This section provides an overview of Bluebeam Studio’s document review capability using InEight Document’s Review & Approval System.
The InEight Document default review process allows users to:
View and mark-up PDF files and other file formats using Online Viewer
Add text comments and
Attach external files related to comments.
With Bluebeam Studio’s integrated review process, however, Bluebeam Studio Sessions are used instead of the Online viewer to review PDF files only. Document review is set up in InEight Document using predefined attribute-based review teams or free form review teams as normal. Once the review is activated, a Bluebeam studio session will be created.
The steps to establish a Bluebeam review process are as follows:
Setup a Review Y/N Rule in InEight Document with a ‘Status’ that triggers a review.
Ensure the Review Initiator is set to manually activate the workflow in InEight Document. If the review is activated automatically, the standard InEight Document review process will occur instead.
Users complete their reviews via Bluebeam Revu/Vu and set the status in Bluebeam as Finished. Until they complete their review, any existing Bluebeam Studio Session functionality, such as leaving the session temporarily, notifying other users, and chatting with other participants can be carried out as per the standard Bluebeam studio session processes. [Please refer to Bluebeam website for further information].
If the review process has any optional reviewers, they will also be added to the session and allowed to make comments using Bluebeam during their review sequence.
If the review step is configured using ‘Either’ option, all reviewers in that step will be added to the session. Upon completion of review by any one of them, the review process will move to the next step.
Reviewers can also use InEight Document to complete the document review however this will also complete the review in Bluebeam. This may be required to markup alternative view file formats during the review. To stop reviews being completed the following project setting will need to be enabled. This will not permit the ability to review the document using InEight Document if a studio session is in progress.
The Manage workflow screen allows the Review Initiator to select the necessary documents and initiate the Bluebeam workflow process. To accommodate Bluebeam reviews, Bluebeam Session Name and Bluebeam Session ID columns have also been added to the Manage workflow register.
As a Review Initiator, you can go to Document → Manage Workflow → Select the document → Send to External Review where you can select one of the following:
New Studio Session — allows to initiate a new studio session. Once selected, it will display a screen with the proposed Bluebeam session name in an editable textbox. By default, the session name will be created based on default attributes e.g., Project Number, Discipline, etc. If multiple files are selected, the first selected document will be used to create the Studio Session Name. This is the only stage the Session Name can be modified by the Review Initiator. The corresponding Session ID number will be generated automatically and displayed in the Document Review Screen register.
Existing Studio Session — allows to add selected document(s) to an existing studio session. Once selected, a window will be displayed showing all existing sessions. Select the studio session that you would like the selected document(s) to be added to.
Split Studio Session — allows documents in an existing studio session to be split and create another session if required.
The Document workflow is completely controlled via InEight Document. There is no option to manage the reviewers or documents within Bluebeam during the review process.
If any change is made to any document in the document workflow (e.g., adding or removing reviewers) during review, the change will be applied to all documents in the same Bluebeam session.
The first time a Member of your Studio Prime space uses an Integration, the user will have to authenticate and grant the access to Studio data. The way to arrive at this step will vary, depending on the Integrator’s implementation.
An invitation will be sent by your Bluebeam administrator to your dedicated email address where you will create your unique password.
Log-in with your Studio account credentials.
Make sure you are a Member of the Studio Prime account – use the email and password received via Bluebeam Invite.
This is a one-time approval where you will need to allow access.
Log-in with your Studio account credentials.
Make sure you are a Member of the Studio Prime account – use the email and password received via Bluebeam Invite.
In the ‘Grant Access to your Studio data’ page, click Allow.
Ensure the reviewer has access to either Bluebeam Revu or Bluebeam Vu software and a Bluebeam studio account.
Go to the Document Review or Manage Workflow screen.
Click the Studio Session ID link against each document to directly launch the Bluebeam session.
To connect to the project and documents that need to be reviewed, click Sign In and enter login details.
Once logged in, you will see a list of sessions requiring review.
The user can select the required PDF and start reviewing the document.
Reviewers can finish their reviews via Bluebeam Studio and set the status in Bluebeam as ‘Finished’ once completed, this will automatically move to the next sequence of events set by the Review Initiator / Project Administrator.
InEight Document creates a Session History Document attaching the Bluebeam Session History.
To manage studio session, within the Manage workflow register, click Actions →Manage Studio Sessions
Within the Studio Sessions register, a list of documents / studio sessions that are currently in progress / completed will be displayed. You will also be able to see documents, reviewers and supporting files added within the studio session.
The Review Initiator or Project Administrator can add additional supporting InEight Document Mails, Documents, Forms, external PDFs (as PDF files) to any active Bluebeam session within the Studio Sessions register. Once supported items are added, it will be immediately visible in the Bluebeam session.
From the Manage Workflow screen, Review in Progress, select item, click Actions → Manage Studio Sessions from the dropdown.
Within the Studio Sessions screen, select the Studio Session and click Cancel studio session.
The system will give a prompt and remove the selected documents from the Bluebeam session accordingly.
Once the Bluebeam session is cancelled the review can be completed in InEight Document with the Review Coordinator.
Once all the reviewers have completed their review, the Review Coordinator will be notified and can complete the release in InEight Document.
Within the Release screen in InEight Document, the Review Coordinator can click the Bluebeam Studio session ID column to view the document in Bluebeam, review the mark-ups made by the reviewers and complete the review.
The Review Coordinator will finish his/her review in Bluebeam by nominating a review status to release/ reject the document and return to InEight Document to assign appropriate review status to the document.
At the time of completion, the PDF file attached to the document will be replaced with the PDF file containing the consolidated review comments from the Bluebeam session.
InEight Document will check out the document with a comment “Document checked out pending for Bluebeam review document” (with admin account).
The background process will check-in the document and replace the original PDF view file (after keeping track of the original file details and a file backup) with the marked-up document.
A history document will be created and linked to the Document/s that were part of the Studio session.
If the documents are configured to auto complete their review/release processes based on the review duration, the corresponding Bluebeam studio sessions also will be updated accordingly.
From the Release screen, select Open in the Bluebeam column.
If the mark-up consolidation process is not complete and the document has not been returned from the Studio session, the below error message will prevent your team from prematurely consolidating comments, ensuring that comments have been transferred fully between systems first.
The following options are available when downloading Original View File:
Download Original View File - Prior to Bluebeam Studio session - if you use Bluebeam RevU or the ‘Open’ button within the release wizard to edit the PDF, changes will appear in the History Document. You will need to compare the document to see what was sent prior to the Bluebeam session i.e., the original document.
Download Original View File - Prior to Comment Consolidation - Similar to the above when a document is consolidated and released, the released document will need to be compared against the original document and will not appear on the history document.
On a project where Bluebeam studio integration is enabled for document review process, users can do ad-hoc reviews/commenting directly from document register for PDF files using Bluebeam studio session. This option can be used for unrestrained documents and for any released documents where the project setting allows adding comments post review and release.
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