The Asite + Bluebeam integration allows users to combine Bluebeam Studio's collaborative real-time mark-up capabilities with the Asite Common Data Environment (CDE).
Asite introduces integration with the industry-leading mark-up technology, Bluebeam Revu, facilitating the extraction of all Bluebeam annotations into the Submittals or any forms within Asite. This integration includes the capability to automatically create Bluebeam Studio Sessions and seamlessly export PDFs when they are linked to a form. It also allows for the effortless attachment of the returned annotations through our advanced Visual Workflow engine in Asite.
What is Bluebeam?
Bluebeam Revu is an application for marking up, working with PDF drawings and documents and collaborating on them.
Visit https://www.bluebeam.com
Bluebeam Studio is a tool included in the Bluebeam Revu tool that allows for real-time collaboration on PDFs.
Requirements
Bluebeam Revu and Bluebeam Studio Prime subscription
Active Bluebeam login credentials (i.e. a valid username and password)
Active Asite 'Key Enterprise' Subscription
Asite project folders containing relevant associated files must have 'Enable Public Links' on
Configuration in Asite for authorization of Bluebeam user account
How does it work?
Login to Asite: https://www.asite.com
Navigate to the Admin tab >> Select the Integrations function >> Select Bluebeam Integration and complete the Bluebeam Integration setup to activate the integration (The option to manage integrations is available only if you have the required system-level privileges).
Asite Bluebeam Client ID is 6961123b-1e99-4797-9ec9-38360772e7a6Prerequisite: Configure the Visual Workflow tasks and apply them to a form type such as Submittals.
Navigate to the 'Project Forms' tab >> Project name >> Submittals form type. Click on the + icon to create a new Submittal form.
Associate Files (PDFs) from Project folders, fill in the package information and select recipients.
When a new Submittals form is created with files (PDFs) associated with project folders in the CDE, the Asite Visual Workflow tool automatically creates a new session in Bluebeam Studio for all users in the distribution list of the selected form in Asite.
Login to the Bluebeam Revu tool.
Switch to Studio Session and view the file.
Bluebeam users can then mark up the PDFs in a collaborative environment.
From the Asite Submittals form instance, click the Respond option, input information and click the Save button.
Finalize the Submittals in Asite to pull all the marked-up PDFs back to the Submittals form as an attachment to the Submittals review process.
Configuration Requirements
A. Steps involved for Asite users to enable their Bluebeam Studio integration:
B. Steps involved for users to push Asite forms associated files to Bluebeam Studio and pull the reviewed files from Bluebeam Studio back to Asite:
A. Below are the steps involved for users to integrate their Asite account with Bluebeam:
1. Enable Asite App integration from the Bluebeam Studio Prime Portal
Below are the steps to enable integration from the Bluebeam Studio Prime portal:
[1a] Log into the Bluebeam Studio Prime portal from your browser using the below URL:
https://studio.bluebeam.com/
[1b] Click 'Integrations' in the upper right corner.
[1c] Click the 'Add New' button.
[1d] Enter your Integration ID i.e. 6961123b-1e99-4797-9ec9-38360772e7a6 in the appropriate field and click 'Lookup'.
[1e] Verify that the correct Integration is displaying and click 'Save' to complete enabling the integration.
[1f] Once the integration is enabled, the user will have to authenticate and grant access to Bluebeam Studio data - the first time they log into the Bluebeam Studio Prime portal:
https://studio.bluebeam.com/
[1g] Click 'Allow' on the 'Grant Access to your Studio Data' page.
2. Asite Admin: Configure Bluebeam integration in Asite
Users with the required system-level privileges and 'Key Enterprise' subscriptions can set up and manage Bluebeam integration in Asite. Below are the steps for setting up Bluebeam integration in Asite:
[2a] Navigate to the 'Admin' tab and click 'Integrations'.
[2b] From the top right, select your relevant data centre region for creating integration.
[2c] Now click 'Create Integration' to continue.
[2d] In the 'Integration' dropdown, select 'Bluebeam' for Bluebeam integration.
[2e] Key in the initial characters to find and select the user's name from a matching list of contacts populating automatically.
[2f] After selecting the user's name, enter the client ID as 6961123b-1e99-4797-9ec9-38360772e7a6.
[2g] Click the 'Save' button. A new browser tab will open wherein the user can log in to their Bluebeam account using their login credentials.
[2h] Click 'Allow' on the 'Grant Access to your Studio Data' page.
[2i] A message will appear confirming that authentication has been completed successfully.
[2j] Close the existing browser tab and return to the original tab containing the Asite integrations listing.
[2k] Refresh the page once. The integrations listing will show the updated 'Auth Status' as 'Approved' for the selected user.
If the authentication process was not completed successfully, the 'Auth Status' will appear as 'Pending Approval' (instead of 'Approved'). In such scenarios, the user can click the edit icon, edit the required details then click 'Save' to apply the changes and try the same process again.
3. This completes the integration of your Asite account with Bluebeam Studio.
B. Below are the steps involved for users to push Asite forms associated files to Bluebeam Studio and pull the reviewed files from Bluebeam Studio back to Asite:
1. Configure system tasks to push and pull files through Bluebeam Studio.
[1a] Create a form system task for executing the Groovy script for the relevant form type in the required project. This groovy script is meant to push associated files to Bluebeam Studio. Here, use the Groovy script to push associated files to Bluebeam Studio.
[1b] Now create another form system task for executing the Groovy script for the same form type and in the same project. This groovy script is meant to pull reviewed files from Bluebeam Studio. Here, use the Groovy script to pull associated files from Bluebeam Studio.
2. Create workflow triggers to use the configured system tasks
[2a] Once the system tasks are configured, create a workflow trigger on the form for the same form type and in the same project. This workflow trigger is meant to be configured so that the first system task for pushing associated file information to Bluebeam Studio can be triggered upon the 'Create App' / 'Change Status' event in the 'Post' task mode.
[2b] Next, create another workflow trigger on the form for the same form type and in the same project. This workflow trigger is meant to be configured so that the second system task for pulling reviewed file information from Bluebeam Studio can be triggered upon the 'Create Response' / 'Change Status' event in the 'Post' task mode.
3. Create a form by associating files
As the workflow is configured to trigger in the 'Create App' event, you can now create a new form by associating required files and distributing it with other team members as necessary to trigger the workflow. Below are the relevant help links for reference:
Click here to understand how to create a form.
Click here to understand how to associate files while creating a form.
Click here to understand how to distribute the form while creating it.
4. Workflow creates a session in Bluebeam Studio with all the associated files for review
As soon as the form is created by associating files, Asite Workflow will create a new Studio Session in Bluebeam Studio to review all those files linked with the created form. Distributed users on the form will be added to this Studio Session depending on whether they have active Bluebeam Prime membership.
5. Annotate the associated files in Bluebeam Studio
All files linked with the created form will now be available for the reviewers when they log into Bluebeam Studio under the newly created Studio Session and they can apply annotation on files as required.
6. Update the form in Asite by creating a form response or status change option
Now, the user can return to Asite and create a form response / change the form status. Below are the relevant help links for reference:
Click here to learn how to respond to a form.
Click here to learn how to change the status of a form.
7. Workflow pulls the annotations on reviewed files from Bluebeam Studio as an attachment
The annotations applied using Bluebeam Studio will be pulled by Asite Workflow. They will be visible while viewing the form response as a response attachment.
The 'History' section of that file in Asite will capture all related information exchanged between Asite Workflow and Bluebeam Studio.
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