1. The forms seem to be acting unpredictably when I try to make customizations... what's the problem?

If you follow the instructions in the User's Guide, you shouldn't encounter these problems. Briefly, here's a summary of the process that will produce the best results...

1. First, make sure you've copied the forms (the RTF files from the CD-ROM) to your hard disc. Then for each of these RTF files, follow b through j below...
2. One at a time, open these files using your word processing software (Word or WordPerfect, for example).
3. Save them as your word processor's "native" format (in Word, save as a .doc file; in WordPerfect, save as a .wpd file)
4. Open the native format file.
5. "Unlock" the form, following your word processor's technique for this.
6. Make the customizations (the changes you want to appear in every future copy of your form; for example, replacing the placeholder graphic with your company logo).
7. Re-lock the form.
8. Enter your basic company information into form fields as appropriate; basically, partially complete the form with your basic company information.
9. Now save this partially-completed file either in your word processor's "native" document format (in Word, save as a .doc file; in WordPerfect, save as a .wpd file), or in your word processor's "native" template format (in Word, save as a .dot file; in WordPerfect, save as a .wpt file).
10. Use this file as your starting-point for project-specific forms.

2. Can I add my logo to the RTF version?

Yes. Click here to review that procedure.

• First Things First
• Basics of Using the forms
• Unlocking a Form / Making Changes
• Logos
• Fields / Text Changes
• Adding / Deleting Pages
• Keeping Your Forms Organized, Keeping Track of Forms
• For More Help

The following is adapted from the RTF Version User Guide which comes on the CD-ROM.

Click here and view/download the Guide in RTF Format (17 MB)

IMPORTANT

The forms, text and design of California Construction Forms and Contracts are © 2006 by Builder’s Book, Inc. All rights reserved. When you purchase this product, you are entitled to a non-exclusive limited license to use these files to produce printed forms for use in your contracting business; all other uses are prohibited. The files may not be sold, distributed, or otherwise transferred to any third party without advance written permission from Builder's Book, Inc., the publisher.

These forms are provided "as is", without warranty or guarantee of any kind. You should always consult a knowledgeable legal professional before using any contract or form in your business; the sample language provided in the California Construction Forms and Contracts may or may not be appropriate for your use, and they may or may not provide you with all of the legal protections you or your clients may need or desire. The contract language and forms in California Construction Forms and Contracts are provided only as a starting-point.

The RTF version of California Construction Forms and Contracts is designed to work with recent, standard configurations of the most popular word processing software (Microsoft® Word®, Microsoft® Works®, Corel® WordPerfect®, etc.). Because of the wide variety of hardware/software combinations that are possible, we cannot guarantee that these files will work on outdated or unusual personal computer setups. Because Microsoft Word is the most popular word processing software in use today, the instructions in these Tips use Word as the basis.

BEYOND THESE INSTRUCTIONS, WE CANNOT PROVIDE SUPPORT FOR HOW TO USE YOUR WORD PROCESSOR…

Please refer to your word processing software's Help and Documentation for the most appropriate help and instructions.

• Forms include checkboxes and text entry areas that you can fill in.
• Forms features work ONLY WHEN THE FORM IS LOCKED.
• Much of a form's text and layout are “locked”; they cannot be changed unless you “unlock” the form. To unlock the form, you may need to enable a “forms toolbar” in your word processor. In Microsoft Word, click on the View menu’s Toolbars item, and turn on the Forms toolbar. Before you can use the file as a form again, you need to re-lock it.
• Most word processors allow you to turn highlighting for form fields "on" and "off," to make them easier to find when you are filling in the form.
• In addition, we have designed many of the forms included in California Construction Forms and Contracts to allow for your logo and/or company information, where those forms have some marketing value (e.g., the Home Improvement Contract or the Service & Repair Contract, which are given to consumers).

  We have not provided a space for logos…

• On those pages which are subsequent to the cover page of a multi-page form.
• On standalone forms that are filed with government agencies.
• On forms that are better presented as a "requirement" of doing business, and not part of your marketing package: for example, forms related to Mechanic's Liens, hazardous materials, etc.
  
  
• You can save completed forms. This means you can save individual forms that you fill in for specific projects or customers. This also means that you can partially fill in a form with your company information, and save it as a "master." Then, when you need to complete the form for a specific project or customer, open your customized master and save time.

• NAVIGATING THE FORMS: It is best to use the TAB key to move from field to field. Depending on the kind of field your cursor is in, the Enter key may or may not operate like a TAB key. For consistent results, just use the TAB key.
• TAB ORDER: The RTF format provides limited ability to control the order by which fields are accessed, using the TAB key. When your word processor opens one of the RTF files, it will assign what it believes is the most logical order to the form fields—usually left-to-right and top-to-bottom. Once you have opened an RTF form and saved it to your word processor format (see "First Things First" above), you may be able to adjust tab order, depending on your word processor software. Consult the Help and other User Documentation that came with your word processor for more information.
• ENTRY FIELD LENGTHS/FORMATS: The length of the entry fields, combined with the font size used for that field, should provide more than enough space for the typical case. To allow the greatest flexibility possible, we have not placed limits on the number of characters you can input in most fields, unless the field size is quite small or the field is formatted for special kinds of information (dollar amounts or dates, for example). If you would like to change any of the characteristics for a form field (change its font, font size, limit the number of characters, or format the field for special kinds of information), please refer to your word processing software for instructions on doing this. As we've noted, we cannot provide support for your specific word processor, beyond these instructions.
• LIST OF FORMS: Refer to the Index of RTF forms provided on the disc (in the main RTF directory) for a complete list of all the forms included on the disc, who should receive copies of the completed forms, etc.

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NOTE ABOUT MICROSOFT WORD 2000

In Microsoft Word 2000 (including Office 2000) Standard and Professional, there is a known problem in forms using calculations:

• The numbers in the form either will not calculate, or there will be unusual behavior in the calculations or display of numbers.

This problem has been reported in other versions of Word, as well, especially when those versions of Word were updated during the period Word 2000 was being distributed.

• To help users of Microsoft Word 2000 (and those using other versions of Word that have been updated using Word 2000 technology), we have developed alternate versions of several forms that use calculations (such as Contractor's Estimate Detail, Lansdscape Estimate, etc.)

If you experience difficulties with any forms that use calculations, you might want to try one of the "...Word 2000" alternatives we have provided. In a few cases, we have provided Excel alternatives, as well. If you modify any of the forms with calculations, you may want to refer to the article on the Microsoft Support site:

http://support.Microsoft.com/kb/211253/en-us

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WHY: If you unlock a form, you can make changes to locked elements (logos, graphics, fonts, text wording, form fields, field labels, etc.). When you lock the form back up, your changes become permanent parts of the form going forward.
In your word processor, the basic process is this: “unlock” the form, make changes that you want all future instances of your form to include, then “re-lock” the form. You then can use this customized, locked form as the starting point, saving a copy of the file after you have completed it (filling in the form fields with specific job and customer information), under its own name.

• Open the word processing file saved in # 3 above.
• Unlock the form.
  
  To unlock the form, you may need to enable a “forms menu” in your word processor. In Microsoft Word, click on the "View" menu’s "Toolbars" item, and turn on the "Forms" toolbar.
  
  With the forms toolbar enabled, click on the padlock button to unlock the form. The form is locked when the button is "depressed/highlighted"; the form is unlocked when the button is not depressed or highlighted.

Once the form is unlocked, you can make the following kinds of changes…

• USING YOUR COMPANY LOGO: Change the placeholder logo graphic, and replace it with your own logo or company information. (Difficulty: Easy)
• FIELD/TEXT CHANGES: Change any of the form fields or text included with the original form, and replace them with your own fields or text.  (Difficulty: Intermediate)
• DOCUMENT CHANGES: Add or delete pages to a form. (Difficulty: Advanced)

Regardless of what kind of change you make, always be sure to re-lock the form and save it. Use your modified form as the basis for each future form or contract you issue.

We'll cover these 3 types of changes (A, B and C) below…

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One of the most popular changes to the form involves adding your company name or logo to the top of the first page of forms that you give to a customer.
We have not provided a space for logos:

• On those pages which are subsequent to the cover page of a multi-page form.
• On standalone forms that are filed with government agencies.
• On forms that are better presented as a "requirement" of doing business, and not part of your marketing package: for example, forms related to Mechanic's Liens, hazardous materials, etc.

We will cover how to use your logo with these forms in some detail here, providing instructions based on Microsoft Word. (Again, if you use another word processing program, refer to its Help file or User Documentation for information on how to modify a form.)

• Open the word processing file that you saved in # 3 above.
• UNLOCK the form.
• Enable the Forms toolbar: Click on View > Toolbars > Forms
• In the Forms toolbar, click on the button that looks like a small padlock, so that it is unlocked.
• Click on the LOGO PLACEHOLDER graphic once.
• Press the "Delete" key on your keyboard once.
• The cursor is now blinking in an empty "frame".
  
  
• TEXT: You can type in your company name into the frame, or you can place your logo graphic there (more on that in ii below).
  
  In addition to your company name, you might want to include your address, phone and fax numbers, email and website addresses, contractor's license number and classifications.
  
  The font, size, color, etc., of type in the frame can be specified by selecting the text and choosing fonts, sizes and colors as you would with any other text.
  
  
• LOGO GRAPHIC: Using the "Insert" menu's "Picture from file…" option, you can insert a copy of your company’s logo into the frame.
  
  If the graphic is too large, it will interfere with the basic page layout of the form. You can re-size it by clicking on the graphic, and dragging the lower-right corner of the image up and to the left until it is correctly sized. See below for "Tips on Creating Your Company Logo."
  
  
• COMBINATION: The logo frame can include a combination of graphics and text. (The formatting for this is a little more complicated and will depend on your particular word processor and version; refer to your word processor’s instructions for how you can do this.)
  
  In addition to your logo, you might want to include your company name, address, phone and fax numbers, email and website addresses, contractor's license number and classifications.
  
  
• When you have finished adding your logo and/or company information, LOCK the form by clicking once again on the small Lock button in the Forms toolbar.
• If you are happy with the changes, save the form; if not, do not save the form.
• The form is now ready to use.

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TIP… Follow the instructions above and make a "master" version of each form you want to use, that already has your company logo and basic company information filled out. Save this master, and make a backup copy so it will be safe. If you ever accidentally overwrite or delete your working "master," you'll be able to quickly retrieve your backup "master."

TIP… Save filled-in forms with a different name, so your "master" remains. We recommend using customer or project names (ABC_Building.rtf or Johnson_David_Spa.rtf) , dates (2006_Jan_15.rtf or 2006-01-15.rtf), or a combination of the two approaches (Johnson_Spa_2006_01_15.rtf). This will automatically organize your completed forms, and make them easier to find.

Tips on Creating Your Company Logo

This gets a little technical, but please bear with us: you'll avoid a lot of frustration down the road, and produce the best looking forms possibl…, if you pay attention to these details.

Format:

Most popular graphics file formats work well with word processors: TIF, JPEG, BMP and PNG are popular formats that will work and that you might have used before.

Physical Dimensions and Resolution:

Logo placeholder (1200 x 225 pixels; 300 dpi)

The placeholder graphic in most cases is the one shown above. It is 1200 pixels wide by 225 pixels high. The resolution of this graphic is 300 dots-per-inch (dpi). That means that the graphic is 4 inches wide by ¾ inch high.

Logo placeholder (600 x 600 pixels; 300 dpi)

In a few cases—in the Weekly Time Card, for example—a different sized and shaped placeholder graphic is used: it is a square: 600 pixels wide by 600 pixels high, or 2 inches by 2 inches.

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You should make your company logo the same dimensions as the placeholder. For printing clarity, you should use a resolution of at least 300 dpi. So, that means your logo graphic should be created the same size (1200 x 225) and at the same resolution (300 dpi).

You can make the resolution of the logo graphic even higher (say, 600 dpi or 1200 dpi). We don't recommend this, and here's why: 300 dpi is perfectly adequate for a crisp print. If you choose a higher resolution, the pixel measurements will need to go up as well (1200 x 225 will become 2400 x 450 for 600 dpi, or 4800 x 900 for 1200 dpi) to fill the same space. So, your forms' file sizes will grow… each copy of every form will occupy more hard drive storage… without much noticeable benefit.

AVOID WEB GRAPHICS: Graphics used on websites are typically low resolution, only 72 dpi or 95 dpi. That's fine for screen display, but only about one-quarter the resolution needed for a good print. As a result, if you use a graphic that was designed for the web on a printed document, your logo will print out "fuzzy" or "blocky".

Information to Include: If your company has a graphic logo or symbol that it uses, here's your chance to put it on every form and contract you issue. But since people will naturally be drawn to the top left corner of your forms anyway, you should also include some basic company information in the logo graphic.

Treat this space as your business card, and include your company name, address, phone and fax numbers, email and website addresses, contractor's license number and classifications. This will make it easier for your customers to contact you. If you can't include this information in the logo graphic itself, you can add it to the logo "frame" using the techniques mentioned in paragraph e) iii above.

How to create a logo:

• If you already have a logo, you may have a computer file of it. Using a graphics program, you can reduce its size to fit within the ¾ inch height (adjust the width to maintain the original's ratio of height-to-width), add the text you need, etc.
• If you have a logo but no computer file of it, you may be able to scan it. (Remember to scan it at 300 dpi minimum). Most scanners come with basic graphics programs where you can manipulate this graphic and add text to it.

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If you're a bit more experienced with your word processor, you can make changes to form fields and the text associated with them. We will cover that in a limited amount of detail here, providing instructions for Microsoft Word. For complete information, refer to the Help file and user documentation that accompanied your word processing software. (Again, if you use another word processing software application, refer to its help for information on how to modify forms.)

(!!! Please see the CAUTION above regarding changes to a form's text. More than a minor change could affect the form's effectiveness. !!!)

First, a few words about how the forms are structured…

Because they contain many different kinds of text and form fields, and because everything must fit in a limited amount of space (to avoid 20-page documents), the forms are built using a combination of what most word processors call "text boxes" and "frames". In a simple document, you type in words and they flow from the top left margin, across the page to the right margin, wrap to the next line, move across the page, etc. In contrast, most of the form pages provided here are composed of smaller, independent blocks of text. You'll see this when you unlock a form page and begin selecting items.

In many cases, the blocks of text follow the structure of the document; that is, a complete paragraph or even a full column of text is a single block of text. In other cases—for example, the small captions under blank lines, or many labels for form fields— the text blocks are much smaller.

Now that you're prepared for what's ahead, let's get started…

• Open the word processing file that you saved in # 3 above.
• UNLOCK the form.
• Enable the Forms toolbar: Click on View > Toolbars > Forms
• In the Forms toolbar, click on the button that looks like a small padlock, so that it is unlocked.
• Click on the element you want to change (form field, field label, etc.) once.

Some form fields may be a little difficult to select: you click on an item, but you actually "select" another item that seems to overlap. The item you're trying to select may be "layered" behind these other elements of the form. (You're probably beginning to see how complicated making these forms really was.) Don't give up!

Try clicking on the element again (perhaps your first click was a little bit off). Once you've successfully selected the element you want to change, go to step 4.

Still no luck?

To get to really stubborn fields, enable the Drawing menu (click on View > Toolbars > Drawing). The Drawing menu may appear on the top or the bottom of your word processor window.

Now, click over the item you are trying to select. The text block that stands in your way should be selected.

Click on the little arrowhead next to the word "Draw". The click on  "Order" > "Send behind text"

Now, try to click on the item you wanted to select. (Don't panic if the field or element you wanted to select is still not selected.)

If you still cannot select the item—and yet another item is selected instead—repeat the process above to send that item behind the text, as well. Continue in this way until you're able to select the item you want to change/edit.

• Make whatever changes you'd like to make.
  
  (!!! Please see the CAUTION above regarding changes to a form's text. More than a minor change could affect the form's effectiveness. !!!)
• To change the font in text or in a field label, select that portion of text you'd like to change. Click-drag-release to select words, or click once to place your cursor at a specific point. Then use the Format menu's Font… and Paragraph… items. You can change the font, change it to bold, italic, etc.
• To change the font that appears in a form field itself—when the form field is completed—select the form field (single-click on the gray box that indicates where the field information will appear). Then use the Format menu's Font… and Paragraph… items.
• To change the kind of information that appears in a form field, or to add/change default text for a form field, DOUBLE-CLICK or RIGHT-CLICK on the form field, and click on "Properties…". Make your choices in the dialog box that opens, then click on OK.
• When you have finished making the change, LOCK the form by clicking once again on the small Lock button in the Forms toolbar.
• The form is now ready to use.

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WARNING: Make sure you have saved a good copy of your form before you try to add or delete a page. As you follow this procedure, the structure of the page may be disturbed.

(!!! Please see the CAUTION above regarding changes to a form's text. This applies even more when you are thinking about deleting entire pages, or adding your own pages. !!!)

• Open the word processing file that you saved in # 3 above.
• UNLOCK the form.
• Enable the Forms toolbar: Click on View > Toolbars > Forms
• In the Forms toolbar, click on the button that looks like a small padlock, so that it is unlocked.

To delete a page, you'll probably need to select each text block and frame on the page, and delete them one by one. As you do this, elements from subsequent pages may move up and appear on the page you are working on. However, if you successfully delete each element on the original page, you can end up with what amounts to a "deleted page".

• Click on the element you want to delete.
• Press the "Delete" key on your keyboard once.
• Repeat this process until you have deleted the elements from the original page.

To add a page, we recommend doing this at the end of the form document. If you try to insert a page at the beginning or between existing pages, the disruption to existing pages may be too much to work with.

Since adding and deleting pages can be especially tricky given the complex structure of the forms, you may find it's easier to create a separate word processing document.

• Click and place your cursor at the end of the last page.
• Click on "Insert" > "Break" and choose "Page Break" in the dialog that appears.
• Click on "OK"
  
  
• If you are happy with the changes, lock and save the form; if not, do not save the form.
• The form is now ready to use.

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Also included on the disc (inside the RTF main folder), you'll find a file named "LOG Contract Form Journal.xls" This is a Microsoft ® Excel ® spreadsheet file designed to help you keep track of the forms and contracts you create. If you have Microsoft Excel, Microsoft Works, or a compatible program, give this file a try.

TIP: Make a "master" version of each form you want to use, that already has your company logo and basic company information filled out. Save this master, and make a backup copy somewhere it will be safe. If you ever accidentally overwrite or delete your working "master," you'll be able to quickly retrieve your backup "master."

TIP: Save filled-in forms using customer or project names (ABC_Building.rtf or Johnson_David_Spa.rtf) , dates (2006_Jan_15.rtf), or a combination of the two (Johnson_Spa_2006_Jan_15.rtf). This will automatically organize your completed forms, and make them easier to find.

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If you have questions or concerns not addressed here,
please call Builder's Book during our regular store hours...

(818) 887-7828

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Saturday 9 am - 5 pm
Closed Sundays and Holidays