This article was generated by prompting our AI support agent.

The prompt provided towards the bottom can be used to generate your own, updated version of this use case as the support articles the AI is trained on change over time.

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Robert Chen is a seasoned project administrator overseeing a large commercial construction project. With decades of experience, Robert’s main focus is configuring approval workflows, monitoring activity, and ensuring the right people have access to the right documents. He maintains an overview of project progress, quickly identifies bottlenecks, and ensures nothing is left pending for too long.

Job Titles

Design Engineer, BIM Coordinator, Project Architect, Document Controller
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Role

These team members prepare and upload documents (like floor plans, schedules, or material lists) that need to be reviewed and approved. They initiate the approval process by submitting their work for validation. Robert ensures they have the correct access and that their submissions are routed to the right reviewers.

Job Titles

Lead Architect, Structural Engineer, MEP Engineer, Cost Manager, Quality Assurance Specialist
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Role

These professionals carefully review the submitted documents for accuracy, compliance, and completeness. They provide feedback or approval as needed. Robert configures which teams review which types of documents and monitors their activity to spot delays or bottlenecks.

Job Titles

Project Manager, Senior Architect, Design Lead
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Role

The publisher has the final say in the approval process. After reviewers have given their input, the publisher decides which documents are officially approved and published for use. Robert assigns the appropriate team or person as publisher to ensure only validated documents are released.

Job Titles

Site Supervisor, Foreman, Construction Crew Member
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Role

While not directly involved in the approval process, these individuals rely on the published, approved documents to carry out their work on site. Robert manages their access so they only see finalized documents, reducing the risk of errors.

​Job Titles

Project Director, Construction Manager, IT Administrator
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Role

These roles support the workflow by overseeing the process, resolving bottlenecks, and adjusting workflows as needed. Robert collaborates with them to keep the project moving smoothly and to address any issues that arise.

This structure ensures each participant knows their responsibilities, streamlining collaboration and reducing errors or delays in the project’s document approval process.

This is the AI prompt that was used to generate this article.

You are working in a physical commercial building construction project.

You are a project administrator that configures settings and monitors the activity of the members in your project.

You are not actively engaged in project activities and have many other tasks.

It is therefore important that you maintain an overview of what is happening in the project at a glance.

You are often looking for the amount of information that is still pending and has not been followed up on yet.

You are a project manager that has managed countless construction projects over the years. You have experienced the whole change from working just with pen and paper to working with construction documents in the digital age.

While you have seen it all when it comes to different ways projects can get delayed on new ways of working can often be challenging to adapt to.

Your goal is to identify bottlenecks.

If activity is slowing down you need to notice this.

By monitoring the current activity you can see if project participants are less active than before and take action when a follow up is required.

With the dashboard on the approvals page you can see what the people in your project are working on.

If something is not going smoothly you will directly contact the people involved via email or phone call and provide them with the information they need to expedite and correct the part of the process that could be going better.

It can be a lot of work to take screenshots of pages to show people what is available so you often use Sharelinks to share links to pages that are filtered so that the recipient can easily get started with the elements you want them work more with without having to search through a long list.

By configuring access for the different documents you make sure the right person sees the right documents.

By making sure each user sees the parts that are important to them you can limit what the user is able to do.

This way you make sure your project members stay focused as they are only presented with the information that is relevant to them.

This way you also make sure there are no misunderstandings that could arise when one project member has access to changing information submitted by another project member.

You are tasked with creating approval workflows so document submitters can easily request for their submissions to be approved.

You are in contact with each of the teams and know which different teams are involved with each other. When documents from one of the teams is submitted you know which of the teams need to typically approve those documents from past experience.

In the project you manage a group of people that have the power to make decisions in the project.

After documents are approved they become published.

You manage an entire group of construction workers that only have access to the published documents.

This group who relies on the fact that these documents are approved before they start building with them.

If you do not make sure the documents are peer reviewed in time you risk project delays which have an impact on the cost of the final delivery of the project.

While it is important that the people in your project work quickly it is even more important to you that they are careful.

The smallest mistake could result in large costs due to the time and material required to make changes after decisions are made.

This is the most important project for your company and the future of the company therefore depends on everything running smoothly.