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BRYSON ANDERSON: Autodesk Accelerators
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are designed to help your team stay ahead
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of the curve with the latest workflows.
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These include on-demand courses, pre-recorded coaching,
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as well as live coaching.
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To see the full list of topics, visit the Customer Success Hub.
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Take a moment to read over the safe harbor statement.
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This is a reminder that we may make statements
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about future developments.
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These are not intended to be a guarantee,
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but reflect our current expectations and assumptions.
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Before we get started, let me introduce myself.
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My name is Bryson Anderson.
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I'm based out of Utah, been in the IT industry
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for about 14 years now, the last 10 years in the AEC
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Marketplace, working with firms in all aspects of their IT,
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including data management and collaboration
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for Autodesk workflows.
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Welcome to the Autodesk Accelerator, Upload Models
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and Documents to the cloud using Autodesk Docs.
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The objectives for this session are
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to create folders in Autodesk Docs,
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evaluate where to upload data based on its type
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and requirements, learn how to upload project
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data to the Project Files location,
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learn how to set permissions on those folders,
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as well as doing the same For the Field location.
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The workflow we're going to follow
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is evaluate where to upload the data,
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create a folder structure, upload project
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related documents and work in progress to the Project Files
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location, upload construction related and contract
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documents to the For the Field location,
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and then set folder permissions on everything.
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So let's go ahead and get started with our first task--
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Evaluate where to upload data.
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This is going to be the first step in our workflow.
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By default, there are two folder locations in Docs.
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Each one has its own workflow and purpose.
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They are Project Files and For the Field.
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The For the Field houses the digital equivalent
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of the printed set of contract drawings for the project.
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Specialized workflow capability when
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using Autodesk Build, PlanGrid, et cetera,
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are used inside For the Field.
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Project Files is project-related documents,
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including design data and all other document types.
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All of your work in progress data
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should be stored in Project Files.
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The BIM Collaborate workflows for Civil, Plant, and Revit,
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all require data to be in Project Files.
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The way I look at it is everything
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should be in Project Files, unless you know
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it should be in For the Field.
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We'll talk a little bit more about that For the Field
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folder here in just a little bit.
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So let's start by creating a folder
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structure, the second step in our workflow.
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Folder structures can be manually created
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in Autodesk Docs, on the Files tab,
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by simply clicking the ellipsis on any folder
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and clicking Add subfolder.
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Once you click Add subfolder, it will be added like this.
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You can change that name, hit the check mark,
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Folders can also be renamed and deleted
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through that same ellipsis button.
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Now, if you have a large folder structure,
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it's easier to upload it, especially if you already
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have it existing, maybe you've got a folder structure
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you use on other projects that you've got in File Explorer,
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maybe it's on your server somewhere
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that you want to just upload to this project,
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you can do that through the Desktop Connector.
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Desktop Connector is a small app that you
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install in Windows, that connects your Windows File
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Explorer to Autodesk Docs.
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You can simply just drag and drop.
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Control-C, Control-V, your shortcuts for copy and paste.
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When you right-click-- the reason
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you do that is when you right-click in the Desktop
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Connector location-- the right click context menu
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doesn't have a paste.
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So simply drag and drop, or just use those shortcuts
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Once you have that uploaded, you can then add more subfolders.
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You can do it here or through the web browser,
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either way you want to do it.
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Our folder structure could also have
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been created from a template.
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You can set templates up that have folder structures,
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permissions, things already added
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so that when you create a new project,
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it save you a ton of work.
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So when you can set up templates and use those,
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it'll save you a lot of creation time on your projects.
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Let's go ahead, jump into the demonstration
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on creating a folder structure.
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Autodesk Docs provides two default locations
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Project Files and For the Field.
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Knowing where to upload your data
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and creating the folder structure
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to support that is key in getting your project set up.
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So let's talk about what data goes where and how to create
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For the Field houses the digital equivalent
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of the printed set of contract drawings for the project.
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It also has specialized workflow capability
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when using Autodesk Build, PlanGrid,
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and some of the other Autodesk Construction Cloud
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Files put in For the Field also automatically synced
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Project Files is going to be your storage
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location for everything else.
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So all of your work in progress data,
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design data, things that you're currently working on that
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will all exist inside Project Files.
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When you're working with Revit Cloud Worksharing,
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or with collaboration for Civil 3D or Plant 3D,
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it requires that all those files exist in Project Files as well.
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So the way I typically look at it
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is everything should go on Project Files,
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unless you know it goes in For the Field.
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Once you know which folder you're going to put it in,
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you can start setting yourself up a folder structure.
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It's a couple of different ways to create a folder structure.
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The first way is by simply hovering over
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an existing folder, clicking the three dots and add subfolder.
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Subfolder will be created, with the name of the folder above it
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You can just delete that, and name it whatever you want.
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So we'll name this one as the test folder.
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You click the checkbox, and there you
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have a subfolder created.
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Your view is customizable, so you
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can grab this and make this larger so that you
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can see folder names better.
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So again, we just click on those three dots, add subfolder.
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A subfolder is created.
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We named it whatever we want.
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We hit the checkbox.
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And we have a folder structure.
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So this is a tedious way to create a folder structure,
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but you can do it this way.
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You just click on a folder, create a subfolder
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underneath that one, so on and so forth,
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and create your folders.
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Not the most efficient way to create
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yourself a folder structure.
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So let's look at a couple of other ways to do that.
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Likely, you're going to have a folder structure in Windows
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that you already use, whether it's on your local server,
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or on your local machine.
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You probably have a set of folders
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that you typically start a project from.
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So what we can do is we can actually use the Autodesk
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The Desktop Connector is an application
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that connects the Autodesk Docs to Windows
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so you can see the contents of your Autodesk Docs projects
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in the Windows File Explorer.
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So if we open two Windows side by side,
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we've got the folders locally here on our computer.
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And then we are opening here on the right-hand side
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to that Desktop Connector location.
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We're going to put these in Project Files.
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And we'll put the Civil folder, which
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has some subfolders over here by just dragging and dropping.
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So you'll notice if I right-click
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on something in Windows, I'll get a whole bunch of options.
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But if I right-click on something over here
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in Desktop Connector, I have a different set of tools.
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My right-click context menu is a little bit different.
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So I don't want to do a right-click,
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and copy and paste, and either drag and drop or use
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the keyboard shortcuts--
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Control-C for copy, Control-V for paste.
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I'll just drag and drop.
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And you'll see down here this little window
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pop-up saying files are transferring, creating folders.
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And this is going to actually take the folder structure
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that we drug from our local machine
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over to our Desktop Connector.
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And it's going to then upload those,
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and we'll see them on the web browser.
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So let's go ahead and jump back over to the web browser,
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and we'll see that Civil folder and its subfolders
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You'll notice I hit Refresh there to get it to show up.
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Looks like everything is there on the local side.
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So let's jump back over to the browser.
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All right, we're back here in Autodesk Docs
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And there is that Civil folder and all of it subfolders.
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So a much easier way to create a folder structure.
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If you just open it up in File Explorer,
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and use that Desktop Connector to drag and drop,
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or use the keyboard shortcuts to copy
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and paste your folder structure over, it then uploads it,
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and it all appears here in Docs.
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We also have the ability to create a folder structure
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automatically when we create a project.
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We do that through, what's called, Template projects.
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Templates can be set up by admins.
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So you actually have to be an account admin
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to set up a template.
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But what we can do is actually create a folder structure
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with permissions, and there's a few other things
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that you can do with templates as well.
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There is another accelerator on templates.
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So if you take a look at that, there's
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more in-depth information on how to create these.
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But what you can do is you can create yourself a folder
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structure within a template.
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And when you create a new project,
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you tell it to apply that template,
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and the new project is created with that folder
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structure already existing.
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So recap, there's a couple of ways
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to create your folder structure-- manually create it
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through the web browser here in Autodesk Docs,
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drag and drop things inside File Explorer
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through the Desktop Connector, or have those automatically
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generated when you create the project by using a project
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So now that we have a folder structure,
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let's look at getting files uploading.
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Let's look next at uploading data
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to project files, the third step in our workflow.
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The first way we can upload data is
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by simply going to Autodesk Docs in the web browser
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and clicking either upload files or the ellipsis
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on any folder, and Upload, and Files.
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It will then open a selection window,
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where you can pick the files that you want to upload.
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Once you begin that process, all of your uploads
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will be added to this Upload monitor
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window, where you can come in and see the status of any
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You can also drag and drop files from File Explorer
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One thing to note here, you can only select files.
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You can't select folders or subfolders.
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So if you have a large data set or things that are folded,
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the best way to do that is to bring it in through the Desktop
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So just like we did through the folders,
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we're going to either drag and drop, or use the Control-C,
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Control-V copy-paste shortcuts to move things
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from our local location into that Desktop Connector, where
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they'll begin to upload.
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You can monitor the progress of your uploading
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through the Pending Actions window.
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One thing to keep in mind here is
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you can also bring in files and folders at the same time.
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So if you've got a folder structure with files
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already in it, you could do this in one step
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and bring in your files and folders at once.
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Now, there are some instances where there's some specialized
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For example, Revit central models
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need to be brought in through Revit.
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They can't just be uploaded right through Autodesk Docs
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or through the Desktop Connector.
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Similarly, with Civil 3D, there's
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some setup that needs to happen inside Civil 3D.
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There is also a Data Migration Tool for Civil 3D.
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It's currently a beta product, but it can also
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be used to upload Civil 3D data.
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So all of our work in progress data
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can be brought in through these methods.
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Let's talk next about uploading data
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to the For the Field location, the fourth step
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So just like with project files, things
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can be brought into For the Field by either
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doing the Upload files inside the web browser,
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or by using the Desktop Connector.
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One thing you'll notice is when you go to Upload,
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you're going to get this pop-up that says "Files in this folder
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are viewable to all project members
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and are synced to mobile."
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That's the purpose of that For the Field location.
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Everyone has at least View access,
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and all of that contents is synced to mobile devices.
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So just keep that in mind as you're uploading things
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to the For the Field location.
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The For the Field location really
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is meant to give access to things in the field.
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Work in progress data should not exist
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in the For the Field location.
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So let's look at the demonstration on uploading
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files to Autodesk Docs in both Project Files
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Now that we've looked at creating folder structures
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and how to upload folder structures,
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let's look at how we upload data.
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Let's start by looking at how to upload data
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through Autodesk Docs.
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So you'll notice there's a big blue Upload files button.
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Also, if we click these three dots,
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we have an Upload and Files here as well.
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So much like the way we created subfolders,
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we can add things this way.
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Or if we drill into the folder we
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want to add something to, we can hit Upload files,
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pick them from our computer, browse to the location
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So we'll look at uploading a Revit model here.
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We just select the file that we want, and it begins uploading.
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So as we select multiple files, they'll show here in this list,
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and where they're at on uploading.
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So let me grab a couple others here, and let's add these ones.
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You'll see those smaller files upload quickly,
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whereas that large Revit model is still uploading.
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As the upload process finishes on each one,
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you'll see the green check marks.
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Some of these larger files, like Revit models,
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will show processing for quite a while.
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What it's doing is creating the backend files
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it needs for the View.
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So file types can be viewed Revit models, DWGs.
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There's quite a few different file types
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that can be viewed natively in the browser
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through Autodesk Docs.
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It's creating the back end information that needs.
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So even though it says it's processing and has uploaded,
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it's just working on that View stuff in the background.
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We can upload files in the For the Field area in the same way,
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clicking those three dots, or by clicking the Upload files.
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When we do this, we're going to get a pop-up here
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that says we want to release this to the field.
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It's going to give us a warning that files in here
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are viewable to all project members
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and that they're synced to mobile.
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Because For the Field has this specific workflow behind it,
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it's just giving us a message here so
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that we know what's going on.
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We can hit Don't show me again, and then
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continue if we don't want to see that message again.
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So if we're familiar with the process
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and don't need to be seeing this,
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we can just Don't show me again and Continue.
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It'll bring up that same Upload files.
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You'll notice those same files that we uploaded
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before are still here in the list,
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and that Revit model is still processing.
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But we add in the same way, just we pick
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where we want to pull it from.
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And we'll just pick something in here.
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We'll go to a PDF and grab, and upload it,
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and it will begin uploading that.
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So whether we're uploading to Project Files or For the Field,
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we just click that Upload button,
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select the files from where they're at locally.
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This will pop up and show us the process.
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If we close this, we'll see a smaller version of it here.
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We can also collapse it all the way,
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but it just gives us some insight
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into what's happening with our uploads.
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We can also upload files using the Autodesk Desktop Connector
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through Windows File Explorer, just
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like we did folders earlier.
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If you recall from when we were uploading folders this way,
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if we right-click here in the Desktop Connector location,
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the right-click context menu is not there.
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It's not the same as when you do it in a regular File Explorer
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So we're going to either use the Control-C copy, Control-V
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for paste, or just drag and drop things over.
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So let's go ahead and grab some folders and files in them.
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These ones here have some images in them.
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So let's grab those and copy those over,
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highlight the few that we want, and drag and drop them over.
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And that upload process is going to begin.
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So just like on the web browser side how we had that window,
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you've saw down here.
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There's an Upload status window.
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We saw that in Autodesk Docs.
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We'll see a similar thing here.
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But if we wanted to monitor how things are uploading
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for moving a whole bunch of things at once,
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we can use the Pending Actions window here.
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If we just right-click on the Desktop Connector icon
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and go to Pending Actions, it's going to tell us
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that it's adding files.
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It's adding many of them.
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And this is going to give us a good idea of what's happening.
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So as we add more things, we'll see this Pending Actions
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So let's go ahead and grab like this PDF folder as well,
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and we'll drag and drop it over.
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And we'll see that now being out of the Pending Actions.
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So as I'm uploading data, I'll open this Pending Actions
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window, just keep an eye on where things are at if there's
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an error as it's uploading.
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It will show that here.
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And we'll have a good idea of where our status is at as
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far as our upload goes.
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If you have a large data set with hundreds of files
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or a bunch of very large files, I
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recommend breaking up your transfer into smaller chunks,
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so copy over a few folders at a time, let those process.
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If you throw a whole bunch of stuff, you throw 10 gigs,
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all added at once, it may take a while
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and clog up your Pending Actions.
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So I like to do things in smaller chunks,
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but you can move any amount of data you want this way.
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You can move any type of files you want.
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Anything that you put in that Desktop Connector location
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will then be uploaded.
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There are a couple specialized upload scenarios.
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For example, if we're using Revit Cloud Worksharing to host
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Revit models in the cloud with BIM Collaborate Pro,
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we have to add them a little bit differently.
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We do that through Revit.
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There's another accelerator on how to do that,
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but just note there are a couple specialized upload scenarios
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using collaboration for Civil 3D,
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or Plant 3D, or the Revit Cloud Worksharing.
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Those BIM Collaborate Pro tools can require
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some additional upload methods.
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Jumping back over to Autodesk Docs in our web browser,
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we can see that those files and folders are uploaded,
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that we brought in through Desktop Connector,
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So we can either upload files here
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through the web browser using just the Upload Files button,
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or bring them in through the Desktop Connector,
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also not forgetting about those specialized scenarios
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where we need to bring them in through applications.
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Now that we have a folder structure created
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and files uploaded, let's look at how we set permissions
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We'll look next at setting folder permissions.
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This will be the final step in our workflow.
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Folder permissions are going to be used to control access
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Permissions are set by folders, and not by individual files.
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And one thing to keep in mind as project admins
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have full access to all folders in the project, that's
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not something that can be restricted.
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Any project admin is going to have unrestricted access
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to everything within the project.
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To change permissions, we simply click on the ellipsis.
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By hovering over a folder, we'll then see the ellipsis.
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We can then click Permissions, just
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like we did with Add subfolder, Rename, all the other options.
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That will bring up the Permissions window.
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From here, we can go ahead and add permissions
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by simply clicking the Add button,
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and putting in a user, a company, or a role.
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Once we've got them added, we can then
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set the permission level.
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Companies and roles can be used like groups
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to make permission easier.
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So if you've got a folder that an entire company needs access
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to, you could set the access by the company,
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instead of the individual user.
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It also saves you time down the road.
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When you go to Add someone to the company,
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you add someone new to Autodesk Docs.
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You invite them as the member of that company.
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They then have default access to all
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of the folders that are being given access
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through that company name.
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Now, one thing to keep in mind is
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if you've got a mix of those, if you've got companies, roles,
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individual users all added as permissions
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to a folder, the highest access granted wins.
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So, for example, if you have someone added,
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and from the company they have View only permissions,
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but then they're added individually
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where they have Edit permissions,
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they will have that Edit permission.
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It will give them the highest level granted to them.
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There are four different categories for permissions--
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View, Create, Edit, and Manage.
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If a user is not given any permissions
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through either role, or company, or their individual,
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if they have no permission to set it all,
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then they won't even be able to see that the folder exists.
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You set the permission level by simply clicking the dropdown
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and selecting the permission level you want them to have.
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Now, you'll notice a couple of these,
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like View, have multiple View options--
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a View Only, and a View and Download.
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You can set permission level to either one,
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and you can always change permissions at any time
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by coming back in here, and changing it permissions
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So let's go ahead and jump into the demonstration
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on setting folder permissions.
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Now that we have files and folders uploaded,
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let's look at setting permissions on these.
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When you first create a project, nobody
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except project administrators has access to those folders.
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So we need to set access.
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Once we get some access set up, we
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can set it up to be a little bit modular,
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so that as we add people in the future,
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it makes permission easier.
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Also, when you have permissions set
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and you create subfolders underneath them,
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it will inherit their parent folder's permissions.
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But let's look at how we get these permissions set up.
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One thing to note as you get going on setting this up
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is that permissions are set at the folder level,
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not at the individual file.
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So if we go to any one of our folders--
19:49
we click on the three dots and click Permissions--
19:52
it's going to open the Permissions window
19:53
and show us the existing permissions.
19:56
Permissions can be added by individual users,
19:59
by companies, or by roles.
20:03
If you use a mixture of these, a user's access
20:05
is going to be dictated by their highest permission level.
20:07
So, for example, if you add a company and that company
20:10
has read-only permissions, then you
20:12
add a user from that company and give them write permissions,
20:16
that user will end up with write permissions.
20:18
They'll end up with the highest grant to them
20:20
through either the user of the company or the role.
20:23
As you set these up, you'll notice
20:25
that there may be a number of users that are already listed,
20:27
so you see me here listed.
20:29
Over here where there would be a Remove button,
20:31
it says Project Admin.
20:32
That's telling us that this user is a project admin.
20:35
That's important because project admins have access
20:38
to every folder within a project,
20:39
and that is not something that you can change.
20:41
They will always have full access
20:43
to every file and folder within the project.
20:46
This being the case, I recommend keeping your project
20:48
administrators to a minimum, so that you don't have just
20:51
wide open access to everybody.
20:53
To add permissions, we just click the Add button.
20:56
First thing we need to do is add whether we
20:58
want to add a user, a role, or a company.
21:00
And if we're doing a user, we can do it either by their name
21:03
or by their email address.
21:05
So in this example, we'll just add a user.
21:09
So we will select the member we want
21:10
to add permissions to, and then select the permission level.
21:17
There are four different permission levels--
21:19
View, Create, Edit, and Manage.
21:22
And View and Create have two different types,
21:24
whether we want the ability for people to view and download,
21:27
or just view, and then on the Create side
21:29
if we want them to also be able to upload.
21:31
So we'll select the permission level that we want.
21:33
In this scenario, we will give Edit permissions and Add.
21:41
Now, we'll see all of our existing users,
21:43
companies, or roles that have permissions,
21:45
what their permission level is.
21:47
If we want to remove that permission,
21:48
we can simply just click the Remove button.
21:51
Let's go ahead and add a company here as well.
21:53
So we will add access for Architectural Company.
21:57
We do it the same way we did to user.
21:60
We select the permission level that we want them to have.
22:02
In this case, we'll give them View, and we'll click Add.
22:06
Again, they'll be added to the list
22:07
up here at the top as a tally of how many users, companies,
22:11
or roles you have set.
22:13
Changing permissions as simply is easily as
22:15
dropping down here, picking the level that you want.
22:18
Removing is this simple.
22:20
One of the great tools too is you
22:22
can click on this little arrow next to a company or a role,
22:25
and it will show you the users who
22:27
have access through that company or that role.
22:29
It's a really good way to see, as you're
22:31
trying to figure out permissions issue who is having access
22:34
via what role or what company.
22:37
It's a good idea to be strategic about how you add permissions,
22:40
adding by a group, so whether by a company or by a role,
22:43
makes things a little easier down the road.
22:45
If you add people to the project,
22:47
and you add them to a company and their company already
22:49
has access to folders, you don't have
22:51
to remember to go give that individual file
22:55
They'll have them by simply being a member
22:57
of that company or that role.
22:58
So typically I like to, as much as I can,
23:01
add permissions based on companies, roles.
23:04
If I need to, they can be used as a secondary,
23:07
but really I rely on the company to set my primary permissions.
23:11
And then I can add based on user if I
23:13
have specific users that needs some specific folder
23:18
Now, if we click on this Architecture folder--
23:20
so we are changing permissions here on the project files.
23:23
Let's go to one of the subfolders, the Architecture
23:25
folder because it already had some permissions set.
23:27
Let's look at a couple of things.
23:28
So we'll notice here is an administrator,
23:31
tells us a Project Admin.
23:33
So we already know that they have default access.
23:35
But you'll notice this one here says inherited.
23:37
And if we hover over it, it's telling us
23:39
that this permission was inherited from a parent folder.
23:41
That's because we set for Shawn to have that Edit
23:44
access at the Project Files level, that was then passed
23:47
down through the subfolders.
23:48
And if we want to remove that access,
23:50
we need to go to the top level folder and remove that access.
23:54
Same thing goes for a company here.
23:55
We'll notice that company has inherited access,
23:57
but then we have another company who did not inherit it
23:60
from the Project Files folder.
24:01
Structural Company already had View permissions
24:05
We can remove it if we want to.
24:07
So you've got to remember as you're
24:08
going through permissions that if you're setting it
24:10
on a folder that has subfolders, it's
24:12
going to push those whatever folder permissions
24:15
It's going to push them down the line.
24:17
If you want to modify those, you need
24:19
to go back up to that top level folder to do so.
24:22
Now that we have a folder structure created,
24:24
files uploaded, and permissions set on those folders,
24:27
you've completed some of the key, crucial first steps
24:30
to get in Autodesk Docs configured.
24:31
And with that, thank you for joining this Autodesk
24:34
There's some additional resources available to you.
24:37
On the Customer Success Hub, customersuccess.autodesk.com,
24:40
there's more courses, learning paths,
24:42
recorded coaching sessions, some more live coaching topics.
24:46
There's similar topics to this, as well as
24:48
topics across the entire Autodesk platform.
24:50
That's all available to you on the Customer Success Hub.
24:54
And with that, thanks for joining this session,
24:56
and have a fantastic day.
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