Documents

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What to Know

• The Documents tab is where you create a folder structure to store your documents in SmartUse.
• Drawings and PDF Documents are the document types that can be uploaded into SmartUse.
• Plans can also be uploaded from STACK and from Autodesk Vault.

See below for instructions to:

Documents Overview

Folders

• Create a Folder
• Rename a Folder
• Permissions on Folders
• Cut and Paste a Folder
• Delete a Folder

Upload a Document

• Computer Files
• STACK
• Autodesk Vault
• Upload History
• Manage Version Sets

Filter or Search for Documents

Download the PDF of a Document

Rename a Document

Delete a Document

Documents Overview

Folders

Create a Folder

1. Select Documents.
2. Click Create a folder.
3. Enter a Folder Name.
   TIP

   You can add permissions to the folder by clicking Assign user permissions.
4. Click CREATE FOLDER.
5. The new folder will be added to the Documents List.

Rename a Folder

1. Click the three dots next to the folder you want to rename.
2. Select Rename.
3. Edit the name.
4. Click Save.

Permissions on Folders

1. Click either the three dots next to the folder you want to add permissions to or the padlock icon at the top of the window.
2. Select Permissions.
3. Deselect the users for who you don't want to give permission to access the folder.
4. Click Save.

Cut and Paste a Folder

1. Click the three dots next to the folder you want to cut and paste.
2. Select Cut.
3. Navigate to the location where you want to paste the folder and click the three dots.
4. Select Paste.
   TIP
   If you do not want it in a folder, right click to Paste.
5. The Folder will be moved to the new location.

Delete a Folder

1. Click the three dots next to the folder you want to delete.
2. Select Delete.
3. Check the box to confirm that you understand the folder will be deleted with all associated files, markups, and photos.
4. Click YES.
5. The folder will no longer be in the Documents List.

Upload a Document

Computer Files

You can upload either Drawings (plans) or Documents. Only the PDF format is accepted.

1. From the left side navigation menu, select Documents.
2. Navigate to where you want to upload the file(s).
3. Click Upload.
4. Select either:
   • Drawings: CAD plan drawings saved in PDF format or scanned PDFs. Drawings will be accessible onsite with zoom, search, and markup capabilities. You will also be able to create issues on drawings assigned to specific users to resolve them quickly and effectively.
   • Documents: Documents such as Word documents saved in PDF format. Organize and save your documents such as specifications, submittals, construction agreements, SOWs, Bill of quantities, etc.
5. In the COMPUTER FILES tab, either drag and drop your file or click the BROWSE YOUR COMPUTER button to navigate to your file. You can upload only one file or multiple files at once. A PDF Binder/Package will be extracted into multiple sheets.
6. You can either leave Detect drawing name or check Use file name.
7. Click NEXT.
8. Enter a name for the version set.
9. Select the issue date and time.
10. Click NEXT. If you wish to upload the document at a later time, click FINISH LATER. The file that you send to FINISH LATER can be found in Upload history.
11. Either enter the NAME and TITLE or click the THUMBNAIL to view the drawing and extract the information.
12. If you open the THUMBNAIL, locate the NAME of the drawing and drap and drop the Name extracting tool.
13. Stretch the box so it catches the complete name. Do the same for the TITLE.  You can also extract the Revision number if it is not the initial version.
14. Click REVIEW EXTRACTION.
15. If the information extracted is correct, click APPLY.
16. If necessary, attach any relevant TAGS to your file.
17. Click NEXT.
18. Select what colleagues or category of colleagues you want to notify about the document. You can also enter notes in the OPTIONAL NOTES section.
19. Click PUBLISH.
20. While the file(s) is uploading in the folder, a clock icon will be shown on the file type icon. Once it has been fully uploaded, the icon will disappear.

STACK

If you have a subscription with STACK pre-construction, you can upload plans (not documents) directly from STACK. You can upload up to 300 plans at a time, but once uploaded they will not sync with STACK moving forward. If plans are edited in STACK, they will need to be re-uploaded in SmartUse to capture the changes.

In STACK, add any notes, legends or other information because once uploaded in SmartUse, these information will be flattened and you will not be able to edit them. 

Only the following SmartUse user roles can upload STACK plans to SmartUse:

• Owner
• Administrator
• Power Collaborator +Documents

Using STACK for takeoff and estimating, and then importing the plans for the projects that have been won saves time and helps with budget management because your field team won't have to spend time measuring the same plans again and you will already have your list of materials and quantities that you have budgeted for the projects. 

1. From the left side navigation menu, select Documents.
2. Navigate to where you want to upload the file(s).
3. Click Upload.
4. Select either Drawings or Documents.
5. In the STACK tab, select the project from which to import the plans.
6. Navigate to where the plan(s) is located and check the box to select it.
7. Click NEXT.
8. Once the document is uploaded, click NEXT.
9. Click the THUMBNAIL if you need to extract the Name and title, and then click NEXT.
10. Select what colleagues or category of colleagues you want to notify about the document. You can also enter notes in the OPTIONAL NOTES section.
11. Click PUBLISH.
12. While the file(s) is uploading in the folder, a clock icon will be shown on the file type icon. Once it has been fully uploaded, the icon will disappear.

Transfer Drawings from the Overview Tab in STACK

1. Log in to STACK.
2. Open the project you want to upload to SmartUse.
3. Click the checkbox in the upper left corner of each plan sheet you want to transfer.
4. Click Print Selected from the bottom of the toolbar on the right. The selected plan sheets will appear in the preview window in the order they have been selected.
5. Click the Download icon in the upper right corner to download the pages as a PDF. The PDF will be saved in your Downloads folder.
6. Log in to SmartUse and set up your project and project folders.
7. Go to Upload.
8. Select Drawings or Documents.
   • Drawings: Plans will become higher-resolution Revisions organized with the official record sets. Multi-page documents will automatically be split into individual pages.
   • Documents: Files will be uploaded at the existing resolution as a multi-page PDF reference set.
9. Click on the COMPUTER FILES button on the left.
10. Go to your Downloads folder and select the PDF that was downloaded from STACK.
11. Edit info as needed in Review.
12. Select users to Notify and complete the upload.

Transfer Drawings from the Plan Sheet View in STACK

1. Log in to STACK.
2. When you have a plan page open, click the Print icon at the bottom of the right toolbar.
3. A window will open with 3 print options. Select your preferred option:
   • Option 1: You can select individual sheets to download, by opening the Plans folder and clicking the green + next to the plan page you want. Then click the +Export # Selected Plans button. (The selected plan sheets will appear in the preview window in the order they have been selected.)
   • Option 2: Print Current View will download only the portion of the plan that is visible on your screen. (This is the only way to export overlay.)
   • Option 3: Export # Plans with Takeoffs will download all sheets with takeoffs on them. (The selected plan sheets will appear in the preview window in the order they have been selected.)
4. If you chose option 1 or 3, click the Download icon in the right corner of the preview window toolbar. A pdf will save to to your Downloads folder.
   If you chose option 2, select Save File and click OK if prompted. A pdf will save to your Downloads folder.
5. Log in to SmartUse and set up your project and project folders.
6. Go to Upload.
7. Select Drawings or Documents.
   • Drawings: Plans will become higher-resolution Revisions organized with the official record sets. Multi-page documents will automatically be split into individual pages.
   • Documents: Files will be uploaded at the existing resolution as a multi-page PDF reference set.
8. Click on the COMPUTER FILES button on the left.
9. Go to your Downloads folder and select the PDF that was downloaded from STACK.
10. Edit info as needed in Review.
11. Select users to Notify and complete the upload.

Autodesk Vault

Upload Drawings from Autodesk Vault

1. Login to SmartUse and open the folder where you want the files to be uploaded. You must set up your project and project folders before uploading files.
2. Click Upload at the top right of the screen.
3. Select Drawings.
4. Click the AUTODESK VAULT tab.
5. Login to Autodesk Vault when prompted.
   • Enter USERNAME and PASSWORD
   • Select your SERVER and VAULT from the dropdowns.
   • Click the Login button.
6. Select the folders or files (DWG or PDF) you want to upload. (DWG files will be converted to PDFs during upload.)
7. Click NEXT.
   NOTE

   The time it takes to load files will vary depending on the number and size of files. It is important to not close your browser during this time as it will will stop all transfers and you will need to restart the upload process from the beginning.
8. Click NEXT. (Version Set information is auto populated during the upload.)
9. Edit the info as needed in Review and click NEXT.
10. Select info as needed on the Notify your colleagues screen and click PUBLISH.

Export Drawing from Autodesk Vault

1. Create the project and folders you want to use in SmartUse before beginning.
2. Open Autodesk Vault Desktop Utility.
3. Select the DWG or PDF files you want to send to SmartUse. (DWG files will be converted to PDFs.)
4. Right click and select Export to SmartUse.
5. Login to SmartUse when prompted.
6. Click Next when you see the Successfully Logged in message.
7. Select the SmartUse Project with which you want the files associated and click Next.
8. Select the SmartUse Folder where you want the files saved and click Export.

Upload History

It is possible to view the document upload history with the History icon, which displays the number of documents that have been uploaded.

1. From the left side navigation menu, select Documents.
2. Click the History icon.
3. If needed, apply a status filter or use the search bar to find the document. As you type, the most relevant results will be displayed.
4. The document Upload History will be displayed with the following information:
   • FOLDER PATH: Breadcrumbs of where the document is located.
   • UPLOADED BY: The name of the user who uploaded the document.
   • VERSION: The name of the document version.
   • UPLOAD DATE: The date and time the document was uploaded.
   • STATUS: The status of the document.
     • All Status
     • Published
     • Unpublished
   • ACTIONS: Actions that can be performed on the document.
5. If required, perform any of the following ACTIONS:
   • Show notified users: Displays the list of users who have been notified of a modification or publication of the document through the Review your drawing sheets window.
   • Delete upload: Deletes the document.
   • Edit upload: Brings you to the Review your drawing sheets window.
6. You can also click on a document to Review your drawing sheets. In this window, apply any required changes, perform More Options ACTIONSthrough the three dots menu:
   • Use PDF Name: Will enter the name of the PDF that was uploaded in the NAME field.
   • Trim suffix: Trims the name of the revision to remove what comes after the period so that hyperlinks work correctly (e.g.: A101.01 will be trimmed to A101)
   • Add Description: Will add a DESCRIPTION field where you enter a complete description of the document.
   • Delete: Will delete the document.
     Or Click NEXT to Notify your colleagues and PUBLISH the document.

Manage Version Sets

Allows editing and deleting the version sets that were created or used when documents were uploaded in SmartUse. 

1. Click the Manage Version Set icon.
2. Click the version set you want to edit to modify the name or delete the ones you don't want. You can also check the box to not have it appear when applying a filter.
3. Click SAVE.
4. Click the X to close the window.
5. To remove a filter, click the X in the filter pill.

Publish a Document

You can publish a document when uploading it through the Upload button. See Upload a Document for more details.

If a document has already been upload but not published yet, you can go into your Upload History to publish it.

1. Click the History icon.
2. Find the document you want to publish.
3. Click on the plan or click the three dots and select Edit upload.
4. Fill in the CREATE NEW VERSION SET and ISSUE DATE AND TIME info or click SKIP AND PUBLISH.
   NOTE

   If you use SKIP AND PUBLISH, the PDF name of the document will be used as the sheet title and the version will be called Uploaded On by default with today’s date and time.

Filter or Search for Documents

1. Use the Tags and/or Versions filters to filter the documents, or use the search bar to find a document in particular.
2. The most relevant results will be displayed in the Documents list.

Download the PDF of a Document

1. From the left side navigation menu, select Documents.
2. Navigate to the document you need.
3. Click the the three dots in the ACTIONS column.
4. Select Download PDF.
5. The file will be downloaded into your internet browser's downloads.
6. Click to open and save it to your computer.

Rename a Document

1. From the left side navigation menu, select Documents.
2. Navigate to the document you want rename.
3. Click the the three dots in the ACTIONS column.
4. Select Rename.
5. Edit the Document name.
6. Click SAVE.

Delete a Document

1. From the left side navigation menu, select Documents.
2. Navigate to the document you want delete.
3. Click the the three dots in the ACTIONS column.
4. Select Delete.
5. You will be asked to confirm that you want to permanently delete the document. Check the check box and click YES.
6. The document will be removed from SmartUse.

Next Steps

Now that you are familiar with the functions in the Documents tab, you are ready to explore Revisions:

Revisions

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