1. Open File Explorer.

2. Go to the primary project drive:

• P:\ = Boston project drive

• F:\ = Florida project drive

4. Locate the default startup template:

• P:\00000 - Project Start-up Folder

5. Copy the startup folder.

6. Paste the copied folder into the correct project drive location. Reference: Network  page

7. Rename the copied folder using the approved project number and project name form CMAP.  Reference: Naming page

8. Do not add Revit families, Revit materials, external title block folders, or keynote template folders to the project folder.

9. Review the copied folder against the current folder rules and naming. Reference: Naming page

Create a Project in Autodesk Forma Data Management

Purpose

This guide is for an admin creating a new project in Autodesk Forma Data Management, formerly known as Docs or Document Management.

All new projects must be created from the approved project template named:

S3_Project_Template

The project template already includes all S3 company team members. Because S3 is a small company with 11 team members, the admin should remove the S3 team members who are not assigned to the specific project.

Create the Project

1. Open your internet browser and go to https://acc.autodesk.com/projects.

2. Sign in with your Autodesk account using your company email.

3. Confirm you are in the correct company account/hub.

4. Go to Projects.

5. Click Create Project.

6. Enter the project information:

   • Project Name: <ProjectNumber>_<Client>_<ProjectName>_<ProjectCityCounty>_<RevitVersion2Digit><DisciplineAbbreviation>.rvt

   • Project Number

   • Project Type

   • Address

   • Start Date: <today, the day you are creating the project>

7. Use the day you are setting up the project as the Start Date. Do not look for an official start date from the project schedule for this field.

8. Find the Template or Project Template field.

9. Click the template dropdown.

10. Select S3_Project_Template.

10. Click Create Project.

11. Wait for Autodesk to create the project from the template.

This section is now done. You are ready to move to the next set of tasks.

Review Internal Team Members

12. Open the new project and go to Project Admin.

13. Go to Members.

14. Review the member list. All S3 company team members are already included in S3_Project_Template.

15. The admin's job is to remove any S3 team members who are not working on this specific project.

16. For each person who should not be on the project, click the member's name in the Members list.

17. In the member profile panel, click the More menu.

18. Select Remove member.

19. Confirm the removal when prompted.

20. Repeat this process until only the correct S3 project team members remain.

21. Do not remove yourself or the required project administrator until project setup is complete.

Verify Internal Access

22. For each remaining S3 team member, confirm the correct:

    • Company

    • Role

    • Access level

    • Data Management access

23. Unless otherwise stated, all S3 employees should have View + Download + Upload + Edit access to Project Files.

24. Go to Data Management, Files.

25. Open Project Files.

26. Review the folder structure copied from S3_Project_Template.

27. Confirm the required standard project folders are present.

28. Review folder permissions. Reference: https://www.s3wiki.com/standards/forma-dmdocs page for permissions explained.

29. Permissions are given by Company to a folder, not by individual user.

Invite Consultants

30. Confirm which outside consultants need access to the project.

31. Gather the consultant information before inviting them:

    • Consultant name

    • Email address

    • Company name

    • Forma Project Role

32. Go to Project Admin.

33. Click Members.

34. Click Add members.

35. Enter the consultant's email address.

36. Enter only one consultant at a time. Do not copy and paste or enter multiple email addresses at once.

37. Pro tip: to add an entire team from a company that already exists in the system, enter <domainname>.com. The users from that company will appear so they can be selected.

38. Press Enter to add the consultant to the member table.

39. Select the consultant's Company.

40. If the company is not listed, type the company name and add it during the invite process.

41. Set the consultant's Forma Project Role to Engineer.

42. If the consultant is the Client or GC, select the correct Client or GC role from the role dropdown instead.

43. Set the consultant's Access level to Project member.

44. Confirm the consultant has access to Data Management.

45. Click Send invitations.

46. Repeat this process for each consultant company that needs project access.

47. Important: a person from a consultant company must be invited first before that company can be assigned folder permissions.

48. Note: anyone with a free Autodesk account may be invited to the project. They can view, download, and markup files if their project and folder permissions allow it.

Set Consultant Folder Permissions

49. Go to Data Management, Files.

50. Open Project Files.

51. Open the folder that the consultant company needs access to.

52. Open the folder's Permissions or Permissions settings.

53. Add the consultant's Company to the folder permissions.

54. Select the correct permission level for that company.

55. Reference: https://www.s3wiki.com/standards/forma-dmdocs page for permissions explained.

56. Do not give a consultant company access to folders they do not need.

57. Repeat this process for each consultant company and each folder they need access to.

58. If the consultant company does not appear in folder permissions, return to Project Admin > Members and confirm that a person from that company has been invited and assigned to the correct company.

59. All invited users are automatically notified by email of their invite.

Configure Desktop Connector

60. Confirm Autodesk Desktop Connector is installed on the user's computer.

61. Open Desktop Connector and confirm the user is signed in with their company Autodesk account.

62. Open Select Projects. This can usually be done by right-clicking the Desktop Connector tray icon and selecting Select Projects.

63. If the user is already in the Desktop Connector home screen, they can also use the Help & Settings gear icon or available settings menu to find Select Projects.

64. In the Select Projects window, select the correct company account/hub.

65. Find the new project in the project list.

66. Select the new project.

67. Select only active projects needed for current work.

68. Deselect projects that are no longer needed only after confirming there are no unsynced local changes for those projects.

69. Keep the selected project count within Autodesk's current limit of 80 selected projects total across supported Forma and Fusion connected drives.

70. If S3 Design, Inc. sets a lower internal practical limit for performance or storage control, follow the lower S3 limit.

71. Click Save.

72. Wait for Desktop Connector to add the project and finish syncing the visible project folder structure.

73. Open File Explorer.

74. Find the Autodesk connected drive. It may appear as Autodesk Forma, Forma, Autodesk Docs, or another Autodesk connected drive name depending on the installed Desktop Connector version.

75. Open the correct company account/hub.

76. Open the new project.

77. Open Project Files.

78. Confirm the project folders are visible before using Desktop Connector for file access.

79. Confirm needed files are synced before opening or editing files through File Explorer.

80. Do not rename Forma Data Management accounts, hubs, projects, or top-level project folders from File Explorer. Rename accounts or projects only from the Autodesk web interface if approved.

Upload Architecture Revit Files

81. The approved upload location is Project Files > Design Team.

82. Do not upload active Revit files to the Project Files root folder.

83. Do not upload active Revit files to Deliverables, Coordination, consultant folders, or discipline folders unless that is specifically approved for the project.

84. Revit files must not be uploaded to Forma Data Management using the browser Upload files button or drag and drop.

85. If Revit files are uploaded through the browser, they may not be accessible correctly from Revit.

86. All active Revit files must be uploaded from the Revit application using Save As > Cloud Model.

87. Confirm Desktop Connector is installed, signed in, and configured for the project before saving the Revit model to the cloud.

88. Open the Revit model in Revit.

89. Use Save As > Cloud Model.

90. Browse to the correct Forma Data Management project.

91. Browse to Project Files > Design Team.

92. Save the Revit model to that folder as a cloud model.

93. Keep current active Revit files directly in the Design Team folder unless the project manager gives different instructions.

94. Use Design Team > Archive only for older, superseded, backup, or historical Revit file packages.

95. If archiving a Revit file package, create or use a dated archive folder under Design Team > Archive using the format YYMMDD - Description.

96. After saving, confirm the cloud model appears in Project Files > Design Team.

97. For non-Revit files, browser upload or drag and drop may be used without issue.

98. Notify the project manager or project team that the Revit files have been saved as cloud models to Project Files > Design Team.

Configure Revit Publish Settings

99. Open the Revit model.

100. Go to the Collaborate tab.

101. Click Publish Settings.

102. Review the available publish sets.

103. Select the views and sheets that should be visible in Forma Data Management for the project team and outside stakeholders.

104. Do not include working views, temporary views, unfinished sheets, or internal-only views unless the project manager approves them for sharing.

105. Create or update a publish set if the project needs a specific set of views or sheets for cloud viewing.

106. Save and close the publish settings.

107. Synchronize the Revit model if it is a cloud workshared model.

108. Publish the latest model version when the selected views and sheets are ready to share.

109. Confirm the published views and sheets are visible in Forma Data Management after processing completes.

110. Only publish model versions that are ready for the project team or external stakeholders to view.

111. S3 is not using the Design Collaboration module for this workflow. S3 is using live linking instead.

112. Because this workflow does not use Design Collaboration, the admin team should not expect to set up weekly automatic publishes from Forma Data Management alone.

113. Autodesk's weekly scheduled publish feature is part of Design Collaboration and applies to eligible cloud workshared Revit models. It is not available as a general weekly automatic publish setting in the standard Files or Data Management area.

114. For this S3 workflow, publishing is a manual responsibility. The architecture/admin team must update publish settings and publish the latest model when the shared views and sheets need to be refreshed.

Final Check

115. Confirm the project name and project number are correct.

116. Confirm the project was created using S3_Project_Template.

117. Confirm only the correct S3 team members remain on the project.

118. Confirm all required consultants have been invited.

119. Confirm folder permissions are assigned by Company.

120. Confirm S3 employees have the correct access to Project Files.

121. Confirm consultants have the correct access to their folder and other folders.

122. Confirm architecture Revit files have been saved from Revit as cloud models to Project Files > Design Team.

123. Confirm Revit publish settings have been reviewed and the needed views and sheets have been published manually if required.

124. Confirm Desktop Connector is configured for the new project if the user needs File Explorer access.

125. Notify the project team that the Forma Data Management project is ready.

Reference Links

• Autodesk project member management: https://help.autodesk.com/cloudhelp/ENU/Docs-Admin/files/project-administration/Manage_Project_Members.html

• Autodesk project companies: https://help.autodesk.com/cloudhelp/ENG/Docs-Admin/files/project-administration/Project_Admin_Companies.html

• Autodesk folder permissions: https://help.autodesk.com/view/DOCS/ENU/?guid=Folder_Permissions

• Autodesk upload files: https://help.autodesk.com/view/DOCS/ENU/?guid=Upload_files

• Autodesk Revit publish settings: https://help.autodesk.com/cloudhelp/2022/ENU/Revit-Cloud/files/GUID-09FBF9E2-6ECF-447D-8FA8-12AB16495BC3.htm

• Autodesk scheduled publish in Design Collaboration: https://help.autodesk.com/cloudhelp/ENU/Collab-Models/files/Design_Collab_Schedule_Regular_Publishing.html

• Autodesk Desktop Connector project selection: https://help.autodesk.com/view/CONNECT/ENU/?guid=Add_Remove_Projects_Desktop_Connector