint text 105

6.5.5  Edits to text in paragraphs 105

6.5.6  Edits to tables 107

6.6  Tips on using the Variance Checker 109

6.6.1  Showing paragraph marks in Word documents 109

6.6.2  Working with paragraphs 111

6.6.3  Working with tables 113

6.7  Collaborate with clients and colleagues 114

6.7.1  Create a collaboration version 114

6.7.2  E-mail a document 115

6.8  Generate a Final 116

6.9  Print a document 117

6.10  Manage documents 118

6.10.1  Locate a document 118

6.10.2  Copy or move a document 120

6.10.3  Rename a document 120

6.11  Subcontract Variation documents 121

6.11.1  Accessing the Subcontractor Variation documents 122

6.11.2  Document-specific edits 122

7  Templates

125

7.1  Create a custom template 125

7.1.1 Create a custom template from a standard template 125

7.1.2 Create a custom template from a draft 128

7.2 Create a draft from a custom template 131

7.3  Add a template to Favorites 134

7.4  Change the default storage location of custom templates 135

7.5  Share custom templates 136

8  Contacts

137

8.1  Create a new contact 138

8.2  Add contact to project team 139

8.3  Remove contact from your project team 140

8.4  View or edit a contact 140

8.5  Delete a contact 141

9  Other features of AIA Contract Documents software

142

9.1 Convert Version 3.0 Data 142

9.3  Change program options 144

9.3.1  Paths tab 146

9.3.2 Data Dialog tab 146

9.3.3  Drafts tab 147

9.3.4  Finals tab 148

9.3.5  General tab 149

9.4  Create a project manual 150

10  Getting help

155

10.1  Help 155

10.2  Software Help 156

10.3  Documents Help 158

10.3.1  General Documents Help 158

10.3.2  Document Specific Help 160

10.4  Knowledge Base 161

10.5  View tutorial 162

10.6  Additional online resources 163

10.7  Contacting Documents Support and Software Support 163

1  Introduction

The purpose of this Software Help is to introduce you to AIA Contract Documents software and show you, step-by-step, how to create, share, and manage contract documents. Follow the diagrams and simple instructions, and you will soon feel at ease with the user-friendly AIA Contract Documents software.

2  Installation and activation

This section explains how to install and activate the AIA Contract Documents software. It details system requirements and other information you need before you install, provides instructions for installing the software and purchasing a license, tells you how to activate the software, how you can move the software to a different computer, how to update your software and finally, how to uninstall the software.

2.1  Before you install

2.2  Installation

2.3  Choosing your software license

2.4  Purchasing your software license

2.5  Activating the software

2.6  Move the software to another computer

2.7  Update your software

2.8  Uninstall the software

2.1  Before you install

Before you install

AIA Contract Documents, take a moment to check your system requirements and review some

important instructions.

See

2.1.1. System requirements

and

2.1.2. Important instructions

2.1.1  System requirements

n Microsoft® Windows Vista (32 and 64-bit), Windows 7 (32 and 64-bit), Windows 8 (32 and 64-bit), Windows 8.1 (32

and 64-bit) or Windows 10 (32 and 64-bit) operating systems (all with the latest service packs)

n Microsoft® Word 2007, 2010 or 2013 (all with the latest service packs)

n Microsoft® Excel 2007, 2010 or 2013 (all with the latest service packs) n Microsoft®.NET Framework version 2.0

n Adobe® Acrobat Reader 8.2 or higher n Minimum RAM requirements 1 GB n Minimum 180 MB disc drive space

n Internet Explorer version 9 or higher

AIA Contract Documents software does not support the Macintosh platform.

2.1.2  Important instructions

Before installing the software on your computer, please note the following important instructions: 

n The computer onto which you load the software must satisfy the minimum system requirements detailed above. n AIA Contract Documents software is reliant on Microsoft®’s .NET Framework version 2.0. If you are running Windows

Vista, you are likely to have this installed already. You may also have it if other software you use requires it. If you do not have it installed, the setup program will prompt you to do so and direct you to the Microsoft Web site.

You cannot install the AIA Contract Documents software program files on a network or terminal server, a peer-to-peer network, or a network drive. The program files must be installed on the local hard drive of each user's individual computer.

n AIA Contract Documents software is hardware-specific. Install the software on the computer on which the program will be used.

n AIA Contract Documents software must be installed by an Administrator. Standard users on Windows Vista, Windows 7 and Windows 8 can operate the software.

n AIA Contract Documents software will install two separate components: AIA Contract Documents and NovaPDF. You will also see a new NovaPDF entry in your list of available printers. These components are required to operate AIA

Contract Documents software.

2.2  Installation

Follow these step-by-step instructions to install the

AIA Contract Documents

software.

2.2.1 Installing AIA Contract Documents software

2.2.2 Accepting the AIA-signed macro

2.2.1  Installing AIA Contract Documents software

Before you begin the install:

n Make sure you are logged on as a Local Administrator.

n Close all other programs. If running, Microsoft Word and Microsoft Outlook may interfere with the installation. Your installation of AIA Contract Documents software will addthree toolbarsto your Microsoft Word program andone tool-barto your Microsoft Excel program.

n You may also need to temporarily re-configure your anti-virus software to allow the installation of AIA Contract

Docu-ments software; only make a change if prompted. Make sure that you undo any changes after completing installation of

the AIA Contract Documents software. Launch the installation file.

If the file is on CD:

1. Insert the CD into your CD drive.

2. Wait for the Autorun feature, or click on [cd drive]:\setup.exe. 3. Go to step 2 below.

If you downloaded the installation file to your PC:

1. Navigate to the folder where you saved the file (if you don't remember the location, search for

AIACon-tractDocuments.exe).

Please note: If your system does not meet the minimum requirements, you will need to upgrade it accordingly.

3. Some users at this juncture may be asked to download the latest version of the Microsoft®.NET framework. If prompted to download .NET, follow the instructions below. If not, please go to Step 4.

3.1  If you need the latest version of Microsoft's .NET framework, you will be prompted with the following

dialog. Click Yes.

Note: You will need to be online.

3.2  Click the

Download

button on the Microsoft Web page.

3.3  Click

Run

to download the software.

3.4  Click

Run

to install the .NET framework.

3.6  Installation will take a few minutes. You will receive a confirmation dialog. Click

Finish.

Important note: Once the .NET Framework installation has been completed, please return to the AIA installation file

that you downloaded and proceed to step 4 below.

4. Double click the AIAContractDocuments.exe file that you downloaded and click Next.

5. Review the End-User License Agreement. If you agree with the terms of the End-User License Agreement, select the I

accept the terms of the license agreement option and then click Next. If you do not accept these terms you will not be

able to continue with the software installation.

Advanced users are those who want to specify the location where the software installs the various program com-ponents.

7. Click Install.

8. When the installation is complete, keep the Launch the program option selected and click Finish.

9.

The

Convert Version 3 Data

prompt alerts you to the conversion that is performed at first launch of the software; click

OK.

Note: Automatic conversion of your data is only performed when upgrading from version 3 to version 4 of AIA Contract

Documents software.

2.2.2  Accepting the AIA-signed macro

On the first launch of Microsoft Word after installation of

AIA Contract Documents

software, you may see a dialog that asks you to accept an AIA-signed macro. You will need to accept this macro in order to gain access to all the functions of

AIA Contract Documents

software.

Office 2007

users will see the following:

To accept the AIA-signed macro:

1. Select the Trust all documents from this publisher check box. 2. Click Ok..

If you want to see more information about the AIA-signed macro, click on

Open the Trust Center

.

Office 2010

users will see the following:

2.

To stop it from appearing go to the Trust Center Settings (by clicking File, Options,Trust Center) and tick the following

option:

Office 2013

users will see the following:

1. Select the Trust all documents from this publisher check box. 2. Click Ok..

2.3  Choosing your software license

AIA Contract Documents

software will not operate until you have purchased a license and activated the software. 

Three license options are available: n 2.3.1 Docs 300 License n 2.3.2  Annual Unlimited License n 2.3.3  Multiseat License

2.3.1  Docs 300 License

The Docs 300 License includes the same

AIA Contract Documents

as all other licenses, but is provided for those who use

AIA Contract Documents

infrequently. The Docs 300 License creates a document unit (DU) account with 300 DUs. The software license and all unused DUs expire one year from the date of purchase, or when the DUs are all used, whichever occurs first. 

Each contract document is assigned a specific DU value, from 5 DUs for forms to 25 DUs for prime agreements. As you generate final documents, the associated DU value is subtracted from the total in your DU account. The DU value is sub-tracted only when you generate a final document. You may generate as many draft documents or print as many draft and final documents as you desire without affecting your DU balance.

You cannot purchase additional DUs during your license period. Should you run out of DUs, you will need to purchase another Docs 300 License. When purchasing a new Docs 300 License, you may carry over up to 50 DUs.

Please go tohttp://www.aia.org/contractdocs/purchase/licensing/AIAS075227to view additional details on your Docs 300 License, and to access the DU Pricelist, which shows the DU values assigned to each document.

2.3.2  Annual Unlimited License

Annual Unlimited License holders have unlimited access to AIA Contract Documents. Annual Unlimited License holders may access and generate as many documents as desired, as often as desired, for a full year.

2.3.3  Multiseat License

Large firms, particularly those with multiple offices, may find it advantageous to purchase a Multiseat License. This license can be characterized as a bundle of Annual Unlimited Licenses priced on a sliding scale.

2.4  Purchasing your software license

After successfully installing the new

AIA Contract Documents

software, the

License Wizard

will launch and walk you through the purchase and activation steps. Click

Next

to access the purchase and activation screens. 

You can purchase a license for AIA Contract Documents software by using one of the following three methods: online, by telephone or by fax.

2.4.1  Purchase online

2.4.2  Purchase by telephone

2.4.3  Purchase by fax

2.4.1  Purchase online

The online option will redirect you to the

AIA Contract Documents

web site -

2.4.2  Purchase by telephone

Please call 1-800-242-3837. Our Customer Support Representatives will walk you through the purchase process and answer any questions you may have. After you have purchased your license, you will be given an order number and pass-word that you can use to activate your software.

2.4.3  Purchase by fax

The fax option launches a dialog that will collect your information and generate a PDF document that can be completed and faxed to AIA Customer Support. After you have purchased your license, you will be sent an order number and pass-word that you can use to activate your software.

2.5  Activating the software

Before you can activate

AIA Contract Documents

software, you must purchase a license (see

2.4  Purchasing your

software license

for more information).

Go to

http://www.aia.org/contractdocs/index.htm

.

After you purchase a license, you will be given an order number and password that you will use to activate your AIA

Con-tract Documents software.

Note: Activation is done per computer, not per user, so that anyone logging on to a computer with a licensed version of

AIA Contract Documents

software will have access to the software.

2.5.1 Online activation 2.5.2 Offline activation

2.5.1  Online activation

After you have purchased your license, you can take advantage of AIA's automated Web-based activation process.  1. Make sure your computer is connected to the Internet.

4. Choose to activate the software, and then click Next.

7. Click Next. Wait while the AIA Contract Documents software confirms and automatically activates your software. 8. You will see a screen confirming the successful completion of the transaction.

Note: It is a good idea to retain a copy of your order number and password for your records. You will need this order

number when communicating with AIA Customer Support and Technical Support Representatives. Your order number is also displayed on the Home Page of the software.

2.5.2  Offline activation

Note: Please be ready to provide your order information when contacting Customer Support.

2.6 License Renewal Process

AIA's license renewal process has been integrated into the application for greater automation. Users with existing single-seat licenses are now able to renew and activate them through the software.

The renewal process allows you to choose from a set of applicable renewal options, and complete the purchase via credit card within the application. The software is then immediately activated.

Note:

Users with multi-seat licenses are exempt from the integrated renewal process, and will be redirected to the AIA website.

1.

Make sure that your computer is connected to the Internet. To initiate the license renewal process, click Renew on the software?s home page, or launch the License Wizard from the

Help Menu:

2.

The wizard will open, showing your current license status. To continue click

Next.

3.

The

License Wizard

allows you to select from a number of licensing options. Choose

Renew My License:

5.

If you have a promotional code, check the box and enter the code in the field that appears. Click

Apply Code.

The licensing options will refresh to indicate any discounts. Choose the desired option and click

Next.

6.

Fill in your credit card details and click

Next:

7.

Confirm your order details before proceeding. Should you need to edit your information, select the

Back

button. When you have confirmed that your order details are correct, select

Renew.

8.

A confirmation screen will show with the details of your renewal order. Click

Close

to finish the transaction:

2.7  Move the software to another computer

Moving the

AIA Contract Documents

software to another computer requires you to deactivate the software on the ori-ginal computer, and install and activate the software on the new computer. Follow these steps: 

1. Install the AIA Contract Documents software on the new computer following the instructions detailed in 2.2  Installation.

2. Move your project data and documents to the new computer.

3. Deactivate the software on the original computer (see instructions below).

was made online or by phone or fax, you received your order number and password in a confirmation e-mail message from [email protected] or [email protected].

To deactivate the software on the original computer, follow these steps:

1. On the software desktop in the original computer, select the License Wizard option under Help on the menu bar. In the

License Information dialog that displays, click Next. On the Activate, Purchase or Move dialog select the option to Move the License to Another Computer. Click Next.

2. The Move License dialog is displayed. Click Deactivate.

3. The software will notify you that it has been deactivated. Click OK.

Note:

If the software is unavailable for deactivation, please contact AIA Technical Support.

Note: If the licensing server is unavailable, the following error message will display. Please contact AIA Technical

Sup-port for help in moving your software to another computer.

2.8  Update your software

New

AIA Contract Documents

are issued and existing

AIA Contract Documents

are updated on a regular basis.

AIA Contract Documents

software is therefore also updated on a regular basis to ensure that all users have access to all the latest

AIA Contract Documents, as well as to any software enhancements or service packs. 

The AIA sends an e-mail to each software license holder when a software update is issued. You can also verify the latest updates by either using the Check for free update link found on the software Home page or by going to http://www.ai-a.org/contractdocs/supportctr/updates/AIAS075263directly.

To determine if you have the latest version of the software installed, start by finding your current version number. This information can be accessed in one of two ways:

2. Go to Help > About on the menu bar in the software.

Once you have determined your software version number, please visit the AIA Contract Documents update page. This page can be accessed by clicking on the Check for free update link found on the software Home page, or by browsing to the following link:http://www.aia.org/contractdocs/supportctr/updates/AIAS075263.

If your version and the current version do not match, follow the instructions to download and install the software updates.

2.9  Uninstall the software

To uninstall

AIA Contract Documents

software:  1. On the Start menu, click Control Panel. 2. Double-click Add or Remove Programs. 3. Select AIA Contract Documents. 4. Click Remove.

AIA Contract Documents software is now uninstalled from your computer.

You may also wish to remove the NovaPDF software. To remove NovaPDF software:

1. On the Start menu, click Control Panel. 2. Double-click Add or Remove Programs. 3. Select novaPDF.

4. Click Remove.

3  What is AIA Contract Documents software?

AIA Contract Documents

software is a document automation tool that allows you to manage your project data and gen-erate contract documents. 

The software has an easy-to-use Windows interface, with a menu bar, home page, tabs, navigation pane, and right-click menu options to access commands. Your project data, templates and global contacts are organized in tabs.

You can access the software from the AIA Contract Documents icon on your desktop or from your Program menu.

3.1  What you see on your desktop

3.2  The AIA toolbars

3.1  What you see on your desktop

AIA Contract Documents

software is project-centric. This means that information and documents are created and stored by project. Completed projects can be archived to make your list of active projects more manageable, but archived projects are still accessible. 

When you open the software, this is what you see:

Each of these sections is explained in more detail in:  3.1.1  Menu bar 3.1.2  Home tab 3.1.3  Projects tab 3.1.4  Templates tab 3.1.5  Contacts tab 3.1.6  Help tab

3.1.1  Menu bar

The menu bar at the top of your screen contains five drop-down menus. The following tables list each menu item and its available commands: 

File

Menu

Command

Function

New Creates a new project

Link to Existing Project Links item to an existing project

Create Project Manual Creates a collection of ACD PDF files

into a single manual

Customize Template Opens the selected template in word

so that you can customize it

Open Opens the item selected in the tab

Open in Explorer Opens Windows Explorer, displaying

the selected project folder

Import File Imports existing files into your projects

Send Allows you to e-mail the selected

doc-ument

Print Prints the selected document

Check Variances Compares your document to the AIA

original

Generate Final Generates a final version of a draft

doc-ument

Add to Favorites Adds the selected template to the

Favorites tab

Activate Project Re-activate an ACD project which has

been archived

Archive Project Archive an ACD project which is no

longer in use or 'active'

Close Closes AIA Contract Documents

soft-ware

Edit

Menu

Command

Function

Copy Copies the selected item

Paste Pastes the selected item

View

Data Summary View a summary of the Project data

Refresh F5 Refreshes the list to reflect updates

Tools

Menu

Com-mand

Func-tion

Options Provides access to options and set-tings Convert Version 3 Data Migrates Version 3 data

Help

Menu

Command

Function

Software Help

Opens the HTML help which also has the func-tionality of allowing you to print a PDF of the content

General Documents Help Opens the Home Page of the document specific

help for the AIA templates

Document Specific Help Opens the document specific help for the

selec-ted template (in Templates view)

Knowledge Base Connect to the Internet and view a list of

fre-quently asked questions and answers

View Tutorial View an animated demo of software features

and functionality

Email Software Support Opens an Email addressed to Technical

Sup-port

Email Document Support Opens an Email addressed to Document

Sup-port

Technical Support

Opens an information box with your order and profile number, and providing the contact tele-phone number and e-mail address of Technical Support

License Wizard Opens the License Wizard

DU Price List Opens a webpage containing the DU price list

AIA Web Site Opens the AIA website

About Details about the current version of the website

Note: Software commands are context-sensitive; selected commands are made available depending upon your location

within the software.

3.1.2  Home tab

The Home tab provides you with quick and easy access to recently accessed documents and templates, as well as key areas of the software. 

Recently Accessed Projects

displays up to three projects listed in order of the most recent doc-ument activity.

To access the full list of your projects, click on View all projects or select the Projects tab. To open a document listed under a project, click on the document name.

To see all documents within the project when more than three documents exist, either click on the project name, or click on

View

all Documents.

Recently Selected Templates

lists 5 templates which have been used to create documents, ordered by most to least recent.

This list may include standard and custom tem-plates. These are distinguishable by their icons which show

t

for a standard template and

c

for a custom template.

are created from other templates.

Getting Started /Resources

contains the fol-lowing options:

View tutorial

to orient yourself.

Create a project

to create a new project.

Create a document

to create a new document within a project.

View reference material

provides a link to a compilation of AIA Contract Documents inform-ation.

Your Software License

contains the following quick links:

Renew license

to assist you when you want to renew your license.

Check for free update

to find out if you have the latest version of the software.

Move your software license

for deactivating your license so that it can be reactivated on another computer.

It also provides information such as the software’s version number, your profile number and order number, license type, days left until license expir-ation and remaining document units if applicable.

3.1.3  Projects tab

The

Projects

tab lists all the documents in your active and archived projects. The first time that you open the software and click on the

Projects

tab, it will look like this: 

The Projects tab has a collapsible Project List window and two sub-tabs:Project Data and Documents. n Project List

You can view a list of all your active and archived projects in the collapsible Project List window. Click the Project

List tab on the left to view or hide the list. Click the project name to open the project. The Active Projects and Archived Projects buttons at the bottom allow you to switch between Project List views.

n Project Data

The documents you create using the software require that you insert certain project information, such as the project description and party names. If you enter this project information in the Project Data dialog, the project information will be stored by the system and thereafter automatically entered into all the documents that you generate for the project – a real time saver.

You can print the project data by right-clicking anywhere on the page and choosing the Data summary option (alternatively, click View > Data Summary). This will open the project data in a Word document which you can then save, print and e-mail.

n Documents

The Documents sub-tab shows you all the documents that you have created for the currently selected project.

AIA Contract Documents software provides several ways to sort your project's documents. These include a document

fil-ter, clickable column headers and a Group by: drop-down menu.

Filter by: In the Filter by field, type the name (or part of the name) of the document you wish to find and the

Docu-ments list will filter as you type each character.

n Number – groups documents by document number n Type – groups documents by type

n None – no grouping is applied

Additional sorting features can be accessed by clicking on column headers. Additional options include: n Name – sorts documents by name

n Modified – sorts documents by date modified

n Comments – sorts documents in alphabetical order by comments

Note: In prior versions of the software, documents were organized into three (3) folders: Documents, EF3.0 Documents,

and Imported Files. In the current version, you can select to view your documents grouped by type. When grouping by type, note that all draft documents are displayed in the Draft folder, all Final documents are displayed in the Final folder, and all imported documents and EF3.0 documents are displayed in the Other folder. Should you create additional sub-folders within your specific AIA project folder, those sub-folders will not be displayed in the Project tab.

Below is a list of icons available in the navigation pane when working in Projects view. Depending on the status of the doc-ument selected, various buttons will be active or inactive:

3.1.4  Templates tab

This tab is where you will find all the

AIA Contract Document

templates. The Templates tab contains three sub-tabs:  n Standard

The Standard tab lists all standard AIA document templates. By default, the templates are grouped by Series.

n Custom …

n Favorites

The Favorites tab lists the standard and custom templates that you use often and want to access quickly.

AIA Contract Documents software provides several ways to sort your templates. These include a document filter,

click-able column headers and a Group by: drop-down menu.

Filter by: In the Filter by field, type the name (or part of the name) of the template you wish to find. The Templates

list will filter as you type each character.

Group by: options for templates are as follows:

n Family – templates are grouped by document family n Series – templates are grouped by document series

n None – grouping is not applied and templates are listed alphanumerically

Additional sorting features can be accessed by clicking on column headers. Additional options include: n Current number

n Previous number n Title

3.1.5  Contacts tab

The

Contacts

tab provides a central location for managing your contacts.

The

Contacts

tab lists all of the contacts you create or import into the software. The information stored for each contact you created on this tab is not project-specific. When creating a project, you will choose project team members from this list of contacts.

AIA Contract Documents

software provides several ways to sort your contacts. These include a contacts filter, clickable column headers and a

Group by: drop-down menu.

Filter by:

In the

Filter by

field, type the name (or part of the name) of the contact you wish to find. The Contacts list will fil-ter as you type each characfil-ter.

n Category – contacts are grouped by category of team member (Owner, Architect, etc.) n None – grouping is not applied

Additional sorting features can be accessed by clicking on column headers. Additional options include: n Firm – contacts are sorted by company name

n Representative – contacts are sorted alphabetically by representative name n Telephone – contacts are sorted by telephone number

n E-mail – contacts are sorted by e-mail address

Below is a list of icons available in the navigation pane in the Contacts view. Depending on the contact selected, various icons will be active or inactive:

3.1.6  Help tab

Clicking on the Help tab presents a list of the different kinds of available Help. Each Help topic is accompanied by a description to make finding the right Help easy. 

Select the desired help topic and click OK to view its content.

3.2  The AIA toolbars

AIA Contract Documents

software installs three specialized toolbars in Microsoft® Word, which can be used to interact with the software and the documents that you generate. 

The toolbars are explained in: 3.2.1  The AIA Document toolbar 3.2.2  The AIA Track Changes toolbar 3.2.3 The Data toolbar

AIA Contract Documents

software installs one specialized toolbar in Microsoft® Excel, which can be used to interact with the software and the documents that you generate. 

The toolbar is explained in: 3.2.4 The AIA Spreadsheet toolbar

Three toolbars open in Word when you install

AIA Contract Documents

software.  The first toolbar, the AIA Document toolbar, looks like this:

The AIA General toolbar assists you with the following actions:

Button

Function

Open AIA Contract Documents software

Save this document to another AIA project

Toggle Content Navigator on and off

Go to previous FillPoint or go to next FillPoint

Check spelling

Format tabs for the selected field

Format font for the selected field

Add a note to the footer

View the AIA instruction sheet for this document

3.2.2  The AIA Track Changes toolbar

Three toolbars open in Word when you install AIA Contract Documents software. 

The second toolbar is the AIA Track Changes toolbar. It assists you with tracking the changes you make in Working drafts.

  The AIA Track Changes toolbar assists you with the following actions:

3.2.3  The AIA Data Dialog toolbar

Three toolbars opens in Word when you install

AIA Contract Documents

software.  The third toolbar, AIA Data Dialog toolbar, looks like this:

The AIA Data Dialog toolbar assists you with the following actions:

3.2.4  The AIA Spreadsheet toolbar

A toolbar opens in Excel when you install

AIA Contract Documents

software.  The AIA Spreadsheet toolbar looks like this:

The AIA Data Spreadsheet toolbar assists you with the following actions:

Button

Function

Delete Row Delete a row in a G703, G723 or G737 document

Edit Certificates Edit the text of the Architect's and/or the Contractor's certification in a G702, G722, G732

and G736 document

Edit User Note Add a user note to the footer of a document

Match Project Data Synchronize project data and document data (as described in Section 6.4.2.3)

Document Instructions View the document instruction sheet

4  Prepare a document step-by-step

5  Projects

AIA Contract Documents

software is project-centric; this means that information and documents are created and stored by project. For that reason, before creating a document, you must first create a project.

When you create a project, the software prompts you for certain project information, such as the project description and party names. If you enter this project information in the Project Data dialog, the project information will be stored and there-after automatically entered into all the documents that you generate for the project.

All documents associated with a project are stored in the Documents sub-tab: this includes your Working Drafts, Checked Drafts and Final documents, as well as converted EF 3.0 documents and imported files.

Completed projects can be archived to help manage your list of active projects. See:

5.1  Create a project

5.2  Maintain project data

5.3  Manage projects

5.4  Project locations

5.1  Create a project

To create a project, follow these steps:  5.1.1  Name the project

5.1.2  Enter project data

5.1.1  Name the project

You can create a new project via two methods: either click

Create a project

on the Home Page, 

... or open the

Projects

tab and click the

New Project

button  on the navigation pane . You will be prompted with the New Project Data dialog into which you can capture the name of the project and all the rel-evant general project information, as shown in the following sections.

Note:

To create a new project, the minimum requirement is that you capture a name for the project.

5.1.2  Enter project data

After selecting

New Project, the New Project dialog opens. Three different tabs will collect information about your

pro-ject: Basic Information, Contract Details and Project

Team.

5.1.2.1  Enter project information

5.1.2.2  Provide contract details

5.1.2.3  Create the project team

5.1.2.1  Enter project information

After completing the fields, either click

OK

to save the information and return to the Project Tab, or click the

Contract

Details

tab.

5.1.2.2  Provide contract details

The Contract Details tab collects specific data about the project's contracts with the owner. Again, you can navigate between the fields with the mouse or by using the

Tab

key. 

In the Contract Date and Agreement Date fields, you can indicate the dates by clicking the dropdown arrow and using the calendar display.

In the Contract For section, if you select Other, a field will open in which you can enter the trade contracted, such as "mechanical".

When you have filled in all the fields, either click OK to save the information and return to the Project Tab, or click the Pro-ject Team tab to enter details about the individual team members.

5.1.2.3  Create the project team

To add a contact to the project team, click the Add Team Member button .

The Select Team Members dialog opens. Expand the category containing the contact you want to add, and double-click the appropriate contact.

To remove a team member and return the contact to the Global Contacts list, select the team member in the Project Team sub-tab, and then click the Remove Team Member button .

When you have finished adding team members to your project, click OK. The team members you added will immediately be displayed on the Project Team sub-tab.

When you have finished entering the project data, click OK. The project data will be displayed on the Project Data sub-tab under the Projects tab and can be accessed at any time for you to review and further edit.

Note: The Project Data dialog saves you time because the project information will be automatically entered into the

doc-uments that you generate for the project. For example, instead of having to type the project location or description every time it is needed in a document, this information is captured once in the Project Data dialog and fed automatically, where applicable, into every document you create for the project.

Important: You do not have to enter data in the Project Data dialog apart from a Project Name. If you choose not to

enter any other data, click OK on the dialog when it opens

5.2  Maintain project data

This section describes how to view project data and update it.

5.2.1  View project data and documents

5.2.2  Edit project data

5.2.1  View project data and documents

To view the data and documents associated with a project, click the Projects tab. In the Project List, select the project you wish to view.

To view the documents created in the project, click the

Documents

sub-tab. You can view the documents grouped by number, series or type by clicking the drop-down arrow in the

Group By

field and selecting an option. The default is

<none>.

To filter the documents displaying in the Documents tab, use the

Filter by

field. For example, to find all documents with the numbers 102 in the document name, type "102" in the

Filter by

field. As you type, the documents are filtered to list only those with file names that contain the characters entered.

5.2.2  Edit project data

The information displayed on the Project Data sub-tab can be edited either by clicking the Edit Project Data button on the navigation pane or by right-clicking the currently selected (highlighted) project in the pro-ject list and then selecting the Edit Propro-ject option in the right-click menu.

The Edit Project Data dialog is displayed, and you can make changes on any or all of the three tabs - Basic Information,

Contract Details, and Project Team. When you have finished making your changes, click OK to save the new

inform-ation.

5.3 Manage projects

You can manage your projects by renaming, archiving, activating, deleting or moving them.

5.3.1 Create a new sub-folder

5.3.4 Import a file

5.3.5 View project data summary

5.3.6 Archive a project

5.3.7 Activate an archived project

5.3.8 Locate projects and documents

5.3.9 Copy projects and documents

5.3.1 Create a new sub-folder

You can create additional sub-folders under the main project folder and then file your documents within these sub-folders.

1.

Right-click the selected project in the Project List and select

New Folder.

2.

Rename the New Folder as required (e.g., "Sub-Contractors").

Note:

You can create as many sub-folders, in as many levels of the Project list, as you like.

5.3.2  Rename a project

To rename a project, open the Edit Project Data dialog as described in

section 5.2.2

and then edit either the

Project

Name

field or the

Project List Name

field as required.

Note:

The Project Name contains the wording that is automatically filled into each new document. The Project List Name contains the wording that is displayed in the Project List. These two fields can be different, if required.

5.3.3  Delete a project

You can delete a project from the Project List. To delete a project:

1.

In the Project List, navigate to the project you wish to delete.

2.

Right-click the project name and select

Delete Project.

A message displays, giving you the following options:

Archive,

Remove Link,

Delete,

Cancel.

If you would prefer to archive it, click

Archive. If wish just to remove it from the Project List, click

Remove Link. If you are

sure that you want to delete it, click

Delete.

To end the task without deleting the project, click

Cancel.

Once you click

Delete, the project will be deleted from your computer.

Note:

The archived project remains accessible for future reference or reactivation. A deleted project will be moved to your Recycle Bin; when the Bin is emptied, the project will be permanently deleted.

5.3.4  Import a file

The Import feature allows you to save a copy of any file to an existing project. There are three ways to access the Import feature.

To import a file:

2.

An

Import File

dialog box will ask you to select the file you want to import.

3.

Select the file that you would like to import and click

Open.

4.

The file will be saved to the selected project and the imported document will immediately be displayed on the

Docu-ments

sub-tab.

Note:

When you import a file, AIA Contract Documents software performs an automatic check to find out what kind of document it is (i.e. an AIA Draft or AIA Final). If the software cannot recognize the file as an AIA document for any reason, the file will be saved to the

Other

folder in the

Documents

sub-tab.

Important:

Working Drafts saved to the

Other

folder cannot be variance checked. If you need to work with your doc-ument, or believe it to be incorrectly identified by the software, please contact Technical Support for assistance in reclas-sifying your document as an AIA Contract Document.

5.3.5  View project data summary

You can view a summary of your Project Data in a Word document that you can share with a colleague who does not have

AIA Contract Documents

software installed on his or her computer. To do this: 

1. On the Projects tab, click View on the menu bar. 2. Click Data Summary.

A Word document will open. You can save, print, e-mail and edit this document as you choose. However, edits you make to this document will not change the information you entered using the Edit Project Data dialog.

5.3.6  Archive a project

Completed projects can be archived. The project and all its data will then be marked with a status of “Archived” and the project will no longer appear in your quick links on the Home page or in the

Active Projects

tab in the Project List. You will not be able to create finals from the documents associated with the archived project until it is reactivated.

To archive a project:

1.

Click on the

Projects

tab.

2.

In the Project List, right-click the name of the project you need to archive and select

Archive Project.

The project will be moved from your Active Projects list into your Archived Projects list.

Note:

The archived project remains accessible for future reference or reactivation. To access your archived projects, click the

Archived Projects

tab in the Project List.

5.3.7  Activate an archived project

Archived projects can be reactivated easily. To activate a project:

1.

Click on the

Archived Projects

tab at the bottom of the Project List.

1.

Right-click the name of the project that you wish to reactivate.

2.

Select

Reactivate Project.

The project will be moved back into the Project List on the

Active Projects

tab.

5.3.8  Locate projects and documents

To verify the location of a project's documents, follow these steps:

1.

Select the desired project from the

Project List.

2.

On the File menu or on the Project List right-click menu, click

Open

in

Explorer.

5.3.9  Copy projects and documents

To copy project files from one location to another: 

1. Select the desired project in the Project List. 2. From the File menu, select Open in Explorer.

4.

Right-click on the project name and select

Copy.

5.

Navigate to the folder where you want a copy of the project to be located; right-click on the name and select

Paste. The project will immediately be displayed in the folder's list of contents in the right Explorer pane.

6.

Close the

Window Explorer

dialog box to return to the

AIA Contract Documents

software.

5.4  Project locations

Find out about the

AIA Contract Documents

default project location, how to change the default project location and how to create a project in another location.

5.4.1  Default project location

5.4.2  Change the default project location

5.4.3  Create a project in another location

5.4.1  Default project location

By default, the software stores all project folders in one location on the local drive of your computer. The default path to your project folders is

C:\Users\UserName\Documents\AIA\AIA Contract Documents

. 

The full project path is displayed at the bottom of the Project Data screen under the Project tab.

5.4.2  Change the default project location

You may change the default setting for all documents to a shared network location.  To change the default storage location of your projects:

1. Create the following three folders on your shared network drive: n Active Projects

n Archive Projects

n Contacts Library (This is the folder where you will store team member information.)

2. Make sure that you have sufficient rights (Read and Write) to these folders. You may want to consult your information systems administrator to confirm that you have these rights.

3. Launch AIA Contract Documents software. 4. On the Tools menu, click Options.

5. You will see the Paths tabbed page with four locations listed. Use the Browse buttons to change the locations for the

Active Folder Path, Archive Folder Path, Global Contacts Path and Custom Templates Path settings to the three

Note: If you want to move documents or team member information already stored in the default location on your local

drive to the shared network drive, you will need to manually copy these folders and files and paste them in the respect-ive folders on the shared network drrespect-ive.

5.4.3  Create a project in another location

If you want to store individual projects in locations other than the default created when you installed the software:

1.

First go to

Options

under

Tools

in the menu bar. Click the

General

tab.

2. In the Projects area, you can select the option for storing your projects:

n My default location (Active folder path) will automatically create and store new projects in the default location specified on the Path tab under Tools > Options in the menu bar.

n Ask each time will display a message each time you create, asking you if you wish to change the storage loc-ation.

Select a location, set the document preferences, and click OK.

3. On the Projects tab, click the New Project button    on the navigation pane.

5. The New Project window launches. Enter a project name and fill in as much of the Project information as possible in all three tabs; Basic Information, Contact Details, and Project Team.

6  Documents

AIA Contract Documents software helps you generate Final contract documents effortlessly and efficiently. From the time

you decide to create a new document until a Final PDF version is generated, the document will go through various stages, depending on the type of the document you are creating. The type affects how you enter data, whether you can edit the standard AIA text, and whether you can check the Draft against the master AIA template for variances.

6.1  Types of documents

6.2  Create a draft document

6.3  Edit a draft document

6.4 Working with data in an MS Word document

6.5  Check variances

6.6  Tips on using the Variance Checker

6.7  Collaborate with clients and colleagues

6.8  Generate a Final

6.9  Print a document

6.10  Manage documents

6.11  Subcontract Variation documents

6.1  Types of documents

This section tells you more about the two

AIA Contract Document

types: drafts and finals.

6.1.1  Drafts

6.1.2  Final documents

6.1.1  Drafts

When you create a document, it is first generated as a Draft. Draft documents can be found in the Documents sub-tab of your project. A "DRAFT" watermark will appear in the background on the right of every page in the document. The doc-uments also have a distinctive Draft graphic style to differentiate them from Final docdoc-uments. 

There are four types of Draft documents: n Working Drafts

Working Drafts are fully editable Word documents. They can be edited in Microsoft® Word, e-mailed to other parties for feedback and checked against the original template. All the A, B, C, and E series documents, as well as G201, G202, G601 and G602, are Working Drafts.

Fields in the Working Draft documents that require input are shaded gray and are indicated by a pair of chevron

characters. .

This input can be inserted automatically from the Edit Project Data dialog, via the Data Dialog, or directly in the doc-ument by the user. The gray fields may be edited by any user with Microsoft® Word. To add or edit data in a Work-ing Draft, click between the chevrons in a gray area and type in the required information. Text outside of these gray fields may also be edited.

Note: When adding text in the document FillPoints, be sure to enter your text between the provided chevrons. This

ensures that data entered will be recognized by the Data Dialog.

Chevrons will be removed automatically when generating Checked Drafts (PDF format) and Finals.

n Excel Drafts

Certain Draft documents are provided in Excel format to enable the automatic updating of calculations. These documents are editable in Microsoft® Excel (user-inserted text only) and can also be e-mailed to other parties for editing or feedback.

Fields that require input are shaded gray and those that have been derived or imported are shaded yellow. This input can be inserted automatically from the Edit Project Data dialog or directly in the document by the user. The gray fields may be edited by any user with Microsoft® Excel. To add or edit data in an Excel Draft, click in a gray area and type in the required information. Text outside of these gray fields may not be edited.

Excel Drafts aren't checked against the original template using the Variance Checker because the standard AIA text is not editable. Excel Drafts also have the following characteristics:

l Template customization is not available.

l Spell-check is available through the AIA spell check icon on the AIA Toolbar.

n Form Drafts

These are documents that can be edited in Microsoft® Word (user-inserted text only) and e-mailed to other parties, who can comment on or complete the Form Drafts. All the D and G series documents, except G201, G202, G601, G602, G702, G703, G722, G723, G732, G736 and G737 are Form Drafts.

Fields in the Form Draft documents that require input are shaded gray. This input can be inserted from the Edit Pro-ject Data dialog or directly by the user. The gray fields may be edited by any user with Microsoft® Word. To add or edit data in a Word form, click in a gray area and type in the required information. Text outside of these gray fields may not be edited.

Form Drafts aren't checked against the original template using the Variance Checker because the standard AIA text is not editable. Form Drafts also have the following characteristics:

l Template customization is not available.

l Spell-check is available through the AIA spell check icon on the Tools menu. l Microsoft® Track Changes feature is disabled.

l The gray fields that require input allow some types of formatting, e.g., bold, underline, italics or other

fonts.

l Microsoft® Word mathematical functions (e.g. sum) are active in some documents e.g. G701. Be sure to

click on or tab into the next field to see updated calculations.

l You may format tabs in selected form fields.

n Checked Drafts

These are Working Drafts that have been variance-checked against the original template, in read-only PDF format. You can use a Checked Draft to see how the Variance Checker annotates the edits you made to your document.

Note: A Checked Draft is generated at no cost.

The followingonline tablelists the different document templates and their respective document types when first generated as a draft.

http://www.aia.org/aiaucmp/groups/aia/documents/document/aiab079058.doc

6.1.2  Final documents

When collaboration and checking are complete, a Final document can be generated. The Final document will always be a read-only PDF. The Final document can be viewed and printed in Adobe Reader®.

1. Select the correct project in the Project List and, if applicable, the correct sub-folder within this project.

2. Click the New Document button  on the navigation pane.

3. Choose a document template. The document templates are grouped by series and by family. You can change the grouping by clicking on the Group by: drop-down arrow. You can filter the documents using the Filter by field.

Generally, documents in a series are all associated with a specific relationship between parties in the project, e.g., agreements between the owner and the general contractor. Documents in a family – like “Interiors” - share the same project type or delivery system.

4. After choosing a document template, you may be prompted to choose among some options for your document content. Answer the questions and click OK.

5. Users of Office 2007 or later may be prompted to save your document in either the newer OOXML format (.docx and .xlsx) or the original format (.doc and .xls). You will also have the option of setting this preference such that your selection is always used and you are not prompted again.

6. After a short processing period, the draft document will open either as a Working Draft or a Form Draft in Microsoft®Word or as an Excel Draft in Microsoft® Excel.

The draft document will now be listed in the Documents sub-tab on the Projects tab.

6.3  Edit a draft document

Draft documents are created either in Microsoft Word or in Microsoft Excel. All the A, B, and C-series documents, as well as the G201, G202, G601 and G602, are provided as Word documents. All the D and most of the G series documents are provided as Word forms. The G702, G703, G722, G723, G732, G736 and G737 are provided as Excel documents. 6.3.1  Edit a Microsoft® Word document

6.3.2  Complete a Microsoft® Word form 6.3.3  Complete a Microsoft® Excel document

6.3.1  Edit a Microsoft® Word document

All of the A, B, C, and E-series documents, as well as G201, G202, G601 and G602, are delivered as editable Word doc-uments. The document first opens as a draft, called a Working Draft. Because it is a Draft version of the document, the word "DRAFT" will appear in the background on the right of every page in the document. The document also has a dis-tinctive Draft graphic style so that it is clearly differentiated from a Final document.

To open a Working Draft document for editing, double-click on the selected file or right-click the appropriate document in the list of files and click Open:

Once the draft document is open within MS Word, you can freely edit both the standard AIA text and the various data fields in the document. For more information about working with data fields, see section 6.4.

The AIA Document toolbar looks like this , the AIA Track Changes

tool-bar looks like this and the AIA Data Dialog toolbar looks like this: .

For more information about these toolbars, see section 3.2.

When you have completed your changes, use the normal Word functions to save these changes, and close the document before returning to AIA Contract Documents software.

See 6.4 Working with data in a Microsoft Word document

6.3.2  Complete a Microsoft® Word form

All D and G series documents, with the exception of the G201, G202, G601, G602, G702, G703, G722, G723, G732, G736 and G737 documents, are delivered as Word forms. The draft Word form documents are called Form Drafts. Fields in the Form Draft documents that require input are shaded gray. Text in the gray fields may be edited by any user with Microsoft® Word. To add or edit data in a Word form, click in a gray area and type the required information. 

Text outside of these gray fields may not be edited.

Microsoft® Word forms (Form Drafts) have the following characteristics: