Sage Construction Anywhere Setup Guide

Sage Construction Anywhere Setup Guide Sage 300 Construction and Real Estate Sage University

This is a publication of Sage Software, Inc. Copyright 2014 Sage Software, Inc. All rights reserved. Sage, the Sage logos, and the Sage product and service names mentioned herein are registered trademarks or trademarks of Sage Software, Inc. or its affiliated entities. All other trademarks are the property of their respective owners. Your use of this document and the Sage product(s) described herein is governed by the terms and conditions of the Sage End User License Agreement ("EULA") or other agreement that is provided with or included in the Sage product. Nothing in this document supplements, modifies or amends those terms and conditions. Except as expressly stated in those terms and conditions, the information in this document is provided by Sage "AS IS" and Sage disclaims all express, implied or statutory warranties of any kind, including but not limited to the warranties of merchantability, fitness for a particular purpose or of non-infringement. No implied license is granted to you under any Sage intellectual property or trade secret right. Sage reserves the right to revise, supplement or remove information in this document at any time without notice to you or others. 03/2014

Sage Construction Anywhere Setup Guide Welcome to Sage Construction Anywhere Welcome to Sage Construction Anywhere Your construction projects might involve dozens of team members. Communication with the team is critical to your success and Sage Construction Anywhere is here to help! This guide will get you started. Quick orientation We re going to assume that you re the site administrator the person who will oversee the setup of your Sage Construction Anywhere site. You ll activate your site, and then invite additional site administrators and users. You can link your site to your back office accounting system and upload lists of data to make available to site users as needed but you don t have to do this. If you just want to share files between team members, you can use Sage Construction Anywhere as a standalone site, without connecting to your back office accounting system. Some features, such as Time Entry, will only work if you are connected to a back office system. Once your site is live, you ll create projects, which correspond to jobs. Each project is assigned a project administrator who manages project-level users and tasks. Projects can be linked to jobs in your back office system (but again, this is not required for all features). We recommend that you start with one project and crew, to make sure your site works exactly the way you need it to before setting up multiple projects. Accounting system Projects Sage Construction Anywhere Connector Sage Construction Anywhere site So let s get started on your site! Game plan First we ll walk through the steps to establish your Sage Construction Anywhere site in the cloud. The steps look like this: Activate Your Site Connect to the Back Office Upload Lists Create Projects Then, you and your team can jump to the features your company wants to use first, in the order that suits you. You ll be able to choose any of these: Manage Site Access Share Project Files Request Reports Set up Time Entry 2014 Sage Software, Inc. Visit www.sageu.com for online training 3

Sage Construction Anywhere Setup Guide Bring up your site Bring up your site Activate your site As the site administrator, you should have received an email welcoming you to Sage Construction Anywhere, with a link to access your site. (The software purchaser at your company also received a copy of the email.) WARNING: The message you receive specifies the email address to use when activating your site. You must use the address shown in the email (the site administrator s address) when you first access Sage Construction Anywhere. Once you have activated the site, you can change the site administrator assignment. 1. Locate your site activation email and click the Access Website link. This takes you to the license agreement page for Sage Construction Anywhere. 2. After you read the license agreement, click Submit. NOTE: The next page depends upon whether your email address is already associated with a Sage ID. The Sage ID is different from your customer account number or current login. You ll use your Sage ID for any Sage cloud-based solution. Creating it is a one-time step for each site user. 3. If you already have a Sage ID, enter your credentials to log on to the site. If don t already have a Sage ID, you re taken to the Create a New Sage ID page. a. Enter the email address specified in the site activation email. b. Enter the remaining information. Document your responses to the security questions in case you lose your password. c. Click Create Sage ID. In a few moments you ll receive a confirmation email. If you don t see the email, check your junk folder. d. Click the confirmation link in the email to complete the activation process and sign in to Sage Construction Anywhere. 4. Add your Sage Construction Anywhere home page to your browser favorites so you can access it quickly. Be sure to bookmark the site home page instead of the sign-on page. What s next? Watch a short video, Navigate your site. If you are connecting your site to a Sage 300 Construction and Real Estate back office accounting system, continue with Connect to the back office (next). If you are not connecting to an accounting system, skip to Manage site access. 2014 Sage Software, Inc. Visit www.sageu.com for online training 4

Sage Construction Anywhere Setup Guide Connect to the back office Connect to the back office We ve provided a systems checklist and a back office checklist to help you verify that your environment is ready before you install the Connector software. Systems checklist 1. Open the System Requirements topic in Help so you can refer to it. (If this link doesn t work, open Sage Construction Anywhere Help and search for system requirements. ) 2. Identify the server you ll use for the Connector. This can be your back office server, or a different system. The server must have a supported operating system. In System Requirements, see Supported Operating Systems. If you use a different system than your back office server, it must also have a workstation installation of Sage 300 Construction and Real Estate. 3. Configure the connector server so that it does not enter suspended or hibernation mode. 4. Identify the Windows service account to use with the Connector. This can be the Windows user account or, under certain circumstances, the Local System Account. See the Service Account Selection Help topic for more information. (If this link doesn t work, search Help for service account. ) 5. Review additional security information in the Help topic System Security. Adjust your configuration as needed. 6. Verify that the computers and mobile devices that will connect to your site have supported browsers and operating systems installed. In System Requirements, see Supported Browsers and Supported Operating Systems - Mobile. What s next? Review the Help topic Setting Up Sage 300 Construction and Real Estate. Watch a short video, Setting up your back office. Continue with the Back office checklist, next. 2014 Sage Software, Inc. Visit www.sageu.com for online training 5

Sage Construction Anywhere Setup Guide Connect to the back office Back office checklist 1. Upgrade your Sage 300 Construction and Real Estate software and data if necessary. See the System Requirements topic in Help for supported versions. 2. Create a Sage 300 Construction and Real Estate security role to be used with Sage Construction Anywhere. a. In Desktop, open Tools > Security Administration. If you have not yet enabled security, click Security Settings and select the Turn on application security check box. (Learn more about security in the User s Guide, available in the Product Documents folder in Desktop.) b. Click Role Setup and then Add. Create the role and assign these permissions to it: Tools > Macros Tools > ODBC > Read (all tables) Reports and Inquiries: Select the reports you ll make available. (If you re not sure, you can come back to this when you get to the Request reports section). c. If you use file security, assign this role to the group used for file security. 3. Create a user to be used by Sage Construction Anywhere. a. In Security Administration, click User Setup and then Add. Enter the required information and configure the password not to expire. b. Grant the user access to the appropriate company folder or folders. c. If you use record level security for jobs, assign the user to each of the roles used to manage job record level security. - d. Assign the user to the role you just created. 4. If you use custom path locations in File > Company Settings > File Locations, verify that the locations use a UNC path (such as \\Server\FolderName) rather than mapped drives (such as T:\FolderName). For more information, see the Sage Construction Anywhere Help topic Changing Locations from Mapped Drives to UNC Paths. 5. Some additional setup steps are required if you will use the Time Entry feature. For more information, see the Set up Time Entry section. What s next? View the Install the Sage Construction Anywhere Connector Software video. Continue with the next step, Download and install the connector. 2014 Sage Software, Inc. Visit www.sageu.com for online training 6

Sage Construction Anywhere Setup Guide Connect to the back office Download and install the connector When you have completed the preparation steps, you are ready to download and install the Sage Construction Anywhere Connector. This program runs as a service on the computer on which it is installed, and responds to requests for data from the cloud. 1. Log on to your connector server with sufficient permissions to install software. (You can sit at the physical server, or log in remotely.) 2. Open your Sage Construction Anywhere site and log on as the site administrator. 3. From the site home page, click Site Administration, and then click Back Office Connection. 4. Click Download Connector. 5. Respond to any confirmation messages to save and run the file. When the installer opens, click Install the software and follow the prompts. 6. When the installation finishes, click Start the software (or select Start > All Programs > Sage > Sage Construction Anywhere > Sage Construction Anywhere Connector.) A message indicates that the connector needs to be configured. 7. Click Configure, and respond to any confirmation messages. 8. In the Account Selection window, enter the Windows service account that you selected for this purpose, or select Local System account. 2014 Sage Software, Inc. Visit www.sageu.com for online training 7

Sage Construction Anywhere Setup Guide Connect to the back office 9. Click OK, and wait a few moments while the connector is configured. 10. Return to the Back Office Connection page and click Generate Connection Key. You might need to provide site administrator credentials again. (If a key has already been generated, click View Connection Key.) 11. Select the entire key in the text box (right-click in the box and choose Select all). Press CTRL + C to copy it to the clipboard. 12. Return to the Sage Construction Anywhere Connector window and click Add. 13. Enter the credentials of the application administrator and click OK. 14. Select the Company name and verify the path for the data folder. (If you use the same folder name for backups, make sure to point to the correct folder.) 15. Enter the User ID and Password that you set up in security (on page 6) to use with Sage Construction Anywhere. 16. In the lower part of the window, click in the Connection key box, and press CTRL + V to paste the connection key from step 11. 2014 Sage Software, Inc. Visit www.sageu.com for online training 8

Sage Construction Anywhere Setup Guide Connect to the back office 17. Click Test connection and wait for the message that the connection was successful. 18. Click Save, and then click Close. Access the Sage Construction Anywhere Connector Monitor The Sage Construction Anywhere Connector Monitor utility shows you the status of the connector service and any existing requests. By default, it is placed in this location: C:\Program files (x86)\scaconnector\monitor\tray You can copy this folder, to another computer if you want to monitor the site from a different location. What s next? Read Help topics: Requesting Job and Vendor lists and Requesting Employee lists. Watch a short video, Administer Your Site. Continue on to Upload lists. 2014 Sage Software, Inc. Visit www.sageu.com for online training 9

Sage Construction Anywhere Setup Guide Upload lists Upload lists Now you ll upload your jobs, vendors, employees, and reports to the cloud so that you can make them available to site and project users. This process is called requesting lists. 1. From your site home page, go to Site Administration > Back Office Connection. 2. Under Back Office Lists, click Request List for each list type you want to upload. If you want to upload all lists at once, click the button under All Lists. What happens when you request lists? Once you request the job, vendor, and employee lists, you can link them to the respective data types in Sage Construction Anywhere (projects, vendors, and employees). After the first request, each of the lists is updated nightly. If you set up new data in the back office system such as a new job, vendor, or employee and you need the information available in the cloud before the next day, you can request the list manually. Item Jobs Vendors Reports Employees Notes Cost codes are uploaded with jobs. When project managers and payroll administrators review time, all cost codes on the job are available to them for selection. When employees and supervisors enter or review time, only certain cost codes on the job are available to them, based on these rules: If you track categories, cost codes with a category that accumulates as labor are available. (If the standard cost code has a labor category, the labor category is created for the job s cost code.) If you do not track categories, cost codes that are set to accumulate as labor are available. If no estimates or other entries have been made for a specific job, cost codes will not be available for that job in Sage Construction Anywhere. All vendors in the system are uploaded. Reports are uploaded based on selections you made for the security role, as explained in the Back office checklist. You don t need to request the report list unless you change the reports available to the Sage Construction Anywhere user in the back office system and need them to be available before the next day. All employees are uploaded, including their pay group, union defaults, and default certified class information. The Pay IDs list is uploaded along with employees. In addition, the full certified class list is uploaded. 2014 Sage Software, Inc. Visit www.sageu.com for online training 10

Sage Construction Anywhere Setup Guide Upload lists Item Unions Notes Unions and locals are uploaded based on the employee defaults. The full list of union classes is uploaded. When supervisors and project managers review time, they can change the union class if the employee s default class is not the appropriate one. What s next? Read the Help topic Setting up projects. View a short video, Create Projects. Continue on to Manage site access. 2014 Sage Software, Inc. Visit www.sageu.com for online training 11

Sage Construction Anywhere Setup Guide Manage site access Manage site access As a Sage Construction Anywhere site administrator, you have complete control over who has access to your data and what they can see. If you re just getting started with your site, you might have just one or two administrative users. That s all you need to get started. TIP: If you plan to share project files, we recommend that you don t create too many projects until you ve reviewed the Business considerations for that feature. To save time, you can copy project file folders from a project template but you can only do this when creating a new project, so you wouldn t be able to take advantage of this for projects you create now. Conducting a pilot test We recommend that you start by setting up one project and crew as a pilot test, to validate your site setup and workflow. This way, you can make any necessary adjustments and refine your communication plan before you implement multiple projects. How users and roles work together Users in Sage Construction Anywhere refer to contacts you set up including your own employees plus contacts from other companies. You can invite users to access your site, or you can simply store their contact information for your reference without inviting them. Whether users are invited to the site or not, you can assign them to specific projects. Note the following: When you invite users to your site, you assign them to roles (or groups of permissions). When you assign an invited user to a project, you specify project-level roles (groups of permissions that apply only to the project with which you re working). Users who are not invited to the site are not assigned to any roles. They are just contacts in the system. Several pre-defined roles have been provided for you at the site and project level. The pre-defined roles are probably sufficient for getting you started. Later, you might decide to create additional site-level or project-level roles. 2014 Sage Software, Inc. Visit www.sageu.com for online training 12

Sage Construction Anywhere Setup Guide Business considerations Business considerations 1. Who are your project administrators? As the site administrator, start by bringing your project administrators on board, so they can learn the process and assist you with further setup. 2. What is your communication plan for users? When you invite users to your site, they receive an email invitation, to which they must respond. These emails could generate questions or, recipients might delete the email if they don t recognize the sender. We recommend that you send a message prior to the invitations with a link to the short training video, Creating a Sage ID account. Copy this link into your communication: http://help.sageconstructionanywhere.com/video-site/redirects/ create_your_sage_id_account.html 3. Which companies will you activate? Contacts and users outside your organization must be associated with a company (typically one of your vendors, suppliers, or subcontractors). When you upload your vendor list, their information is available to you in Sage Construction Anywhere, but they are marked inactive. You ll need to activate any companies for which you ll create contacts or users. 4. Will you create additional roles? You might decide that the roles provided with the system are sufficient for your setup. This is the simplest approach but if you need more flexibility, you can configure your own roles. See the list of available permissions for more information. Get started managing site and project access Request back office lists If you have not already done so, request your job, employee, and vendor lists from the back office system before you set up employees as site users. (See Upload lists on page 10.) This lets you link to your back office information as you go. 2014 Sage Software, Inc. Visit www.sageu.com for online training 13

Sage Construction Anywhere Setup Guide Get started managing site and project access Create projects Now you ll create projects, which organize your work in the cloud. 1. From the site home page, click Site Administration > Projects, and then click the plus sign to add a new project. 2. Click Select next to the box if you will associate the project with a back office job. (This is not required.) Click the job to select it and click Yes to the message. The Project name and Project administrator are the only required fields. (You ll see more about the project administrator assignment on page 15.) 3. If you selected a back office job, the Project name is filled in automatically, but you can change it. 4. If you have already set up a project or template to use with project files, click Select and select the template. (For more details about project files, see the Share project files section.) 5. The names you see in the Project administrator list are users who have already been invited to the site. You can select yourself (the site administrator) for now, and change the assignment later. 6. Click Save. What s next? TIP: Consider adopting a naming convention for your projects. For example, you might use the job number as start of the project name: 03-001 NW Food Warehouse. TIP: The user you select is automatically assigned to the site-level role called Project Administrators. This role has access to all tasks and configuration windows within the project assigned similar to the Site Administrator role, but limited only to the projects of which the user is the administrator. Watch these short training videos: Manage projects Manage Users in My Company Manage Users in Other Companies Create roles and permissions Manage companies Continue to the next section to Bring your project administrators on board. 2014 Sage Software, Inc. Visit www.sageu.com for online training 14

Sage Construction Anywhere Setup Guide Get started managing site and project access Bring your project administrators on board Before you assign project administrators, activate them and invite them to your site. TIP: We recommend that you start with one project and crew as a pilot test so you can make adjustments and refine your communication plan before you implement multiple projects. Consider bringing one project administrator on board to assist with this. 1. From the site home page, click Site Administration and then click Company User Management. Notice that your own company is listed under My Company. Your vendors appear under Other Companies. 2. Click the link to your company to go to the list of employees. (To increase the number of employees listed, select a number next to Items per page.) Select the check box next to your project administrator and click Activate. The employee s Status changes to Contact. 3. Select the employee s check box again, and click Invite. 4. Select a role and license type, and then click Invite again. (If this user will enter time for others or review payroll time, assign an Advanced license.) TIP: You can assign users to multiple roles and you can add roles later. For now, the Employee role is a good generic selection. The user s status changes to Invited. Users who do not yet have a Sage ID will need to create one when they accept the invitation. This is a one-time step for each user. 2014 Sage Software, Inc. Visit www.sageu.com for online training 15

Sage Construction Anywhere Setup Guide Get started managing site and project access 5. Now you ll assign the user to a project. Select the check box next to the employee and click Assign. 6. Select the check box next to the project, and then click Assign. The user is now assigned to the project, but is not yet a project administrator. When you create a project, you specify the project administrator in the setup window. You can change this selection later, but you can t select more than one user. You can, however, add additional project administrators. 7. To change the project administrator, go to Site Administration > Projects. Click the project to select it, and then click Edit Project. 8. At the bottom of the window, select the user who should be the primary project administrator, and then click Save. 9. To add a project administrator, go to Projects > Project Administration > Project Users. 10. In the project users list, under the employee s name, click Roles and Permissions and then click Manage Roles. Select the Project Administrators [P] role and click Save. 2014 Sage Software, Inc. Visit www.sageu.com for online training 16

Sage Construction Anywhere Setup Guide Get started managing site and project access Work with users and roles TIP: We recommend that you start with one project and crew as a pilot test so you can make adjustments and refine your communication plan before you implement multiple projects. Consider bringing users from just one project on board when starting. Link your site administrator to the employee When you first activate your site, the site administrator is created as a user. Then, when you upload the employees list, the employee corresponding to the site administrator is listed separately. Here s how to link them. 1. Go to Site Administration > Company User Management. 2. Click the link to your company. Notice that the site administrator is listed twice once as the activated user who is the site administrator, and once as the uploaded employee. 3. Expand the details for the activated site administrator, and click Edit. 4. Next to Employee ID, click the link to select the uploaded employee. 5. Click No to the question about copying user information, and then save the employee. 2014 Sage Software, Inc. Visit www.sageu.com for online training 17

Sage Construction Anywhere Setup Guide Get started managing site and project access Activate and invite your employees 1. Prepare users for the email invitation they will receive about the site. 2. Go to Site Administration > Company User Management. 3. Click the link to your company. Select the check boxes next to each employee, and click Activate. TIP: To increase the number of employees listed, select a number next to Items per page. Notice that you can select the check box at the top of the column to select all employees on the page at once. 4. Select the employee s check box again, and click Invite. 5. Select a role and license type, and then click Invite again. (If this user will enter time for others or review payroll time, assign an Advanced license.) Set up and invite non-employee users When you upload lists from your back office, vendors are uploaded as companies, but are not yet activated. Before you can assign a user to a company, the company must be activated. 1. Prepare users for the email invitation they will receive about the site. 2. If necessary, create or activate the companies associated with the users you will add. From the home page, click Site Administration > Company User Mgmt. 3. Select the check box next to the companies, and then click Activate. 4. The company s status changes to Active, and you can now click it to open the user management window. A company that you just activated will have no users. 5. Click New Contact to add a user. 6. Add the user s information and click Save. The user s status is Contact. TIP: You can stop here you don t have to invite the user to your site if you just want to store contact information. 7. Select the check box next to the user and select either Assign (to assign to projects) or Invite (to invite to the site). 2014 Sage Software, Inc. Visit www.sageu.com for online training 18

Sage Construction Anywhere Setup Guide Get started managing site and project access Assign users to projects 1. In the Company User Management page, click link on the user s company. Select the users you want to assign. (You can assign groups of users to one or more projects. If you are assigning users to different projects, do them in batches per project.) 2. Click Assign. 3. Select the projects to which you are assigning the users, and click Assign again. Site and project roles You might decide that the roles provided with the system are sufficient for your setup, especially when you re first getting started. If you need more flexibility, you can configure your own roles. The first step is to decide which type of role to create: Site-level roles let you give a user access to tasks that affect the entire site. Setting up a company is an example of a site-level task. Project-level roles let site or project administrators give users access to tasks only in a certain project. Entering time for others is an example of a project-level task that you might configure this way. Site-level roles made available to all projects let you give users access to project-level tasks for all projects to which they are assigned. Viewing projects might be a task that you would apply to a user on all assigned projects. Save time by creating this type of role at the site level and applying it only once per user. Roles you assign this way are automatically inherited for each new project to which the user is assigned. 2014 Sage Software, Inc. Visit www.sageu.com for online training 19

Sage Construction Anywhere Setup Guide Get started managing site and project access Work with roles 1. To create a site-level role, from the site home page, click Site Administration > Roles. Click the plus sign to add a role. 2. Type a name for the role. If this site-level role should apply to all projects (and you ll assign project-level permissions to it), select Make this role available to all projects. 3. By default, new roles have no permissions. In the roles list, click Permissions. 4. Click Manage Permissions and make adjustments as needed. In this window you see either site-level permissions or project-level permissions based on whether you made the role available to projects in step 2. Site-level permissions Project-level permissions 5. To set up project-level roles, from the project home page, click Project Administration > Project Roles and click the plus sign. Note that roles you create through the project roles page are only available to that project. We only recommend creating a project-specific role if the role will be unique to one project or job. If it is not unique, create a role at the site level and make it available to all projects. 6. Enter the role name and click Save. In the roles list, click Permissions > Manage Permissions. Make adjustments as needed and click Save. 2014 Sage Software, Inc. Visit www.sageu.com for online training 20

Sage Construction Anywhere Setup Guide Get started managing site and project access What s next? Read more about roles and users in these Help topics: Setting Up Site Roles and Permissions Setting Up Site Users Setting Up Project Roles and Users View a short video about the Sage ID. Continue on to: Share project files Request reports Set up Time Entry 2014 Sage Software, Inc. Visit www.sageu.com for online training 21

Sage Construction Anywhere Setup Guide Share project files Share project files Sage Construction Anywhere streamlines the sharing of documents, images, approvals, and other files related to the project so the right people have the right information on time. NOTE: You don t need to connect a project to a back office job to share files. If a job is in preconstruction, set it up to share files now, and connect it to the job when you win the bid. Business considerations 1. Who administers your project files? Do you have certain employees who are responsible for uploading files for all projects? Or does each project manager handle this task? You can assign file administrators at the site level or the project level, depending on their tasks. 2. How are your files currently organized? Do some of your projects use the same folder organization? You can create a template project and copy folders to new projects to save setup time. If your existing folder structure works well, you can use the identical structure in your templates and projects. If it s not working or if you need to revise it to make security easier now is a great time for adjustments. 3. Which companies do you need to set up? When you invite users to projects, you associate them with a company. Based on the list of users who will access your project files, set up the companies from which you will add users first, so the companies are ready to go when you add the users. 4. Who accesses your project files? Do you have employees, vendors, or subcontractors who view or submit project documents? Anyone who needs to see files must be set up as a user on your site. Users can be given read-only access where appropriate. 5. How is security currently managed? Do you currently restrict file access to specific individuals? File security in Sage Construction Anywhere is managed at the folder level. (By default, users have no access to files.) Create a folder structure that lets you assign security efficiently. 6. Which users should receive file notifications? Users can receive email notifications when you add or modify files. You can set this up at any time, but if you set it up as you create your folder and security structure you ll save 2014 Sage Software, Inc. Visit www.sageu.com for online training 22

Sage Construction Anywhere Setup Guide Get started with project files some time. Think about whether certain users should be notified of file changes. (Users can opt out of these notifications if they wish.) 7. How does your team search for files? To make searching intuitive, you can tag files with familiar keywords. For example, you might have a tag called Blueprint. Project users with the appropriate permissions can search for blueprint to find documents with this tag. Get started with project files File administrators must be activated and invited to your site, as well as being assigned to the projects for which they administer files. Invite your file administrators 1. From the site home page, click Site Administration > Company User Management. 2. Click the link to your company to open the user list. Select the check boxes next to your file administrators. 3. If the employees have not yet been activated, click Activate. 4. If they have been activated but not yet invited to the site, click Invite. Assign a license (Basic or Advanced). If the user should have site-level file administration permissions, select the File Administrators [S] role. Otherwise, click a different role such as Employee and then click Invite. (If this is your site administrator, file administration permissions are already assigned you don t need to assign another role.) 5. If the employee has been activated but not assigned to projects, click Assign and select the projects for which they will administer files. 6. File administrators need the project-level file administration permissions. Go to Projects > Project Administration > Project Users. 7. In the Project Users list, click Roles and permissions > Manage Roles for the file administrator you just assigned. 2014 Sage Software, Inc. Visit www.sageu.com for online training 23

Sage Construction Anywhere Setup Guide Get started with project files 8. Select the File Administrators [P] role (the project-level role), and then click Save. (If the user is the project administrator for this project, the appropriate file administration permissions are already assigned you don t need to assign another role.) Create a project template with folder structure (optional) When you create a project, you can select a different project from which to copy the folder structure. This can be either a project template set up specifically for this purpose, or simply another project whose folder setup you want to duplicate. 1. Create a new project with an easily identifiable name, such as Project Template. 2. From the project home page, click Project Files > Project Files, and then click New Folder. 3. Create your top level folders. Then, click a folder name to open it, and click New Folder again to create the rest of your folder structure. TIP: If you add files to your project template, those files can be copied to new projects if needed. For example, you might have blank forms or other standard documents that you make available to all projects. Create projects Create the projects that will use the project template you just created. See Create projects for instructions. WARNINGS: You can only copy the folder setup from another project or project template when you create the project. You won t be able to select a project to copy later. If you select a project template from which to copy folders when you create the project, any security settings that were applied to the template are not reflected in the new project. You ll need to set up security in each new project. Set up companies, users, and file access 1. Set up the necessary companies and invite any users who will need access to project files. Assign these users to projects. (See Work with users and roles for instructions.) 2. To set up security, select a folder s check box, and then click Security. 2014 Sage Software, Inc. Visit www.sageu.com for online training 24

Sage Construction Anywhere Setup Guide Get started with project files 3. Select the access level for each project user. Default means the access level is inherited from the folder above this one. (See the Help topic Project File Security Permissions for more information.) Continue with the remainder of your setup. Assign security at higher-level folders first. Folders inherit the security settings of their parent folder, unless explicitly changed. The default setting for all non-administrative users is No Access. 4. To set up notifications, select a folder s check box, and then click Notify. 5. Select the check box next to each user who should be notified when documents are added to that folder. Users can unsubscribe from notifications if they wish. Create tags and properties 1. First, create site-level tags and properties. From the site home page, click Project Files and then click Tags. Add tags by clicking the plus sign. 2. In the New Tag window, you can click New Property to create properties as needed. Additionally, you can access the full list by clicking Project Files > File Properties. These site-level tags and properties will be available when you upload files to any project. 3. Next, you can create project-level tags and properties by accessing the tags window from the project home page. TIP: In the project-level tag and property windows, site-level items are indicated with [S] and project-level items are indicated with [P]. 2014 Sage Software, Inc. Visit www.sageu.com for online training 25

Sage Construction Anywhere Setup Guide Get started with project files What s next? View a short video, Use Project Files. Send training video links to new users: Navigate Your Site Use Project Files Continue on to: Manage site access Request reports Set up Time Entry 2014 Sage Software, Inc. Visit www.sageu.com for online training 26

Sage Construction Anywhere Setup Guide Request reports Request reports Sage Construction Anywhere can make up-to-date job and vendor reports available to your project community so you save valuable time for other responsibilities. Before you make reports available Watch a short video, Selecting and configuring reports. (If this link doesn t work, in the Help contents click Training Videos.) We also suggest reading the Help topic Assigning Report Conditions. (If this link doesn t work, type report conditions in the Help search window.) Connect to the back office and set up projects The reporting feature requires a connection to your back office system. You ll need to set up projects in the cloud and connect them to back office jobs in order to use report requests. See Connect to the back office on page 5. Set up companies When you invite external users to your projects to view reports, you ll need to associate them with their company. Set up the companies first so they re ready to go. Business considerations 1. For whom do you generate reports? Do your office employees receive regular requests from project managers asking for committed cost breakdowns or estimates? Do your vendors and subcontractors request copies of purchase orders or subcontracts? Each team member who will request reports from your site will need to be invited as a project or site user. This includes employees in your organization as well as suppliers, subcontractors, and other key contacts from outside the organization. 2. Which security roles will have access to reports? The security role you assign to a user determines which reports they can request. Site and project administrators can see all reports. All other roles see no reports until you explicitly assign permission. Set up custom roles designed specifically for report access. We recommend that you create roles at the site-level role and make them available to projects. This way, users assigned to the role can see the same reports in all projects. Administrative users can request reports for the projects to which they have been invited. 2014 Sage Software, Inc. Visit www.sageu.com for online training 27

Sage Construction Anywhere Setup Guide Get started with report access 3. How are your reports currently organized? When you make reports available in the cloud, you can organize them into groups or types that make sense for your users. For example, you might create a group for Job cost reports which includes all cost reports. Users see only the reports to which they have permission so, for example, you might make reports related to job costs available only to project managers. Get started with report access Add reports to the security user in Sage 300 Construction and Real Estate 1. In Desktop, select Tools > Security Administration and click Role Setup. Click the security role that you created for Sage Construction Anywhere. 2. Under Tasks, expand Reports and Inquiries > Reports and select the check boxes for each report you ll make available to cloud users. 3. Save your changes and close the Role Setup window. 4. In your site home page, click Site Administration, and then click Site. 5. Under Report List, click Request List. This retrieves the reports you just added from the back office. (You can also request the report list from the Report Administration page.) Create report groups 1. On your site home page, click Site Administration, and then click Reports. 2. In the right-hand area of the window, click New Report Group and type a name. 3. Press ENTER and create the remainder of your menu groups. Add reports to groups 1. In the left-hand area of the Report Administration window, you see all reports that you have uploaded to your site. 2. To make reports available to request, click one and drag it to the right-hand area. Watch for the green check mark next to the cursor to drop the report correctly. 2014 Sage Software, Inc. Visit www.sageu.com for online training 28

Sage Construction Anywhere Setup Guide Get started with report access 3. The Report Conditions window shows each condition on the original report design (as you would see it if running on the back office system). TIP: Enter any special instructions related to the report in the box above the conditions list. 4. Select values for each condition. For help, click the link in the upper right-hand corner: Which options should I select? To change the text of the condition, click the pencil. Press ENTER when you are finished. Assign report permissions to roles Assign report permissions to custom roles. Create the roles at the site level and make them available to projects. All reports are requested from a project. First, create site-level roles. 1. From the home page, click Site Administration > Roles. 2. If you re creating a new role, click the plus sign and enter a name. Select Make this role available to all projects, and click Save. 3. In the site roles list, find your role and click the Permissions link. 4. Click Manage Permissions, and select the Request Reports check box. 2014 Sage Software, Inc. Visit www.sageu.com for online training 29

Sage Construction Anywhere Setup Guide Get started with report access 5. Under Available Reports, select the check box for each report to which this role should have access, and then click Save. Assign report request roles 1. If you modified existing roles at the project or site level, users assigned to those roles now have the ability to request reports. On the project home page, expand My Project Reports to see this option. 2. If you created new roles, you can assign them to existing users. Users receive a role modification notice. 3. If you have not yet invited users who will view reports to your projects, do so now and assign them to the new or modified roles. (See Assign users to projects on page 19.) What s Next? Watch a short video, Request reports. Continue on to: Manage site access Share project files Set up Time Entry 2014 Sage Software, Inc. Visit www.sageu.com for online training 30

Sage Construction Anywhere Setup Guide Set up Time Entry Set up Time Entry With Time Entry, your supervisors and employees can submit payroll time from the field, using a mobile device, laptop, or computer. Your payroll administrator then approves the time in Sage Construction Anywhere and sends it to the back office payroll system. Before you set up Time Entry You must establish a connection to your back office system before you can use Time Entry. (See Connect to the back office on page 5 for more information.) Some additional preparation steps are required in the back office system in order to integrate Sage Construction Anywhere into your payroll workflow. Request the employee and union lists You should request the employee and union lists from the back office payroll system before you set up employees as site users. (See Upload lists on page 10.) Invite payroll administrators Activate your payroll administrator and any other project time reviewers and then invite them to your site. (See page 15 for the steps to activate employees.) Evaluate master file names Sage Construction Anywhere requires that your master files use the default naming convention. If you use named master files in Payroll, the employees for whom time will be entered must be included in the Master.PRM file. If some employees are in different named files, adjust your Payroll setup so that the Master.PRM file contains all employees whose time will be entered through Time Entry. Release jobs to accounting In order to enter job time for employees, jobs must be set up in Job Cost. If jobs are set up in Project Management but not Job Cost, you must create the Job Cost job in order for it to be available in Sage Construction Anywhere. 2014 Sage Software, Inc. Visit www.sageu.com for online training 31

Sage Construction Anywhere Setup Guide Business considerations Establish labor accumulation on jobs When employees or their supervisors enter job time, they ll select the cost code to associate with the time. For the greatest efficiency when entering time, consider these guidelines when setting up jobs, sub-jobs, and cost codes in the back office system. If you track categories, only cost codes with a category that accumulates as labor are available to employees and supervisors for selection when entering time. If you do not track categories, only cost codes that accumulate as labor are available. If no estimates or other entries have been made for a specific job, cost codes will not be available for that job in Sage Construction Anywhere. All cost codes on the job are available to project managers and the payroll administrator when reviewing time. Verify employee email addresses Employees who will enter time for themselves or others must have a valid email address. If an email address is present in the back office payroll system, it is included when employee information is uploaded to the cloud. Entering the address in Sage Construction Anywhere does not update the back office so we recommend entering emails in the back office system to save time later. Obtain sufficient licenses Each employee who enters time for himself or herself must be assigned a Basic license. Employees who review payroll time or enter time for others must be assigned an Advanced license. If time will be entered for an employee by another person, you don t need to invite the employee to the site or assign a license in order to use Time Entry. NOTE: When you first activate the site, the site administrator is automatically assigned an Advanced license. Once you assign an Advanced license to another user, such as your payroll administrator, you can remove the site administrator s license and use it for another user if the site administrator will not review time. Business considerations 1. What is your current payroll approval workflow? You can set up Time Entry so that employees enter their own time, or supervisors enter it for them and you can require up to 3 approval levels. (At least one level is required.) Once the time is entered, you can: Have your payroll administrator review and approve and process the time (1 level). This is the minimum approval workflow. 2014 Sage Software, Inc. Visit www.sageu.com for online training 32

Sage Construction Anywhere Setup Guide Business considerations Have supervisors or project administrators approve and submit time entries to the payroll administrator (2 levels). Have a supervisor and a project manager both approve time entries before submitting to the payroll administrator (3 levels). 2. Do you work on government jobs that require certified payroll reports? When the employee list is uploaded, it includes the default certified class for each employee. When supervisors or project managers review time, they can change the certified class so employees who perform different types of labor are paid at the appropriate rate. Employees cannot change their own certified class when entering their own time. 3. Do you work with unions? Employees who perform different types of labor might need to be paid at different rates based on the union class. When the employee and union lists are uploaded, the default union, local, and class assignment for each employee is included. When time is entered for employees, their default union information is used on the time entry. When supervisors or project managers review time, they can select a different union class. The list from which they can select includes all union classes set up for the employees default union and union local. 4. Do you need to capture employee start and stop times in addition to hours? The time entry feature gives you the option of entering the start and stop times for employees as well as number of hours worked. Start and stop times are then available for reporting purposes. Supervisors, project managers, and the payroll administrator can review and edit start and stop times as part of time entry reviews. 2014 Sage Software, Inc. Visit www.sageu.com for online training 33

Sage Construction Anywhere Setup Guide Get started with Time Entry Get started with Time Entry First, set up your payroll administrator so he or she can participate in this portion of the setup. Verify that your payroll administrator is set up 1. Go to Site Administration and click Company User Management. 2. Click your company s link to go to the user list. 3. Find your payroll administrator s listing and verify that he or she has been activated and invited to the site. 4. Click the arrow next to the payroll administrator s name to expand the user details. Expand the Roles and Permissions sub-grid, and click Edit to enable modifying the user s roles. 5. Select the Payroll Administrators role and click Save. Next you ll assign an Advanced license to the payroll administrator. 6. Go to Site Administration and click Manage Modules. 7. Expand the Advanced group, and then click Authorize User. 8. Select your payroll administrator from the list and click Authorize. 9. At this time, you can also assign Advanced licenses for other employees who will process time for others or perform other administrative tasks related to Time Entry. If necessary, remove the site administrator s Advanced license to release it for another user. 2014 Sage Software, Inc. Visit www.sageu.com for online training 34

Sage Construction Anywhere Setup Guide Get started with Time Entry Configure global settings and templates 1. From the site home page, click Time Entry and then click Time Entry Settings. 2. Under Global Settings, select the approval levels you ll require in addition to the Payroll administrator. Also select the starting day of the work week. 3. Under Customized Terms, change Sub-job and Classification to the words your office uses. In this example, the terms have been changed to Extras and Cert Class. 4. Under Manage Templates, you see a default template. Templates define the pay period plus the pay types available when employees or supervisors enter time. 5. Click Default to see the options available in templates. Note that you can: a. Define the pay period, so that time is entered consistently with your pay schedule. b. Enable the entry of start and stop times in addition to hours worked. c. Enable the capturing of union and certification information if applicable to your organization. 2014 Sage Software, Inc. Visit www.sageu.com for online training 35