Collaborate with Others in Cost Management

To help streamline workflows and enhance collaboration with owners and suppliers, give them collaborative access to view and interact with certain information. To set up collaborative access for them, refer to the Cost Management Permissions article.

The collaborative permission is available for specific components within Cost Management and allows members to view and edit limited attributes on items assigned to them. To collaborate within Cost Management every member needs an Autodesk Build license.

In this article:

• Downstream Collaboration in Cost Management
• Upstream Collaboration in Cost Management
• Collaborate Permission and Company Setup
  • Inviting a Supplier to Collaborate
  • Owner's Collaborative Access to the Main Contract
  • Collaborators as Reviewers
  • Restricted Comments
• Documents Folder File Permissions Needed for Collaborate Access

Downstream Collaboration in Cost Management

There are many ways for suppliers to collaborate within Cost Management. Here is a list of links to relevant articles where you can learn more.

Upstream Collaboration in Cost Management

There are many ways for owners to collaborate within Cost Management. Here is a list of links to relevant articles where you can learn more.

Collaborate Permission and Company Setup

To allow an owner and suppliers to effectively collaborate in the system, make sure that accurate company and contacts are assigned properly in the Company Setup setting.

Inviting a Supplier to Collaborate

To add a supplier as a collaborator, follow these steps:

1. Select the Members tool from the left menu.
2. Click Add members and enter the supplier's email.
3. Select the supplier's Company and Role. Ensure that the Access level is set to Project Member.
4. Click Send invitations.

Note the following in case of any issues with collaboration access:

• In the Members tool: the supplier's email and name should be linked with their company.
• In the Settings, Permission tab: ensure the member or their company has been assigned Collaborator access to the Contract module.
• In the Contract item's flyout panel: the contact company should be the supplier's company.
• The contract should not be in Draft status to allow member access.

Owner's Collaborative Access to the Main Contract

If you want an owner to have a collaborative access on main contract to upload documents into the Attachment section, do the following:

1. Go to the Settings tool.

2. Scroll down to the Company Setup drop-down.

3. Select the company and contact for the owner role.

   

4. Assign a right owner in the Owner Details section of the main contract's flyout panel. The collaborative access will check the company setting on the main contract’s flyout and email address.

   

Owners with collaborative permission on the main contract can only view details related to their signed contract within the Main Contract table and the details panel. They can also upload documents into the Attachment section in the details panel. Displayed links and the details of individual SOV items are not accessible.

Collaborators as Reviewers

Users with collaborative access can serve as reviewers in approval workflows for OCO and budget payment apps.

To enable this, navigate to Settings and grant collaborate permissions to the external collaborator companies. This will allow them to approve or reject an OCO and budget payment app.

Learn more about Approval Workflows and Cost Management Permissions.

Users with collaborative access can also review outside the workflow engine-based approval process.

To facilitate this:

1. In Settings, grant collaborate permissions to the external collaborator companies. This will allow them to approve or reject a COR/OCO/budget payment app.

2. In the flyout section titled "Architects Details", members can select the external architect's company user to request COR/OCO approval.

3. In the flyout section titled "Additional Collaborators", members can add external users who are not part of the workflow engine-based approval processes. These users can be added as reviewers.

   

Restricted Comments

Comments in the comment section of the flyout panel and the review page may be visible to all, including collaborators, but they can also be restricted.

Comments marked as Restricted will only be visible to members with View All, Full Control, or Admin permissions.

Members with Full Control or Admin permissions will see a checkbox under the comment box. If this checkbox is selected, the comment will be marked as Restricted.

Documents Folder File Permissions Needed for Collaborate Access

People with collaborative permissions need some other permissions when your generated documents are stored in the Files tool.

Permission levels need to be set to allow collaborators to view, upload, and download files to relevant folders. To do so:

1. Select Build from the product picker, then the Files tool.

2. Select the More menu next to the desired folder, then click Permissions settings.

   

3. In the Permissions flyout panel, select Add.

4. Search by name, email, role, or company.

5. Select the drop-down and choose the appropriate permission level.

   

6. Click Add.

Here you can find the list of documents folder permissions needed for certain actions: