• Set up all custom Categories, Sub-Categories, Statuses, and Attributes before adding any Assets.
• Click on the “Assets” tool from within Autodesk Build.
• Click on “Settings” to see a dropdown of options to customize:
  • Categories
  • Custom Fields
  • Status Sets
  • Permissions
• Click on any of these options to start creating customizations, and then click the blue “Create” button within each section.

Configure Customizations

• Set different permission levels based on user, company, or role.
• Click on the “Assets” tool from within Autodesk Build.
• Click on “Settings” and select “Permissions”.
• Add new members or edit existing members’ permission levels:
  • View
  • Edit
  • Create
  • Manage

Permission Setup

Manual entry

• Click on the “Assets” tool from within Autodesk Build.
• On the top , click the “Create asset” button.
• Add all relevant information.

PRO TIP: Alternatively, rooms, areas, or sections of your project can be identified as Assets. This would allow statuses, attributes, checklists, and other documentation to be tied to those rooms, and to be available through the mobile app or from a QR code scanned from your device. The workflow is the same as adding a piece of equipment as an Asset.

• Link an existing document:
  • Once files have been added to a folder, click on a particular Asset.
  • Click on the “References” tab and click the dropdown to “Add References”. Then select either a File or Sheet option.
  • Within the pop-up window, navigate to select one or multiple files.

Add Reference to Asset

Link to an existing Form:

• Click on the Asset from either a mobile device or desktop.
• Click on the “References” tab.
• Click the dropdown menu to “Add references” and select “Forms”.
• Scroll or search for the desired form(s). Select one or multiple Forms and click “Add forms”.

Create Form from Asset

• Link any existing Issue or log a defect by creating a new Issue and connecting it directly to a particular Asset.
• Click on the Asset from either a mobile device or desktop.
• Click on the “References” tab. Then click the dropdown menu to “Add references” and select “Issues”.
• Click on the “Create” button to add a new Issue, or search/scroll existing Issues and select any that should be linked to the Asset.

Create Issue from Asset

• Link any jobsite photos directly to an asset to improve documentation and add clarity for handover.
• Click on the asset from either a mobile device or desktop

• Click on the “References” tab and click the dropdown to ‘Add References’ and select ‘Photos’.
• Click on the ‘Upload new’ button to add a new photo or search / scroll existing photos and select any that should be linked to the asset.

Add Reference to Asset

• View the Asset module via iOS app
• Access all relevant information for each specific asset while onsite by:
  • Scanning a barcode
  • Viewing / filtering list views

Import from Assets back to Assemble:

• In the Assets tool, select “Export all”.
• Open Excel export and map the output back to Assemble.
• Click “Update Assemble” within the Assemble Excel Add-In to push data back into Assemble.

• 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.  

Sharing Files and Folders

• 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.  

Folder Permissions

• 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

• 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

• To promote standardization and reduce manual entry time across projects, admins can create Quality Form Templates in their Autodesk Build-configured Project Template. Any project created from that project template will then have pre-configured form templates available.
• In “Project List”, admins navigate to “Project Templates” and create or choose a project template.
• Within the Build Configuration, they will select “Forms” and click “Create”, then “Create Template”; see the “Creating Form Templates” section below for details. Form Templates in Project Templates has a few differentiations noted below:
• If building a new form:
  • From the contribution mode menu, only “Single Contributor” is selectable.
  • To finalize, permissions are restricted to roles for contributors and reviewers.
• If starting from a PDF:
  • To finalize, permissions are restricted to roles for contributors and reviewers.
• Forms can be modified in the Template List and organized into folders.
• Forms can also be imported from other company Build projects or previous tools by clicking “Import”. To import from another project that was built out, an admin selects “Autodesk Build”, then selects the project and up to 50 Form Templates.

• Creating Form Templates is an essential step to standardizing data collection and accelerating quality checklist entry. Setting up a template within a project is similar to setting up for Form Templates within a Project Template.
• In a Project, admins will navigate to the Forms tool, select “Templates”, and click “Create”.
• Next, they either upload an editable PDF or build a new form.
• If building a new form:
  • Admins begin with either a pre-formatted template or a blank one. In both cases, they will then specify the template title, type, and a description of the form.
  • Forms are split into sections that contain items for response including Equipment Materials, Notes, Weather, Work Log, Signature, or Questions. Each section and item (aside from Notes and Weather) has space to provide a description to give project teams additional context when they fill out the form.
  • Questions:
    • Each section can have multiple questions that can be added, deleted, and moved up or down by using the icons in the bottom right of the question box.
    • On the bottom left, users can make questions required or have conditional logic to require or suggest a photo or an issue.
    • The question type can be adjusted by selecting from the dropdown options on the right.
  • Pre-formatted templates:
    • Sections are pre-loaded based on selections
    • These sections can be modified as needed.
    • New sections can be added by selecting “New section” on the black “Add section” menu.
  • Blank templates:
    • To add a new section, admins click the black toolbar on the right and select the type from “Add section”.
    • Adding items like questions or signatures is located on the black toolbar in “Add item to section”.
  • Once finished, admin will click “Save”.
  • They then can select how contributors will work:
    • Single contributor – One contributor creates and submits each report.
    • Multiple contributors in sequence – One contributor at a time can edit a report. They have the flexibility to assign a report to another contributor.
    • Multiple contributors in parallel –Multiple contributors can edit a report at the same time. Any of them can submit.
  • To finalize the form, the permissions for the contributors and reviewers for roles, companies, or individual members are assigned. The manager is automatically assigned as the form creator, and roles or members can be added.
  • The admin then clicks “Create” to add the form to the Form Templates list.
• If starting from a PDF:
  • Starting from a PDF gives teams the opportunity to directly import existing quality observation and checklist forms they currently use.
  • The template name, type, and form components (like weather and notes) are specified. Then admins will select single contributor as the default.
  • Next, roles, members, or companies are selected as contributors and reviewers.
  • Clicking “Create” will add the form to the Form Templates list.
• Forms can be modified in the Template List and organized into folders.

• Teams can fill out forms on both the web and mobile. Foremen, Superintendents, or others in a similar role, performing a Quality Checklist walkthrough start by navigating to the Forms tab and clicking “Create Form”. Within the drop down, they can search and select one of the quality checklist forms.
• The form will load the templated information and sections. The observer then fills in the form details and provide responses to sections. Required questions are marked with a red asterisk (and the word “Required” on mobile)
• They can create an issue, attach a photo, or write a note on the spot. References can also be added by linking photos, files, issues, assets, or other forms.
• If a form is set up for multiple contributors editing in sequence, users can click on “Assignee” and select who they would like to reassign the draft form to.
• To collaborate on forms with stakeholders, members can hover and click the “Chat Icon” to add comments and “@” mention a specific person to draw their attention an item in need of response.

Editing Forms

• A quality engineer or manager can quickly find specific drafts or submitted forms by leveraging the sorting and filtering options within the Forms tab. Drafts and assigned forms can be edited; submitted forms cannot.
• The column headers can be clicked to sort the Forms list based on name, date, ID, status, creator, and last update.
• Under the funnel icon, forms can be filtered by date, creator, status, location, and template type.
• Additionally, forms can be searched through the search bar at the top.

Issues have several fields that quickly resolve problems that may arise during projects. These details can be standardized, reported on, and used to identify trends. Analyzing these trends helps teams create plans to address issues before they occur.

• Title: Titles ensure all stakeholders quickly understand the issue.
• Status: Status has four states to designate resolution progress: Open, Pending, In Review, and Closed.
• Type: Types organize issues. An issue type creates a label for identifying issues under important information like specialty trades. Each type is arranged under an organization category, like quality or safety. In set-up, Admins can also for quick identification when using pushpins in sheets or assets, identifying status (active or inactive), and selecting from created custom fields.
• Description: Provides space for any necessary context or information about the issue.
• Assigned to: Issue creators can use “Assigned to” to designate a responder for any issue created. This will send a notification for response to an individual member, a role like Quality Manager,
• Watchers: Designating individuals as watchers lets issue creators alert stakeholders without the expectation for them to help resolve the issue.
• Location: A drop-down that brings up the locations available within the project allowing issue creators to detail where an issue occurred.
• Location details: A free text field that helps provide additional context to the location selected. For example, a mechanical room on the second floor location can be selected with “behind the AHU unit” for further details on a drywall damage issue.
• Due date: Due date designates the resolution date expected by the issue creator.
• Start date: Used to identify when the issue in question began.
• Placement: Issues can be directly placed, or removed, on a model, file, or sheet from issue creation in the Issues log.
• Root cause: Root causes identify why an issue occurred by creating a label to identify the underlying cause. Each root cause is organized under a root cause category, like quality or safety. . Reports and dashboards are able to filter by root cause, providing key stakeholders with actionable information on how to prevent issues in the future.

• Within a Project Template, admins can create Issue categories and types, custom fields, and root causes with default information prefilled for all projects.
• Any project created from that project template will have these fields pre-populated. This standardizes data for teams and saves time-on-site when filling out identifying issues in the field.
• In “Project List”, admins navigate to “Project Templates” and create or choose a project template.
• Within the Build they will select the “Issues” tool, then click “Create” within the “Types”, “Custom fields”, or “Root causes” tabs.

• After a project is set up, admins can further customize issues within the Issues tool, under the “Settings” menu.
• Project Admins can create and customize issue categories and types, add custom fields, root causes, and create templates.
• In each tab within “Settings”, admins can keep projects up to date and organized by selecting a type, custom field, root cause, or template and edit or manage the information on the right-side menu.

PRO TIP: Issue categories and types can be edited to show, hide, and reorder fields. Select an issue type and in the “Edit type” menu on the right, select the “Manage fields” tab. There, use the visibility icons to designate if the field is shown or hidden and use the move icon to reorder the position of the field.

• When an issue is assigned to a project member, they receive an email notification. To see the details of the issue, the assigned project member follows the link in the notification email. Alternatively, any project member can access issues from the Issues tool within Autodesk Build. And if the issue is referenced on another tool—for instance, on a form—they’ll be able to check its details from that tool, as well.
• Assigned issues are also visible in the “Your assigned work” under the “Work status” section of the Autodesk Build home page.
• When an issue is created, its automatic status is “Open”. As the issue is being addressed, assignees select the issue and update the status to “Pending” or “In review”. Once the problem is resolved, the issue status should be changed to “Closed”.

PRO TIP: Web and mobile users can ‘@’ to mention a specific user—or a company, or a role—in the comment field of issues. This will notify the user by email and draw their attention to the specific issue.

• Both web and mobile users can quickly find the issues they are looking for by leveraging the sorting and filtering options under the Issues tool.
• The issue list can be sorted based on title, ID, status, and due date. On web, users can just click on the column header to sort by that attribute. On mobile, sorting options show up after tapping on the funnel icon.
• Under the funnel icon, several filtering options are available, including filtering by assignee, due date, status, root cause, creator, etc.
• By clicking the gear icon, teams can search and check or uncheck details to hide, reorder, or freeze columns in the issues log providing only the necessary details.

PRO TIP: The quickest way for mobile users to check the issues assigned to them is to scroll down in Home to “Your assigned work” under “Work status”, where they can see right away the issues assigned to them.

• Team members like Safety or Quality Managers can use the Reports tool to add additional detail to reports, or schedule reports on open issues to follow-up with specialty contractors on.
• The Reports tool can create these reports and an additional “Issue summary status” report with more options and customizations.
• A manager can navigate to the Reports tool and click “Create report” in the “Reports log” tab:
  • Issue detail: A PDF report with filters by standard and custom fields and sort by Status, Title, Description, Start date, Due date, Location, Location details, or Created on. Next, they select options of a Cover page, Table of contents, Sheet overview, Custom fields, Comments, and Photos.
  • Issue status summary: A grouped-by-company PDF report with optional cover page and filters by issue type and sort “Unresolved”, “Company”, or “Overdue”.
  • Issue summary: Exported in both PDF and Excel and be grouped by Location, Company, or Category. Available filters: standard and custom fields and sort by Status, Title, Description, Start date, Due date, Location, Location details, Updated on, or Created on. Selectable options include a Cover Page and Table of Contents.
• Clicking “Run report” will give these managers the option to run this report once or to save it as a report template to run in the future.

If saved as a report template, managers can “Schedule report” in report’s three-dot menu in the “Templates” tab. Once  saved, Safety or Quality Managers can directly download to their device, email, or share with stakeholders via a link on a regular basis.

Submittal Settings

• Navigate to the Submittals tool project toolbar and click the “Settings” dropdown at the top right.
  • Assign users as a Submittal Manager under the “Permissions” tab.
  • Set default values for the Submittal Manager, review time, and watchers list under the “Default value” tab.
  • Customize Submittal response options under the “Responses” tab.
  • Create different Submittals types under the “Types” tab.

Submittal Permissions

Create Custom Submittal Review Workflow Templates 

Project admins and Submittal Managers can customize the review workflow by adding multiple review steps and multiple reviewers per step. They can then save custom review workflows as templates and edit them as needed.

• In the “Settings” dropdown, select “Review Templates”.
• After selecting “Add template”, Submittal managers or Project Admins can add the template name, multiple review steps, multiple required and optional reviewers, and review time in days.

PRO TIP: Use these templates when creating a new submittal item or later in the process by selecting “Choose Template” at the bottom of the Submittals workflow table.

Change Submittal numbering method 

• In the “Settings” dropdown, select “Advanced Settings.”
• Here, you can choose from two numbering methods, 

• • Global numbering: By default, items are labeled with subsequent numbers only, without reference to any spec section. 
  • Spec section numbering: Each item number includes its spec section reference number.  

Note: Once you select Spec Section numbering on the project level, you cannot undo this selection.

 Advanced Submittal settings 

• In the “Settings” dropdown, select “Advanced Settings.”
• Set permissions on closed submittal visibility,
  • Turn the toggle ON to allow all project members to view closed submittals
  • Turn the toggle OFF to limit closed submittal visibility to only team members involved with that submittal. 

Note: Submittal managers and project admins’ permissions remain unchanged regardless of the toggle configuration. 

• To ensure information is imported correctly, the file should be formatted as shown in the sample file. Select “Download sample” to download the sample template.
• Once formatted to the template, drag and drop files into the popup box or select “choose file” to upload from your computer.

PRO TIP: If a user needs to create multiple items, check the “Create another” checkbox to avoid clicking the “Create item” button each time. 

Submittal Items

• To apply custom numbering in bulk,
  • In the list view page of the Submittals tool, select the desired Submittals by checking the check box to the left of each Submittal item.

• • Select “Bulk actions” and click “Apply numbering.” 
  • Item numbering will begin with the lowest ID submittal, assigned the last number used in the project plus one. 
  • Numbers continue sequentially, skipping those already assigned.  

Submittal Item Statuses 

• When a Submittal Manager creates an item, the status is “Required” and will be assigned to the responsible contractor.
• When any other project member creates a submittal item, it will be assigned to the Submittal Manager and the status will be “Open.”

• Once a submittal is approved, the status will be “Closed.’”

Creating Submittal Packages 

Submittal Packages are a group of Submittal Items. 

• Project Admins and Submittal Managers can create and delete packages in the “Packages” tab.
• To create a package, select “Create package” in the top left corner.
• Select the spec section and provide a package title, then select “Create.”

• At the Item level, 
  • In the Items list view, go to the Submittal Item row. Select the three dots located under the settings gear in the right hand side.
  • If the item is not in a package, select “Add to package.” In the pop-up box, use the search field or scroll to find the package, or select “Create new” to create a new package.

• • If the item is in a package, users will have the option to “Move to package” or “Remove from package.”

Submittal Packages

Creating Spec Sections

Project Admins and Submittal Managers can create a spec section when entering a new submittal item. There are multiple places to create a new Spec Section. 

• From the Submittals tool, 
  • Select the “Spec Section” tab 
  • Click the blue “Create spec section” button in the top left corner. 
  • Enter the spec number and title, then click “Create”. 

• When creating a new submittal item or package, 
  • Select “Create new” above the “Spec section” drop down list. 
  • Enter the spec number and title, then click “Create”. 

• When adding a submittal item to a package, 
  • Select “Create new” next to the “Find a package” search bar. 
  • Enter the spec number and title, then click “Create”.  

Spec sections

• If no changes are needed, either add a review workflow or choose a review template by selecting “Add review workflow” or “Choose template” at the bottom left of the workflow table.
• Note: To create a template, refer to 1. Configure Submittals Settings. 

PRO TIP: To ensure that the Reviewer has all necessary project context, add in project references such as Files, Sheets, Assets, Issues, PCOs, Photos, RFIs, and Forms to the submittal item

• Back in the pop-up screen, select a review response from the “Response” dropdown list, and add necessary comments. 
• Click “Done” to submit the review. 

PRO TIP: Users can add in comments or mention team members with “@” within the activity log. This increases collaboration.

PRO TIP: Project Admins and Submittal Manager have permission to act on behalf of Reviewers, providing teams with the flexibility of process while allowing the correct Reviewer to be displayed in the Reviewer field and reports. The activity log will show the Project Admin logged the response.

Once the item is approved by the Reviewers, the Submittal Manager needs to close it and distribute it. 

• Open the item and select “Close and distribute” in the workflow bar. 
• In the pop-up screen, review all previous responses and their attached documents, and add any final response attachments. Click on an attachment to open it in the PDF viewer
  • In the viewer, copy or create annotations, add a cover page and table of contents, create bookmarks, and apply custom stamps to both the previously uploaded attachments and new attachments. 

• Select a final response from the “Final response” dropdown menu and add necessary comments. 
• Select “Next” and review the Submittal number, Responsible Contractor, and Watchers in the next pop-up screen.
  • In the Watchers section, identify team members who should be aware of the approved Submittal Item via email. 

• Check “Save closed submittal item report to a folder in Files.” if desired. The Submittal item report will be saved with final attachments. 
• Select “Done” to close and distribute the Submittal item. Once the item is closed, it be visible to either all project members or only team members involved in the workflow. This is determined by if the submittals visibility toggle in the Submittals settings.  

PRO TIP: Admins and Submittal Managers can re-open closed items. With the closed item, select “Workflow action” button in the top right corner, then select “Reopen”. The item will be re-opened to its latest state. Managers and Admins can send it reviewers or close and distribute it.

Responding to a Revision

The Responsible Contractor will be notified of the revision request via email. 

• The Responsible Contractor will open the item and select “Submit” to create the response and include revised attachments, if needed.  
• Once the revision has been submitted, a new tab will be created to display the revised workflow. The revision number will depend on how many revisions were made. 
• Submittal Managers select the blue “Submit for review” button to review and attach any information, and then click “Done” to send the revised item(s) to the Reviewers 

• As Submittal Items move through the workflow, the system automatically tracks activity. Both forward and backward movements and any value or attribute changes are tracked. 
• The tracking dates are visible in the activity log of the Submittal Item. 

Within the Submittals Tool, select either the “Items” or “Packages” tab. 

• In the Items Tab, 
  • To search, enter a Title, Spec, Ball in Court, or Package in the right-hand search bar. 
  • To sort columns, click the column headers. 
  • To access filter options, select the funnel icon next to the search bar. 
  • To customize which columns are shown, select the control gear icon on the top left of the list view and select the columns to display. 

In the Packages Tab, 

• To search, enter a Title, Spec section in the right-hand search bar. 
• To sort columns, click the column headers. 
• To filer by Spec section, select the funnel icon next to the search bar. 

Filter and Search

• Within the mobile app, team members can access Submittals by selecting “More”, then “Submittals”. 
• All approved Submittal Items are accessible to either the entire project team or the team members involved in the workflow only, depending on settings established by the Project Admin. 
• Submittal Items in progress are available only to those involved in the submittal process. 
• In the list view, by default, Submittal Items will be grouped by Submittal Spec sections.
  • Note: Users can choose not to group, or group by specs or package. 

• Tap to open an item and reference the details 
• Use the top search bar to search by submittal number, ID, title, or spec section. 

• Select the funnel icon to filter, sort, and group Submittals.
  • Group by package or spec section. 

• Submittal Item Detail Report via Submittal Tool 
  • This Submittal detail report includes all information that is within the selected Submittal.
  • To export a detailed report of a Submittal Item, open the item. Click the “Export” icon in the top right corner. 
  • Users will have the option include Photos, References, and to export the PDF with or without attachments embedded. 
  • If you select “Export with attachments”, you can select which attachments to include in the report. Up to 30 attachments can be embedded, and attachments are limited to 60 MB each. If there are more than 30 attachments, no attachments are embedded and the report will have a list of all attachments with links to them.