6 Bluebeam PDF Workflows Every Government Agency Needs

In our previous Bluebeam Revu blog post series, we featured 5 easy Bluebeam workflows that you should learn. This time, we partnered with Bluebeam Senior Account Specialist, Greg Mosley, to bring you 6 major Bluebeam workflows that every government agency needs to start using.

Workflow #1: Batch Processing and Batch Linking (eXtreme version only)

Do you ever find yourself losing track of which construction document you were looking at? The Batch Process tool in Bluebeam Revu eXtreme allows you to quickly and easily hyperlink all your construction documents into a table of contents, making sorting and navigating a whole lot easier. In the following video, Greg demonstrates how the tool can generate 573 hyperlinks in a matter of seconds. Note: this feature is only available in the Bluebeam Revu eXtreme version. 

Workflow #2: Compare Documents & Overlay Pages

Tracking changes in collaborated documents can get confusing and difficult to maintain. With Compare Documents in Revu, you can view original and revised documents side by side, and highlight the differences between the two sheets on a pixel-by-pixel basis. The Overlay Page tool is another option the user can use to clearly see the differences between documents. This assigns different colors to each layer and then overlaps the layers to create a view that highlights the areas that differ. This tool is not only great for displaying differences in two documents, but also showcasing different disciplines on a project on a single view.

Workflow #3: Tool Chest

With Tool Chest, you can standardize your sets of tools across current and future projects. The ability to save tools, recurring comments, and markups saves a great deal of time when working on several documents at a time. The saved tools in the Tool Chest are simply dragged from the side bar onto the sheet with easy customization options. In this video, Greg shows the different customization options within Tool Chest, and the ease of dragging and dropping saved tools.

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Workflow #4: Dynamic Fill

It can be a great pain trying to calculate and apply the square footage of irregular, complex room shapes. Bluebeam’s new feature, Dynamic Fill takes away the headache of using the Pythagorean theorem or ruler to measure those tricky shapes. In a matter of seconds, you can drag your mouse across an enclosed space to calculate the square footage, volume, or perimeter of your selected area. Here, Greg shows how you can intuitively shade in and measure the square feet of an uncommon room shape.

Workflow # 5: Count Tool

Counting items manually within a document can leave a lot of room for human error. Automating this process digitally with the Count tool in Revu not only saves time, but improves accuracy.

With the text search option of the Count tool, you can type in the text you are searching for and it will scan for any matching text of the document.

However, the more powerful application for searching items like sinks would be the visual search in the Count tool. The visual search allows you to select a sink, and track all traces of a sink in the document. The search also takes into account the various placements and positioning of each sink (if it’s rotated, for example). You can then check all selected items and apply count measurement to the total number of sinks.

Workflow #6: PDF Collaboration with Studio

With the purchase of every edition of Bluebeam Revu, each user has access to the cloud-based collaboration tool with unlimited cloud storage, Bluebeam Revu Studio. Studio allows the user to collaborate with both internal and external departments on documents that are being worked on by several parties. There are options for permissions-based collaboration, which is more like checking in and out a library book, and real-time collaboration, which is multiple people collaborating on the same document at the same time.

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Permissions-based collaboration is done in Studio Projects. Projects is great for having only one person work on the document at a time to ensure each time someone touches it; the version is the most up to date.

The real-time pdf based collaboration is done in Studio Sessions. The advantage to using Studio Sessions is being able to work alongside other colleagues on the same document, while having the ability to view all their actions and markups. There is even a chat box for attendees with access to the document. Project stakeholders who don’t have access to Bluebeam Revu can also view your shared documents through the free application, Bluebeam Vu. You can also share a single file from your Project.

With cloud-based collaboration, some users may be concerned about data security. While Bluebeam Revu Studio offers restrictions on viewing and editing projects, there is another option at a premium called Studio Enterprise, which allows you to host behind a firewall with on premise control, and comes with active directory integration. Greg Mosley provides a thorough demonstration of Bluebeam Revu Studio’s capabilities below:

Looking for more Bluebeam tips and tricks? Check out Work Faster in PDFs with these 5 Bluebeam Tips and Tricks.


Choose from any of the three versions of Bluebeam Revu: Standard, CAD, or eXtreme, courtesy of U.S. CAD.

What are your favorite workflows that you use in Bluebeam Revu? Share them below!

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