Managing and sharing documents in construction projects can be time-consuming and error-prone. A lack of overview often leads to confusion: Who received which version? When? For what purpose?
Document sets in BIMcollab solve this challenge by providing a clear, flexible, and metadata-driven way of grouping documents, ensuring everyone works with the right version at the right time.
What are document sets?
A document set is a smart folder in BIMcollab that bundles documents together for a specific purpose. For example:
All documents for a permit application
All drawings for the first floor of a building
Manuals and diagrams linked to an HVAC installation
Unlike traditional folders, document sets prevent duplication. Each document version exists only once in the system but can appear in multiple sets, ensuring efficiency and consistency.
Two types of document sets
BIMcollab supports two ways of adding documents to sets:
Always the latest version
The set automatically includes the most recent version of a document.
Example: project teams always see the latest floor plans.
Only the current version
A specific version is fixed in the set.
Example: a permit application submitted on a certain date always contains the original documents.
Advantages of document sets
Using document sets provides several benefits:
Time savings: Reduces repetitive administrative work.
Improved overview: Clear traceability of which versions are used, by whom, and when.
Up-to-date access: With automatic updates, the latest versions are always available.
Efficient communication: Notes, questions, and action points can be linked to sets.
No duplication: Each version of a document exists only once in the system.
Working with document sets
Viewing document sets
The Document sets section lists all available sets.
Click on a set name to open it and view the included documents.
Creating a new set
To create a new set, click 'Add' in the Document sets section. Give your set a clear name that describes its purpose (e.g., Permit Submission – Phase 1).
Adding a document to a set
Open the detail page of a document by clicking on the document name.
Click 'Add to document set' icon.
Or go to document sets section to find the 'Add to document set' button.
In the dialog, after selecting the correct document set title, choose:
Always the latest version – the set will always include the most up-to-date version.
Only the current version – only the currently selected version is stored in the set.
Press 'save' to add the document to the chosen set.
Adding multiple documents at once
From the document list page, select multiple documents.
Click Add to document set icon to add them to the set of your choice.
Again choose between Always the latest version and Only the current version and press 'save'. All selected documents would be added to the chosen set.
Download document sets
Document sets can also be downloaded locally, making it possible to share externally or archive the complete bundle of documents.
Collaborating on document sets
Document sets are not only for storing and accessing documents; they also support teamwork and transparency. In BIMcollab, collaboration happens directly within a document set.
To do's: Add comments, notes, and action points to document sets. Centralize project discussions, track agreements, and assign responsibilities to team members.
Events: Review the activity history of a document set, which displays all actions performed on the set, to get a clear record of changes, additions, and updates for traceability.
