Textura User Setup Manual - texturallc.com · Textura™ is a user-friendly construction invoicing...

Textura User Setup Textura Corporation

51 Sherwood Terrace, Suite K Lake Bluff, IL 60044 www.texturallc.com

1-866-Textura (866-839-8872)

http://www.texturallc.com/

Textura User Setup Manual © 2008 of 28 Textura Corporation - Confidential

Table of Contents Introduction to Textura™ ................................................................................................... 3 Scope of Textura™ Processes .......................................................................................... 3 Optimal System Requirements.......................................................................................... 4 Textura™ Security .............................................................................................................. 4 Initial User Setup ................................................................................................................ 5

Overview ........................................................................................................................ 5 First Users on System.............................................................................................................5 Local Administrators................................................................................................................5 New Users...............................................................................................................................5 All Users..................................................................................................................................5

First Users on System .................................................................................................. 6 Email Invitation........................................................................................................................6 Creating your Username and Password .................................................................................7 Edit Your User Profile ..............................................................................................................8 Create Your E-Sign PIN ........................................................................................................ 11 Edit Your Organization Profile ............................................................................................... 11 Terms and Conditions ...........................................................................................................13

Local Administrators Only.......................................................................................... 14 Create New User...................................................................................................................14

New Users.................................................................................................................... 16 Email Invitation......................................................................................................................16 Create Username and Password ..........................................................................................17 Edit Your User Profile ............................................................................................................18 Create Your E-Sign PIN ........................................................................................................20

All Users....................................................................................................................... 21 Login to your Textura™ account ...........................................................................................21 Navigating the Textura™ System..........................................................................................22

The Home Page ..............................................................................................................22 The Project Home Page..................................................................................................24 The Draw Home Page.....................................................................................................25

E-mail or system message links resulting in error message .................................................26 Next Steps ......................................................................................................................... 28


Introduction to Textura™ Textura™ is a user-friendly construction invoicing and payment solution that facilitates more efficient and accurate processing of your pay applications. Textura™’s service:

connects all draw participants to a uniform, web-based, real-time system,

coordinates the Schedule of Values for your construction project,

facilitates electronic submission and approval of invoices,

automates and streamlines payments, enabling electronic payment transfers utilizing the ACH network,

releases accurate lien waivers electronically at time of disbursement, and

permits electronic submission, tracking and storage of project documents.

By implementing Textura™’s process, Owners, General Contractors, Subcontractors, and Material Suppliers can speed the payment process and reduce project risk.

Scope of Textura™ Processes The Textura™ system makes possible the sharing of information across all construction project participants, including:

General Contractors

Subcontractors

Title Companies

Lenders

Owners/Developers

Architects

Owners’ representatives

Inspectors

Textura™ facilitates:

Organization and project set up

Pay application processing: including electronic routing of official documentation for review and approval

Posting of Accounts Payable and Accounts Receivable to existing accounting systems

Change Order allocation and tracking

Funds disbursement via ACH (or manual check where necessary)


Optimal System Requirements Textura™ requires the following:

Adobe Reader® (latest version).

To download Adobe Reader®, go to http://www.adobe.com.

If you have an older version of Adobe Acrobat®, but a newer version of Adobe Reader®, you may have problems signing and notarizing documents. If you are having this problem, either uninstall Adobe Acrobat® if not needed or update your version of Adobe Acrobat®.

Internet Explorer (latest version), Mozilla Firefox (latest version), or Netscape (latest version.)

Active email account.

For questions about system requirements, please contact Textura™ at 1-866-TEXTURA (866-839-8872)

Textura™ Security State of the art security ensures that customers view only their information, not the information of other users. Textura™ has invested in the following measures to ensure user security:

Electronic signature using AlphaTrustTM

Authorized VeriSign site

Third party hosting using a commercial provider

Redundant servers

Disaster recovery

Encryption

In agreeing to the Terms and Conditions - discussed under First Users - organizations using Textura™ are protected by contract law and agree to be bound by the security confidentiality and privacy clause of the contract.

For questions regarding security, please contact Textura™ at 1-866-TEXTURA (866-839-8872)

http://www.adobe.com/


Initial User Setup

Overview

Initial User Setup is necessary for all users requiring access to the Textura™ system. The Setup process followed is primarily determined by the order in which the user comes on the system. First Users are by default Local Administrators. Once set up, Local Administrators are responsible for inviting New Users from their organization. When initial user setup is complete, All Users log in and use Textura™ in essentially the same manner. Use this guide to better understand the subtle distinctions between users and respond accordingly.

First Users on System The first user on the Textura™ system plays a special role for an organization. In addition to setting themselves up as a user, they will be prompted to set up their organization. The set up process includes providing information that allows Textura™ to populate pay application documents when they are created and to initiate the ACH payment process. Thus, first users should have the organization’s address, Tax ID#, and bank routing and account information at hand when they begin. If you are the first user for your organization, click here to access First User setup instructions.

Local Administrators By default, the first person from your organization on the Textura™ system is always a Local Administrator. They are responsible for creating additional new users within their organization. In addition to providing the new user’s name, email address, and phone number, the Local Administrator selects the new user’s role and assigns permissions. If you are a Local Administrator, click here to access instructions for creating new users.

New Users All new users created by the Local Administrator receive an email message inviting them to set themselves up in Textura™. They will be asked to provide Login information such as Username and Password, E-Sign PIN, and to verify and/or provide their user profile information. If you are a new user, click here to access New User setup instructions.

All Users Once set up on the Textura™ system, users can log in from our web site and begin to acquaint themselves with various components of the system, including the Home Page, Project Home Page(s), and (where applicable), Draw Home Page(s). This section provides basic instructions for logging into Textura™, including using your Home Page to access project and draw information and our user help system. If you have completed the user setup but are new to Textura™, click here to access All Users login and navigation instructions.

Textura User Setup Manual © 2008 of 28

First Users on System

Email Invitation You will receive an E-mail invitation when Textura™ or your General Contractor invites your company to join Textura™. The email message is an automatically generated Textura™ System Message inviting you to use the Textura™ system. The message displays two links. The only way to start using Textura™ is to click on the second link in this email.

1. Click the links in the email message.

Click the… To…

first link download the user setup instructions (Textura™ User Setup manual), which explains how to setup your company to use Textura™

second link start setting up your company in Textura™

Create Account email message:

Click to display the User Setup instructions

Click to set up your account

Textura Corporation - Confidential


Creating your Username and Password To create your Username and Password,

1. From the Create Account email a user receives when you are invited to join Textura™, click the link to initiate setting up the account.

The system displays the Create Username page.

2. Type your unique Username.

Rules for Usernames:

Usernames cannot exceed 20 characters

Usernames must contain alpha and/or numeric characters

Usernames are NOT case sensitive

Valid symbols in usernames include underscore and dash

3. Type your Password. Refer to the “Rules for password in the Textura™ system” on the screen.

Rules for Passwords:

Passwords must contain at least one letter and one number

Passwords must be at least six characters

Passwords containing popular names or other commonly used words may be declined

Passwords should not contain your first, middle, or last name; your username; your city name; or the name of your organization

Passwords may not contain characters from languages other than English

Five (5) consecutive failed login attempts will result in a ten-minute lock-out

Passwords expire at regular intervals

4. Re-type your Password.



5. Click Submit.

A Status screen confirms your actions and identifies your Next Steps.

6. Click this link to Edit Your User Profile.

If you need help creating your Username and Password or if you have questions please contact the Textura™ Customer Support Team at 1-866-TEXTURA (866-839-8872).

Edit Your User Profile The system displays the Edit User page. You can access the Edit User page at any time from the Home Page by clicking the Edit User link under User Preferences in the left margin of the blue menu.

1. Update your User Profile.



All fields with a red asterisk (*) are required.

Verify First and Last names, email address; make corrections if needed.

Select your User Role

Local Administrators at the General Contractor level are responsible for entering and maintaining address and bank information for their organization, as well as for creating additional users in their organizations and maintaining their permissions. Local Administrators can view messages; browse and create projects; and browse and invite additional organizations to join Textura™.

Local Administrators at the Subcontractor level have the same responsibilities and access as the GC Local Administrator, with the exception that they cannot create projects.

Regular users can perform all necessary actions within the Textura system that correspond to their assigned permissions.

View Only users can be set up to manage compliance, sign on behalf of the company, disburse funds, and notarize documents; they cannot be project managers or access classified attachments.

Type your Title. If the document requires it, your signing title will be displayed on the signed document.

Select one of the E-mail Notification for Project Messages. Textura™ recommends e-mail with each notification that occurs. Users may also choose to receive emails twice daily or never.

Select the appropriate permissions in the User can field.

Manage Projects - Users with this permission can set up and manage projects in Textura™, including creating projects, assigning user roles, entering a schedule of values, entering invoices, managing subcontracts, allocating change orders, and approving invoices. Every Organization must have at least one Manage Projects eligible user selected.

Manage Compliance - Users with this permission can create compliance requirements (i.e., Legal Document Requirements,) monitor contractor compliance with those requirements, place or release compliance holds, and reject lien waivers. Every Organization must have at least one Manage compliance eligible user selected.

Sign on behalf of the company - Users with this permission are the only users authorized to sign documents such as invoices, sworn statements, and lien waivers. A user with this permission will be prompted to set up a unique PIN for use in signing documents in Textura™. Each project must have a signer.

Authorize payments for disbursement - Users with this permission are required to authorize each subcontractor payment prior to disbursement; there can be multiple authorizers. Checking the "Require Disbursement Authorization for Subcontractor Payments" checkbox on the Project Settings page results in a project requirement for at least one authorizer.

Disburse Company Funds - Users with this permission have the authority to release company funds for ACH payment of a draw. Each organization that will be making ACH payments using the Textura system must have a user with disburser privileges and assign the role to at least one user in each project.

Manage Classified Attachments - Users with this permission are able to designate uploaded attachments as "classified," - inaccessible to unauthorized users within the organization. Classifiers can upload, view, classify, or unclassify attachments. It is neither a project user role nor a required permission in Textura™.


Notarize Documents - Notaries are used where projects require notarization of certain legal documents. Note that the signer and the notary cannot be the same user when signing. Any notary on the system can notarize a signature; they need not belong to the same organization or be assigned to a project. Notaries on the Textura™ system are required to create a PIN.

If you are authorized to notarize documents, complete your notary information:

Notary State

Notary County

Notary Expiration Date

Notary Certificate Number (optional)

2. Click Save Profile.


If you are neither signer nor notary, you may skip the E-Sign PIN section. Scroll ahead to Edit Your Organization Profile.

3. Click the E-Sign link.

Note: If you will sign documents on behalf of your company or are a notary for the company, Textura™ requires you to create a PIN.

If you need help editing your User Profile or if you have questions, please contact the Textura™ Customer Support Team at 1-866-TEXTURA (866-839-8872).



Create Your E-Sign PIN 1. Enter and re-enter your PIN Number.

Use 4-6 numeric digits (PIN example: 12524)

Write the PIN number down.

If you need help creating your PIN or if you have forgotten your PIN, please contact the Textura™ Customer Support Team at 1-866-TEXTURA (866-839-8872).

Note: You will need this PIN to sign all legal documents in Textura™. Keep this PIN in a safe location.

A Status screen confirms your actions and prompts you to Edit Your Organization Profile.

1. Click the link.

Edit Your Organization Profile To access this page at any time, select Edit Primary Org from the blue menu in the left margin on your Home Page.



The system displays the Edit Primary Organization page.

2. Edit required fields

All fields marked with a red asterisk (*) are required.

Verify your company’s name, address, and contact information.

Identify the Organization Type. Select from: Individual, Corporation, Partnership or Other.

If available, select the appropriate Organization Role for your company (do not select the “Off-System” roles).

Enter Bank routing number (9-digits) and bank account information. These are required for the deposit of funds (payments) into your account. To avoid delayed payments, please verify the accuracy of this information before submitting.

Local Administrators control password expiration periods for each organization. To set the frequency of password expiration for all users,

In the Days before passwords expire field, select the desired frequency of password expiration for users in your organization: 30, 60, 90, 180, or 365.

3. Click Update Organization.



Terms and Conditions The system displays the Textura™ Terms and Conditions when you are either the first user from your organization on Textura™, or the first user on the system has deferred the agreement to you.

1. Review the Terms and Conditions.

In the truncated example above, please note that there are three possible responses.

I Agree confirms your contractual agreement with Textura™.

I Do Not Agree results in the loss of all previously entered user and organization information in the Textura system.

Send to Someone Else requires you to create a new user to whom you defer the task of signing

Click on the Print Terms and Conditions link to print a copy of this agreement.

2. Choose accordingly.

Note: Access the Terms and Conditions at any time by selecting Terms and Conditions from the blue menu in the left margin on your Home Page under My Organizations.

If you need help editing your Organization Profile or if you have questions about the Terms and Conditions, please contact the Textura™ Customer Support Team at 1-866-TEXTURA (866-839-8872).



Local Administrators Only

Create New User Only a Local Administrator can create a new user. The first user on the system is always a Local Administrator. The designation can be changed after at least one other user has been created to assume this responsibility.

Access this screen at any time by selecting Create User from the blue menu in the left margin on your Home Page under User Management.

The system displays the Create User page.

1. Enter the new user’s required information.


First and Last Name, Title (User will create their Username)

Contact Information (Email, Phone)

2. Click Create Profile



A Status screen confirms your actions.

The new user will be sent an invitation to use the Textura™ system.

If you need help creating new users or if you have questions, please contact the Textura™ Customer Support Team at 1-866-TEXTURA (866-839-8872).



New Users

The Local Administrator for your organization must initiate the invitation to new users through the Create User process. The invitation is then received as an email containing two links.

Email Invitation 1. Click on the second link in the email to begin setting yourself up as a User in your organization.

Click to display the User Setup instructions

Click to get set up as a User

The User Setup process will take about 10 minutes. You will be asked to:

Create a username and password

Edit your user profile

If you will sign documents on behalf of the company or act as notary, you will also be asked to:

Create your e-sign PIN

If you need assistance or have any questions as you proceed through the User Setup process, please call your Textura™ representative or our Customer Support Team at 1-866-TEXTURA (866-839-8872).



Create Username and Password

1. Type your unique Username.

Rules for Usernames:

Usernames cannot exceed 20 characters

Usernames must contain alpha and/or numeric characters

Usernames are NOT case sensitive

Valid symbols in usernames include underscore and dash

2. Type your Password. (Refer to the “Rules for passwords in the Textura™ system” on the screen.)

Rules for Passwords:

Passwords must contain at least one letter and one number

Passwords must be at least six characters

Passwords containing popular names or other commonly used words may be declined

Passwords should not contain your first, middle, or last name; your username; your city name; or the name of your organization

Passwords may not contain characters from languages other than English

Five (5) consecutive failed login attempts result in a ten-minute lock-out

Passwords expire at regular intervals

3. Re-type your Password.

4. Click Submit.

Note: You will be asked to enter your username and password each time you log into Textura™.




1. Click the Edit Your User Profile link.

Edit Your User Profile 1. Edit Your User Profile.




Verify First and Last names, email address; make corrections if needed.

Select your User Role

Local Administrators at the General Contractor level are responsible for entering and maintaining address and bank information for their organization, as well as for creating additional users in their organizations and maintaining their permissions. Local Administrators can view messages; browse and create projects; and browse and invite additional organizations to join Textura™.

Local Administrators at the Subcontractor level have the same responsibilities and access as the GC Local Administrator, with the exception that they cannot create projects.

Regular users can perform all necessary actions within the Textura system that correspond to their assigned permissions.

View Only users can be set up to manage compliance, sign on behalf of the company, disburse funds, and notarize documents; they cannot be project managers or access classified attachments.

Type your Title. If the document requires it, your signing title will be displayed on the signed document.

Select one of the E-mail Notification for Project Messages. Textura™ recommends e-mail with each notification that occurs. Users may also choose to receive emails twice daily or never.

Select the appropriate permissions in the User can field.

Manage Projects - Users with this permission can set up and manage projects in Textura™, including creating projects, assigning user roles, entering a schedule of values, entering invoices, managing subcontracts, allocating change orders, and approving invoices. Every Organization must have at least one Manage Projects eligible user selected.

Manage Compliance - Users with this permission can create compliance requirements (i.e., Legal Document Requirements,) monitor contractor compliance with those requirements, place or release compliance holds, and reject lien waivers. Every Organization must have at least one Manage compliance eligible user selected.

Sign on behalf of the company - Users with this permission are the only users authorized to sign documents such as invoices, sworn statements, and lien waivers. A user with this permission will be prompted to set up a unique PIN for use in signing documents in Textura™. Each project must have a signer.

Authorize payments for disbursement - Users with this permission are required to authorize each subcontractor payment prior to disbursement; there can be multiple authorizers. Checking the "Require Disbursement Authorization for Subcontractor Payments" checkbox on the Project Settings page results in a project requirement for at least one authorizer.

Disburse Company Funds - Users with this permission have the authority to release company funds for ACH payment of a draw. Each organization that will be making ACH payments using the Textura system must have a user with disburser privileges and assign the role to at least one user in each project.

Manage Classified Attachments - Users with this permission are able to designate uploaded attachments as "classified," - inaccessible to unauthorized users within the organization. Classifiers can upload, view, classify, or unclassify attachments. It is neither a project user role nor a required permission in Textura™.


Notarize Documents - Notaries are used where projects require notarization of certain legal documents. Note that the signer and the notary cannot be the same user when signing. Any notary on the system can notarize a signature; they need not belong to the same organization or be assigned to a project. Notaries on the Textura™ system are required to create a PIN.

If you are authorized to notarize documents, complete your notary information:

Notary State

Notary County

Notary Expiration Date

Notary Certificate Number (optional)

2. Click Save Profile.


If you are neither signer nor notary, click here to skip the E-Sign PIN section.

3. Click the Edit your E-Sign PIN Information link.

Create Your E-Sign PIN

1. Enter and re-enter your PIN Number.

Use 4-6 numeric digits (PIN example: 12524)

If you need help creating your E-Sign PIN or if you have questions, please contact the Textura™ Customer Support Team at 1-866-TEXTURA (866-839-8872).

Note: You will need this PIN to sign all legal documents in Textura™. Keep this PIN in a safe location.



All Users

Login to your Textura™ account Your account is available 24/7 on the Internet via the Textura™ website.

1. Open your Internet browser.

2. In the address bar, click this link or type http://www.Texturallc.com and press Enter.

The system displays the Textura™ home page.

3. Click Member Login.

The system displays the Textura™ Login page in a new pop-up window. You may wish to save this page to your favorites/bookmarks for future reference.


http://www.texturallc.com/


Note: If a new window does not open, you may have pop-up blocking software installed. Ctrl-Click will override many pop-up blockers.

4. Type your Textura™ Username and Password (created in a previous section of this document) and click Login.

The system displays your organization’s Home Page.

If you need help logging into Textura™ or if you have questions, please contact the Textura™ Customer Support Team at 1-866-TEXTURA (866-839-8872).

Navigating the Textura™ System The Home Page

A user’s home page may look like this until the Project Manager assigns the user a role in a project.

This menu in the left margin on the Home Page facilitates much of the navigation in Textura.



The user below has been assigned a role in the projects listed under My Projects. He is not assigned to the projects listed under Other Projects; however, his role as Local Administrator allows him to Manage Users for those projects.

The Textura Info box contains links to tutorials, FAQs, and other information new users may find helpful.

Note that the menu options in the left margin reflect the individual user’s roles and permissions.

If you need assistance or have any questions about your Home Page, please call your Textura™ representative or our Customer Support Team at 1-866-TEXTURA (866-839-8872).



The Project Home Page

To view your Project Home Page:

1. Click the project name link under My Projects on the Home Page.

The system displays the Project Home Page.

Note: Red menu headings displayed on the Project Home Page’s menu bar identify an error or unallocated change.

Three elements exist on the Project Home Page to assist the user in navigating within the project:

a. Drop-down menus in the blue bar beneath the center page heading to guide users to project management tasks

b. Links under the various headings on the Project Home Page to help the user locate information:

Project Actions

Pending Draws

Completed Draws

Project Summary

Contract Change Order

c. Home and Log Out buttons at the top right corner of the page return the user to the Home Page or the Login screen.

d. Click the project name link below the heading at any time to return to the Project Home Page.

Note: Clicking on the Log Out button exits the user from the system – you will have to furnish your Username and Password to re-enter the system.



The Draw Home Page

Draws are listed under Pending or Completed Draws on the Project Home Page.

1. Click on the desired Draw # to view the corresponding Draw Home Page.

The system displays the Draw Home Page.

Links under the various headings on the Draw Home Page help the user locate information:

Draw Actions

Manage Draw

Payment/Lien Waivers

Draw Summary

Your Draw Documents

Click any link to view draw specific information.

Click on the Project name under the Draw Home Page heading to return to the Project Home Page.

Click the Home or Log Out buttons at the top right corner of the page to return to the Home Page or the Login screen. (Log Out exits the user from the system.)

If you need assistance or have any questions about navigating the Textura system, please call your Textura™ representative or our Customer Support Team at 1-866-TEXTURA (866-839-8872).



E-mail or system message links resulting in error message Messages sent by Textura to your email inbox are linked to a duplicate message that appears on the View System Messages or View Project Messages page. When you take action on either message, the duplicate message becomes obsolete. Clicking on a link to act on the same message a second time, regardless of whether it is in your email or in the system, results in an error message. This includes the initial account or user setup invitation to Textura.

Examples of access denied messages in Textura™

The Access Denied message indicates that you (or someone acting in your role on the project) have already performed this action. Archiving older messages that have been acted upon helps minimize the occurrence of these errors.

If you receive an “Access Denied,” error message, follow these steps:

1. Click the Home button in the upper right corner of the page.

The system displays your user Home Page.

2. Click the project link under My Projects to open the Project Home Page and view your current actions.



3. Click on any current action to perform the task.

Some links in email messages from Textura, when clicked a second time, will display the following error message and Login screen.

If this is the message you see, and you have already created a Username and Password, enter them as you normally would to be taken to your Home Page.

Your system actions are listed under My Actions; to access your project actions, follow the instructions for viewing your current Project Actions, above.

If you receive this Login error message before you have created a Username and Password, or if you have forgotten your Username and Password, please call your Textura™ representative or our Customer Support Team at 1-866-TEXTURA (866-839-8872) for assistance.



Next Steps Now that you are set up to use Textura™, you may be asked to perform additional tasks before initiating or participating in the draw process:

General Contractor Subcontractor

Set up project(s) Accept contract

Invite sub-tier organizations Enter budget (Schedule of Values)

Enter budget (Schedule of Values) Allocate Change Orders, if applicable

Assign contracts Submit Compliance Documents

Issue Change Orders, if applicable Enter invoice

Initiate the draw

Approve subcontractor invoices

Enter invoice

Textura provides additional help, training materials, and tutorials to guide you through these tasks, as well as for using many other features of theTextura system. Look for the Textura Info box on the Home Page after logging in to Textura™. Choose from:

What’s New – Learn about enhancements or updates to existing functions; changes to the application or its performance; new features or capabilities; new user help or training materials; and news regarding interfaces supported by Textura™.

Textura™ Help – Gain access to the entire Textura™ Help system, including index and search functions for individual topic questions.

Subcontractor Training Manuals – Watch step-by-step demos for many components of the pay application process.

Frequently Asked Questions – Get quick answers to the most often asked questions.

Interface Documentation – These are the manuals for using Textura™ with a supported accounting package.

Textura™ Talk Newsletters – Read Textura™ Talk, from our inaugural issue through the most recently published.

Textura Customer Support Team contact information: 1-866-TEXTURA (866-839-8872)


Textura User Setup Manual - texturallc.com · Textura™ is a user-friendly construction invoicing...

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