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203 – BLUEBEAM DESIGN REVIEW STANDARDS

The Port of Portland (Port) utilizes Bluebeam for collaborative document review throughout the design process. Port-

hosted Bluebeam Studio Sessions will be used for all review milestones unless otherwise agreed upon.

Don't have Bluebeam? Download a free trial at www.bluebeam.com/trials. After the 30-day trial expires Bluebeam will

default into "View Mode" which will still allow you to participate in Bluebeam Studio Sessions. (Port employees should

contact IT Helpdesk and request Bluebeam be installed on their machine in view mode)

Need help getting started with Bluebeam? See the Bluebeam Quickstart here.

Highlighted text in this document is hyperlinked to various supporting documents. If a link does not work, it may be on a site internal

to the Port. Ask your project PE for a copy.

Bluebeam Design Review Process Overview

Project Team Completes Bluebeam Execution Plan.

Project Team Downloads POP profile and toolboxes or applies POP settings to their profile.

CAD/SW/Consultant Creates PDF Packages utilizing the guidelines in Section 2.

PE Creates Review Session, Uploads Documents and Invites Reviewers per guidelines in Section 3.

Project Team and Stakeholders Make Markups.

PE closes session to markups and archives markups and markup report.

Project production staff address and track markup status.

PE runs markup status report prior to next review.

Table of Contents

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1 Project Kickoff

1.1 Bluebeam Execution Plan (BBXP)

1.2 Getting Started with Bluebeam

1.3 POP Bluebeam Standards

2 Design Review PDFs

2.1 Printing to PDF

2.2 PDF Setup

2.3 Document Saving and Storage

3 Bluebeam Studio Sessions

3.1 Coordinating with Sharepoint

3.2 Starting a Review Session

3.3 Studio Session Settings

3.4 Joining a Session and Making Markups

4 Closing, Archiving, and Tracking

4.1 Finishing a Review Session

1 Project Kickoff

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At the Project Kick off Meeting, the project team fills out the Bluebeam Execution Plan and reviews the Bluebeam

requirements and SOP.

1.1 Bluebeam Execution Plan (BBXP) Description:

The BBXP is filled out at or prior to the Project Kickoff Meeting. It is intended to document the project team’s use of

Bluebeam for design reviews and any deviations from this SOP that are agreed upon by the project team. Once completed

and agreed upon by all parties, the BBXP is loaded to the project ePort site.

Responsibility: Port Project Manager (PM)

The PM may delegate the filing out and archiving of the BBXP to other project team members but it is the PM's

responsibility to ensure that the BBXP is properly completed and archived.

1.2 Getting Started with Bluebeam Description:

For those unfamiliar with Bluebeam, it is a PDF reader similar to Adobe Acrobat, that allows for multiple parties to view

and markup a PDF document simultaneously. If you do not have Bluebeam software, download the free trial of Bluebeam

Revu here: https://www.bluebeam.com/trials.

The trial version will give you access the full Bluebeam Revu software for 30 days, at which time if a license is not

purchased, will default into View Mode. View Mode is the free version of the software and requires no license (formerly

Bluebeam Vu). While in View Mode you will be able to join review sessions and make markups within those sessions.

You will not be able to utilize the markup tools outside of a review session. For more information on how to utilize

Bluebeam Revu in View Mode, see the quick start guide.

Responsibility:

The project team is responsible for ensuring that everyone has access to the appropriate software for participation in

design reviews.

Port staff can request Bluebeam View Mode be installed on their computers through the IT Help Desk.

1 Project Kickoff

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1.3 POP Bluebeam Standards The Port has developed the following standards to bring clarity and consistency to the markups in a Bluebeam design

review session. To adopt these standards you can download the POP Design Review Profile and Discipline Toolboxes

here (link to come soon).

OR

Create or modify your own profile with the following settings:

A) Utilize the Discipline color coding for markups

B) Format your username to Last Name, First Initial-Company Abbreviation (ex: Smith, K-POP)

C) Set markup Status State Properties to follow Port standards

To utilize your discipline color, right click on each of the below most commonly used markup types and select

“Set as default.” The RGB color values are also provided if you need to change the default properties of other

markup tools not provided below.

A

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In order for the settings to be active in a studio session, they must be set prior to starting or joining a studio

session. For clarity, the Port uses a "full last name, first initial - Organization abbreviation" format for the author

field. This needs to be set in two places: Preferences and Studio Login. This will only take effect in Studio

Sessions that you have not previously made comments in.

1. Preferences

2. Under the Studio tab, expand the options next to your sign in name and select "Manage Servers" to open the

Server Profiles dialogue box. Open the preferences and enter your username in the appropriate box.

Troubleshooting Note: If you are having trouble with getting your username to “stick,” you may have to login to

studio.bluebeam.com under My Profile > Default Name, and change it there.

B

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Setting the Status State Properties provides a visual indication of the status of the markup. This is particularly

useful when tracking markup progress and during markup review.

In the markup list, click on the icon to the right of the Status column and select Manage Status to bring up the Manage

Status Dialog box. Then add a new model titled, POP Review.

With the POP Review model highlighted on the left, add the following State on the right with the below settings. Then

modify the State Properties for “Rejected” and “Completed,” per these standards.

C

20% grey

RGB 210, 210, 0

2 Design Review PDFs

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Properly preparing the PDF package makes navigating and marking up during design review easier.

2.1 Printing to PDF Print to PDF:

PDF packages are to be created directly from the authoring software, not scanned or otherwise imaged. If using

AutoCAD, utilize the built-in DWG to PDF print driver, not the Bluebeam PDF driver or add-in. In Revit, use Print to

PDF utilizing the Bluebeam or other print driver, not from the Bluebeam add-in.

Reduce File Size and Purge SHX Font

AutoCAD SHX fonts show up in the markup list as comments in a Bluebeam PDF. Check your PDF for any AutoCAD

SHX font prior to submitting for review by opening the PDF in Bluebeam and verifying there are no markups in the

markup list.

If using AutoCAD, see additional documentation and solutions (link to come soon).

If using Revit, the most common place for unexpected SHX fonts is nested families that have symbols associated with

them. These need to be changed in the family.

2 Design Review PDFs

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Follow the “Reduce File Size” instructions (link to come soon). Unless otherwise instructed, use of the default settings is

appropriate.

2.2 PDF Setup Creating Page Labels:

Label drawing package pages as follows: Sheet Number – Sheet Title Example: C-1 – Civil Utilities Plan

1. For sheets with multi-line sheet titles, use the second title line for the page label. Use the Select Page Region

option of the Create Labels tool.

2 Design Review PDFs

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2. Zoom into the title block and draw a selection box around the Sheet Number. A preview of the page label will

then appear. Click OK if the label is acceptable. Click Cancel to redo the selection box.

3. Check the page labels in the thumbnails window and correct any mislabeled pages.

Batch Linking:

Anywhere a page label is referenced, there should be a hyperlink that allow users to jump to pages from the TOC and to

jump to details called out in the drawing set.

Region 1 Region 2

Mislabeled page. Right

click page and select

Re-Label and enter in

the correct label.

2 Design Review PDFs

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Use the Page Region option in the Batch Link tool to draw a box around the sheet number on any page in the drawing set.

Under Link Options, you may choose to have

links highlighted for easy identification.

Bookmarks:

Bookmarks allow for easy navigation of the PDF documents. Depending on how the PDF was created and which program

it was created from, the bookmarks may automatically be created in the PDF. To check whether bookmarks already exist,

just click on the bookmarks icon and verify the bookmarks are appropriately labeled. If there are no bookmarks or the

bookmarks are not correct, delete existing bookmarks and create new ones.

Label bookmarks as follows:

DRAWINGS

SPECIFICATIONS

Do not include bookmarks for Section Parts.

For large drawing sets with multiple disciplines, also create a bookmark higherarchy to make navigation easier. In the

Bookmarks panel, right click on the first page of the discipline and select "Add Before." Rename the new bookmark with

2 Design Review PDFs

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the discipline. EX: General Information. Highlight all the discipline bookmarks and drag them under the new bookmark

heading you just created. Do this for all disciplines.

Bluebeam Cover Page:

The Bluebeam cover page must be inserted into every drawing set uploaded to a session. This cover page ensures that the

custom statuses are applied to each document and available in the Studio Session.

The Bluebeam cover page can be obtained from the PE and on the Port’s internal network.

2.3 Document Saving and Storage Drawing packages should follow this naming convention:

Project Number - Project Name ABV - Volume (if necessary) - Review Milestone.

Example: 99999 - PDX Carpet Replacement - Vol 1 - 60% Review

Documents are to be uploaded to the project ePort site in the Drawings folder of the Design Library under the appropriate

design review folder. (EX: 30% Design Review.) The PE will create the folders as appropriate.

3 Bluebeam Studio Sessions

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The Port is responsible for creating the Bluebeam sessions and uploading the review documents. Documents should be

first stored in the project eport site and then uploaded directly to the studio session.

3.1 Coordinating with Sharepoint Connecting to Sharepoint:

Start in your Bluebeam Preferences menu and click the Plus button to add the applicable Sharepoint site.

Sharepoint Address:

Example: https://archive.portofportland.com/sites/EngProjects/PDX101181/default.aspx

Copy and paste the address of the project

Sharepoint page here. Delete the part of the address

after the project number. See Example Below.

Add project title here.

Specify the folder in which the documents to be

loaded are located. (Usually either the Design or

Drawings folder.).

Project Number

Delete everything after

the project number

3 Bluebeam Studio Sessions

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Uploading from Sharepoint:

When adding documents to a session, choose the appropriate Sharepoint site and upload the documents directly from

Sharepoint.

1. To add files from Sharepoint or ePort, you must first connect to that site before starting the Session. See previous

section on how to connect to Sharepoint.

2. Check this box to ensure the documents are checked out of eport when added to the review session.

3. To open a file from a local drive (non-Sharepoint) select “Open From Disk.”

NOTE: Once a file is added to a session, you can't change the file name nor add sheets to the file. To make changes to the

file, remove the file, make the changes, and then re-upload the file to the session. If additional info/pages are expected

later, a user may want to add blank pages for adding info in the Bluebeam Session.

3.2 Starting a Review Session Studio Session naming convention includes an abbreviated version of the project location and title, followed by a hyphen

and the review phase. Example: PDX Taxiway B Center and Exits Rehab - 90% Review

Document naming convention includes the project number, project name ABV, volume or package and the current review

phase. Example: 9999-TBAL CCB- vol 2 - 100% Review

Remember to check all boxes under Options > Permissions and check “Restrict Attendees by Email Address.”

Set the session deadline for the last day of the review period. The session will become inaccessible at this deadline.

Note additional files can be added and permissions can be changed after the session is created.

3 Bluebeam Studio Sessions

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3.3 Studio Session Settings Invite Attendees:

There are two main ways to invite attendees.

Add email addresses of recipients, include a message with the comment deadline, and press OK to send the invitation. Do

not send invites to the review until all documents are uploaded and the review distribution list is complete.

OR

Use Outlook to send out the session invitation. Copy the invitation link and paste it into an Outlook email. Add the email

addresses and the message with the comment deadline before sending the email. Again, do not send the invite until all

documents are uploaded and the review distribution list is complete.

Expiration Date:

If the session expiration date (review deadline) was not set at the time the session was created, it can be done later via the

Session Settings. This means that the deadline can be changed at anytime if an extension is needed. Additionally, the

session can be accessed by the session owners after the session expiration date.

3.4 Joining a Session and Making Markups Joining a Session:

There are two main ways to join a Studio Session.

If you received an email invite like the one shown below, click on the session ID link and answer "Yes" or "Allow" to any

pop-ups. You may also be asked to log into Bluebeam. Note your Bluebeam username and password is unique to

Bluebeam and not necessarily the same as any of your other Port login credentials. If you do not yet have a Bluebeam user

account, you can create an account by clicking "Create Account." Your password needs to be between 8 and 32 characters

long with at least one uppercase letter, one lowercase letter, one number, and one special character such as (!@#$%^&*).

3 Bluebeam Studio Sessions

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You can also join a session by typing in the Session ID. In the right-hand panel, select the Studio tab, make sure you are

connected to the Bluebeam Studio Server, and click "Join." Type in the Session ID in the pop-up box.

Making Markups:

Once in the session, make markups by utilizing the default color assigned to your discipline, as defined in Chapter 1. See

the Bluebeam Training User Guide for a how-to on using markup tools.

Markups List:

Every mark made on the PDF is listed in the Markups List and includes important information such as author, data

created, comments, etc. The Markups List is located in the panel at the bottom of the screen and can be expanded or

hidden using the blue bar. See the Bluebeam Training User Guide for more information on the Markups List.

The Port utilizes the “Reply to Comments” and “Alert Others” features. Reply to specific questions or comments made by

other reviewers without cluttering the document itself. Right click the comment needing a reply and select Reply. Type

the reply. The Markups List will record the text along with appropriate metadata.

Join Enter provided Session ID number

4 Closing, Archiving, and Tracking

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At the end of the review period, the Project Engineer is responsible for creating a markup report and saving the reviewed

documents to the project ePort site. Additionally, tracking the status of markups throughout the review will help project

teams pick up comments more efficiently.

4.1 Finishing a Review Session Archive Documents and Restrict Access:

At the end of the review period, the marked-up documents are saved back to ePort along with a markup report. The

review session permissions are then adjusted to allow the project production team to track progress through the custom

statuses but prevents additional comments from being added.

Under Studio Session Settings > Permissions, adjust the settings for the general attendees to only allow printing and

saving, deny all others. Add the production team members and set "allow" for all permissions except "Full Control." This

gives reviewers the access to see their past markups but only allows the production team to reply to comments, change

statuses, etc.

Prior to the next review milestone, run a markup report in CSV or PDF format. This report can be saved to ePort,

distributed to the project team, and/or included in the Bluebeam session for the next review milestone.

Finish Session

Choose to Overwrite Existing and the document

with markups will be saved back to its original

location, the Eport design review milestone

folder. It is recommended to overwrite existing

as best file management practice.

Save a PDF summary report

of the markup history to the

same Eport location.

4 Closing, Archiving, and Tracking

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Configure the report by selecting the relevant columns, how it's organized through the "Filter and Sort" Tab, and the file

location under the "Output" tab.