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Construction software works best when project standards, permissions, document rules, and reusable templates are in place before the wider team arrives. Start by deciding what every project should share, who can do what, and which settings must be repeated on each new project; then verify the setup in a test project with representative users before loading live information.
What settings should I configure before my team starts using construction software?
Configure the rules that shape every project first, then confirm how those rules behave in a sample project. The key areas are company standards and templates, role-based access, project identity and codes, document controls, and a test-and-rollout process. The exact controls vary by product, subscription, and region, so treat vendor documentation as product-specific guidance rather than a universal feature list.
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1Scan for outdated or missing drivers - takes under a minute2Repair Windows errors before they cause bigger problems3Fix the driver behind crashes, sound loss and screen glitchesA useful starting point is to assign owners: one administrator accountable for the platform, plus process owners for project setup, permissions, document management, and integrations. Those owners should agree on the standards before anyone builds templates or invites the full workforce. Otherwise, each project may develop its own naming, access, and workflow conventions.
What should go in a construction project template?
A project template should carry forward the standards teams genuinely need on most projects—not every setting from an old job. Include reusable structure and process rules, and separately document the settings that administrators must configure for each new project.
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Decide which of these items should be standardized across projects:
- Project identity: the naming or numbering convention, address, dates, stage, and other identifiers your company uses.
- Locations and codes: consistent location lists and any cost-code or project-code conventions that support your work and reporting.
- Roles and permissions: the common internal and external role definitions, including the access each role needs.
- Document setup: relevant fields, fieldsets, naming rules, upload requirements, saved views, and review workflows.
- Other recurring project structure: for example, folder structures, issue types and attributes, cost-management configuration, or field-management templates where the product supports them and the team uses them.
Autodesk’s Build onboarding guidance covers account-level templates and reusable components, as well as creating projects and managing members, product access, and permissions. Autodesk BIM 360 help gives examples of template settings such as folder structures, role permissions, issue types and attributes, cost-management configuration, and field-management templates and permissions. These are examples from Autodesk documentation; check the current features and subscription requirements for the Autodesk product your company uses.
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Keep a simple carryover register alongside the template:
| Setting | Default decision | What to verify |
|---|---|---|
| Project names, codes, stages, and locations | Define company conventions and approved values | Which values are standard and which must be project-specific? |
| Roles and access | Define reusable role profiles | Does the template carry the intended permissions at the relevant levels? |
| Document fields, naming, and upload rules | Standardize where they fit company practice | Are required fields and naming rules present in the new project? |
| Workflows and recipients | Reuse suitable review steps | Are the workflow and originator lists copied, and are notification settings separate? |
This register is a planning aid, not a claim that every platform offers these settings or carries them forward in the same way.
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How should I set up permissions for a construction project?
Define access by role before invitations go out, and check it at every level the platform separates. A user may need access to a project but not every tool, document, or approval action within it.
Start with a role list based on actual work, such as project administration, project management, field work, document review, and external project participants. For each role, record whether people should be able to view, create, edit, approve, or administer the relevant information. Do not assume a role name alone explains what access it grants; inspect the permissions and product access associated with it.
Then verify the boundaries the platform provides. Depending on the product, permissions may be controlled at company, project, tool, document, or workflow level. Check whether a person can see a document, change its fields, submit it for review, approve it, or manage the rules themselves. Pay particular attention to external users and to inherited or template-based permissions; the setup should grant the access required for the role without making unrelated project information available.
Autodesk’s Build onboarding material describes adding or editing members and assigning permissions and product access. Autodesk BIM 360 documentation also gives template examples involving role permissions. Procore’s Document Management setup guidance includes directory users and permissions among project-level setup tasks. These sources illustrate different product approaches; they do not establish that every platform uses the same permission layers.
How do I standardize project details, codes, and fields?
Agree on the values teams will enter and report before building project forms or picklists. A field is only useful when its name, allowed values, and meaning make sense to the people entering the information and the people relying on it later.
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Write down your conventions for project names or numbers, addresses, start and end dates, project stages, locations, and any cost codes or project codes used by the organization. Decide which fields should be required, which values should come from a controlled list, and who can change that list. Keep the vocabulary practical: field staff should not have to guess which label to select, while office teams should be able to distinguish similar projects or records.
For each custom field or picklist, ask:
- What decision, handoff, or report depends on this value?
- Who enters it, and at what point in the project?
- Can the value be selected from a consistent list rather than typed several ways?
- Does it belong at company level, in a reusable template, or only on a particular project?
- Will users understand the field label without a separate explanation?
Procore’s Document Management setup guide describes company-level configuration such as configurable fieldsets and project stages, alongside project-level setup such as locations and project codes. Its getting-started guide says document fields help organize revisions and control access, and identifies Name, Type, Status, and Version as required fields for each document. Treat those field requirements as Procore Document Management guidance, not a rule for all construction software.
How do I set up document naming and approvals?
Set document naming, metadata, upload requirements, saved views, and approval steps before live files arrive. Make the rules easy to apply in the field as well as in the office, and test whether they help users find the current revision and understand its status.
A workable document standard should explain what information belongs in a file name, what information belongs in fields, and how users distinguish a current document from earlier revisions. Align names and metadata with the way project teams refer to drawings and other records in practice. If a convention is so complicated that users are likely to bypass it, simplify it before rollout.
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Procore’s setup guide lists document settings, naming standards, upload requirements, and saved views among project-level setup tasks, and identifies workflow templates and configurable fieldsets among company-level setup. Its getting-started documentation recommends beginning with defaults on a test project while learning the tool. The guide states: “We recommend starting with Procore’s defaults on a test project while you get familiar with the tool.” Defaults can provide a learning baseline; they do not remove the need to decide whether the resulting process fits your projects.
What should I test before inviting the full team?
Create a representative test project and walk through everyday tasks as users with different roles. The goal is to catch missing access, unclear fields, incomplete notifications, and workflow problems before they affect live project information.
- Create the test project. Use the template or project setup process the team intends to use. Include representative project details, locations, codes, fields, and document rules.
- Add representative users. Include people who reflect the roles that will use the project, including relevant external roles. Use the product’s normal permission assignment process rather than relying only on an administrator’s view.
- Check access by task. Confirm that each role can view, create, edit, approve, or administer what it needs—and cannot access actions or information outside its intended responsibilities.
- Exercise a document workflow. Upload a representative file, enter required metadata, locate it through the expected view, submit it for review, and check that the current revision is apparent.
- Verify handoffs and notifications. Confirm assignments, recipients, and notifications at each stage. Check settings that may need to be configured separately on every project.
- Review the setup from each role’s perspective. Look for confusing field labels, missing choices, overly broad access, or views that make routine information difficult to find.
- Correct and repeat. Update the template or project procedure, then repeat affected tasks. Record which settings are reusable and which need a project-by-project check.
This is a practical acceptance check, not a claim that a product has been independently tested. It turns the vendor setup guidance into a repeatable rollout step and gives administrators a chance to find problems before live work depends on the configuration.
What should our rollout checklist include?
Use a short checklist with named owners and clear completion criteria. The process should end with a usable project setup guide for staff, not simply a configured account.
- Name the administrator and owners for project setup, permissions, documents, and integrations.
- Publish the approved conventions for identifiers, locations, stages, roles, codes, and document metadata.
- Review permission profiles and product access for common internal and external roles.
- Build a template with the fields and workflows the team will use; document what does not carry over.
- Configure document naming, upload requirements, review steps, saved views, and notifications as applicable.
- Complete the test-project checks with representative users and resolve issues before wider invitations or live data.
- Give users a concise internal guide showing where to find current project information and whom to contact if setup or access is wrong.
For Procore’s Document Management tool, region matters: the setup guide reviewed lists availability in the United Kingdom, Ireland, Australia, and New Zealand, and says it is not yet available for U.S. accounts on that page. Availability can change, so confirm it with Procore before planning a rollout around that tool. The vendor setup pages cited here do not provide a publication date; check current documentation and the live product for interface labels, regional access, template carryover, and permission options.
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How do Autodesk Build and Procore illustrate different setup decisions?
The documentation is useful as a set of platform-specific examples, not as a neutral product comparison. Autodesk’s onboarding guidance emphasizes account-level standards and templates, member and permission setup, project creation, and reusable components such as forms. Procore’s Document Management guides distinguish company-level and project-level setup and describe document fields, naming requirements, views, workflows, and conditions for template copying.
When evaluating your own platform or setup approach, compare five things: which company settings can be reused in project templates; how access is layered across roles, tools, and documents; whether required fields, naming rules, and workflows can be enforced; which settings require project-by-project configuration; and whether the product is available in the regions and with the integrations your team needs. Product documentation describes procedures and capabilities, but does not by itself establish which approach is best for a particular company.
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Which official setup guides are useful?
Use the relevant vendor guide for the product and tool your company has licensed, then verify its instructions in the current interface:
- Autodesk Build onboarding covers account-level templates, members, permissions, product access, project creation, and reusable components.
- Autodesk BIM 360 project setup help provides examples of project-template settings and services.
- Procore Document Management setup outlines company- and project-level setup, including fields, workflows, permissions, and document rules.
- Procore Document Management configuration guidance provides additional detail on tool settings.
- Procore Document Management getting started explains document fields and starting with defaults on a test project.
- Procore account setup guidance is relevant to broader account preparation.
Frequently Asked Questions
Should I copy settings from an old construction project into a new one?
Only after checking whether the old project reflects the standards you want to preserve. Old projects may contain one-off roles, fields, or workflow choices, so compare the copied configuration against the approved template and confirm what the platform actually carries forward.
Can a construction software template guarantee that every new project is configured correctly?
No. Templates can reduce repeated setup, but settings may be conditional or excluded, and project-specific details still need review. Keep a short per-project verification record so administrators can confirm that required settings were applied.
Should we change default document fields as soon as we launch?
Not automatically. Defaults can help a team learn the tool, while required metadata and revision controls should be evaluated against how the company manages real project documents. Make changes deliberately in a test project before applying them broadly.
How often should we review construction software permissions?
Review permissions when roles, project participation, or company processes change, and include access in the recurring project-close or project-start process your organization already uses. The sources here do not prescribe a universal review interval, so set one based on your access-control responsibilities.
