Revit Tip: Role-Based Permissions and Folder Templates for Revit Cloud Worksharing

Strong permission hygiene in Autodesk Docs/BIM 360 underpins reliable Revit Cloud Worksharing. Get it right once, then scale with templates.

Start with a clear access model

• Define roles before inviting users: Project Admin, Document Controller, Design Lead, Discipline Author (Arch/Str/MEP), Coordinator, Reviewer, External Viewer.
• Assign permissions to roles and companies, not individuals, to simplify changes when people rotate.
• Follow least-privilege: give just enough access to do the job (View/Download for reviewers, Edit only to authors, Set Permissions limited to admins/controllers).

Structure folders for control and traceability

• Recommended top-level structure:
  • 00_Project Admin (Admin-only)
  • 01_Authoring (Discipline subfolders for Revit Cloud Workshared models; authors = Edit, others = View)
  • 02_Shared (Read-only to most; only discipline leads/controllers can publish here)
  • 03_Published/Issued (Controller-managed, read-only to project)
  • 04_Coordination (Navis/NWC, IFC; coordinators = Edit)
  • 05_Transmittals/Incoming (Controller-managed intake)
• Use consistent naming aligned to your standards (e.g., ISO 19650 or internal conventions) so permissions can be templated and audited.
• Keep external partners in designated folders with restricted rights; avoid broad access to authoring spaces.

Revit-specific practices

• Place live workshared models in 01_Authoring; restrict Edit to each discipline team to prevent cross-discipline overwrites.
• Publish curated sets to 02_Shared on a cadence (e.g., weekly) by discipline leads or controllers only.
• Coordinate through Shared/Coordination folders; do not link across someone else’s authoring folder.

Workflows that reinforce permissions

• Use Reviews for approvals instead of ad-hoc folder write access. Route submittals through formal review to maintain version history.
• Use Transmittals to package issues to external parties; this preserves who-saw-what-when and aligns with audits.
• Leverage Project Templates in Autodesk Docs to clone folder trees, permissions, reviews, and transmittal settings for new projects.

Governance and auditing

• Maintain an access register (role → folder → permission level). Store it in 00_Project Admin and update on team changes.
• Spot-check Activity on critical folders weekly; confirm only designated roles are editing/publishing.
• Quarterly permission review: remove departed users, confirm external access expiry, validate company-based assignments.

Common pitfalls and how to avoid them

• Over-permissioning authors across disciplines → enforce discipline-only Edit rights in 01_Authoring.
• Publishing by anyone → limit publish rights to leads/controllers; document the cadence and set owners.
• Linking to Authoring folders → train teams to link only from 02_Shared/04_Coordination.
• Individual-based assignments → switch to company/role-based to simplify turnover.

Quick setup checklist

• Create roles and map permissions per folder.
• Build the folder structure and apply role-based permissions.
• Invite members by company and assign roles; enable SSO/MFA via your admin for security.
• Test with a non-admin account to validate the matrix before go-live.
• Save as a Project Template for repeatable deployment.

Need guidance tailoring roles to your practice or scaling templates across portfolios? Consult NOVEDGE for expert advice and licensing strategies: NOVEDGE. For Revit and Autodesk Docs solutions, start here: NOVEDGE.