Onboarding to Autodesk Build

May 12, 2024

Introduction

Document Management Workflow

Teams can maximize the benefit of cloud-based file sharing by enforcing a best-practice workflow. The graphic below outlines the suggested document management workflow using Autodesk Build.

Onboarding Capabilities

Account Admin & Standardization

Setting up account-level features and standards is critical to ensuring teams are being set up for success. Whether it is creating project templates or ensuring the right team members have the right access to different features, the account admin functions help everyone get up and running quickly. Taking that a step further, by setting up standards that are used across the organization, teams are able to maximize the data being collected and better leverage information downstream to improve decision-making.

1. Setting Up Templates

Users with Account Admin settings can navigate to Account Admin using the product picker or by selecting “All Projects” under the project picker and clicking “Account Administration” on the top left.
Select “Templates” from the left side panel.
From here, users can see a list of all active or archived templates.

Click on an active template to edit any details, or click the blue “Create project template” button to see two options to create a new template:
- Create a new template – This allows users to start a template from scratch.
- Create a template from an existing project – This allows users to copy over certain aspects of a project into a template.

Once a template has been created, users can add, edit, or remove members from the template and assign permissions or product access

PRO TIP: Check out the help site to view which aspects of a product can be carried over into a template.

About Project Templates >

2. Creating a Project

Users with “Account Admin” settings can navigate to the Account Admin tool and select “Projects” from the left side panel.
From here, select the blue “Create project” button.
Enter all the relevant details, including project name, project number, address, start and end dates, as well as the option to use a project template.

Creating a Project >

3. Adding Project Members

Members can be added via an individual project as well as added to an account.
From the “Account Admin” tool, select the “Members” option from the left side panel.

Here, admins can add members and assign them access levels, associate roles or companies, as well as manage their individual member subscriptions.

PRO TIP: Account Admins will see how many subscription licensees are available.

Manage Account Members >

4. Library

The Account Admin Library serves as a centralized library of objects or “components.” From the library, users can configure a component, and simultaneously add them to multiple existing projects.
Click on the ‘Forms’ tab to create a new form template
Choose to build a new form or upload an existing PDF form

Once saved, the new form template can then be added to new or existing projects
Account Administrators can also edit any template and all updates will be pushed to any projects in which this template was added to

About Library >

Project Admin

Ensuring all aspects are running smoothly is a key component of making sure projects stay on time and on budget. When technology is set up in a way that simplifies daily activity, teams can collaborate and get things done more efficiently. With the project admin features in the Autodesk Construction Cloud unified platform, admins can easily create new projects, add and manage project members, and ensure all settings or project locations are being used correctly.

1. Create Projects

Users with “Project Admin” settings can open the project picker and click “View all projects” and select “Projects” from the left side panel.
From here, select the blue “Create project” button.

Enter in all the relevant details, including project name, project number, address, start and end dates, as well as the option to use a project template.

Create a Project >

2. Adding Project Members

Once a project has been created, users can add any team members and assign them access levels, roles, and which products should be turned on.
Admins can also invite new users by email and associate them to a company or role.

NOTE: If a template was used to create the project, the members associated with the template will be prepopulated here. However, admins can also remove any members through their member settings panel.

Add/Manage Members >

3. Settings

Within the “Project Admin” tool, select the “Settings” option on the left side panel.
From here, admins can update project information or update specific product level settings.

Additionally, users can add locations or sublocations of a project (including levels or rooms), which can be referenced in other workflows throughout the product.

PRO TIP: Users can download an Excel template to populate different locations and then re-import for quicker entry.

Project Settings >

4. As Built Export

From the left navigation in Autodesk Build, select Settings to navigate to the Settings tool.
On the Settings page, click the As-built Export tab.
From here users can download previously generated as-builts or create a new one.
To create a new as-built, click the blue ‘Create as-built’ button and configure which Sheets, RFI’s, and Submittals to include.
Once created, the user will receive an email notification which will direct back to the as-built export log page from where you can download the zipped file for all documents.

As-Built Export >

5. Bridge

Using Bridge users can share sheets or files across projects or accounts.
To share a sheet or file simply select the items and click the “Share” button on the top of the screen.

From here select to share with “another project” or with “anyone with the link”.
The receiver will either see the sheets automatically added to their project or if shared via link, can select which project they would like to add the sheets to.
Users can also select to automatically send newer versions to ensure the receiving team always has the most up to date information.

To view a list of all shared or received sheets or files navigate to Bridge from the left side panel.
From here you will see a tab for Incoming or Outgoing shares, a list of sheets that have automations set up, as well as a “Bridged Projects” tab where you can directly link one project to another to make sharing even easier.

Bridge Overview >

Mobile Access

Autodesk Build, Autodesk Docs, and Autodesk BIM Collaborate/Pro teams can complete tasks from anywhere on the jobsite with seamless access to Autodesk Construction Cloud data, regardless of role, permission level, or training.

With the Autodesk Construction Cloud mobile app, teams can get access to project data (even when they’re offline) and all the project management tools they need in the field, including accessing project files and models, creating sheet markups, editing quality and safety checklists, viewing RFIs, creating and resolving issues, capturing progress photos, and more.

1. Download the Autodesk Construction Cloud Mobile App

Go to the App Store or Google Play Store on your mobile device to download the Autodesk Construction Cloud mobile app.

DOWNLOAD IOS APP

DOWNLOAD ANDROID APP

PRO TIP: Once users get started on mobile, they can access their account on web to create a new project.

About the Autodesk Construction Cloud mobile app >

2. Access Data Online and Offline

Teams are able to work on-site without internet access.
They can have access to project data and complete essential tasks when working offline. Once back online, all changes will be synced back to the cloud.

Sync and Download Projects >

3. Complete Tasks on the Jobsite

In addition to having access to all crucial project data, teams can complete all essential tasks without having to leave the jobsite.

Most common mobile workflows include:

Viewing sheets
Creating markups
Tracking issues and RFIs
Editing checklists and daily reports
Capturing photos

PRO TIP: After creating a project on web, users can perform field workflows on the Autodesk Construction Cloud mobile app.

Project Home on Mobile >

Document Management Capabilities

Folder Management

Using cloud-based software for document management enables teams working on-site to easily connect with those working in the office. This connectivity helps to prevent rework, as all documents are stored in one central location, and it promotes a more streamlined process for distributing and sharing files. When folder structures are set up in an organized way and users can subscribe to folder updates, teams spend less time finding documents and more time monitoring the project and solving problems.

1. Setting Up Folders

There are two areas where teams can create folder structures:

For the field:

Approved files (2D drawings, 3D models, and documents) meant to be shared with the entire project team
Files are accessible offline on mobile devices with Autodesk Build mobile app.
Project files
Organize files that aren’t ready for field teams or meant to be used only by office teams.
Permissions can be applied to the Project Files folder and any subfolders to control access.

Project files:

Organize files that aren’t ready for field teams or meant to be used only by office teams.
Permissions can be applied to the Project Files folder and any subfolders to control access.

Choose the folder area that is best suited for the documents. Click the three-dot icon to the right of the name, and “Add Subfolder.”

Autodesk Takeoff, Autodesk BIM Collaborate, and Autodesk Build users with the right permissions on a project can access these folders through the Files tab of their respective module, or by navigating to the Docs module.

PRO TIP: Account Admins can create folder structures in Project Templates to standardize across projects.

2. Subscribe to Folders

Team members can click the three-dot icon next to specific folders and select the “Subscribe” option.

Select the option for “This folder and all subfolders” to get notifications for subfolders, even those added later.
By subscribing, the team member will be notified via email any time an update is made to this folder (such as when a new version of a file is uploaded).

Organize Files with Folders >

3. Migrate For the Field Folder to Project Files

Team members on web can migrate “For the field” folders under “Project Files” to consolidate their workspace.

Click the three-dot icon to the right of the folder name, and select “Move to Project Files”.
After migration, the team member can preform regular folder operations, such as renaming the folders, assign permissions, and delete folders.

Migrate For the Field Folder to Project Files >

4. Project Templates

Teams can standardize folder structure templates from across projects with project templates.
Account Admins can set up file structure as well as role–based permission settings.

On the project list page, Account Admins can go to the “Project Templates” tab and select “Create project template”.
Add the project name and other relevant details.
In the navigation drop down, select “Docs”.
Click on Files and start adding subfolders and role–based permissions that will be copied over to new projects.

PRO TIP: Users can configure other tools besides Files including Issues and Forms.

Configure Templates >

Document Distribution

Reviewing and sharing project files is the first step in establishing a successful document management process for construction projects. It is essential to assign permission levels appropriately to ensure the right people have access to the right information. With the ability to set standardized permission controls, distributing and sharing construction documents has never been easier.

1. Sharing Files

Select the file or subfolder and click the three-dot icon.
Choose “Share” and select to share with project members only or anyone.

Note: Project Admins need to enable Public Sharing in Settings for members to be able to generate a publicly shareable link.

Users can choose to share the current version or the version that is set as current when the recipient opens the file.
Select between sharing via email or link.

PRO TIP: Include a link expiration date if creating a public link to keep files secure.

Sharing Files and Folders >

In addition to the standard way of sharing files, users can also share sheets and files across projects using Bridge.
To share a sheet or file simply select the items and click the “Share” button on the top of the screen.
From here select to share with “another project” or with “anyone with the link”.
The receiver will either see the sheets automatically added to their project or if shared via link, can select which project they would like to add the sheets to.
Users can also select to automatically send newer versions to ensure the receiving team always has the most up to date information.

Sharing with Bridge >

2. Setting Permissions

Select the folder or subfolder and right-click “Permissions” or select from the three-dot folder menu.
Click “Add” and enter the names, email addresses, roles, or companies.
Choose the permission level to assign project members to the folder.
There are six permission levels to choose from ranging from view only to full administrative control.

PRO TIP: It is a best practice to start assigning permissions based on a role or company level first.

Folder Permissions >

3. Reviews and Approvals

Project Admins can create a new approval workflow by navigating to Docs and then clicking the “Reviews” tool on the left navigation. Then, click into “Settings” on the right side, and select “Create approval workflow”.
Choose from several workflow templates and customize the workflow by name, description, participant (user/role/company), duration, status label, and action after approval.

PRO TIP: All documents will remain in their original folders; however, Project Admins do have the option to configure workflows so documents can be copied into another folder once approved, so that they can be shared with a broader group.

Create Approval Workflow >

Team members can start a review from the Reviews tool by clicking “Create review”, selecting the documents, and the workflow. Users can also start a review by finding the document or folder, clicking the three-dot icon next to it, and selecting “Submit for review”.
An email notification will be sent to the next participant in the workflow. Users can also choose to notify other project team members.

Start a Review >

If using a “multiple reviewer” workflow, teams can have groups of individuals as designated reviewers and can simultaneously review and approve to speed up the process.
The assigned team members will then go through the review process, with the ability to add markups from within the viewer and add comments for each document.
The Approver can set the approval status on a document–by-document basis.

Review and Approve Files >

4. Document Transmittals

Navigate to Docs, select the “Transmittals” tool and click “Create transmittal”. Users can also start a transmittal by finding the document or folder, clicking the three-dot icon next to it, and selecting “Create transmittal”.
Type in a custom title for the transmittal name, and then select the recipients by name, role, company, or email address.
Select whether recipients will see only themselves, or if they will be able to view other recipients.
An email will be sent to each recipient when the transmittal is ready, with an optional message.

Create Transmittals >

To view a list of all transmittals, click on the “Transmittals” tool on the left navigation.
Click into different transmittals to view details.
Recipients can easily view documents included in the transmittal as well as download a zipped file of all transmittal documents.
Team members can also export a report of the transmittal.

View, Download, and Export Transmittals >

5. Microsoft 365 Integration

Project members with upload and edit permissions can view and edit Microsoft files (Word, Excel, PowerPoint, Visio) directly from within the Files tab.
To edit a file, find and open the document.
Click “Edit”.
Sign in with Microsoft® Office 365 credentials, or sign up for an account.

Make the desired changes. The status bar at the top must state “Saved to Autodesk” before exiting a file, or changes may be lost.
End the editing session by clicking the dropdown arrow to the right of “Saved to Autodesk” and selecting “Return”, or select “Autodesk Docs” to return to the Files page.

Publish Documents

Upload files and sheets and save time with tools like optimal character recognition, version control, and Desktop Connector. Teams can easily publish full version sets of drawings, a single sheet, or hefty design files like Autodesk® Revit® or Autodesk® AutoCAD®.

1. Uploading Files

Select the Files tool.
Find or create a folder where the user wants to add a file.
Click “Upload files” and select “From your computer” or simply drag and drop the file.
Autodesk® Revit® or Autodesk® AutoCAD® users can push files directly from those applications into Autodesk Docs.

PRO TIP: To select multiple files, press Shift+Click or Ctrl+Click.

2. Publishing Sheets

Select the Sheets tool.
Click “Add sheets” and select “From your computer” or simply drag and drop the files.
Choose to create a new version set, or select an existing one to group specific versions of sheets together. If creating a new version set, enter the issuance date.

PRO TIP: Autodesk® Revit® or Autodesk® AutoCAD® users can push files directly from those applications into Autodesk Docs. Autodesk® Revit® files with sheet views or Autodesk® AutoCAD® drawings uploaded in Files can be published to Sheets by selecting the file and clicking “Publish” at the top.

Watch the tutorial on Sheets >

Sheet numbers and sheet titles are extracted automatically. Users can adjust any that aren’t extracted properly.
Add or remove tags to help team members find relevant sheets.
Select “Publish sheets”. Project members are notified through email that new or updated sheets are available.
Autodesk® Revit® or Autodesk® AutoCAD® users can push files directly from those applications into Autodesk Docs.

Add Sheets and Publish to the Field >

3. Version Control

- Open the folder and find the desired document.
- Click on the version number.
- A “Version history” dialog box will pop up with details of when the file was updated and by whom.
- In addition to the above workflow, after opening a document, users can click “Compare” to choose which versions to compare, and compare using either overlay or side-by-side view.

PRO TIP: Teams can also “export files log” to view additional details by clicking the three-dot icon next to the folder.

4. Desktop Connector

Download the Desktop Connector plug-in (currently available for Windows only).
Once a user has set up the plug-in, they will see the project folder structure mirrored on their finder/ explorer window.
Users can drag and drop folders and files to add them to a connected drive.
Users can open and edit files in connected drive folder structure without having to download and re-upload files by selecting the file and clicking “Edit on Desktop”.
All edits are automatically synced.