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Use a Studio Session when people need to review or mark up PDFs together; use a Studio Project when the team needs a managed workspace for project files. A Project PDF can be sent to a Session for live review and then returned to the Project. The key is to choose the right workspace first, then set access separately from sending invitations.
What’s the difference between a Bluebeam Studio Session and Project?
| Workflow | Best for | File handling | Access controls |
|---|---|---|---|
| Session | Collaborative review and markup of PDFs. | Participants work on documents in a live collaboration space. A Project PDF can be sent to a Session for review. | Session hosts set default attendee permissions and can restrict access to listed email addresses. Individual and group rules can override defaults. |
| Project | A managed shared workspace for project files. | Project files use check-out/check-in for editing; users can access revision history. Revu’s Project document management prevents multiple users from updating a file at the same time. | Project User Access controls who can enter. Permissions and folder permissions determine what users can do after entry. |
Choose the Session for a focused review; choose the Project for ongoing file organization and management. For a drawing that is stored in a Project but needs live markup, use both: send it to a Session, complete the review, and update the Project copy afterward. Bluebeam’s Studio Project guidance and Session setup instructions describe these workflows.
How do I create a Bluebeam Studio Session?
In Revu
- Open the Studio panel and choose Add > New Session.
- Name the Session and add PDFs from your computer or from files already open in Revu.
- Choose default attendee permissions, such as whether attendees may save or print documents, add markups, send markup alerts, or add documents.
- If the Session should be limited to named people, make it private and add the permitted email addresses.
- Create the Session and invite participants. A validated Studio account is required to create one.
On the web
Eligible users can create Sessions from the Studio Sessions area: name the Session, enter invitee email addresses, upload files, and create it. Additional participants can be invited from an active Session. For more comprehensive Session management and attendee permission settings, Bluebeam directs owners to Revu. See Bluebeam’s web Session instructions.
How do I create and organize a Studio Project?
- In Revu, open the Studio panel and create a Project.
- Add individual files or upload a folder. Bluebeam says folder upload recreates the selected folder structure in the Project.
- Organize documents in a structure suited to the project—for example, folders for drawings, specifications, submittals, and RFIs.
- Configure Project User Access and permissions before sharing files. A new Project does not give other users access by default, and invitees have limited permissions until settings are configured.
For Revu 21, Bluebeam’s current help page lists Core, Complete, or Max as the plans needed to start a Project. Its Project setup guidance also covers adding and managing files.
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How do I invite someone and confirm they can join?
Invitations and access settings are separate: an invitation tells someone how to join, while the Session or Project permissions determine what they can access and do.
- In Revu, use Share and type or paste the invitees’ email addresses.
- Review the addresses and send the invitations. A Session host or Project owner, or a user with full control, can invite.
- Invitees can accept through the email invitation or from the Studio panel’s Not Joined tab.
- Check the participant list to see who has joined. Hosts and full-control users can send reminders.
Bluebeam notes that sending an invitation through Settings sends an email but does not provide the same sent-notification feedback as the Invite feature. Follow Bluebeam’s invitation instructions for the current Revu workflow.
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How should I set permissions?
For Projects: control entry, then folder actions
Project User Access determines who can enter the Project; Permissions and Folder Permissions set what they can do within it. Bluebeam documents these folder permission states:
Do these 3 things before closing this tab:
1Clear out junk files and repair common Windows errors2Scan for outdated or missing drivers - takes under a minute3Repair Windows errors before they cause bigger problems- Inherit from Parent: use the parent folder’s permission setting.
- Hidden: hide the folder from the user.
- Read: allow viewing without write access.
- Read/Write: allow viewing and editing.
- Read/Write/Delete: also allow deletion.
Project owners can grant Full Control, which includes managing user access and permissions and deleting the Project. Individual Project permissions take precedence over group permissions. If a person belongs to groups with conflicting permissions, the more restrictive result can govern access. See Bluebeam’s folder permission guidance.
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For Sessions: set attendee defaults and exceptions
Universal default permissions apply unless individual or group rules override them. A host can leave a Session open to users who have its Session ID or make it private so only allowed users can access it. Session permission rules can also be configured before attendees join. As with Projects, conflicting group permissions may result in the more restrictive access; consult Bluebeam’s Session permission instructions.
Before sharing sensitive files, test the intended access with a representative attendee account. This is a practical verification step, not a Bluebeam-mandated procedure.
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How do collaborators edit Project files and return reviewed PDFs?
In Bluebeam on web, a collaborator checks out a Project file before editing it, uses supported web markup tools, and checks it in to save the changes. The check-out/check-in workflow manages edits to Project files; it is distinct from live Session markup. Bluebeam cautions that some Revu markup types are only partially supported or unsupported on web. To inspect an earlier version, open the file’s Revision History and select the revision you need. The current instructions are in Bluebeam’s Projects-on-web file management guide.
Which Bluebeam features are available on web?
Bluebeam’s current support pages list Core, Complete, or Max for creating Projects and managing Sessions on web. The Projects-on-web page also lists those plans for managing Projects and notes that not all Revu markup types are fully supported there. Comprehensive Session management and attendee permission controls require Revu. Bluebeam’s invitation page says Basics subscribers cannot create new Sessions or Projects, but must be invited to collaborate. Because plan access and interface labels can change, confirm eligibility in the current web Project guide, the web Session guide, and the invitation guide.
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Where can I learn the Studio basics?
Bluebeam’s getting-started resources point to Revu Essentials training, which includes Studio collaboration topics. See Bluebeam’s training resources.
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