Creating and Using Document Sets for Owners
Overview
When your organization acts as a General Contractor on a project, you have access to the same project control actions and settings as a General Contractor organization. This includes additional options when choosing project settings and selecting project documents.
Document sets offer users with the Create Projects user permission flexibility and control over which billing documents organizations will interact with when working on your project. Either use a singular document set as a default for all on-system Subcontractors or Lien Waiver only Sub-Tiers (LW Subs) or create and assign a unique document set to specific contracts.
Each document set for an on-system organization will include at least an invoice document and unconditional lien waiver option, but you can also include a sworn statement, conditional lien waiver, pay-app cover sheet, and draft invoice. A document set for LW Subs must include an unconditional lien waiver, but you can also require a conditional lien waiver.
Note: Only users with the Create Projects user permission can create, update, and view document sets. For more information on user permissions available to you while working as a General Contractor on a project, see the User Permissions List for General Contractors topic.
Watch the Creating Contract Specific Documents video for how to create and assign document sets to specific contracts.
Serial Approval and Document Sets
Serial Signatory Approval requires multiple Approvers to approve an invoice in a specific order. If you plan on using serial approval on either a single contract or as the default approval method on a project, you need to make sure the number of approvers assigned to a contract matches the number of approvers supported by your selected document.
See Serial Approval Scenarios for Owners for four different ways to set up serial approval on the application.
FAQs
- Why do I need to assign documents to on-system organizations separately from lien waiver only organizations?
The number of documents available for on-system organizations differs from that available to Lien Waiver Only Sub-Tiers (LW Subs).
An on-system organization might be expected to sign an invoice, unconditional lien waiver, lien waiver, sworn statement, pay-app cover sheet, or draft invoice while LW Subs can only sign unconditional and conditional lien waivers. For this reason, these two organization types need separate document sets and assignments.
- Why is there a warning when I select some documents for my document set?
When a contract or project uses the serial signatory approval workflow, the documents chosen for a document set must support the correct number of approver signatures. You also need to make sure the assigned number of signatory approvers matches the number of expected signatures in the chosen document. If there is a mismatch, you will see an error message.
See Serial Approval Scenarios for General Contractors or Serial Approval Scenarios for Owners for an example of some of the different ways you can set up serial approval.
- Why don't I see a "Notary Required' checkbox when selecting a document?
The Notary Required check box only displays when you select a document which supports electronic notarization.
- What happens when I update a document in the middle of a draw period?
If you update the documents in a document set before a Subcontractor sends everything to their Signer, the new documents will be available at the time of signing for the current draw.
However, if you change the documents mid-draw after an organization already signed their documents but before you disburse payment, the new documents will go into effect in the next draw. If you want the documents to be available during the current draw, you will first need to reject the organization's draw documents.
Additional Resources
- In-App Help: In the application, click the ? > Help for this Page in the top right corner of your page. The Help topics presented are context sensitive to the page you are on.
- Documentation Library
- Support
Related Topics
Serial Approval Scenarios for Owners
Navigate to the Document Sets Page
Working with the Document Sets Page for Owners
Creating a Document Set for Owners
Assign Document Sets for Owners
Last Published Wednesday, April 3, 2024