Project Management

Improve efficiency and reduce rework with streamlined project management workflows. 

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Introduction

Overview

Autodesk Build supports Project Management workflows on the jobsite and in the office. These workflows help to reduce rework by getting critical information into the hands of those in the field by combining mobile technology on the jobsite with cloud-based collaboration and reporting. Essential project management workflows such as RFIs and Submittals are supported with defined approval workflows between contractors, subcontractors and designers. 

 

The following guide introduces the Autodesk Build suggested Project Management workflows and gives context to the different capabilities built into the product, including step-by-step starter guides. 

Project Management with Autodesk Construction Cloud

Built on a unified platform and common data environment, Autodesk Construction Cloud is a powerful and complete portfolio of construction management products that empowers general contractors, specialty trades, designers, and owners to drive better business outcomes. Autodesk Construction Cloud combines advanced technology, a unique builders network and predictive insights to connect teams, workflows, and data across the entire building lifecycle. 

Suggested Workflows

RFI Workflow

Simplify the RFI process by creating a standardized workflow that maintains transparency for the entire team. The graphic below outlines the suggested RFI workflow using Autodesk Build.

Why follow this workflow?

  • Track and review project RFIs
  • Control the reviewer and approve permissions
  • Allow team members to create RFIs both on a mobile device from the field or from a desktop

Autodesk Build capabilities used

  • RFI Management

Submittal Workflow

Create submittal items, packages, track the flow of approval processes, and manage all information in a single submittal log. The graphic below outlines the suggested submittal workflow using Autodesk Build.

Why follow this workflow?

  • Full flexibility to package items as desired
  • Easily track & review the status of submittal items
  • Distribute & control reviewer privileges

Autodesk Build capabilities used:

  • Submittal Management

Meetings Workflow

Make every meeting effortless and productive with clear visibility into the commitments made and an organized history of all meeting records. The graphic below outlines the meeting minutes workflow using Autodesk Build.

Why follow this workflow?

  • Easily create agendas and add meeting invitees
  • Capture decisions made and assign individuals to specific action items.
  • Automatically generate follow-up meetings
  • Centralize and organize all meeting records

Autodesk Construction Cloud capabilities used

  • Meetings

Project Management Capabilities

RFI Management

Enhance your RFI workflow by designating responsibilities for each step of the RFI process, creating clear accountability, and efficiently moving RFIs through the cycle. From any device, teams can quickly draft a question and initiate the RFI as soon as a discrepancy is found.  

 

Watch the Tutorial on the Autodesk Construction Cloud Learning Center

1. Set Up RFIs: Workflows, Permissions and Custom Fields

  • A Project Administrator can configure the workflows, permissions and create custom fields. To do so, in the RFI list view, select “Settings” in the top right.

  • To configure permissions and to set the workflow roles for project members, click “Permissions. 
  • For RFIs, default workflow roles are based on roles within the project. Use the drop-downs to edit the permissions. 
  • To assign specific user, role or company new workflow role, use the drop-downs at the top of the screen and select “Add”. 

RFI Permissions

  • To configure the workflow, click “RFI workflow”. 
  • There are two options. The default workflow has three main owners with a linear workflow between the creator, manager, and reviewer. 
  • An additional reviewer can be added into the workflow by selecting the second option. 

 

RFI Workflow Setup

  • To create custom RFI Fields, click “Custom Fields”
  • Select “Create custom field”
  • Input the Custom field title, select the custom field type from the drop down and provide a description for the field.

Custom RFI Fields

2. Create an RFI

Only users, roles, or companies assigned to the RFI workflow role “Creator” or “Manager” can create an RFI.

Create a RFI on web

  • To create an RFI from within the RFI tool, simply select “Create RFI” and fill in the critical information. 
  • To speed up the response time, add a suggested answer, and provide critical context by linking references. 
  • To link references, select “Add references and select FilesSheetsPhotos, or PCO. 

  • After selecting which item type to reference, an Add reference window will appear. Use the search field to quickly find the item to reference.  
  • Select the item and click “Add” to connect it to the RFI. 
  • For Photos and PCOs, this process creates a bidirectional relationship. This means in the referenced item, the linked RFI is visible.

 

RFI Fields and Entries

PRO TIP: Users can upload photos directly to the RFI. Once the RFI has been created, users can also upload files directly to the RFI.

Create an RFI on web via Markups

  • RFI Creators and Managers can also create an RFI directly on a sheet or file from the markup tool. 
  • Within the sheet or file, create a markup. Once created select “Edit”. In the panel on the right, select “Links”. 
  • Click “Add references” and select RFIs. 
  • To link an existing RFI, search for the RFI using the search bar.

  • To create and link a new RFI, select “Create new” and fill in the critical information before selecting “Create RFI”. 
  • An RFI is then created and automatically linked to the markup. Creating this process creates a bidirectional relationship between the two. Users will be able to jump to the markup when looking at the RFI item.

PRO TIP: After linking an RFI to a Markup, use the Text tool to add the RFI number within the Markup. This makes it easy to see which RFI applies to which Markup.

Create an RFI on mobile

  • RFI Creators and Managers on Android and iOS can create RFIs from their mobile device. 
  • To go to the RFI tool in PlanGrid Build, click on the “More icon at the bottom on the right. 
  • To create an RFI, press “Create RFI”, and add necessary information before pressing “Create”. 
  • Note: Project references can be added in via Web only when creating the RFI. After the RFI has been created, references can be added on mobile.

 

RFI Numbering

PRO TIP: The RFI number will not appear until the RFI is “Open.” The RFI Manager also has the ability to customize the RFI number.

3. Connecting Workflows: Issues to RFIs to Potential Change Orders

Elevating an issue to an RFI

Project Admins and RFI Managers can create an RFI directly from an Issue, or link existing RFIs to Issues across the Autodesk Construction Cloud platform. This means Issues in BIM Collaborate can be elevated to an RFI in Build, streamlining the RFI workflow and connecting the plan and build phases of construction. 

 

Creating an RFI from an Issue:

  • Open an Issue record. Within the “Details tab, scroll to linked references and select “Add reference” then “RFI”. 
  • A linked RFI box will appear. Select the “Create new” button. 
  • When prompted, add in all RFI details, and click “Create” when done. This information will copy over from the Issue but can be altered directly in the RFI record.  
  • All issue information is automatically copied to the RFI, including references and markups. 
  • Once the RFI is created, a bi-directional relationship between the RFI and Issue is established. Activity is captured in the Issue activity log. 

Linking RFIs to Issues: 

  • To link RFIs to Issues, follow the same steps as above. However, when the link RFI box appears, select the RFI(s) from the list and click “Add”. 
  • To unlink an RFI, select the “X” and “Unlink”. 

 

Accessing Linked RFIs: 

  • From the Issue record, only Admins and RFI Managers can access/view the linked RFI details.  
  • From the RFI record, only users with “View All,” “View and Create,” or “Full Control” Issue permission levels can access/view the linked Issue details.

 

RFI to Potential Change Order

Teams with a Cost project set up in Autodesk Build can create a Potential Change Order from an RFI. Autodesk Build Project Admins and RFI Managers with full budget permission control can create a Potential Change Order (PCO) from an RFI or link existing RFIs to PCOs. 

Creating a PCO from an RFI: 

  • Open the RFI record, within the Details tab, scroll to linked references and select “Add reference”. 
  • A linked PCO box will appear. Select the “Create new” button. 
  • A form will open. Fill in the PCO name and description, then select “Create”. This information will copy over from the RFI to the PCO, but it can be altered directly in the PCO record.  
  • Once the PCO is created, a bi-directional relationship between the RFI and PCO is established, and the activity captured in the RFI activity log. 

Linking RFIs to PCOs: 

  • To link RFIs to PCOs, follow the same steps as above. However, when the linked PCO box appears, select the PCO(s) from the list and click “Add”. 
  • To unlink a PCO, select the “X” and “Unlink”.

 

Accessing Linked RFIs and PCOs from the list views: 

  • Only Admins and RFI Managers can view linked PCOs.
  • Within the RFI list view in the linked references column, select the PCO number to open the PCO in Cost. 
  • In the Cost within the PCO details flyout panel, select the RFI to be directed to the RFI in Build. 

4. View & edit RFIs

RFIs in submitted, open, answered, rejected, and void states are visible only to the Project Admin and the following RFI workflow roles: Creator, Manager, Reviewer, Co-reviewer, Distribution List Members, and users that were @mentioned. 

 

Project Admins and RFI Creator or Manager workflow roles can edit RFIs. RFIs in Draft state can be viewed and edited only by the user that created them. Admins and Managers can edit both Submitted and Open RFIs.  

 

Web

  • To edit an RFI, click to open an RFI and use the pencil icon to edit any necessary fields. 
  • Editable fields have a pencil icon. Click the icon to edit. Admins can edit additional fields in a closed RFI and add attachments. 

 

Mobile

  • In the PlanGrid Build app, tap “More” on the bottom right then “RFI”.  
  • From the RFI list, tap the desired RFI to open the RFI details. 
  • All fields, except the RFI ID, are editable including the Title, Ball-in-Court, Due Date, Question, Suggested Answer, etc. 

 

5. Submit to Reviewer

Only users, roles, or companies assigned to the RFI workflow role “Manager” can review Submitted RFIs and send them to the Reviewer for an official response. 

Web

  • The RFI Manager immediately receives an email notifying them of the RFI. They can review the in-email data or access the RFI directly in Autodesk Build by selecting “View RFI” at the bottom of the email.  
  • The Manager is responsible for reviewing and editing the RFI details and attachments to ensure it is compliant before submitting it to the Reviewer. 

  • Once the RFI is ready, select “Submit to reviewer”. 
  • The Manager can then customize RFI number, assign the Reviewer and Co-Reviewers, and select the due date and add Watchers.
  • Co-reviewers can contribute information to the response through comments but cannot add an official response. 
  • Watchers will be able to view the RFI throughout the process.
  • The RFI status will update to Open.  

PRO TIP: Project Admins have permission to add a response to an RFI on behalf of a Reviewer. In the activity log, the action will reflect that the Admin “acted on behalf” of the assigned Reviewer. 

Mobile

  • In the PlanGrid Build app, tap “More” on the bottom right then “RFI”.  
  • From the RFI list, tap the desired RFI to open the RFI details. 
  • Select “Submit to reviewer”.
  • Similar to web, select the Reviewer, co-reviewers, Due Date, and Watchers.
  • The RFI status will update to Open.

6. Submitting the official response

Only users, roles, or companies assigned to the RFI workflow role “Reviewer” can submit an official response. Co-reviewers can contribute information to the response through comments, but cannot add an official response. 

 

Web

  • The Reviewer and Co-Reviewers will receive an email notifying them of the RFI. 
  • They can review the RFI details and collaborate with others via @mentions within the Activity section.  
  • @mentions tracks communication and notifies individuals via email to ensure nothing slips through the cracks. 

  • The Reviewer can attach supporting documents within the Reference section of the RFI. To add a local file, select “Add References” then “Files.”. Users access documents within Autodesk Build or select “Upload New” and drag and drop local files.
  • When ready, select “Submit Official Response”. Use the status dropdown menu to select Answered”. Add the official response, then click “Submit”.  
  • If there is an issue with the RFI, the Reviewer can reject it by setting the status to Rejected. 

Mobile

  • On Mobile, the Reviewer and Co-Reviewer are able to submit an official response by going into the individual RFI and selecting “Submit Official Response”. 
  • Use the status dropdown menu to select Answered”. Add the official response, then click “Submit”.  
  • If there is an issue with the RFI, the Reviewer can reject it by setting the status to Rejected” and adding in the corresponding response.

7. Distributing the official response

The RFI Manager is the only role who can close and distribute the response.

 

  • When the Reviewer submits the official response, the RFI Manager will be notified via email.
  • If the answer isn’t suitable, the Manager return the RFI to the Reviewer. 
  • If it is suitable, they can select “Close and distribute,” add comments letting the team know how to proceed, select the distribution list and select “Close RFI” to distribute the answered RFI.
  • Closed RFIs are visible to all users with access to the RFI tool 

ProTip: Under ‘Advanced Settings’ Project Admins have the option change Closed RFI visibility. On each project, they can turn off visibility to limit viewing to project admins, project managers and individuals involved with the RFI.

8. Re-opening closed RFI

Only Project Admins and RFI Managers can re-open closed and distributed RFIs.

 

  • To reopen a closed RFI, select “Reopen RFI”. 
  • In the comments field, include the reason for re-opening the RFI. To create a revision, select the checkbox next to Create revision. When done, select “Reopen. 
  • The RFI will revert to the previous state, and, if a comment was included, it will appear in the activity log.

ProTip: Under ‘Advanced Settings’ Project Admins have the option change Reopening RFI settings. On each project, project admins can configure settings to either allow or disallow the reopening of closed RFIs on the Project.

9. Filter / sort / search RFIs

Web

  • Use the funnel icon to filter. Sort by clicking the column headers, and customize the column view via the control icon. 
  • Use the search bar to search for an RFI title or ID. 
  • Users can configure the RFI view and select which columns to display.  

PRO TIP: Users can configure the RFI view and “hide” columns that are not necessary by using the “Settings” icon at the right of the list.

Mobile

  • Within the PlanGrid Build mobile app, click on the “More” icon on the bottom left and select RFIs. 
  • There is a search bar at the top of the RFI list view. Users can search by RFI title or ID.

Search and Filter RFIs

10. Exporting reports

Export via RFI Tool 

  • In the Web version of Autodesk Build, select the RFI tool. 
  • To export a summary list of all RFIs, select “Export” and select via PDF or XLSX.  
  • Users have the option to edit the report title and add a message. Select “Create report”, and the report will be emailed 
  • To export a detail report of an individual RFI, open the desired RFI. Click the Export icon in the top right corner. A PDF will be generated and emailed to the user. 

Creating Reports via the Reports Tool 

  • Users can create two RFI reports using the Reports tool in Autodesk Build – an RFI detail or Summary Report.
  • Select “Reports” from the left toolbar in Autodesk Build and press “Create report”, select RFI summary report”. 
    • RFI Summary reports include the RFI Status, ID, Title, Created by, Ball in Court, Due Date and Question and Official Response. 
  • Users will have the option to export the PDF with or without attachments embedded.
    • If the user selects “Export with attachments”, attachments are limited to 30 MB each and only up to 10 attachments can be embedded. If there are more than 10 attachments, no attachments are embedded, and the report will have a list of all attachments with links out to them.

  • Once the format type is selected, users can customize the report by renaming the template title, selecting the file format, applying filters, and choosing how the report will be sorted. 
  • Users can filter by status, ball-court, due date, cost impact, schedule impact, priority, discipline, category or created by. 
  • Multiple filters can be applied to ensure only the necessary information is included in the report. 

  • One the report is customized, press create report and select if this is a onetime report or should be saved as a template that can be run again later or scheduled.

Submittal Management

Submittals are an essential part of any construction project, and organizing and managing project submittals effectively is vital. With the Autodesk Build Submittals workflow, users can efficiently create, coordinate, and manage all submittals in a single software, as well as initiate requests, manage reviews and approvals, and sync critical information to mobile devices for offline use.

 

Watch the Tutorial on the Autodesk Construction Cloud Learning Center

1. Assigning a Submittal Manager

  • Select the Submittals tool on the left toolbar in Autodesk Build.
  • At the main submittal view, select “Settings” and then “Permissions”.
  • Enter member, company, or role to act as the Submittal Manager.’

 

Submittal Permissions

2. Setting up Project Submittals

Creating Submittal Items

  • Create submittal items by selecting Submittals in the left toolbar in Autodesk Build.
  • There are two options to create items: manually or by importing a list.
    • To manually create a submittal item, select “Create item” and enter all necessary information including spec section, title, type, due dates, and select a responsible contractor.

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 managers can bulk import submittal items. To import a list of items from an Excel file, select the arrow next to “Create item” and press “Import items”.

  • To ensure information is imported correctly, download the sample template.
  • Once information is in the template, upload the file and select import items.

 

Submittal Items

Creating Spec Sections

  • Project Admins and Submittal Managers can create a spec section when entering a new submittal item by clicking “Create new” above the “Spec Section” drop-down list.
  • Or, in the Submittals tool, select “Spec Section,” then “Create spec section”.
  • Enter the spec number and title, then click “Create”.

 

Spec Sections

Creating Submittal Packages

  • Submittal Packages are a group of Submittal Items. They are not required to go through the review process.
  • Project Admins and Submittal Managers can create and delete packages in the “Packages” tab.
  • To create a package, select “Create package”, select the spec section and provide a package title, then select “Create”.

Adding submittal items to a package

  • Adding items to packages is optional and can be done at any point within the workflow.
  • There are two ways to add items to packages:
    • From the Packages tab: In the “Packages” tab, open the desired package. Select the blue “Add items” button. In the pop-up box, use the search field or scroll to find the items to be added, check the box and select “Done” to add the items to the package.

    • At the Item level: In the Submittal Item list view, go to the Submittal Item row. Select the three dots located under the settings gear.
      • If the item is not in a package, select “Add to package”. A drop-down list will appear. Users can search for the package that they want to add the item to.
      • If the item is in a package, users will have the option to “Move to package” or “Remove from package”.

 

Submittal Packages

3. Submitting and Reviewing Submittal Items

Submitting Documents

The Responsible Contractor is required to submit documents for the Submittal Item. When the Submittal Manager assigns the Responsible Contractor to a Submittal Item, they will be notified of the submittal item via email.

  • To submit documents, open the item, review the details, and, in “Attachments”, upload the necessary documents.
  • Once attached, the document will appear. Make sure the “For review” box is checked.
  • Select “Submit”.

Prepare Submittal Item for Review

The Submittal Manager will review the documentation provided by the Responsible Contractor and then submit it to the Reviewer.

  • To do so, open the item and review the attachments.
  • If changes need to be made, select “Return” to return the item to the Responsible Contractor.

  • If no changes are needed, proceed by selecting “Submit for review”.
  • The Submittal Manager will select the reviewer, and add co-reviewers, due date, watchers, and notes, if needed.
  • To submit for review, select “Done”.

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

Reviewing the Submittal Item

  • The Reviewer and Co-reviewers will be notified of the submittal item via email.
  • To review, open the item and review the attached documents within “Attachments”.
  • Once items are reviewed, select “Review” in the workflow bar.

PRO TIP: Users can add in comments or mention team members with “@” within the activity log. This increases collaboration and allows co-reviewers to share their review comments.

  • In the pop-up screen, designate official response using the drop-down list at the top.
  • If approved, select the official response attachments, add necessary comments, and click “Done”.

PRO TIP: Project Admins 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.

4. Distributing an Official Item

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

  • Open the item and select “Close and distribute”.
  • Include the Responsible Contractor, and, in the distribution list, identify team members who should be aware of the approved Submittal Item via email.
  • Once the item is closed (approved), it will be available for viewing by all project members.

PRO TIP: Admins and Submittal Managers can re-open closed items. With the closed item open, select the arrow next to the “Closed” button in the top right corner, then select “Open”. The item will be re-opened to its latest state and sent to the Manager. Managers and Admins can send it to a Reviewer or close and distribute it.

5. Submittal Revisions

Creating a Revision

If a Reviewer responds to a submittal item with a response within the “Revise and resubmit” or “Rejected” columns, the Submittal Manager needs to create a revision.

  • The Submittal Manager needs to open the submittal package and select “Create new revision”.
  • Include the Responsible Contractor, due date, and note.
  • Select “Done” to send the item back to the Responsible Contractor.

Responding to a Revision

  • The Responsible Contractor will be notified of the revision request via email.
  • Open the item, and in “Attachments”, upload the revised documents.
  • Once attached, the document will appear above the Revision 0 Make sure the “For review” box is checked.
  • Select “Submit to Manager”. The Submittal Manager can now send the revised item(s) to the Reviewer.

6. Activity Log Tracking

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

7. Submittals on Mobile

  • Within the PlanGrid Build app, team members can access Submittals by selecting “More”, then “Submittals”.
  • All approved Submittal Items are accessible to the entire project team.
  • 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.
  • Tap to open an item and reference the details.

8. Filter/Sort/Search Submittals

Web

  • Select the Submittal Tool from the toolbar on the left of Autodesk Build.
  • Within either the “Items” or “Packages” tab, select the funnel icon to access the filter options.
  • To sort, click the column headers. To customize the columns within the “Items” list view, the user should select the control icon, then check the items they wish to see.
  • To search, use the search bar to search by submittal title, spec section, or ball in court.

Mobile

  • Users can use the search bar to search by submittal number, title, or spec section.

 

Filter and Search

9. Creating and Exporting Reports

Export via Submittal Tool

  • In the Web version of Autodesk Build, select the Submittal tool.
  • To export a PDF report or Excel export of all items (or filtered items), select the “Items” tab, then click the “Export” button.
  • The summary report will be downloaded directly to the user’s laptop.

  • 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 to export the PDF with or without attachments embedded.
    • If the user selects “Export with attachments”, attachments are limited to 30 MB each and only up to 10 attachments can be embedded. If there are more than 10 attachments, no attachments are embedded, and the report will have a list of all attachments with links out to them.

Creating Reports via the Reports Tool

  • Users can create two Submittal Reports using the Reports tool in Autodesk Build – a Submittal Item detail or a Summary Report.
  • Select “Reports” from the left toolbar in Autodesk Build and press “Create Report”.
  • Select either “Submittal item detail” or “Submittal item summary report”.
    • Submittal Item Summary reports include the status, spec, item number, type, title, responsible contractor, ball in court, due date, package and review response.
    • A Submittal Item Detail report includes all information that is within individual Submittal Items across the selected items.

  • Once the format type is selected, users can customize the report by renaming the report title, selecting the file format, applying filters, and choosing how the report will be sorted.
    • Users can filter by status, spec section, ball-court, due date, priority, package, type, response, or created bye.
    • Multiple filters can be applied to ensure only the necessary information is included in the report.
  • Once the report is customized, press “Create report”, and select if this is a onetime report or should be saved as a template that can be run again later or scheduled.

Meetings

No more hunting for lost meeting minutes, questioning accountability, or running the risk of unanswerable claims! With the Meetings tool in Autodesk Build, teams improve collaboration and drive action with centralized meetings.

1. Accessing Meetings

  • In the toolbar on the left, select Meetings to access the meeting functionality.
  • In the Meetings list view, you can quickly distinguish between agendas and official minutes via the colored badges.
  • User’s role within the project and given meetings will impact what they can view and edit.
    • Project Admins have access to view all agendas and minutes.
    • Meeting Organizers can view and edit agendas and minutes they’ve created.
    • Meeting Invitees can only view agendas and minutes they have been invited to.

 

Meeting Permissions

2. Create a new meeting agenda

  • Project users have access to the Meetings tool and can create an agenda. To do so, select the “Create meeting” button in the top left.
  • When a user creates a new meeting, they automatically become the Meeting Organizer. As an Organizer, the user will have full control.

  • To create the agenda:
    • Enter the meeting title, date and time, location, and description. All changes are saved automatically.
    • To add the first topic, click, and type within the field where you see “type meeting topic.”
    • To delete a topic, hover over the topic and select the “x” on the right-hand side. If you delete a topic, all items under the topic will be removed from the meeting.

PRO TIP: For a virtual meetings, integrate with Zoom to automatically generate a Zoom meeting link. For other virtual meetings, click into the field and past a video conference link.

  • To add assignees, due dates, or references to meeting items, hover to the left of the item name and select the three-dot icon.
  • Within the drop-down list, select “Due Date,” “Assignee,” “References,” or “Flag.”
  • When flagging meeting items, users can leverage the filter to filter for the flagged items.

  • To add invitees or additional meeting organizers, select the “Invitees” icon on the right.
  • In the Invitees panel, select “Add invitees.” Use the search field to search by name, email, or company to find the necessary individuals.
  • Adding invitees allows users to track attendance and gives the invitees (only Autodesk Build project members) access to the agenda and official minutes from the Meetings tool.

PRO TIP: Add individuals outside of the Autodesk Build project members by selecting “Create non-member” under the search field.

  • To add a co-organizer(s), select the three dots to the right of the invitee’s name, then select “Make organizer.” Organizers have full control.
  • To remove an invitee from the list, select the three dots to the right of the invitee’s name, then select “Remove.”

  • Users can share the meeting agenda by exporting a PDF or emailing it to attendees.
  • To email the agenda to invitees, select “Share with invitees” from the three dots to the right of the References icon. If selected, an email will automatically be sent to invitees. Linked references are hyperlinks, making it easy to access the referenced information.
  • To export the agenda to PDF, select “Export to PDF.” Again, linked references are hyperlinks.

 

Create Meetings

PRO TIP: To integrate the meeting into outside calendars, select “Add to calendar” and upload the .ics file into desired calendar.

3. Adding References

  • Users can link Files, Sheets, RFIs, Issues, Photos and Potential Change Orders (PCOs) to the entire meeting or specific meeting items.
  • To add references to the meeting, click “References” in the top left. Under meetings, select “Add reference.”
    • Users will have the option to reference a File or Sheet.

  • To add references to specific meeting items:
    • Press the three dots next to the meeting icon and then select “References.
    • Select which item type to reference. An “Add reference” window will appear. Then, use the search field to quickly find the item you wish to reference.
    • Select the item and click “Add” to connect it to the meeting item.
  • For RFIs, Issues, Photos and PCOs, this process creates a bidirectional relationship. This means in the referenced item, the linked meeting item/record is visible.

Note: Issue, RFI, and Meeting visibility is based on permissions. If users do not have permission to view the link, it will not appear in the “Add link” window or the Issue/RFI record.

Meeting References

PRO TIP: Users can create an Issue directly from item. Simply select, “Add reference” then “Issue.” In the pop-up window, users will have the option to select existing Issues to reference or to create a new one.

4. Capturing Minutes

  • The Organizer(s) has full control and can capture meeting minutes, add/remove invitees, mark attendance, assign items, add due dates, etc.
  • To mark attendance, check the box next to the invitees’ names.
  • Similar to creating the agenda, new topics and items can be added/edited during the meeting.

  • To access the assignee and due date options, hover to the left of the item name and select the plus icon that appears. An item can include one or more assignees, but the list of assignees is limited to the list of meeting invitees.
  • Update the item status from Open to Closed using the drop-down list.

PRO TIP: Use the status “Open” when the goal for the item being discussed is to resolve it. Leverage “Ongoing” for meeting items that need to be discussed but may have no near-term plans for closing.

  • To finalize and share the meeting with attendees, select “Minutes” in the top left. This locks the meeting and converts it from agenda to minutes; if a change is required, unlock the minutes by selecting “Minutes” again.
  • To email the minutes to invitees, select “Share with invitees” from the three dots to the right of the References icon and to export the agenda to PDF, select “Export to PDF”

PRO TIP: The Meeting Organizer or Project Admin can delete a meeting record. To do so, it must be in the agenda state. Users can only delete a stand-alone record or the last record in a series.

5. Create a Follow-up Meeting

  • To generate a follow-up meeting, select “Create follow up” from the three dots to the right of the References icon.
  • A dialog box will appear to explain that the follow-up meeting will copy the current meeting description, open agenda items, invitees, and location.
  • Choose the date for the follow-up meeting and hit “Create.”

  • The follow-up meeting will automatically be created, and users will jump to that meeting.
  • In front of the meeting title, the meeting number has automatically updated.
  • Meeting items with the status of “Open” and “Ongoing” will automatically transfer over to the follow-up meeting.
  • Make any necessary updates to the meeting time, location, and description, and add any additional topics and items.

6. Items View

  • To track all meeting items, select “Items” to view a collated list of all meeting items.
  • This view shows all items for meetings that the user has access to.

  • To customize the view, users can:
    • Sort by Status, Meeting or Due date
    • Filter the view for “my action items,” specific assignees, due date, item status or whether the item was flagged in a meeting

7. Meetings on Mobile

  • To view Meetings on Mobile, go to PlanGrid Build App and select the “More” icon on the bottom right.
  • Within the meeting list, leverage the search bar to search meeting titles or filter the meetings by status or date to quickly find the desired meeting.

  • Within the meeting instance, view the agenda or minutes, check invitees or attendance.

Daily Reports

There’s so much work that happens on a jobsite every single day. Daily reports are essential in capturing all that progress in Autodesk Build and provide a clear track record for the whole project team. Daily reports record the exact work completed each day, the equipment and materials used, the working hours, the weather conditions, and can also include photos to provide further context. 

1. Creating Daily Reports

  • In the Forms Tool, go to Templates, and select “Create template”Here, either upload an existing daily report template or create a new template. 
  • When creating a new template, Autodesk Build offers a pre-built template that captures all crucial components: work log, materials and equipment used, signature, and the option to add notes. Weather information is also available. 
  • After the components are saved, choose the collaboration mode that’s best for the team’s needs: single contributor, multiple contributors in sequence, or multiple contributors in parallel. Then select who will be the contributors and the reviewers of this daily report template. 
  • If the project requires several daily reports (for example, to capture the work done by every subcontractor separately), create as many daily report templates as needed.

PRO TIP: To easily differentiate between daily reports, make sure to give the template a specific title. For example: Daily Report – Plumbing.

2. Editing Daily Reports

  • Click on “Create form” within the Forms tool and select the appropriate daily report template. 
  • On the left, users can adjust the date, add a description and reference photos, issues, files or other forms. On the right, all details can be captured by clicking on “Add work/material/equipment.  
  • While the daily report is being edited, the changes are automatically saved as a draft version. Once all the information is there, just hit “Submit. 

Prediction and Analytics Capabilities

Insight

Everyday construction projects have thousands of open issues, hundreds of RFIs, and countless change orders. Tracking and understanding all of these pieces of data is nearly impossible. Furthermore, nearly 95% of this project data goes unused.

 

The Insight capabilities built into the Autodesk Construction Cloud platform gives teams a deeper understanding of project performance, prioritized daily activities, and instant visibility into project risk. This allows them to more easily leverage their project data to, ultimately, avoid costly mistakes and minimize risk.

1. Project Dashboards

  • Select the product picker drop down and select “Insight”.
  • From within the Insight tool, users will see a list of preset dashboards for Risk, Design, Project Controls, Quality and Safety.
  • Select the “Customize” button on the top right to rearrange, remove, or add new cards to each dashboard view.

  • Create a custom dashboard by selecting the blue “+” icon on top of the left navigation panel.
  • Custom dashboards can also be shared by user, company, or role.

 

Customize Dashboards 

2. Project Home

  • In addition to project dashboards in Insight, any Autodesk Build user will have a preset home screen called “Project Home”.
  • Click on the “Project Home” tool from within Autodesk Build.
  • From this screen, users can track progress by setting key milestones, access any quick links, view a list of recent activity, see updates on both a user’s assigned work status and project overall work status, and get the weather, as well as see how many users from the project are using updated mobile syncing.

Project Home

3. Executive Dashboards

  • Only users who have Executive Overview access can view the Executive dashboards.
  • From within Insight, navigate to the “Executive Overview” option on the bottom of the left side panel.

  • Similar to project dashboards, users will see a list of pre-set executive level dashboards that show a summary of cross-project data:
    • Risk – Overview of high-risk projects and sort by project type or business unit.
    • Cost – A roll-up summary view of cost information for each project. NOTE: Executives with permissions to view project costs can drill down to see details

    • Design – Overview of design issues and approval reviews by project as well as a design risk heatmap flagging projects that may be at higher risk for early design issues.
    • Quality – Overview of quality checklist activity per project.
    • Safety – Overview of safety checklist activity and safety checklist conformance per project.

 

Executive Overview

4. Card Library and Partner Cards

  • Both project level and executive overview dashboards can be customized by adding or removing cards from the “Card Library”.
  • Click on the “Customize” icon on the top left to see a view of the Card Library.
  • Filter, view, and select cards to be added to a dashboard:
    • Filter by Partner Cards to add data from any of the selected integration partners.
    • Filter by Construction IQ-specific cards.

 

Partner Cards

5. Construction IQ

  • Construction IQ is a built-in machine learning and AI functionality that leverages data across the entire Autodesk Construction Cloud platform.
  • Construction IQ sifts through millions of data points from your construction documents, issues, checklists, related meta-data and historical data, and analyzes it to identify and prioritize risks.

  • Construction IQ automatically classifies items and flag issues as “High Risk”.
  • “High Risk” issues are items that, if left open, will likely lead to bigger more costly issues down the road.
    • For example: If flashing was marked as missing on a window, the Issue would be flagged as “High Risk” to avoid bigger water-leaking Issues.

  • View Construction IQ data through the “Risk” tab within the Insight module as well as by selecting cards tagged as “Construction IQ” in the Card Library.

 

Construction IQ

6. Reports

  • Navigate to the “Reports” tool on the left side panel.
  • Click the blue “Create report” button and select a report template to start with.
  • Modify the report template as needed by selecting the file format, filtering, and sorting options.
  • Once you run the report, it will show up in the “Reports log” tab.

  • Users can choose to download the report, share the report via link or by user, role, or company, or save the report as a template.
  • In the “Templates” tab, users will see a list of reports that were saved as templates.
  • From here, users can choose to run a report, edit the template, or schedule a recurring report.

 

Creating Reports

7. Data Connector

  • Only users who have Executive Overview access can view and access the Data Connector.
  • From within Insight, navigate to the “Data Connector” option on the bottom of the left side panel.
  • Users can extract data in different ways:
    • Click the blue “Run extraction” button to manually extract data.
    • Click the “Schedule” button to schedule recurring extractions.

 

Power BI Templates

Power BI Connector

PRO TIP: Use the Power BI Connector to automatically sync data from Autodesk Construction Cloud platform directly into Power BI, and use the premade Power BI Templates. There is also a Data Connector API that helps integrate to other business intelligence tools.

Project Management Insights

Teams often struggle with prioritizing which RFIs to focus on, often leading to additional rework, schedule delays, and cost overruns. Furthermore, design and construction information are often disconnected, increasing the total number of RFIs in general. With the data visualizations through Insight, teams can easily prioritize the right RFIs to address, see status and details of submittals, and ultimately minimize high-risk cost impacts.

1. RFI Risk Factor

  • The RFI Risk Factor card is powered by Construction IQ.
  • Users can add this card to any dashboard through the card library.
  • Five factors are visualized through this card:
    • High-Risk RFIs – Visualize the RFIs that pose the greatest risks to costs or schedule based on analysis of the content and root cause.
    • Design Coordination – Identify RFIs related to design coordination earlier, helping to avoid high costs down the road.
    • MEP and Structural RFIs – Prioritize RFIs related to MEP or structural work that need to be addressed promptly to avoid downstream rework.
    • Documentation Errors – Surface RFIs concerning documentation errors sooner to improve quality and reduce potential rework.
    • Code Compliance – Catch RFIs related to code compliance, helping to reduce safety issues and permit hurdles down the road.

2. Project Controls Dashboard

  • Within project level Insight dashboards is a preset dashboard for Project Controls.
  • This dashboard houses cards such as “Project Submittals” or “Project RFIs” that help teams quickly see which RFIs are due soon and which open submittals are overdue, so that teams can take immediate action to resolve. All cards can be moved around or removed, and users can also add new cards.

Additional Capabilities

Account Admin & Standardization

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

1. Setting Up Templates

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

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

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

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

About Project Templates

2. Creating a Project

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

 

Creating a Project

3. Adding Project Members

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

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

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

Manage Account Members

4. Library

  • The Account Admin Library serves as a centralized library of objects or “components.” From the library, users can configure a component, and simultaneously add them to multiple existing projects.
  • Click on the ‘Forms’ tab to create a new form template
  • Choose to build a new form or upload an existing PDF form
  • Once saved, the new form template can then be added to new or existing projects
  • Account Administrators can also edit any template and all updates will be pushed to any projects in which this template was added to

About Library

Project Admin

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

1. Create Projects

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

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

 

Create a Project

2. Adding Project Members

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

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

Add/Manage Members

3. Settings

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

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

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

 

Project Settings

 

4. As Built Export

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

 

As-Built Export

5. Bridge

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

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

Bridge Overview

Mobile Access

Teams can complete tasks from anywhere on the jobsite with seamless access to Autodesk Build data, even when they’re offline. 

 

With the PlanGrid Build mobile app, teams can get access to project data and all the project management tools they need on the jobsite, including creating sheet markups, editing quality and safety checklists, viewing RFIsadding, tracking and resolving issues, capturing progress photos, and more. 

1. Download the PlanGrid Build App

Go to the App Store or Google Play Store on your mobile device to download the PlanGrid Build app. 

 

Download IOS App

 

Download Android app

2. Access Data Online and Offline

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

3. Complete Tasks on the Jobsite

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

Most common mobile workflows include: 

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