Set Folder Structures and Permissions in Autodesk BIM Collaborate

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[MUSIC PLAYING]

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BRYSON ANDERSON: Autodesk accelerators

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are designed to help your team stay ahead

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of the curve with the latest workflows.

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These include on demand courses, pre-recorded coaching,

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as well as live coaching.

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To see the full list of topics, visit the Customer Success Hub.

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Take a moment to read over the safe harbor statement.

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This is a reminder that we may make statements

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about future developments.

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These are not intended to be a guarantee,

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but reflect our current expectations and assumptions.

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Before we get started, let me introduce myself.

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My name is Bryson Anderson.

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I'm based out of Utah.

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I've Been in the IT industry for about 14 years now.

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The last 10 years in the AEC marketplace

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working with firms in all aspects of their IT,

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including data management and collaboration for Autodesk

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workflows.

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Welcome to the accelerator Set Folder Structures

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and Permissions in BIM Collaborate

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and Collaborate Pro.

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The learning objectives for this session

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are understand how to enable design collaboration

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for a project.

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Learn how to create teams and design collaboration.

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Understand how to assign permission and access

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to team folders.

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The workflow we're going to follow

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is enable design collaboration for the project.

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Navigate to design collaboration.

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Create teams.

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Select shared folders.

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Add teams.

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Add users to the teams.

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Add any subfolders.

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And add and modify folder permissions in Autodesk Docs.

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So let's go ahead and get started.

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We're going to start with enabling design collaboration

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on the project, the first step in our workflow.

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So design collaboration needs to be enabled on the project,

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in the project settings on the Members tab.

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For at least one of the project administrators,

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you need to go in and enable the product, design collaboration

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as well as Docs.

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Docs should already be enabled if you're using the product.

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Enabling this on at least one project administrator

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enables it for the project, and lets that project administrator

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set it up.

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Subsequently, any user or admin that

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needs access to design collaboration module also

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needs that turned on.

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But in order to set it up, we just

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need to turn it on for at least one project administrator.

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Also note that the users and the administrators do need

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a BIM collaborate license in order to set this up.

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Once it's enabled, we can then go

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to design collaboration and start creating teams.

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This is going to be the second step in our workflow.

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So in Autodesk Docs, right here on this dropdown--

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this dropdown is the app Switcher.

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It'll probably be on Docs or one of the admins.

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If you drop that down and select design collaboration,

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it'll bring it to the design collaboration module

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where you'll get the welcome screen, telling you that it's

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time to set some teams up.

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If you close this Welcome screen and need to reactivate it,

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you can simply click Add team and it

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will bring you back to here.

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Click Get Started to continue.

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So the first thing we need to do is select the shared folder

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location.

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This is a default folder location

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used by design collaboration.

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By default, it's going to create a shared folder

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on the route of project files.

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You can either keep it here or move it

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to a different location.

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But keep in mind, once you set this location,

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it cannot be changed.

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Select the folder you want, and click Continue.

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The next thing we need to do is add teams.

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To add teams, you can either enter a team name here

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and click Add and a path will be given for that team.

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You can also select Existing Folder--

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this button here, if you click Select Existing Folder, it

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up your list of folders.

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If you already have a folder you want to use as the team folder,

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you select that.

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The team name will be the name of the folder.

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If you want to change it, you simply click this pencil icon

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here, and it will let you change that team name.

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Once you've finished adding teams, you can click Close.

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If you have existing folders, you can also

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use this scan for new teams.

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And the system will look for folders that

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look like they could be teams.

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And clicking on New teams discovered,

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will bring up this window where it

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will show you all of the different folders

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that it thinks are teams.

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You can select the ones that you want, and click Complete Setup.

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Once you have your team set up, the next step

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is to add members to the team.

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You can add by company, role or user,

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along with adding permissions for team members.

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We may also need to add people from other companies

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to have things like view access to this folder.

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That can be done here.

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It can also be done on any of the folders inside Autodesk

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Docs on the Files Tab.

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Anything that you do here is mimicked

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in the team folder permissions on that side and vise versa.

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If you change the permissions in Autodesk Docs on the Files tab,

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that's reflected here.

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So set these permissions up based on how they need to be.

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Just like folder permissions, admins

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are going to have default full access to everything.

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When you finish setting permissions,

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go ahead and click Close.

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As you created each team, a team project folder was created.

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But what you may find is you need

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subfolders underneath those, and you

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need to create those manually.

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So we're going to look at adding other team and project folders,

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the final step in our workflow.

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So you'll notice on the right hand side

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here, a screen clip of what some of these folders look like.

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We had different teams here that were named by discipline, MEP,

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architecture, structure.

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You'll notice the shared folder with all of those team folders

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underneath the Shared folder.

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And then, a team folder with a consumed folder underneath.

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That's all default folders set up when we created those teams.

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If you need to add additional folders,

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you can click the ellipsis and add subfolders

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as you need just don't change the name

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or delete the names of these existed auto created folders.

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Once you have the folders created,

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you can then set permissions.

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So if you have permissions that need

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to be set on some of those subfolders,

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you can go ahead and do that right from within the Autodesk

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Docs files tab.

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You don't need to go back to Design collaboration to do it.

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It's mirrored between the two.

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At any time throughout this process,

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you can always go back and edit things, add new teams,

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remove teams.

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This is all stuff that can be configured

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as the project moves along.

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So let's jump in the demonstration of setting this

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all up.

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Autodesk BIM collaborate and BIM Collaborate Pro

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have a tool called Design Collaboration, that

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improves multi-firm project teams ability to collaborate,

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to meet the unique demands of a modern construction project.

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Design collaboration allows them to better control

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how and when data is exchanged and synced between teams.

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So let's look at getting this tool set up.

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So we're going to start off setup here

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in the project admin portion of the Autodesk Construction

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Cloud.

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So in this instance, we've got the project created already.

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The first thing we need to do to get the design collaboration

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module up and working is to enable it.

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So in order to enable it, we need

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to go to the Members tab of project admin of the project we

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want to enable it on, and enable it to start off

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with for at least one admin user.

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We'll add other users later and give them access.

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But let's start by adding an admin,

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so that admin can get it set up.

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So if we go to the Members tab here in project admin,

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we're on the Project that we want to enable

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design collaboration for.

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We're on the Members tab.

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We'll click on a member, and we will

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turn on the design collaboration module

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by just clicking this little slide here.

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That turns on the design collaboration

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module for that user.

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So we can see here there's just one user in the list

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right now access level tells us that user is a project

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administrator.

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So we should be able to use that login to go ahead and set

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up and create the design collaboration

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teams and folders All right let's switch over to the design

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collaboration module.

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So we can get this set up click on this dropdown here

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and switch over to design collaboration.

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All right, we are sitting at the welcome screen.

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So the first time that you come in,

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you're going to see this screen telling you

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that you need to set up teams.

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We'll just go ahead and get started,

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and it will take us to the setup here and begin the setup.

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Now, if we closed this and needed

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to come back into it later, we could also just hit Add team,

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and it will bring us back to this Welcome screen

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to get things started.

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So let's go ahead and get started.

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First, what we're going to do is set up a shared project folder

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location.

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So this is a default folder created

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by design collaboration.

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It's a shared folder where throughout the process of using

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design collaboration, when you share packages out,

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this is that default space they're going to go to.

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I typically use the default location, just a shared folder

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right in their project files.

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If you want to select your own folder,

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you can just say select a different folder,

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browse through and select where you want it,

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or just keep it at that default and continue.

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Now, we need to go ahead and add some teams.

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So let's start off by adding the Structural team.

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We're just going to enter the name of the team that we want.

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We're going to click Add, and it's

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going to go through and create some of these back-end folders

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for us.

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It's going to create a structure folder.

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It's going to create inside that shared folder,

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a structural folder.

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And we'll see now that the team is created.

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We can change that name here.

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It gives the team a color, as well as

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a path to where that team folder is stored.

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So we can just create them here.

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We can also hit Select Existing Folder.

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So if we've got a scenario where a folder already

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exists for a team--

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so in this example, I have an architecture folder

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that's already created.

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We can hit Select Existing Folder drill down here

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through project files, and select the architecture folder

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and say, OK, we want to add a team.

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It's going to use the folder name as the team name,

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and use that path.

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So that's another way that we can create a team.

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So we can also add teams by scanning for new teams.

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So we click this scan for new teams.

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This goes out and looks throughout Autodesk Docs.

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It looks at the set of folders and files

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within to see if it can identify what

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appears to be a team folder.

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If new ones are found, it'll have

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this new teams discovered link here, you can click this link.

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And it's going to show you a list of what it found.

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So in this case, we had an MEP folder with a Revit file in it.

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It identified that as a potential team folder.

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So if we want to add that, we simply just check the box

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and say complete setup.

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That goes ahead and adds that new team.

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So we've got a couple of different ways

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there to add teams--

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with the ad team button by creating a new team.

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Creating a new team will automatically

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create the team folders, selecting an existing folder,

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or by scanning for teams from folders that may already exist.

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Now we've got teams added let's jump over to Autodesk Docs

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here and look at that folder structure that we just created.

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So you'll notice here under project files,

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we have that shared folder that we created.

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And underneath shared folder is all of the different teams.

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It's that shared folder we identified

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in the beginning of the setup.

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As we create a team, a folder is put underneath that shared

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folder for each team.

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We also have the team folders, architecture, MEP,

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and structure.

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And under each one is a consumed folder.

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So that consumed folder is another automatically generated

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folder that is created, and is part of the workflow for using

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design collaboration.

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When you consume a package, that's

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where things will be placed.

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So let's jump back over to design collaboration.

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If we need to modify any of the settings here,

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we can go ahead and just click on the name of the team

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to edit the team name.

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Just hover over it and click the pencil.

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We can also change the color by selecting the color icon here.

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If you just click on it, you can pick whatever color you want.

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These used in the exchange timeline.

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They're used in the design collaboration module

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to identify teams.

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So I usually like to pick colors that

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don't look like each other, so not a orange and red that'll

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look too similar.

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So go with a green, blue, yellow scheme here.

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We can also modify some folder settings here

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if we click on included folders.

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So what this is all of the folders within our team folder,

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whether we want all folders to be included or just

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select folders.

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So if we have folders under that architecture folder,

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but we don't want all of them to be team folders,

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we can hit select folders here, and we

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can pick and choose, unless we don't have any subfolders.

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But if we did, we could select which subfolders we waned to be

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as team folders, which ones we don't.

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And then click Save.

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Let's add some members to our teams now.

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So here on the members column, start

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with the architecture team.

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Click on that number.

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And they will open the member's window.

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We can add members to the teams by their company name,

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individual names or by roles.

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So we do that by just entering here.

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I typically like to do it by company name,

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since teams typically reflect.

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Companies or groups of companies makes it easier

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just to add it by a company name instead

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of adding each individual user.

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This also makes the teams a little more modular,

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so that if you add or remove someone from the company,

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it then removes them or adds them to the team.

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So I typically do it by company name.

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Let's go ahead and start with adding access

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for the architecture team.

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So if we start typing it out, we'll see architectural company

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there, and we can click Add.

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Once we have them added, we can select their permission level.

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So since this is the architecture team folder,

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we'll probably give the architectural team

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edit permissions.

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We could go all the way to manage.

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There are four different levels we could pick from.

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So view just view permissions we can view it's in there

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but can't add anything or edit it.

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Create gives us the ability to add things to the folder.

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Edit gives us the ability to edit

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things that are in the folder.

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And then the last is manage, that

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gives us the ability to change who has access to the folder.

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We'll go ahead and stick with edit here.

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So now, we've given access for the architecture company

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to have access to the architecture team.

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In most scenarios, we also need to add other teams

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at least view permissions into all the other team folders.

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So we're going to go ahead and add the Structural team here.

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So we'll add structural company, and we're

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going to give them just view permissions.

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Since they are not part of this team

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and don't need to be modifying what's in it,

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they just need to view what's inside these team folders.

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So we'll go ahead and give the structural company those view

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permissions.

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We click Add, it's going to go ahead and add them here

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to the list, and it will give us a list of everyone

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that's added.

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So now, we can see, we've got the architectural team

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with edit, the structural company view.

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You'll also notice, I'm listed here as a user.

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And it says inherited and there's no remove button.

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One thing to note is all project admins or anyone with a project

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admin role has defaults full-level access

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to every single folder within the project.

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That's not something that can be modified.

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That is just how the system is built.

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The project administrators will be

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listed on every folder on every team

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with those full permissions, and it

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will tell you it's inherited.

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That's a good way to identify that is a project admin,

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and that's why they have access to that.

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So let's go ahead and close this out.

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We'll now see here on the members

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that there are three members added to the architecture team.

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We can go ahead now, and add permissions

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to these other folders.

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So this access that we've given, if we jump over to Docs,

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we'll see that folder permissions

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is mirrored with those team access settings.

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So for example, if we come here to the architectural folder,

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and we come to our permissions, we'll

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notice that mirrors what we just set there.

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So both the team access settings as well as

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the folder permissions are mirrored with each other.

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So if we make a change here on a folder permission

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that change is then reflected over on the other side.

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So for example, if we were to add someone here,

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we'll just add a user, give them some permissions, and add them.

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And we are to jump back over to design collaboration.

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You can go to our team settings.

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We'll notice now that permission we added is here.

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So what we add on either side is sync back and forth

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between the two.

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So you can add people here.

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As you're creating folders, you can add them

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to the folder permissions, and it will be added back to here.

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So along with adding permissions--

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let's jump back over to Docs--

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we can also add folders, subfolders,

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whatever we need below these team folder.

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So we can add files, we could add additional subfolders,

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then we can permission those out however we want.

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What we don't want to do is we don't

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want to change the team name or change

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the name consumed or shared.

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You'll want to leave those the way they are.

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But you can go ahead and just add folders as you need.

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If you just click on the three dots and add subfolder,

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we could say Revit models, or whatever

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we want this subfolder to be.

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And now we've got a subfolder, we

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can permission that differently.

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Whatever we want to do, once we have the team set up,

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we can go ahead and create whatever structures

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we want underneath them.

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Let's jump back over to the design collaboration,

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back to the settings.

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So now, we've got teams set up.

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We've got people added to those teams.

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We can always come back to this design collaboration

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module in the Settings tab, and modify any of those settings

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that we've made.

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We could also add new teams, change up

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permissions on those teams, or any Other modifications

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we need to do.

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So at this point, we have the design collaboration module

16:58

set up and ready to use.

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And with that, thank you for joining Autodesk accelerator.

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There's some additional resources

17:05

available to you on the Customer Success Hub,

17:07

customersuccess.autodesk.com.

17:09

There's more courses, learning paths,

17:11

recorded coaching sessions, some more live coaching topics.

17:15

They're similar topics to this, as well as

17:17

topics across the entire Autodesk platform.

17:19

That's all available to you on the Customer Success Hub,

17:22

so go check it out.

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And with that, Thanks for joining the session

17:25

and have a fantastic day.