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Use Plans for the controlled construction drawing set and Project Files for other project records. From there, build a folder structure around the project workflow, grant only the access each person needs, and use reviews and publishing controls to distinguish issued documents from working material.
This guide covers BIM 360 Document Management. Autodesk’s current product overview also describes Autodesk Docs in Autodesk Construction Cloud; its capabilities overlap, but the interfaces are not interchangeable. If your project opens in Docs, use the instructions and labels shown in that product rather than assuming BIM 360 steps apply.
What belongs in Plans versus Project Files?
Every BIM 360 project starts with two parent folders. Choose between them by document purpose and distribution needs, not simply by who created the file.
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| Folder | Use it for | Document workflow | Sharing consideration |
|---|---|---|---|
| Plans | The current construction-related drawing set. Autodesk characterizes it as “the digital equivalent of the printed set of contract drawings for the project.” | Manage, download, review, and publish the latest 2D and 3D construction drawings. | Public sharing is not available for Plans documents. |
| Project Files | Other project material, including design data, photos, reports, schedules, budgets, and requirements. | General project file management, including search and common file and version operations. | Public sharing may be enabled by a project administrator for documents in this folder. |
Keep the current, controlled drawing set in Plans. Use Project Files for supporting records and working material so people can tell which location serves which purpose.
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How do you organize documents in BIM 360?
- Choose the parent folder. Put construction drawings intended for the current set in Plans. Put other project records in Project Files.
- Create subfolders for the project workflow. Add folders beneath the appropriate parent and use names that make the document’s purpose and place in the workflow clear to project members.
- Set permissions as you build. Decide who needs to view, download, upload, edit, or control each folder before granting access. Subfolders inherit parent permissions by default, so review inheritance when a child folder needs different access.
- Upload and maintain documents. Use document search and the available file operations to manage records and versions. BIM 360 supports copying, moving, comparing versions, sharing, and restoring files. Moving a document is limited to another subfolder under the same parent folder.
- Use review and publishing controls where appropriate. BIM 360 Document Management includes reviews, transmittals, issues, document logs, publish logs, and sets. Apply the workflow that fits the document so the issued set remains distinguishable from working material.
Autodesk documents up to 25 subfolder levels. That is a platform ceiling, not a target: a hierarchy that deep can make documents harder to find. Organize folders around real project tasks and access boundaries.
How do BIM 360 folder permissions work?
Permissions can be assigned to an individual user, a role, or a company. The permission level should follow the actions the person or group must perform, rather than relying on a role name to imply access.
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- View: for people who need to see folder contents.
- Download: for people who need local copies.
- Upload: for people who submit files to the folder.
- Edit: for people who need to change document information or manage files at that level.
- Folder control: for people responsible for managing the folder itself.
Because child folders inherit parent permissions by default, grant access at the highest sensible parent level and adjust a child folder only when its audience or workflow genuinely differs. After adding someone to a project, check that they have the right project and module access as well as the required folder permission; otherwise the expected content may not appear for them.
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Use the document controls that match the status and audience of the file. Reviews and publishing help manage the drawing set; transmittals and logs support controlled distribution and traceability. Keep working material separate from the set that is treated as current, and use the applicable review or publishing workflow before treating a document as issued.
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Public links are a separate, externally exposed sharing route. A project administrator must enable public sharing, and it applies only to documents in Project Files. Autodesk warns that anyone who receives a public link may access, download, or further share the linked document. Use it only when that exposure is acceptable; do not treat a link as restricted to its original recipient.
What BIM 360 Document Management limits should you plan around?
Autodesk lists the following system ceilings for Document Management. The source page did not provide a publication year, so these figures should not be read as dated recommendations or as ideal folder-design targets.
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| Limit | Autodesk-listed ceiling |
|---|---|
| Files per folder | 10,000 |
| Subfolder depth | 25 levels |
| Folders per subfolder level | 1,000 |
| Maximum file size | 5 TB |
Design for findability and manageable permissions rather than approaching these maximums. In particular, a folder can become difficult to navigate well before it reaches the file-count ceiling.
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Autodesk’s current product overview presents Autodesk Docs as a common data environment in Autodesk Construction Cloud. It lists structured folders and permissions, file approvals, markups, issue tracking, and transmittal creation and tracking. Autodesk says Docs subscribers and BIM Collaborate Pro, Build, and Takeoff subscribers can access Docs, and that Docs is also available in the AEC Collection.
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That product overview establishes overlapping document-control capabilities, not identical interfaces or a universal migration path. Confirm whether the project is in BIM 360 or Autodesk Docs before following UI-specific instructions, and use the relevant product’s own help for exact current labels.
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