Uploading documents
When uploading documents, BIMcollab requires document details, which can be filled in automatically using a special upload list. This is especially useful for large batches of files. The upload list links each file name to its document details, ensuring consistent and accurate information. By uploading the list along with the files, the details are copied automatically.
Create upload list
Most drawing and modeling software allows you to export data from a drawing’s title block directly into an Excel file. You can then use this data to fill in the BIMcollab upload list. Setting this up may take some effort, but it saves time when uploading files and ensures the document info in BIMcollab matches the drawing exactly, while also eliminating typos.
You can select one of the options below to make use of our upload list, which is available in different languages:
To create an upload list, follow the steps below:
Step 1: Open the Excel file you have downloaded. The sheet is arranged in four main categories: Document Name (1), File Name (2), Document Details (3), and Version Details (4).
Step 2: In column A, enter the document name that will be used for this file in BIMcollab.Note that if a document naming convention has been enabled for your project, it should be followed.
Step 3: In column B, fill in the name of the document to be uploaded, including its extension. See in the image below: "test.pdf" where ".pdf" is the file extension.
Step 4: In columns C-L, fill in the required document details including the Spatial Structure, Document Type, Discipline, Author, Document Date, Descriptions 1-3, Labels, and Work package codes.
Step 5: In columns M-S, fill in the version details which include the Version number, Version Date, Status, Version Description, Scale, Paper Size, and Attachments. Fields with an asterisk in the upload list should be filled in; alternatively, they can be filled in on the "Add documents" page.
The Game Rules
Using a document list comes with specific rules. This ensures BIMcollab reads the Excel file only as an upload list, not as a document to be stored. The list should be updated for each new file version and always uploaded together with the corresponding documents. If it meets the requirements below, BIMcollab will process it correctly:
The file name of the upload list contains the word “upload list”. Text may be placed in the front or at the end.
The file extension is .xlsx .
Use the same column names as in the template.
These column names must always be on the 4th line of the Excel file.
The order of the columns does not matter, so this may be adjusted compared to the example.
Lines 1 to 3 are not read, project data, logos, or own explanations may be placed here.
Each line with a document name is considered a file. So do not place subheadings in this column.
The file name column must also contain the file extension, for example: drawing.pdf
The contents of cells must be an exact match with the metadata set on BIMcollab.
BIMcollab looks up the file names in the upload list when uploading. Only the files that are uploaded together with the upload list are read. The upload list may therefore contain additional lines for other files, but these will not be read. BIMcollab reports files that have not been found.
The upload list may contain additional information and can be formatted with, for example, colors and subheadings. Make sure that this information is always in its own column, which is not read by BIMcollab.
Upload with upload list
To upload your documents with an upload list, follow the steps below:
Step 1: Select the level you would like to save your project on (location, project, or phase). Move to the Documents page and click on "Add". It could be "Add to location", "Add to project", or "Add to project phase" depending on the level you have selected.
Step 2: Drag and drop, or choose the file(s) together with the upload list to be uploaded and click "Upload".
Step 3: Review notifications, if any.
Step 4: Click on "Go to personal queue"
Step 5: Click on "Add information to uploaded file" and review the imported information. As mentioned previously, fields with the asterisk symbol (*) are mandatory. If not filled in using the upload list, they need to be filled in manually.
Step 6: Click on "Save" after all the required information has been added to the documents in your queue.
Step 7: Click on "Continue" to get back to the document overview where you can find the newly added documents.
Placeholder Upload List
When uploading documents to BIMcollab, it is also possible to use placeholders as temporary substitutes for documents that will be uploaded later.
Placeholders can also be uploaded through the Upload List. To upload a list of placeholders, follow the same steps and game rules as listed above. Except that you only need to upload the upload list file (without any files with it), because these are the placeholders for the future files.
❗ Warning: When creating the upload list, the metadata fields related to the latest version should be left blank, since this information cannot be predicted in advance. All of the light blue columns in the Excel list, including the File Data, Document Date and all Version Details fields should be left blank. These will be added when the actual models are uploaded as well.