RedTeam Flex provides a structured approach to managing lien waivers, ensuring compliance with lien laws while streamlining the payment processes. Below are step-by-step instructions to configure lien law settings and manage lien documents for RedTeam Flex users who have an upgraded TeamPlayer subscription.
For more information on manual collection and tracking of lien law documents for those not using the upgraded TeamPlayer features, click HERE
Step 1: Configuring Lien Law Settings
Before you can request the electronic signing of lien law documents via TeamPlayer, you will first need to configure your Lien Law settings within your RedTeam Flex database. Follow the steps below to create and organize all of the lien document templates that you may need to collect.
Access Lien Law Settings:
Navigate to the Configuration menu in RedTeam Flex.
Select Lien Law Claims from the available options to open a dropdown of three lien law settings.
Define Lien Law Venues:
Create a new Lien Law Venue for each applicable state or jurisdiction by selecting Lien Law Venues and then clicking the New (+) Icon in the top right corner.
The Short Name will most likely be the abbreviation of the state in which you do business, while the Long Name will be the full name of the state or jurisdiction.
Create Lien Law Standings for each Venue:
To create various Lien Law Standings (Such as 1st Tier and 2nd Tier Subcontractor) for each of your Venues, select Lien Law Standings and then click the New (+) Icon to create a new standing.
Each standing may be assigned to one venue, but you may have as many standings under each venue as you wish.
Customize Lien Waiver Templates:
To create customized Lien Document Templates, navigate to Lien Law Templates within the Configuration menu.
Click the New (+) Icon in the top right corner of the pop-up window to create a new template.
Fill in the required fields to create the form and click Save.
Once the form is created, click the Tools Icon next to the form title and select Edit > View to use the built-in text editor to format the document, including:
Adding any jurisdiction-specific legal language required for compliance.
Adding text tags or text boxes for project-specific details such as claimant name, project address, and payment amounts.
Inserting signature fields for both parties to ensure legal validity.
Preview the document to ensure proper formatting and alignment and click Save to finish editing.
Step 2: Defining the Lien Law Venue for your Project
Before you can request or collect any line law documents for a project, you will need to select the correct lien law venue for the project. Doing so will allow RedTeam Flex to populate the correct lists of Lien Law Standings and Lien Document Templates to the project.
From the Project Setup form, navigate to Step 2: Project Preferences
Search for "Statutory Authority" in the search bar and choose the correct lien law venue from the drop down for "Statutory Authority for Lien Law"
Step 3: Creating a Lien Law Claim
If you have configured your Commitment forms to require lien waivers, the claimant for your commitment will be automatically created within the project as you build the Commitment Form. If, however, you did not select that you would like to require a lien waiver while creating the commitment, you will need to follow the steps below to manually create the claimant(s) that you need to collect lien documents for.
Navigate to the Lien Law Claims Page:
Go to the Buyout Tab and use the Menu icon to select the Lien Law Claims page.
Create a New Lien Law Claimant:
Click the New (+) Icon and select Add Claimant.
Select the Privy from the drop down of available vendors on the project and then either choose an existing vendor or claimant to fill in the contact information, or select the New option to fill in the contact information manually.
Click Save in the top right corner to save the claimant for use.
Once the claimant is saved, you will be able to request any required lien documents during the invoice approvals process.
Step 3: Sending Lien Waiver for Electronic Signature
For RedTeam Flex users who have an upgraded TeamPlayer subscription, you will have access to electronic lien waiver signature capability through the TeamPlayer Portal. As you receive an invoice from TeamPlayer, follow the steps below to request electronic signature of the required lien waiver document.
Select Waiver Template:
From your Invoices Inbox on the Company Dashboard, click Review for the invoice in question OR find the invoice within the project or vendors menu and click the blue Pencil icon to edit.
In Step 4: Lien Waivers you should see the claimant(s) created for this commitment; for each claimant, click the Request dropdown and choose the applicable Lien document template that you need to send to them. (note that the invoice will need to be committed in Step 2: Job Cost before you may request a waiver)
Note: If you do not see any claimants, return to step 3 above to manually create the required claimant(s). Once created, they will appear here.
Send to the Vendor:
Click Edit to fill in any required text boxes on the document, such as through date.
Click Email when done editing to send the form to the vendor for electronic signature via TeamPlayer
The vendor will be able to access and sign the waiver by clicking the link in the email they receive. They will need to log in to TeamPlayer if they already have an account, or create a new account. Click here to learn more about how vendors can Sign Up for TeamPlayer.
Note: The vendor will not be able to access or sign the waiver directly from within their TeamPlayer portal. Rather, they will need to open the waiver directly from the email they receive in order to sign.
Monitor Signature Status:
Track the status of your requested waivers either by returning to Step 4 of the invoice workflow, or by visiting the Lien Law Claims page of the project within the Buyout Tab
Store Completed Documents:
Once signed, the lien waiver is automatically stored within the project on the Lien Law Claims page and both the requester and the signer will receive a completed copy via email.
