🗓️ April 2025 Challenge - Spring Into Structure!

Marco M · 2025-04-02T20:06:42+00:00

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Hi everyone!

April is here, and with it comes the perfect excuse to do a little spring cleaning, Bluebeam style! This month’s challenge is all about bringing structure to your Studio Projects, folders, and documents.

Share your go-to systems like folder structures and naming conventions to permission settings and setup tips with the community. Your structure might just be the solution someone else has been looking for!

Monthly Challenge- Spring into Structure.svg

🏅 Recognition 📈

Participants will earn a unique challenge badge and points to help level up in the community!

🤝 Share & Comment 💬

Post how you organize your Bluebeam environment - Projects, folders, files, or processes.
Jump into others’ posts to ask questions, offer feedback, or pick up new ideas for streamlining your setup.

📚️ Resources 🧠

https://youtu.be/yu1YFKyXAIk?si=Z41g77vLv-xPlHGo

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Comments

Jes Stafford

We are currently trying out Bluebeam SETS as our record set manager during construction contract administration (CCA). Some folks do not like the fact that only one person at a time can access that .bex file. During CCA, that issue has proven to be isolated. There is only one person per project performing CCA and opening a read-only is always an option.

I am wondering if anyone uses PROJECTS for organizing their CA record documents.

One of our more organized PMs has a Session going where she has developed and practices a naming convention that organizes the list of files in the session. This is nice, since we are still hoping the BB Developers will introduce folders to Sessions soon. She uses:

"0#_Ref - [FILENAME]" for reference materials

"19## - [FILENAME]" for Existing Building Documents

"YY-MMDD [FILENAME]" for progress drawings, and…

"Project # [PHASE FILENAME]" for drawings issued for review.

I am building on these naming conventions to come up with a file structure for our BB Projects. Taking each convention above and making a folder for them, I would add "CCA Record Set", "From Sessions", and "From Sets".

One thing I have noticed is that using numbers ahead of the folder names does not order them, like they would in File Explorer, like "01 First Folder," "02 Second Folder," and … "0n - nth folder". So I may have to switch to letters to order them.

Incidentally, who remembers Structure Clothing? I still have a couple of ties from there. Was sad when they, uh, folded.

Brandon Costlow

When I think of file organization I think of my old trading card organization. I had a shoe box with cardboard dividers and 3-ring binder with sheet protectors as dividers. The binder showcased how much of each set I had completed, while the box would contain duplicates, and special cards like 1st edition and signed versions. Those would be in hard cases that don't fit in the binder. Both would be sorted similarly. Other times I would just use one organizer for all cards. For instance, the box would allow for great levels of storage and some pretty basic sorting functionality, but it wasn't very attractive. The binder was limited in storage but made up for it with more complicated sorting options and a much more attractive look. This is why I have started using a dashboard for my project organization. The folders themselves are in a pretty basic format, but my dashboard gives me that much more customized look and workflow. I have a few dedicated buttons for some of my go-to documents and folders, while the other buttons are just in a grid format. I can go in and move the buttons around as I please, but ultimately it's just a bunch of basic links that lead to either the folder I want or another dashboard page that helps sort the subfolders how I like. Nobody else has to use my dashboard, and it's my default PDF when I open Bluebeam, so it's always very accessible while using the software.

Doug McLean

I've never had an issue with more than one person being able to access the .bex file, that one is new. Its possible you could be saving it wrong as you should be using relative references when creating the Set.
The individual pages within a set are still locked out though.
Are you using a network drive, SharePoint, ??? Something seams off to me with this workflow

Doug McLean

My usual go to with structure is to pin files to the File Access Tab. This keeps everything nice and organized.
As an Estimator, I usually have at least one bid on the go, two or three pending and a few jobs that were won but that I need to keep easy access to in order to process changes, pinning helps me do all that.
I even have some custom categories for Training and often used documents.

I also use and LOVE Sets. Great feature for keeping the most up to date file handy and they can also help you access multiple disciplines from one central location. Why should you have to go searching through File Explorer for other drawings, when you can just access them through Sets?

The last thing I use to help keep everything organized is Spaces. Best sorting tool in Revu if you ask me.
Not only can they be used in Plan, they can be used in Elevation to group assembly's together (and with a little Excel Power Query magic, I can do WAY more with them). It really is a handy little feature.

Jes Stafford

I will check on that references setting. We are on a network drive. I do believe it has sharepoint capabilities. Thanks @Doug McLean .

Jes Stafford

Pinning files is so helpful! Almost as helpful as making sure the Preferences/General/Options - "Reopen Files from Last Session on Startup" check box is on and leaving active projects open… also have to uncheck Window/Auto-Hide Tabs. That's not cheating!

Brandon Costlow

I totally get why you'd like that feature. It makes sense, but there's just something about it that rubs me the wrong way, so I always keep that turned off.

Jes Stafford

Nothing wrong with starting fresh! Leaving the previous files/tabs off would keep you from getting bounced around by the tabs opening up and prompting reactive work (stimulation)… unless you know exactly why you are opening Bluebeam before you do.