Prepare Document Packages in Cost Management

Adding documents helps you share information with suppliers and owners. You can attach various files in the Documents section in the details panel of:

Contracts
Budget payment application
Cost payment application
Any change order

In this article:

Add Document to the Document Package
- Add Documents as Attachments
Manage Documents in the Documents Section
- On the Document Package level
- On the singular document level
Add Markups to a Document

Add Document to the Document Package

To add a document:

Select the Budget, Cost, or Change Order tool.
Switch to the relevant tab:
- In the Budget tool: Main Contract or Budget Payment Application
- In the Cost tool: Contract or Cost Payment Application
- In the Change Order tool: any change order tab
Select the item name in the General section of the table. A details panel opens.
Click Add Document in the Documents section.
Import files to be attached with a contract, change order, or payment. You can choose from:
- Recently Generated: The newest documents generated, if any.
- Add From Cost Payment Application: For budget payment applications. You can transfer documents from the linked cost payment application.
- Add From Expense: For budget payment applications. You can add documents from the linked expenses.
- Add from PCO: For any change order. Add documents from a potential change order, which is the starting point of the change order workflow.
- Add from RFQ: For change order requests (COR) and supplier change orders (SCO).
- Add from COR: For owner change orders (OCO).
- Add from Cost Item: For any change order. You can create change orders from cost items.
- Generate From Document Template: Create a document from existing templates. The default template shows as the first on the list. Project administrators can create document templates in the Settings tool.
- Upload From Your Computer: Attach documents from your computer.
- Attach From Autodesk Docs: Select a document from the Files tool. You can make this option available in the Documents and Attachments in Cost Management section in the Settings tool.
- Add from Linked References:: For any change order, you can include detailed reports from linked references. These references can include RFIs, issues, submittals, assets, forms, and files.
Note: If the template includes a cost item subtable, the OCO name is attached to the cost item name.
Click Generate.

Note: During the generation of the Cost document, the system will automatically convert uploaded documents into PDF format and merge multiple files into a single PDF file. If the list of files includes types that are not supported, the system will generate a zip package instead. The file types currently supported are: .docx, .doc, .pdf, .png, and .jpg.

After adding documents, you can continue with your workflows or manage existing files.

Note: Payment applications’ documents created this way are mostly view-only. You can create a document that can be filled out by the subcontractor. Check the Export and Reimport Payment Applications section in the Create a Cost Payment Application article.

Tip: You can also set up a compliance requirements workflow to track and store documents like lien waivers or certificates of insurance and bonding. To do that, see the Work with Compliance Requirements section in the Cost Settings article.

Add Documents as Attachments

Administrators have the ability to add documents as attachments. These documents can be generated from templates.

Attached documents can be downloaded and sent by email.

Learn more about how to create document templates.

Manage Documents in the Documents Section

Once you add documents to the Document Package, you can manage them in several ways before sending an email to the owner or supplier.

On the Document Package level

On this level, you can:

Open a document package in the Files tool.
Open in browser in case of PDF files in Document Package and Attachments section, and merged PDF files.
Download all documents from a package.
Send by email for reviewing all associated scope and documentation. The document package will be sent as an attachment. If it exceeds 20MB, a download link will be provided instead.

On the singular document level

On this level, you can:

Open a document in BIM viewer, where you can work on your files, for example, add markups to PDFs.
Download a Word or PDF document to your computer.
Regenerate documents to update them or detach a generated document out of a document package and move to attachments.
Move to Attachments. This procedure is reversible.
Delete a document from a package.
Rename a document.

Add Markups to a Document

You can add markups to a PDF document. It may be helpful, for example, during the approval workflow review process.

To enable adding markups to a PDF document, the project administrator has to:

Select the Autodesk Docs option in the General settings.
Grant reviewers the Create permission for the folder that stored the generated PDF document.

Then, when reviewers open a PDF document from the Cost Management document section, BIM viewer will automatically enable the Markup panel.

To add markups to a Cost Management document, follow these steps:

Navigate to the Documents section in the flyout panel of the contract, payment application, or any change order that you want to markup.
Find the PDF document that you want to markup, and click the More menu icon next to the PDF document.
Select Open. The PDF document will open in the BIM Viewer.
Once the document is open, you can start adding markups to it. Refer to the Markups article to learn more about the different markup tools and actions that are available.

By following these steps, you can easily add markups to your Cost Management documents, helping you to collaborate more effectively with your team and subcontractors.