The Project Configuration menu allows a project Superuser to view and configure key information about their project. 


Status shows a set of key information regarding the project setup.


Main panel to setup the Project Configuration and define the required behaviour of the project.

Project Details

BIMXtra Role

Requires Superuser or Edit Project Details role to access.

Project Name

The name of the project as appears in the select project page, project landing page and BIMXtra outputs. 

Project Number

The number of the project as appears in the select project page, project landing page and BIMXtra outputs.  Does not allow the characters *  /  \ > < | and 'Blank Space'


Determines the project grouping on the Project landing page.


Select the stage from the drop-down menu. This then works in conjunction with schedule configuration to make columns visible/not visible depending on the stage set in schedule config.


Select the project language. This will default to English.


De-activates the project. Project information is archived so deactivated projects can be re-activated if required.

Project Description

Short description of project as it appears on the Select Project and Project landing pages.

Project Address

Enter the address of the project. This will be displayed on the Project Landing page weather widget and is used to display the weather for that location.


The co-ordinates will place the project onto the map on the Select Project page and will be used as a default location for web created forms. Co-ordinates will auto populate on entry of the project address.

 After changes are made to project configuration, the Save button can be found at the bottom right of the screen.

Project Access Company

BIMXtra Role

Requires Superuser or Assign Company role to access

The Project Access Companies are those companies who's user's (defined in the user's Project Access) can access and update the project, including the following:

  • Superusers can edit user accounts for users in their own Project Access Companies.  In other words for a superuser to be able to edit user accounts, he must have their company set as his own Project Access company,
  • FB2 forms can be published by users to projects that they have Project Access to (set in the project config),
  • Users can see any projects they have Project Access to in the project landing page, even though they might not have a specific role to access that project.
  • Users do not have to have project access to be given a role on a project, as long as the superuser who controls their account does have it.

Select which company(s) will have access to this project and allow users with this Project Access Company in their User Profile to be given access to the project.  Superusers can only give access to companies that are in their own Project Access Company list.

Important Configuration

Note:  This is an important setting that controls access to a project and the ability to publish forms to it and care should be given before granting this role to users.

The ability of a user to grant access to companies depends on their own Project Access setting and therefore they can remove access to companies that they have no control over.  It is advised that this setting is controlled by a minimum of people all of which have Project Access over all the required companies accessing the project.

Project Configuration

BIMXtra Role

Requires Superuser or Edit Project Config role to access.

The following elements are all associated with project configuration.

Checkout, Asset Codes

  • Cost Plan Checkout - Non editable.
  • Design Schedule Checkout - Non editable.
  • Asset Codes - Enter a friendly name and activate asset codes. This will determine which codes are active and their names when displayed in Insight.

Components / Schedules

Design Schedule

Copies the design schedule configuration from an existing project on BIMXtra.  This will copy:

Note that all the schedules configurations are copied from the source project, regardless of the current project schedule visibilities.

Schedule Selection

Select which Schedules will be available for use in the project.

Click Edit which will open a pop up listing all available BIMXtra schedules. Select those required for the project using the tick box.
The selected schedules will then be available on the mapping page and then displayed through the application. When a schedule is shown in grey this means that components have been mapped to that schedule and therefore the schedule cannot be deactivated.
Save your changes to the schedule selection.

Work Package (Pre Construction)

Copies the Work Package configuration from an existing project on BIMXtra.

Cost Plan

Determines the cost coding structure used in the Cost Plan module.

Schedule Formatting

Select the text format of secondary user edits shonw in the BIMXtra schedules. 

Performance Reporting

Select the start date for performance reporting from the calendar.

Additional Info

Project Contract Value

The estimated value of the project.

Project Start Date

The Project Start Date, extracted in reports.

Project End Date

The Project End Date, extracted in reports.

Defects Start Date

The Defects Start Date, extracted in reports.

Defects End Date

The Defects End Date, extracted in reports.



Select the revisioning structure for the project. Default uses the standard A-Z revisioning method. Alternatively, to use BS1192 revisioning method select this option.

Default Revisioning Drop-down

If you have selected to use 'Default Revisioning' on the project, select from the dropdown to choose the available revisions in the DMS.

BS1192 Revision Field Digits Configuration

The Revision field in the DMS can be defined by the user with the padding set to 2, 3 or 4 digits.  This allows for the alignment to BS1192 standard which calls for up to 6 field digits.

BS1192 File Identifier Configuration

  • Require File Identifier: Tick this option to enable the use of the BS1192 file identifier in the DMS.
  • Number field digits: The number of digits to use for the Number field of document metadata.
  • Default BIMXtra Template: This option will download an Excel document which contains a standard template for the BS1192 File Identifier. This Excel document can be edited and uploaded into BIMXtra to allow customisation of the dropdown lists available in the DMS.
  • Current Uploaded Template: This downloads the last template uploaded into the project.
  • Upload new template: Browse to select the edited Excel template, then Upload to Save it the project.

Load Folders Template

  • Default BIMXtra Template: This option will download an Excel document which contains a standard template for the DMS folder structure. This Excel document can be edited and uploaded into BIMXtra to provide a quick way of bulk creating a DMS folder structure.
  • Current Uploaded Template: This downloads the last template uploaded into the project.
  • Upload new template: Browse to select the edited Excel template, then Upload to Save it the project. 

Document Management System

Additional settings for DMS configuration

Use Document Markup in DMS

This option enables the PDF document markup facility within the DMS.

Use QR Codes in DMS

Activate this option to allow the use of QR codes in the Documents for Review section of the DMS. Activating this option will add a cover sheet to documents issued via the DMS, this cover sheet contains a QR code which, when loaded back into BIMXtra as a .pdf is recognised and enables easier attachment of the .pdf to the document as a response.

Distribution of Documents

Seperate Transmittal Purpose & Document Suitability

This allows Distributions to support a Transmittal Purpose separate from the Document's Suitability.

DMS Metadata

DMS Codes

Up to 10 custom metadata fields can be used, known as DMS codes, which can be free text or selected from a predefined lookup list.  DMS codes are edited using the edit metadata command.

Active DMS Codes can also be configured to be seen in the File Attachment tables of Comm Types.

Activate the DMS codes  for use in the project, providing a friendly name by which it is referred to in the DMS File table,

Use a predefined lookup list for the DMS Code, 

Download the current lookup list definitions in an XLS file for editing,

Select an edited lookup list XLS file to update DMS Codes.   Upload the file to action the edits in C+BIMXtra

External Status

The External Status field is an additional column that will be added to the DMS File table which adds the ability to report a documents Status that may be coming from a Third Party or External system.

When in use, this information becomes editable through Document Upload, Edit Metadata, Advanced Search and Workflow Monitor function.

  Enables the External Status field in the file upload wizard and DMS,

Predefined values for the External Status' can be added to the template list:

  Edit existing values in the list,

Delete existing values from the list.

To Edit or Delete please ensure the fields are not in use within your DMS project instance. Please use Advanced Search to identify and use Edit Metadata to adjust as required.

External Metadata

External Metadata are user defined fields that can be added to all files in the DMS.  There is a guided limit of 100 External Metadata fields per DMS file with each field holding 255 characters.

The Metadata Report lists values for each file in the report, which can be edited.  

Any new fields that are required can added to files:

  • By adding a new column to the External Metadata tab of the report
  • By adding the column to the External Metadata project configuration

Modified values in that report can be uploaded back to the DMS via the Upload Metadata command. 

Enable External Metadata in DMS

This option enables the External Metadata facility in the DMS.

Add a new External Metadata field to the DMS

Any fields that are defined are listed and can be Edited or Deleted


Configure the Active Installation Status' and their Project specific names.

Load logos to cycle through on the Project Landing Page.  Individual logos can be deleted.


Visible Form Types

Configure the Form types that are VISIBLE in the project.  Making a form type invisble does not delete the form data from the project but effectively stops it from being access by users, while new forms of that type can't be created.

v1 Forms are those created with v1 FormBuilder, while v2 are those created with v2 FormBuilder.


Select the forms required for this project. The selected forms will then be available for use in the Construction module, Insight and Onsite.

This list is also set by the Publish command for v2 Forms.

Removing a form from this list removes it from the project.

Location Data

Configure the source of the Location Data list used throughout the project, especially in regards to Forms & Construction page.

  • Room Schedules - Populates the Location Data list from the Room Schedule with an entry in the list for every line in the schedule.  The columns used to build the list from the schedule are:
Schedule ColumnLocation Data List


  • Object Schedules - Populates the Location Data list from the visible Object Schedules with an entry in the list for every line in every enabled schedule.  The columns used to build the list from the schedules are:
Schedule ColumnLocation Data List



Display Live Information

If this setting is ON then all (live) information from the configured schedules is used to populated the Location Data list. 

If this setting is OFF then only values from revised schedules will be used to build the list instead.

Use Friendly Location Names

Use any UserFriendlyName defined for the columns of the configured Location Data, either Room or Objects.  The Friendly Names are used on:

  • The Location Data control in FormBuilder v2, unless the User Text Prompt field has been edited from the default value,
  • The Construction Page Detail View columns and Filters

Please note any reserved UserFriendlyNames that can't be used.


BIMXtra Role

Requires Superuser or the Edit Model Config role.

Models can be configured on the project.

Edit the model config

Revision, Building, Level

Unused at present


The discipline the model is associated with and the grouping shown in the the Insight Model Loader.

Import Active

Whether the model is set to Import automatically on updates.

Model Security

Configure the Model Security Level to determine which users can access model items via Schedules or Insight. 

Model Security Levels are set such that each user must have that level configured as part of their Information Security role setting. 

Models can only be set to a security level by the configuring user below that or equal to the level they have access to in their information Security roles.

Level 0 is the default level and is open to access for all users.

Level 1-10 are free for configuration as per project requirements. 

Note: Therefore these are hierarchical security levels and the user has access from the highest of their user roles down to 0.  EG An information Security role set to 'Level 4' provide access to that user to levels 0-4 inclusive.



The Approvers area allows users to be given approval rights on schedules.

Approvers get access to their Inbox once they have Schedule Revisions ready for approval.

Add New

Clicking Add New will bring up the below window. Select Schedule Revision and the associated user you wish to be an approver, and the selected user(s) will be notified by email each time a design schedule revision is created. They will then have the ability to approve or decline the revision via their BIMXtra Inbox.

Approvals Queue

The approvals queue provides the super user with a list of schedules awaiting approval in their projects. The 'Reassign To' feature allows the super user to reassign the approval to another user if required.

Work package setup

Details provided in the Pre-Construction Manual.


Refer to Schedule Configuration for details.


The revision page displays all revisions of schedules that have been created in the selected project.
The table is structured by the following columns:

  • Revision: This displays the current revision identifier for that Design Schedule based on the standard A-Z methodology.
  • Collection Name: This displays the schedule's name relating to the revision.
  • Description: This column displays the text entered for the user to describe the purpose of that revision.
  • Created Date: Time and date that the user created the revision.
  • Created By: This column shows the Username of the person who created the revision.
  • Approved: This column will display either Yes or No and links to if the revision is in a user approval queue waiting for sign-off, prior to the data appearing downstream of the design module.
  • Delete Hyperlink button: This function deletes one issue of the revision for the selected schedule. Users who click this will be prompted with a numeric captcha screen to confirm the action.


The schedule customisation page allows a superuser to rename schedules within the active project.
 By clicking on the pencil icon shown, the superuser can change the Schedule Name within the project.  Note: the Schedule Name cannot exceed 64 characters.



This page allows the super user to add users to the distribution for a certain form type as a BCC. The users selected will then receive a notification for the form type when a form is raised, even if they are not selected by the user raising the form. This function will only work if the form has someone selected in the "First Assigned to" in FormBuilder. 

Data Export Template

The data export template allows a super user to create a template for a report to be generated by users in 'Design > Reports > Data Export Reports'.

This option allows the super user to determine which reports are available to the project users.
The template allows the selection of multiple schedules and the columns which are common across those schedules as well as the 100 Custom schedule columns. The report that is then available will provide the common information across the schedules selected.

Click add template to start the configuration wizard.

Step 1
Name the template for the report and select which category you wish to use.

Step 2
Select which schedules you wish to use from the category selected in step 1.

Step 3
Select which columns you wish to be visible in the report.

Please note, not all columns will be listed, only columns that are common across all schedules and the 100 Custom columns are available in this section.