aia contract documents beginner's guide - single user

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

Beginner’s GuideOnline Service for Single-Users

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

Beginner’s Guide to AIA Contract Documents

3 Getting Started – Introducing AIA Contract Documents Online Service

3 System Requirements

4 Transitioning from Desktop Version – Howtomoveyourdrafts,finalsandtemplates

4 Create a Project

6 Revise an Existing Project

6 Find the Right Document

7 Create an Agreement

7 WorkingOffline

8 Working Online

8 Create a Form

9 Customize a Template

10 Using the Clause Library

11 Understanding the Variance Checker

12 Finalize a Document

12 Create/Manage Contacts

14 Share a Document for Review

15 Creating a Project Manual

16 Digital Signatures

16 Learn More – Learn how to access available AIA Contract Documents Resources

16 Product Support – Contact AIA Contract Documentstechnicalsupport,contentsupport andeducation/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.TheminimumconnectionspeedfortheAIAContractDocumentsonlineserviceis512kbps;connectionspeedsof1000kbpsorhigherarerecommended.

• The latest versionof one of these webbrowsers:Internet Explorer, Safari,Chrome,Firefox,orEdge

• Adobe Acrobat Reader 9 or higher

• Ifchoosingtoeditoffline,acurrentversionofMicrosoft®Office: 2010,2013

or2016

• TheAIADocumentMoverrequiresMicrosoft®NetFrameworkversion4.5


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

Running the migration• Click GettheAIADocumentMoverUtility on the Home tab to download the migrationutilitysetupfile.Whenthedownloadiscomplete,double-click the AIADocumentMover.msi filetobegintheinstallation.

• 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 MoveSelectedDataandDocuments 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.

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.Thefirstprojectinthelistis automaticallyselectedanditsinformationisdisplayedintheProjectDetailwindow.

• Click the CreateaNewProjectbuttonatthetopoftheProjectspage.TheProjectDetail dialogisdisplayedwithblankspacesintowhichyoucanentertheprojectnameandrelevant generalinformation.

• Whenfinished,click the SaveProjectbutton.Amessagewillappearstatingthattheproject wassavedsuccessfully.

Creating a project from a Document

Ifyoudecidetocreateadocumentratherthanenterprojectdata,anewprojectcanbecreatedusingdataprovidedwithinadocument.Followthesestepsifyouwanttoselectthefirstdocumentinaprojectandcreatetheprojectatthesametime. • Select the TemplateLibrarytab.

• IntheTemplateLibrary,locatethedesiredtemplateandclick its nametodisplayitinthe OnlineEditor.

•FromtheOnlineEditormenu,select Save to save thetemplatetoyourprojectfolderorSave As to specifyadifferentprojectorfolder.

• In the Save Document As dialog,click the New Projectbutton.

•IntheCreateNewProjectdialog,type the projectname and click the SaveProjectlink.

•Yourprojectappearsinthelistofprojects. Click OKtoclosetheSaveDocumentAsdialog.

• Click the CloseWindowlinktoclosethe FormsEditor.

• Select the ProjectstabtodisplaytheProjectDetaildialog.IftheProjectDetaildialogis collapsed,click the ViewProjectDatalinktorevealit.

• Enter the general projectinformation and click Savewhenfinished.

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:

•Selectingoneormoreofthecheckboxesforeither thedocumentortheprojectandclickingthebuttons tosynctheselecteditems.

•ClickingtheCopy all to Project or Copy all to Documentlinktosyncallitems.

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

• Iftheprojectdataisnotdisplayed,click the ViewProjectDatalinktorevealit.

• Click the EditProjectDatabuttontoenablechanges,ifnecessary.

• Makechangestotheprojectdataasneeded.Youcanalsomakechangestotheproject teamanddistributionlistandaddorremoveprojectdocuments.

• Whenfinished,clickthe SaveProjectbutton.Amessagewillappearstatingthattheproject wassavedsuccessfully.

Find the right documentAIAContractDocumentsareorganizedbyfamilyorseriesandyoucansearch,sort,filterandcomparedocuments.Therearemultiplewaystofindthedocumentsyouneed.

Search: • Click the TemplatesLibrarytorevealalistingofalltheAIAtemplates.Bydefault,the documentsarelistedalphabeticallybyseries.

• NexttoeachdocumentisaPreviewbuttonwhichopensasamplecopyofthestandard document.

• Click the MoreActionslinktoaccessadocumentsummaryandinstructions.

• JustabovethetemplatelistingistheSearchTemplatesfieldwhereyoucanenter any searchtermsyouwish.ClickingGowillperformafull-textsearchofallthetemplatesthat containthatkeywordorphrase.Clickthe ShowAdvancedOptions button to narrow your search.

Sort: • YoucannarrowtheselectionofdocumentsbysortingthembySeries,Familyand/or PartiesInvolvedonthelefthandsideoftheTemplatesLibrarytab.

• Clickingalinkontheleft-handsidewillplacethecategoryundertheSelectedTemplates sectionandlimityoursearchtothespecificcriteria.Youcanremoveanycriteriaifyouwant towidenthesearch.

Filter: • Clickon Series or Family or PartiesInvolvedtorestrictthelistofdocumentsshown.

• Youcanalsoremovethefilterstorevisethelistofdocumentstobetterfityourneeds.

Compare: • Select 2-3 documents and click on the Side-by-SideComparison button if you are deciding amongseveralagreements.Thistoolisforuseonagreementsonly.Thetablecomparesthe documents,showingkeydifferencesbetweenthem.Youcancompareupto3documentsat atime.


Help Me Select an AIA Template tool:

TheHelpMeSelectanAIATemplatebuttonontheleft-handsideofyourscreenisanotherwaytohelpyoufindthedocumentthatyouneed. • Youwillbeaskedaseriesofquestionsdesignedtoassistyouinnarrowingyouroptionsto ahandfulofdocumentssoyoucanselecttherightagreementorformeasily.

• Makeselectionsinresponsetothequestionsthatareasked.Click the red NextQuestion buttontoadvance.

• ThelistingofAIAtemplatesappearinginthecenteroftheTemplatestabwilladjustbased onyourresponses.

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

Tocreateadraftagreementforaspecificproject: • Click the Projectstab.

• OpenthedesiredprojectintheProjectslistontheleftsideofthescreenand,ifapplicable, thedesiredsubfolderwithintheproject.

• Click the Create Documentbutton.TheSelectTemplatedialogisdisplayed.

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

– ThetemplateslistcanbesortedbyID,name,series,orfamilybyclicking the column headers.YoucanfilterthedocumentsusingtheFilterbyfield.

• Youmaybepromptedtoselectadditionalinformationaboutyourdocument.Answerthe questionsandclickOK.

• Click the name of the document toopenintheonlineeditor.ClickEditOfflinetoopenin MicrosoftWord.

Workingoffline

Toworkoffline,you’llneedtheMicrosoftWordandExcelapplicationsonyourcomputer,whetherit’saPCoraMac.

Todownloadanagreementorformthatyouhavesavedinaproject: • Go to the Projectstab.

• SelectaprojectfromtheProjectslist,andthenintheDocumentssectionoftheproject pageclickCreateDocument.


• Click EditOfflinetotherightofthedocumentyouwouldliketoopeninMicrosoftWord orExcel.

• Savethedocumenttoalocationinyourcomputer.

• Makeallofyoureditsoffline.

Onceyouhavefinishedrevisingyourdraftdocument,youwillneedtoimportthefileintotheonlineserviceinordertogenerateafinaldocument.Touploadanofflinedocument: • Go to the Projectstab.

• Choose the appropriateprojectfromtheProjectslistandclickthe red ImportFile button withintheproject.

• ClickChooseFile,selectthefileyouwishtouploadandclickImport.

• Afteryourdocumenthasbeenimported,donotreopenthedocument.

Asalaststep,click FinalizetotherightoftheimportedWorddocumenttogenerateafinal.

Working online

TheOnlineEditorcanbeusedforsomeforms.Click on the templatenametoopenthedocumentintheOnlineEditor.Thetextofthedocumentappearsintheeditingwindow. • Navigationanddocumentmanagementfunctionsappearinthesidebar,ontheleftofthe screen.

• Themostcommonlyusededitingfeaturesaregroupedonthetoolbarsimmediatelyabove theeditingwindow.

Create a formDraftformsarecreatedfromstandardtemplates.Editingofformsislimitedtothefill-points.

Tocreateadraftformforaspecificproject: • Clickthe Projectstab.

• Open the desiredprojectintheProjectslistontheleftsideofthescreenand,ifapplicable, thedesiredsubfolderwithintheproject.

• Clickthe Create Document button.TheSelectTemplatedialogisdisplayed.

• Navigatetothedesiredtemplate(ontheStandardorFavoriteTemplatessub-tab)andclick the templatename.ThetemplateslistcanbesortedbyID,name,series,orfamilyby clicking the column headers.YoucanfilterthedocumentsusingtheFilterbyfield.

• Youmaybepromptedtoselectadditionalinformationaboutyourdocument.Answerthe questionsandclick OK.

• ThedraftagreementisopenedintheFormEditorforfurtherediting.


Customize a templateAIAContractDocumentsprovidesyouwiththeabilitytocustomizeagreementtemplateswithyourstandardeditsandthenusethosecustomizedtemplatesasthebasisforyourdraftdocuments.Youcanalsocreatecustomtemplatesfromdraftagreements,andsharethemwithotherusersinyourcompany.Standardandcustomtemplatescanalsobeaddedtoyourlistoffavoritesforeasyaccesswhencreatingdocuments.

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

• Rightclick the MoreActions linkandselectCustomizeTemplatefromthepopupmenu. TheCustomizeasTemplatedialogisdisplayed.

• TypeanewnameforthetemplateorleavethedefaultnameunchangedandclickOK.

• WhentheImportantNoteisdisplayed,readthemessageandclick OK.

• ThetemplateisdisplayedintheTemplateEditor.Youcanmakeanyeditsyourequire.

• Afteryouhavecompletedyouredits,select SavetosavethetemplateontheCustom TemplatestabwithoutchangingitsnameorSave Astosaveitwithanewname.

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

• Locate the desired draft document, rightclick the MoreActionslinkfromthepopupmenu, and select the CustomizeasTemplateoption.TheCustomizeasTemplatedialogis displayed.

• Typeanameforthenewtemplateorleavethedefaultnameunchanged.Youcanalso enteranoteintheCommentsbox,ifdesired.

• ClickOK.YourdraftissavedasatemplateontheCustomTemplatessub-tabinthe TemplatesLibrary.WhenyoucreateaCustomTemplatefromadraft,thesoftwarewill removeprojectdatafromthefill-points.

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

• Rightclickthe MoreActionslinkandselect AddtoFavoritesfromthepopupmenu.The AddtoFavoritesdialogisdisplayed.

• Typeashort,relevantnameforthetemplateasyouwantittoappearinyourfavoritesor leavethedefaultnameunchanged.

• 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 Add Category 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 the Add to Clause Librarybuttonfromtheleft-handside.Youcanalsoselect Tools > Add Clause fromthetoolbar.TheAddtoClauseLibrarydialogisdisplayedwiththetextyou selectedintheTextfield.

• TypeameaningfulnamefortheclauseintheNamefield.

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

• UsetheNotesfieldtoenteranypersonalnotesorcomments.

• ClickOK.YourclauseisaddedtotheClauseLibrary.


Inserting a clause

YoucanaddaclausefromtheClauseLibrarytoadocumentintheOnlineEditorasfollows: • Positionthecursorwhereyouwanttoinsertthetextinyourdocument.

• Select the Insert Clause button or select Insert > Insert Clausefromthetoolbar.The InsertClausetotheDocumentdialogisdisplayed.

• 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.

•FromthewithinthedocumentintheOnline Editor by clicking the CheckVariances button onthesidebar.

•TheCheckVariancedialogopens.

• Select the VarianceMarkupFormat:

– Clean:Additionsanddeletionsareindicated inthemarginwheretheyoccur.Thedetailsofthe changesareappendedtothedocumentinan AdditionsandDeletionsReport(withpage references).TheoutputfileformatislimitedtoPDF.

– Comparative: All changes are noted inline in the document.Additionsaremarkedwithunderlining anddeletionsaremarkedwithstrike-throughs.

• Select the desired OutputFileFormat:

– PDF:Thecheckeddraftisgeneratedasalocked (read-only)PDFfile.

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

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– Word:ThedocumentisgeneratedinWordinDOCXformatandisaworkingdraftthatyoucan continuetoedit.

– Online:Thevariance-checkeddocumentwillbeopenedintheOnlineEditor.

• Click OK.

Finalize a documentGeneratingafinaldocumentacceptsalltrackedchangesandaddstheAIAlogoandwatermark.Thefinaldocumentwillalwaysbearead-onlyPDF,whichcanbeviewedandprintedinAdobeAcrobatReader®.

Youcanyoucangenerateafinalversionofaworkingdraftorformdraftdocumentineitheroftwoways: • FromtheDocumentsareafortheprojectorasubfolder,choose the draft document you wouldliketofinalizeandclicktotherightofthedocument.

• FromthewithinthedocumentintheOnlineEditororFormEditor,click the GenerateFinal buttononthesidebar.

• Select the VarianceMarkupFormat(cleanorcomparative).

• Select the SignatureFormat(writtenordigital).SeetheDigitalSignaturessectionfor generatingdigitalsignatures.

• FortheNameofthesigningauthority,confirm the default name or provideanothername thatistoappearontheD401CertificationofDocument’sAuthenticity.TheD401should besignedbythepersonresponsibleforthecontentoftheeditsmadetothedocument

(typicallyaprojectmanagerorprincipal).ThepersonwhoimplementedtheeditsshouldnotbethesignatorytotheD401unlessthatpersonisalsoresponsibleforthedocumentcontent.

Create/manage contactsAIA Contract Documents manages all contacts from the Contacts tab, which providesacentrallocationformanagingyourcontacts.Theinformationstoredforcontactsyoucreateisnotproject-specific.Whencreatingaproject,youwillchooseprojectteammembersfromthislist.

Yourlistofcontactscanbesortedbycategory,firm,name,telephonenumber,email address, or date by clickingthe column headers.Contactsmustfirstbecreated before they can be added to your projectteam.

Whenvariancecheckingyourdocuments,alledits to the original AIA standard text are noted (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 of in 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


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

• 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.

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 Save Projectlink.Theprojectiscreatedandthecontactsareaddedtoyourcontactsandtothe projectteammemberslisting.

• ClickOKtoreturntoyourdocumentintheeditingwindow.

Adding contacts to a project team • Opentheprojectandclick the EditProjectDatabuttonintheProjectDetailswindowto enablechanges.

• OntheProjectTeamtab,click the AddTeamMemberbutton.TheAddtoProjectTeam dialogappears,allowingyoutoaddteammembersfromyourcontacts.

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

• ClickCreateContactbuttonfromtheAddtoProjectTeamdialogtocreateacontactfrom scratchandsaveittoyourglobalcontacts.

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

• OntheProjectTeamtab,selectthecheckboxes for one or more team members and click the RemoveTeamMemberbutton.Theselectedteammembersareremovedfromthe ProjectTeamlist.


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

• Makeyourchangestothecontactinformationasneeded.

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

Deleting a Contact • On the Contacts tab, locate the desired contact and clickDeleteContact.Awarning messageisdisplayedthatstates“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 MoreActionslinkforthedocumentandselect Share for Reviewfromthepopupmenu.

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

• Verifythesubjectandmessagebodyandmakeanychangesneeded.

• Use the Select from Distribution List and Select FromContactslinkstoselectrecipients fromyourprojectteamandcontacts.Youcanalsotypeemailaddressesforotherrecipients.

• Select the ReviewExpirationDateusingthedatepickertospecifyacompletiondateforthe review.

• ClickOKwhenfinished.

Anemailwillbesenttoeachreviewercontainingauniqueencryptedlinkthattheymayusetoaccesstheonlinedocumenttoperformtheirreviews.

AIA’sonlineeditoroffersusersonlinetrackchanges.Astheonlinetrackchangesfunctionalityextendsonelevelonly,pleasenotethefollowingwhenusingthe“ShareforReview”feature: • IftheAuthorhasenabledtrackchangestotrackheredits,thesystemprovidestheinvited revieweracopywherealltheeditsnotedinthetrackchangeshavebeenaccepted.


• EachShareforReviewinvitationasappendedwithaPDFformattedvariancechecked copyoftheAuthor’sdraft.

IftheAuthorhasinvitedmultiplereviewerstoreviewthedocument,andwherethereareeditsbymultiplereviewersonthesametextintheAuthor’sdocument,thesystemwillonlyshowthelastreviewer’sedits.

Thereviewerreceivestheemailedinvitationandbeginsthereviewprocessasfollows: • Clicking the encryptedlinkprovidedinthee-mail

• Reviewing andacceptingtheterms of use to access the document

• Reviewing and editing the document

• ClickingSave to save changes

• ClickingCheckIntosavechangesandmakethedocumentavailabletootherreviewers

• ClickingDonewhenthereviewiscomplete

Whenadocumentissharedforreview,itislistedinyourprojectdocumentswithastatus of In Collaboration.Clickingthelink displaystheReviewStatusdialog,showingthe name of the document, the review start and end dates, the e-mail addresses of the reviewers, the status of their reviews, andtheirmostrecentactivitydate.Whencollaborationisendedthestatuswillappearas Review Complete.

Creating a project manualAIAContractDocumentsprovidesyouwiththeabilitytocombinefinaldocumentsandotherPDFfilesintoasingleprojectmanualinPDFformat.

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

• Locatetheprojectintheprojectslistandclicktheicontoexpanditsotheproject documentsareshown.

• Select the checkboxbesidethedocumentstobeincludedintheprojectmanual.Asyou selectthedocuments,theyareaddedtotheSelectedDocumentslist.Youcanusethesmal arrowbuttonstomovedocumentsupordowntoarrangethemintheorderinwhichyou wantthemtoappearintheprojectmanual.

• Whenyoufinishselectingdocuments,typethenameoftheprojectmanualintheSave ProjectManualAstextboxandclickOK.

• Amessageisdisplayedthattheprojectmanualwasgenerated.Thedocumentwillappear inthelistofyouprojectdocuments.

+

Onlyonereviewercanaccessthesharedfileatatime.ClickingCheck In or Donemakesthedocumentavailabletootherreviewers.ReviewersmaynotreopenthedocumentafterclickingDone.

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Digital signaturesAIAContractDocumentsallowsyoutosignfinaldocumentsdigitally.Ifyouhaveenabledthedigitalsignatureoption,anewdigitalsignatureplaceholderpageisinsertedinyourfinaldocumentimmediatelyafterthewrittensignatureblockandthenotation“seeattacheddigitalsignaturespage”isinsertedinthewrittensignatureblock.

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

Learn MoreTheAIAContractDocumentsLearnpageisacomprehensive,user-friendlywebsitethatoffersdesignandconstructionprofessionalshigh-qualityContractDocuments-relatededucationprogramsandmaterials.Usersofthesitecanaccesslivetrainingwebinars,on-demandcourses,andanextensivelibraryofwrittenresources.Mostcourses are eligible for continuing education credit from the AIA, as well as other professionalorganizations.Visitaiacontracts.org/learn

To attend a free, online AIA Contract Documents Online Service Basics webinar clickhereandselectanavailabledatefromthedrop-downmenu.

Product SupportAllAIAContractDocumentsSupportLinesareopenMonday–Friday, from8:30a.m.to6:00p.m.Easterntime.

Technical Support Telephone:(800)942-7732 Fax:(202)879-3083 Email:[email protected]

Content Support Telephone:(202)626-7526 Email:[email protected]

Education Contact for Inquiries Telephone:(202)626-7592 Email:[email protected]

https://register.gotowebinar.com/rt/766049916144892164

https://register.gotowebinar.com/rt/766049916144892164

https://www.aiacontracts.org/learn

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