Contents About BIM 360 ............................................................................................... 2

BIM 360 Account Administration .......................................................................... 4

Adding Companies ....................................................................................... 5

Adding Members ......................................................................................... 5

Adding Projects .......................................................................................... 6

BIM 360 Project Setup ..................................................................................... 7

Adding Project Members ................................................................................ 7

Adding Project Folders .................................................................................. 9

Design and Document Management ..................................................................... 11

Uploading and Publishing Design Files to the Plans folder ........................................ 12

Viewing Documents ..................................................................................... 14

Navigating a Document with the Tools Toolbar .................................................... 15

Navigating to a Document with Hyperlinks ......................................................... 15

Measuring a Document ................................................................................. 16

Adding Markups to a Document ....................................................................... 17

Accessing Markups to a Document.................................................................... 19

Adding Issues to a Document .......................................................................... 19

Responding to Issues for a Document ................................................................ 21

Comparing Versions of Documents ................................................................... 23

Construction and Document Management ............................................................. 27

Enabling RFIs and Submittals .......................................................................... 27

Managing Submittals ................................................................................... 30

Managing Requests for Information .................................................................. 37

About BIM 360 The building industry is rapidly learning to embrace new technology but not its ability to foster integrated collaboration amongst all project stakeholders. However, the design and construction professionals still struggle with managing the exchange of and access to vast amounts of project documentation. Additionally, projects are requiring these professionals to utilize the collaborative Building Information Modeling (BIM) process across the entire project lifecycle. In reality, most professionals struggle to practice true BIM. Ironically enough, we as a society are more connected than ever before thanks to the cloud. Yet, building professionals resist leveraging this cloud-connectivity professionally. Fortunately, Autodesk realizes this challenge and is addressing it.

BIM 360 Docs is a cloud-based document management system that connects distributed project teams to the most up-to-date project information anytime and anywhere. Since its inception, Docs has evolved from a stand-alone service to become the central Hub for all project-related activity. Unlike the silos of data used by BIM 360 Team during design, classical BIM 360 Glue during pre-construction coordination, and classical BIM 360 Field during construction execution, Docs now connects the next generation of Autodesk BIM 360 modules Design, Glue, and Build to its single common data environment. Not only that, Docs connects with several of the Autodesk desktop applications such as, AutoCAD, Revit, and Navisworks. Autodesk is calling this “Connected BIM.”

With Docs, project teams can easily publish, share, markup, and review project documentation in the office or out in the field. BIM 360 Docs makes accessibility possible on your desktop through a Web-browser or via the BIM 360 Docs mobile app on a smartphone or tablet.

BIM 360 Docs can be purchased as an individual service. However, you can also access BIM 360 Docs by purchasing any one of the BIM 360 services such as, BIM 360 Design, BIM 360 Glue, or BIM 360 Build. As a subscriber to BIM 360 Docs, your company can immediately embrace a wide-range of functionality to manage project documentation processes from concept to handover. There are several modules that come standard with BIM 360 Docs. These modules are structured to give administrators control over their Document Management experience. Firstly, there is the Account Admin module. This module connects Account Administrators to tools for:

1. Adding or removing additional account administrators 2. Reviewing account analytics 3. Setting up Companies of Members

4. Creating Projects. Secondly, there is the Project Admin module. This module connects Project Administrators to tools to:

1. Add or remove project Members 2. View associated Companies 3. Manage the project’s Profile 4. Add available BIM 360 Services both classical and next generation.

Note: If RFIs and Submittals are enabled through the Project Management module, Project Administrators can setup the RFI workflow and assign Submittal Managers. Thirdly, there is the Project Management module. This module connects Project Administrators to the Project’s RFI and Submittal Log as well as tools, to create RFIs and Submittal Items, Packages, and Specs. Fourthly, there is the Project Home module. This module provides highligts about the project such as:

1. The project’s address 2. The current weather at that address 3. Relevant and actionable information such as, Issues, RFIs, Submittals, and much more

Finally, there is the Document Management module. This module is the access point to: 1. The project folders, their permission settings, subscriptions, and Titleblock templates 2. The documents and their version history 3. Viewing, markup, version compare, and hyperlink tools

BIM 360 Account Administration With the basics of the service out of the way, the account setup process can now be explained. It is important to realize that BIM 360 Docs is designed to be a “Low-Trust”

BIM 360 Docs

Account Admin

Module

Create/ Manage:

Settings

Analytics

Companies

Members

Projects

Project Admin

Module

Add/ Manage:

Members

Companies

Services

Profile

Project Management

Module

Add/ Manage:

RFIs

Submittals

Project Home

Module

View:

Address

Weather

Issues

RFIs

Submittals

Document Management

Module

Create/ Manage:

Folders

Shares

Reviews

Markups

environment. In other words, Projects within BIM 360 Docs are exclusive to invited members only and, their activities within the service can be controlled per Company, Member, or member’s Role. Only an Account Administrator has the sole right to define the Companies, Members, and Roles in the BIM 360 Account Admin module (a.k.a. BIM 360 Enterprise or HQ.)

Adding Companies After logging into BIM 360 Docs, the Account Administrator can access the Account Admin module. Once the site loads, the Account Administrator can create a Company to represent their organization. Essentially, a Company is a collection of Members employed by the same organization. When adding a Company, the Account Administrator has the ability to enter the:

1. Name of the company 2. Trade or company type 3. Address, telephone, and website 4. Logo, etc….

Adding Members A Company can now be populated with Members. Members can be created in the Account Admin module or within the Project Admin module. BIM 360 will populate the Account Admin module when added via the project. Members can be promoted to Account Administrators or Project Administrators. When a member is added to either a project or account, they can enter the:

1. The email of the individual 2. The company affiliation 3. The role of the individual

Adding Projects With members created they can be added to a Project. A Project can be created at any point in time. However, there must be at least one member within the account because, they will be necessary to add them to a project as a Project Admin. When a Project is added to the account, the Account Administrator can enter the:

1. Name 2. Type 3. Construction Type 4. Value 5. Contract Type 6. Start and End Date 7. Job Number 8. Business Unit 9. Image 10. Address

Following a quick save, the Account Administrator can now activate the Document Management service and assign one or more Project Administrators. If your organization has additional licenses to other BIM 360 Services, they can be activated for the project as well. Every project needs at a minimum one Project Administrator. Note: Any member can fill the responsibility of Project Administrator.

The assigned Project Administrator is immediately alerted by a confirmation email.

BIM 360 Project Setup Adding Project Members At this point, the Project Administrator can take the helm and begin the process of building the project out. The Project can be accessed by selecting it in the Projects tab of the Account Admin module. This will switch the Account Admin module over to the selected project’s Project Admin module. At which point, members can be added to the current project. The member’s name or email address can be entered to add them to the current project. If they exist as an account member, Docs will supply a list of matches. Once entered, the member can be selected for addition to the current project. At which point, they can have their Company and Role entered. If they exist as an account member, the Company and Role will already be populated. Additionally, the Project Administrator can select their status within the project’s modules. The person icon indicates a member status while a gear icon indicates an administrator status. Finally, the member is added to the current project. Their Status can be changed by the Project Administrator at any time.

The pending member is notified by email. At which point, the member can launch BIM 360 Docs from the hyperlink provided in the email. This will take the pending member to the Login screen. If the member has an Autodesk ID, they can sign in. If not, they need to create one. Once logged in, the member will see the Project Home module for the project they were invited to.At this point, the pending member is now active in the project. The active member only sees what information is made visible to them per their status in the project.

Adding Project Folders To organize the documentation that will be managed in Docs, the Project Administrator can add additional Folders. Every project contains two top-level folders called Plans and Project Files. The Plans folder is a “special” folder that is designed to integrate with Autodesk design files and multi-sheet PDFs. Docs will extract 2D sheets and 3D views from a Revit file, pull layouts in a DWG file, each page in a multi-sheet DWF or PDF.

The Project Files folder can house any type of document related to the project. This includes Autodesk design files, PDFs, photographs, Microsoft Office files, etc… Unfortunately, not all file formats are viewable in BIM 360 Docs. The Project Files folder does not extract sheets from design files or multi-sheet PDFs. In terms of the project lifecycle, the Project Files folder can be used to separate documents by milestone. For example, separate folders can be

created for Schematic Design, Design Development, etc… Then, sub-folders can be created within Design Development to separate submitted 50% DD from 100% DD documentation. To add a Folder to either the Plans or Project Files folder the Project Administrator selects the button with three small blue dots. The Project Administrator can now select the Add Subfolder option and enter a name for the folder. More subfolders can be created as necessary to build out the project directory.

As folders are built out, the Project Administrator can use the same menu to create the folder to assign members and their permissions. Permissions to the folder can be set by Company, Member, or Role. When allocating a company to the folder, all members associated to the company are assigned to the folder. When allocating a member, only that member is assigned to the folder. If allocating a role to the folder, only members associated with that role are assigned to the folder.

Next, the Project Administrator sets the Permission Level. There are several levels of control that can be assigned. Finally, the Project Administrator adds the company, individual, or role to the folder. Members given permission to a folder will only see that folder in when they log into BIM 360 Docs.

Design and Document Management With the Project Setup now complete, it’s up to the Design Professionals to now populate BIM 360 Docs with their information. Revit users can take advantage of BIM 360 technology. The Revit user can access the Publish Settings of Revit to define a Set of Sheets to be extracted by BIM 360 Docs. When the Revit project is uploaded and published to Docs, only the views and sheets specified in the Publish Settings will be extracted.

Uploading and Publishing Design Files to the Plans folder Uploading files to the Plans folder can be accomplished by the project member selecting the upload button within the designated folder. With Revit files, it is important to understand the difference between Files and Linked Files. If your model contains Links and you use the Files option, you will not see the Links in the extracted views or sheets of the file you upload. If you need to show the Links in BIM 360 Docs, you need to use the Linked Files option. Since this is a multi-discipline workflow, it is probably wise to use Linked Files. Therefore, each team will be required to upload not only their working Revit project file but, the linked files within their Revit project file.

Once the Linked Files have been selected, BIM 360 Docs will upload the files and publish them to the designated Plans folder. Each view and sheet specified in the Publish Settings within Revit will be extracted as well. All of this processing is handled in the cloud. The time to publish is based on the number of files, views, and sheets being published. The Parent File needs to be confirmed once files are ready for processing.

Once the process is complete, an email will be sent to the member uploading the files to alert them to completion of the task. In cases where it may take some time to publish, the member can select the Publish Log button in BIM 360 Docs in order to see the progress.

Newly published files will display in the designated folder with “New” flags when the documents are in thumbnail mode. The extracted documents will open to display:

1. Thumbnail or List View toggles are to the upper-right of the folders 2. Search Bar, Deleted Items, and Publish Log is in the upper-right 3. Markups, Issues, and RFI Indicators are in the lower-left of each thumbnail (column in

List view) 4. Version in the lower-right of each thumbnail (column in List view) 5. Document Name is below each thumbnail (column in List view)

Viewing Documents Viewing a document is as simple as selecting the thumbnail in the designated folder. The document will open to display the entire sheet within the browser window.

1. The name of the document is listed in the upper-left. 2. The Markup, Issue, Version, and RFI Log for the document is along the left 3. Back and Forward buttons are located to the left and right 4. Tools Toolbar located along the bottom 5. Thumbnail Navigation Bar is located in the bottom-right 6. The Home and Model Properties buttons are located in the upper-right 7. The Download & Close Document buttons are located in the upper-right

Navigating a Document with the Tools Toolbar The Tools Toolbar enables the member with tools to navigate an open document.

1. The Pan Tool allows the member to drag the document left, right, up, and down. 2. The Zoom to View zooms the document to its extents. 3. The Zoom Tool allows the member to select between free zoom and zooming in on an

area. 4. The Split View mode allows the view to be split between the current document and

another document in the set.

Navigating to a Document with Hyperlinks Design files published to the Plans folder will automatically generate hyperlinks within Section, Elevation, Callout bubbles, and View Reference elemnts. Hyperlinks display as a teal highlight on the document. Multi-sheet PDF files published from Revit will also contain Hyperlinks when published to the Plans folder.

1. The member hovers over the hyperlink. 2. The member selects the hyperlink to open the document.

The corresponding document opens.

The document the hyperlink resides on can be returned to by selecting the Return button in the upper-left corner of the document.

Measuring a Document The Tools Toolbar enables the member with tools to review an open document.

1. The Measure Tool enables additional Tools to measure the document. 2. The Distance Tool allows the member to measure a distance between two points. 3. The Angle Tool allows the member to measure the angle between three points. 4. The Area Tool allows the member to measure the area between three or more points. 5. The Calibrate Tool allows the member to scale measurements to the document. 6. The Delete Measurements Tool allows the member to remove a measurement. 7. The Measurement Settings Tool enables the member to modify the units of

measurement.

Adding Markups to a Document Markups are a way to record suggestive corrections or recommended changes to a document. The Tools Toolbar enables the member with tools to markup the document. Markups may also be created from the Markup list accessed from the upper-left of the screen by selecting the Create Markup button.

1. The Shape Tool allows the member to create Rectangle, Oval, Cloud, Polyline, Polycloud, and Dimension shaped markups on the document.

2. The Freehand Tool enables the member to draw a freehand shape on the document. 3. The Highlight Tool enables the member to highlight an area of the document. 4. The Arrow Tool allows the member to draw an arrow on the document. 5. The Text Tool allows the member to create a text box to annotate the document. 6. The Settings Tool provides a menu of color and size options for markups to the

document. 7. The Undo and Redo Tools allows the member to Undo or Redo edits to the markups. 8. The Delete Tool allows the member to remove a current markup. 9. The Private Tool enables the member to hide the visibility of the markup from other

members. 10. The Publish Tool enables the member to share the markup with other members.

The Markup indicator will display on the Document’s thumbnail when there are markups available to review.

Accessing Markups to a Document Existing Markups can be accessed from the Markups list from the upper-left side of the screen. The panel will list all Markups for the document.

1. The Filter option allows the member to filter the list by member and/or creation date. 2. The Sort option allows the member to sort the Markups list by creation date, status, or

creator. 3. The Status option allows the member to change a Private markup to a Published

markup. 4. The Menu button enables the member with options to Edit or Archive the markup. 5. The Paperclip enables the member with options to Add or Remove Attachments to

other documents in the project.

Adding Issues to a Document Issues are a way to provoke an action to be taken by other members of the project to resolve an identified problem in the document. The Issues list can be accessed from the upper-left side of the screen.

1. The member selects the Create Issue button to create the issue. 2. The member selects a place on the document to insert an Issue Pushpin to identify the

problem. 3. The member selects the status of the issue in the Issues list.

a. Draft means that the issue is not ready to be released. The color will be gray. b. Open means that the issue is released to the assigned member or role. The

color will be yellow. 4. The member enters the Title of the issue in the Issues list. 5. The member enters the Description of the issue in the Issues list.

Draft Creator Adds

Issue

Open Creator

Assigns Issue

Answered Assignee

Replies to Issue

Creator

Closes Issue

6. The member enters the assigned member or role to the issue in the Issues list. 7. The member enters the Location of the issue in the Issues list. 8. The member enters the Due Date for the issue in the Issues list. 9. The member creates the issue the selecting the Create button in the Issues list.

The Issue indicator will display on the Document’s thumbnail when there are issues available to review.

An email is sent to the assigned member or role.

Responding to Issues for a Document Open issues assigned to a member or role can be accessed from the Issues list in the upper-left side of the screen. The panel will list all Issues for the document related to that member or role.

1. The member selects the Issues list or selects the View the Issue button in the email. 2. The member reviews the Issue Details, Attachments, or Activity.

3. The member changes the status to Answered. 4. The member enters the official response. 5. The member selects the Done button. 6. The color for the issue will change to blue.

An email is sent to the creator of the issue.

7. The creator selects the Issues tab to open the associated document or selects the View the Issue button on the email.

8. The creator changes the status to Closed. 9. The color for the issue will change gray.

Comparing Versions of Documents Members can upload updated models or documents to the project. This allows members to compare versions of the same document to visually inspect changes over the history of that document. The process of uploading and publishing new versions should be repeated to match the previous upload. It is important that the documents retain the same file name. When the documents are published, the version number indicator will change.

1. The member selects the version indicator on the document’s thumbnail. 2. The member selects the Compare Versions button. 3. The member selects the versions to compare. 4. The member selects the Compare button.

The Document will open displaying a color-coded representation of elements that differ between versions. The Change List describes the differences in the two versions. Additionally, differences can be filtered using the Change List.

1. Green elements represent new elements. 2. Red elements represent deleted elements. 3. Yellow elements represent modified elements

The Compare Tool bar provides tools for comparing the document. Documents generated by design files provide more elaborate comparing tools compared to PDF documents.

1. Side by Side displays both versions side by side. Navigation in one version is mirrored in the other.

2. Overlay displays one version on top of the other.

Models can also be compared. They require the use of the Tools Toolbar. There is a Compare tool that enables the member with the feature to compare model versions.

The compare tools work exactly the same with 3D models as it does with 2D documents.

The Change List panel provides the member with filtering options to isolate and review specific items. Filters include the ability to isolate Added, Removed, or Modified elements as well as, filter elements by their Discipline. Elements listed in the Flat List or Tree view can be selected to highlight the element as well as, display the Information Pane.

The Tree view provides a model hierarchy to help the member understand the structure of the data being reviewed.

Construction and Document Management Once the Design Phase comes to a close, it is now up to the construction specialists to take the accumulated information provided by the design professionals and leverage it into construction. Unfortunately, projects are not flawless. Thus, it will be necessary to manage Requests for Information. Additionally, Subcontractors will be required to submit shop drawings and product information for review and approval. This is the role of the Project Management module.

Enabling RFIs and Submittals Requests for Information are a mechanism to ensure that errors, omissions, or missing information is addressed and cataloged. BIM 360 Docs uses a process that ensures that the proper individuals are notified of the RFI and that it is responded to accordingly. A Project Administrator must enable the Project Management Service. This is accomplished by switching

to the Project Admin module. After selecting the Services tab, the Project Administrator can activate the module and assign a Project Admin.

Once enabled, the Project Administrator can enter the module from service panel.

After selecting the RFI tab, the Project Administrator can assign Members, Companies, or Roles to the Creator, Manger, and Reviewer roles. The Reviewer role must be a member of the role Architect. The Engineer role can be assigned by the architect via mention. (enter @ following the description and a list of members will appear)

At this point, RFIs are enabled for the project. Submittals require that the Project Administrator add one or more Managers to oversee the Submittal workflow.

At this Point, the Manager can go to the Project Management module and set up Spec Sections per the project Specifications.

Spec Sections are necessary for the Items that will be packaged for review.

Managing Submittals To begin the submittal process, the Manager can prepare Submittal Items. Items refer to a wide range of product information regarding the components that will be used to construct the building. The process begins with the Manager creating each Item.

The Item dialog allows the Manager to populate fields of information. This includes a Sub Spec Section, Title, Description, Type, Responsible Contractor, and Due Date. Once created, this sets the status of the Item to Required.

Like most workflows built in to Docs, a notification email is sent to the assigned contractor.

Now, the assigned contractor can add their documentation to the Item through Drag and Drop or Browsing to the files. Once added, the contractor can now submit the Item back to the manager for validation before releasing it to the Reviewer. This is typically the Architect. This sets the status of the Item to Open.

At this point, the Manager can assign one or more Items to a Package for delivery to the Reviewer.

The Package dialog allows the Manager to populate fields of information. This includes the Spec section, Title, Reviewer, Co-Reviewers, and Distribution list.

To deliver the Package, the Manager needs to switch over to the Packages tab to select the Package.

Once selected, the Package can be submitted to the Reviewer.

The Manager quickly fills out a submission dialog of information fields.

Notification emails are then sent to all the reviewers and contributors.

The Reviewer can open the Item, review the attachments, and mark them up as necessary.

If everything is in order, the Reviewer can now submit a response.

Alas, the Reviewer can submit the reviewed Package of Items back to the Manager.

Following a notification email to the Manager, the Manager can now distribute the Package. This changes the status to Closed.

A closing dialog allows the Manager to enter some notations. As a result, a notification email is sent to the assigned contractor.

Managing Requests for Information To begin the RFI process, the Creator must identify the RFI. Once identified, the Creator can create the RFI. An RFI is created by accessing the RFI list from the upper-left corner of an open document.

Immediately, the Creator is prompted to place an RFI pushpin. This will allow the Creator to fill out the necessary fields of the RFI. Additionally, the Creator can add attachments. These can be documents already in Docs or, uploaded from your local computer. The status of the RFI is immediately set to Submitted. This sets the status color to purple. The Creator can alternatively set it back to Draft if they are not ready to submit.

A notification email is sent to the Manager.

The Manger can now open and review the submitted RFI. Following, the Manager can change the Status to Open or, he can set it to Close if it can be closed at that time. The status color changes to orange.

An email notification is sent to the Reviewer.

Now, the Reviewer must review the RFI and submit a response. The RFI can be used to open the associated document where the Creator placed the pushpin. Additional attachments can be made. These can be documents in Docs or, uploaded files from the local computer. The Reviewer also has the opportunity to Reject the RFI. This will return it to the Manager. The status color changes to blue.

In any case, an email notification is sent to the Manager. The Manager must now review the response and close the RFI. The status color changes to gray.

The Creator is sent a notification email to inform them of the RFI closure.