Revu Tutorial: Studio Projects

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1 Revu Tutorial: Studio Projects Built into Bluebeam Revu, Studio Projects provides a simple Document Management System in the cloud. With Projects you can upload an unlimited number of PDFs and any other file type to the cloud, and invite project partners around the world to check out and edit those files from anywhere, regardless of Internet access, as well as check files back in with changes, or upload PDFs into online Studio Sessions to collaborate on the same document in real time. To access the Studio tab, click Tab Access and select Studio or press Alt+C. Starting a Studio Project While new Studio Projects can only be started in Bluebeam Revu Windows, access to existing Studio Project PDFs is supported on Bluebeam Vu and Bluebeam Revu for ipad. To start a new Studio Project: From the Studio tab, click Start and select New Project. Name your new Project and click OK. Once the new Project is created you can choose to upload files to your Project by selecting New Folder, Upload Files or Upload Folder. Projects will stay on the server as long as they are not deleted by the Project host. There are no limits on how many files can be uploaded or the size of those files. If you select New Folder, you will need to name the folder before uploading files to it. Once you ve uploaded all of your files and folders, you can invite attendees to join your Project by clicking on the Project Invitation icon. Click on the Add Address icon within the Project Invitation dialog to enter Project attendee addresses. After all of your attendees have been added you have the option of including a message to invitees before clicking OK to send out the Project invite. Joining a Project Attendees only need three things to join a Studio Project: A license or trial version (active or expired) of Bluebeam Revu or Bluebeam Vu for either Windows or ipad. Only the Project host needs to own a seat of Bluebeam Revu. An address so you can create a Studio account. An Internet connection. Once you receive an invitation to join a Studio Project, open up the Studio tab, click on the icon, enter your address and password, and click OK. Once you are logged in, select Login Join from 1

2 the top of the Studio tab, enter in the Project ID number into the Studio ID field that was provided in the Studio Project invitation you received and click OK. Project Settings General The General Tab provides your file, folder and size information for your Project. To receive notifications on Project activity, click Project Settings and check the Notifications box in the General tab and click OK. User Access User Access allows you to quickly see current attendee information for your Project. For existing Projects, you can add new attendees at any time by clicking on Project Settings and selecting User Access. Permissions Permissions define what users can and cannot do in Projects and can be set for individual users or groups of users at the same time. When in a Project, click Project Settings and select the Permissions tab. From here you can set permissions for all attendees, individual attendees, or groups of attendees that you have created. Permissions such as Add Files and Folders, Delete Files and Folders, Rename Files and Folders, Edit Files, Send Invitations, Send Files to Sessions, Full Control and more are all available to select. Collaborating and Working in Studio Projects Checking Files in and Out Any file in a Project can be checked out for editing from Studio by the host or attendees that have been given permission to edit files. The check out process acts similar to a Document Management System. You can open a file locally from its native application (Word, Excel, etc.), edit it and then check the file back in to be shared with all attendees. To check out a file for editing, click on the file's name and click Check Out. To check a file back in so that others can view your changes, click on the red check mark in the file tab and click changes that you made. Check In. Before you check files back in, you can even add a note about the 2

3 Adding or removing documents Only the host, or attendees that have been given permission, can add or remove files from a Project. To add a file or folder, click in the Studio tab. From there you have the option to upload files or folders to your Project. To remove a file or folder, right-click on its name and click Delete. Start a Studio Session The host, or attendees that have been given permission, can launch a Studio Session from a Studio Project PDF. Right-click on any Project PDF filename and click Add to New Session. To find out more about real-time collaboration using Sessions, check out our Studio Session tutorial. Studio Offline and Connectivity Studio Offline enables users to synchronize a Bluebeam Studio Project's folder hierarchy locally onto a device so the files remain accessible without an active Internet connection. Whether you are in the trailer or walking around a job site, Studio Projects Offline takes away the worry of losing connectivity. Once disconnected from the Internet, your Studio Projects will switch to offline mode, yet -the Project s folder hierarchy will still display as it appeared when the user was last online. Syncing Files In order to view Studio Project files while offline, you must first Sync those files to create a locallycached copy while you are at a location with stable Internet connectivity. Hover over a file in your Studio Project and click to designate which files you want to work with for the day. To see what files you have locally, click Work Offline. All files that have not been synced will appear grayed out. 3

4 Ready, Set, Offline Before you head out into the field or another location with questionable Internet connectivity, it s best to check out the documents you need. To check out your documents, right-click the documents you wish to work with and select Check Out. This will guarantee that others will not alter your checked out files as you make changes to them offline. When you have Internet connectivity again, you can Check In the changes you have made for all attendees of a Studio Project to see or Undo Check Out if you have no changes you would like to check in. Editing Off the Grid Forgot to check documents out before going offline? If the documents are locally-cached on your device, clicking Edit Offline will allow you to edit them anyway. When you Edit Offline, you will receive a warning that the document is editable, but, others who have connectivity can still make changes to it. When your Internet connection is restored, you can try to Check Out the file and then Check In your changes. However, since you changed the file while offline, other Project attendees could have potentially edited the document or have it checked out. To ensure there is a single source of truth and that nothing is overwritten, you will be notified if there is a Conflict with a file you are attempting to check in. If this situation arises, it is recommended that you save a local copy of the document in question and consult your project administrator(s) on how they want to integrate the conflicting changes. See Advanced Features for more details. 4

5 Advanced Features With the addition of Studio Projects Offline, Revu includes advanced features to help users and project administrators. For instance, the Pending Changes Panel allows you to quickly see which documents you have checked out, and if it was checked out while online or offline. You can also Check In documents from this panel. Icons will show documents in a Checked Out, Edited Offline, or Conflict state. If another Project attendee made changes to a document while you were editing it in Offline mode, make sure to save a local copy of your work so nothing is lost. After you have checked out the document that is currently on the server, Import your markups from the locally saved file. This will eliminate the need to manually transfer the markups you made. If you want to see what changes were made while you were offline, you can use Revu s Document Comparison feature to compare your locally saved version of the file with the Project copy. To do so, simply right-click on the document from the Pending Changes Panel and select Open Project Copy. Now that you have the two documents, you can run Document Comparison. 5