Once your BIMcollab space is up and running, the next step is refining how it operates as a Common Data Environment (CDE). This article focuses on the more advanced configuration options available in the Admin side, specifically within the CDE tab. Here, administrators can tailor the Spatial structure, Document naming conventions, Workgroup permissions, and Workflows to align with project requirements and organizational standards.
💡 Tip: Learn about how BIMcollab uses an integrated Spatial Structure, Project Structure and User Structure to help you organise and allow access to project data within your space in this article: Document Management organization: spatial, project & user structures
1. CDE tab
As an administrator, you can access the CDE settings by clicking the gear icon to open the administration area, then selecting the CDE tab.
2. Set up the metadata fields
On every project, it is important to use a clear and consistent data structure.
In BIMcollab, this can be done by defining space metadata as an administrator.
In the project environment, team members can view what metadata is available in their space from the Settings tab and then going to the Document Management menu:
It is also possible for Project Leader to choose a document upload setting here:
Default upload setting (drag and drop) where metadata is optional.
Advanced upload method where metadata is mandatory.
📝 Note: This upload method option can be determined on an individual project basis. You can read this article to learn more about it: Upload documents
If the Advanced upload method is selected, Project leaders can also choose to apply a Document naming convention to the project which uses metadata. This ensures all uploaded documents will have consistent naming, making it easier to organize and find information.
2.1 Define Disciplines, Labels, Custom fields and Statuses
If you know your project teams will use the advanced upload setting, you can set up these mandatory metadata fields under Settings in the CDE administration tab. Then these fields, pre-defined by admins, will be automatically filled as dropdown menus when users are adding documents to their projects.
Below is a list of all fields that can be added and their descriptions. Each new value can be added under the required field by clicking the Add button in the top right corner.
Disciplines
Disciplines
All companies can be categorized by their trade disciplines. Each company belongs to a discipline, which can be set up by the admin. Multiple companies can belong to one discipline. When adding a new discipline, you can add the discipline name, the code (abbreviation of a discipline in 3 characters), and a clear description.
Labels
Labels
Labels can be very helpful when filtering documents. They can be used to define any other metric in your project that is required. All documents can be labeled with one or more labels.
Custom fields
Custom fields
With custom fields, you can add additional information to your project that is not provided in other fields.
Statuses
Statuses
When a document is loaded and throughout the workflow, documents will receive a status. The progress of Workflows within BIMcollab also depends on the document status. To have standardized status values, admins can add them from the Status menu.
2.2 Create Document naming conventions
Consistent Document naming conventions are essential for maintaining a clear and searchable Common Data Environment (CDE). Administrators can configure naming conventions by combining predefined metadata fields such as Company, Discipline, Location, Project, and Project Phase into a structured naming format.
To improve readability and standardization, delimiters can be added between metadata fields.
A Free field is also included which ensures each document name is unique allowing users to enter a series of numbers or letters.
In addition to the default metadata fields, your Custom fields can also be incorporated into the naming convention. This allows organizations to further tailor document names to internal standards, project requirements, or specific workflows.
Once created, Project leaders can apply Document naming conventions to their project from the Settings tab.
3. Set up the spatial structure
3.1 Terminology Customization
BIMcollab's spatial organization by default uses terminology common in the building industry (Building, part, story). There is an option to replace it with an alternative, more generic terminology suitable for infrastructure projects and other use cases, as listed below:
Default (building) terminology | Alternative (generic) terminology |
Building | Asset |
Building part | Part |
Building Storey | Level |
When enabled, the updated terminology applies to all locations within your space, and the two terminologies can't be mixed. We recommend that the administrators of the space choose a terminology aligned with your project types and apply it before any projects are started. If you would like this feature enabled, please contact us at [email protected] or the chat, and we will turn it on for your space.
3.2 Create Location, Plots, Building, and Storeys
Under the Location, the space administrator can define the spatial structure of the space. In BIMcollab, you can link the documents and data to the spatial structure of the building. This spatial structure grows with the development of the building, so each phase has its own spatial structure.
This is setup up in the Locations tab in the administration environment.
The current spatial structure consists of 5 components:
Locations - Each space can include multiple Locations, which are created by the space administrator. A Location represents a physical area containing one or more plots and buildings. For large sites, a single Location may include several plots, buildings, and project phases.
When defining the spatial structure, it’s important to plan how your Locations should be organized. Locations can also be grouped into Location Groups to help administrators manage and categorize them effectively within the Space.
Plots - A plot is a piece of land on which a building is placed. A plot can contain its own spatial structure, documents, and data. In a location, you can add one or more plots.
Building - A building is a representation of the physical structure that is to be constructed. Multiple buildings can exist on one plot, and each building has its own spatial structure.
Building Parts - A building can be split into separate parts, which assist with grouping the project actions by parts.
Storeys - Storeys define the floors of the spatial structure. Once defined, they can be used across the project with standardized naming.
⚠️ Attention: Following this structure, the recommended order of setting up your spatial structure is:
Add Location > Add Plot > Add Building > Add Building Parts or Add Storeys
3.3 Project Phases
Projects can be divided into phases, which signify specific periods or series of events within a project.
Project Phases can also optionally be linked to the spatial structure, so that parts of the structure are managed by projects. Multiple projects can be linked to one spatial structure. This allows you to create different projects that are happening separately within the same structure. A project phase can apply to one or more plots, buildings, or building parts.
Projects are created from the project environment, but all projects have an overview in the Project tab of the CDE administration page.
By default, new projects will have no phases within them. To add a phase, select the project from the list and then click on the Add project phase button.
📝 Note: To learn more about how to manage project phases and attach spatial structure to them, you can read this article: Managing Project Phases
4. Create Workgroups
In BIMcollab, users are first added to projects as Team Members in the project environment.
At project level, they will have certain permissions for Document Management features based on their Team Member role.
At phase level, they will have certain permissions for Document Management features based on their Workgroup role.
📝 Note: You can learn more about how to add users and team members to your projects in these articles:
Also the different roles within BIMcollab here:
Users gain access to project phases in the project environment only when they have been added to a Workgroup, and that workgroup has been given access to certain phases.
4.1 Create Workgroup Roles
Workgroup Roles enable administrators to define permissions and determine which features of Document management users assigned to these roles can access. Learn more about workgroup roles and how to create and edit them in this article: Workgroup roles
Roles are assigned on a project basis. If a user is part of multiple workgroups, the user can have multiple roles within a project. In this case, permissions will be merged, and the user will have permissions from all roles in all teams.
Once you add a new Workgroup Role, to modify the permissions and access associated with it, click on the required Workgroup Role from the list, and in the next window, choose either Permissions or Rights to file formats. Workgroup roles are assigned to users when adding them to workgroups in the Workgroups tab.
4.2 Create Workgroups
Workgroups represent groups of users that are associated with one or more phases. When adding a new workgroup, in the next window, you select which Project Phases this workgroup will be active in. Linking a workgroup to a project phase gives workgroup members direct access to this project phase. In the project environment interface, a member of a workgroup can only see the project phases to which the workgroup is linked.
4.3 Add Users to Workgroups and Assign Them a Workgroup Role
To add users to a workgroup, click on the Workgroup from the overview list, and under Workgroup members, you can add users. When adding a new user to the workgroup, you can also assign them a Workgroup Role (that has already been created under Workgroup Roles). By grouping users into workgroups with access to specific phases and assigning roles to individual users, you are effectively defining their access and permissions within the project.
For certain tiers, the information about Workgroups and Project phases that users are a part of will be visible under Space Administration > CDE > Users.
5. Workflows
With workflows, you can translate any document process into an automated workflow. Use standardized actions like audit, review, stamping, or notifications, and configure their order, deadline, and conditions. The workflow is then automated to monitor the progress and coordinate tasks.
Through a workflow, you can design a set of actions that will automatically start when a new document (that passes the specific workflow set requirements) is uploaded. A series of actions will happen in a set order as the document is updated.
📝 Note: Read more about adding workflows and possible workflow steps in this article.