Creating a file folder in either drawing or document
management is done using the same method. After opening the drawings or documents
section you should select „+New folder“ button from the top menu bar. A new
window pops up and you can name the folder and to save it click on „Save“
If you already have all your drawings/documents nicely order in your computer and you'd like to bring them to Bauhub in whole, you can use our ZIP file importing tool to fasten the whole process.
Firstly, compress all the files and folders in your computer to one ZIP file. Next, navigate to a folder where you'd like to upload your files, select „Upload“ in the drawings
folder and then select „Import a zip file creating a folder structure“. Find your ZIP file and open it. Now your files will be uploaded and Bauhub starts to un-zip them after that. You can see the progress of it from the notification center as well.
NB! As ZIP files can contain a lot of
data, the process can take a while. The upload process depends entirely on your internet
To upload files you will find the „Upload“
button in the top menu after opening the file folder. When you open it, you can
either drag the files from your computer or upload them directly from your
The last column of the file directory (column named "Actions") enables operations which single files: download the file, add a revision,
rename or delete it.
If you want to edit multiple files at once, select
the files you want to edit by clicking
the checkboxes in front of files. This allows you to move, copy, download
and delete multiple files at once.
You can keep an eye on your files through 3 different functionalities: project log, folder log and file
Project log contains information about each and every file that your are entitled to throughout the project. In case you are the administrator of the project, you can see the history of the entire project.
It is possible to narrow the log results by
time period, type of change, modifier (user) and file name to identify specific
changes in project and folder logs. Take a look at the following gif to see from where you can access each log type.
There is also a possibility to recover deleted
files through the project and folder log. To do this, locate the deleted entry
in the log, hover over it and click on the „Restore“ button on the right side
of the entry.
To avoid any issues with files after you've downloaded them from Bauhub, we also make sure you can not have two or more files with the exact name. Upon upload, Bauhub will compare the files in the folder and
the files you are uploading.
In case Bauhub recognises two files with the same
names, you will be asked to use one of the following actions:
upload it as a new file; "(1)" will be automatically assigned to the file name;
You can add various notes to the files you can open and view in Bauhub. For example: annotate shapes, add texts, etc. You can find more information about the file formats that can be opened in Bauhub over here.
When you open a file, you'll find a menu bar with various tools at the top of the viewer. On the right hand side of the menu you can see and use different tools that let you add marks, lines, shapes etc.
On the left hand side of the menu bar you will find settings for changing the visuals of the page: show/hide notes, rotate page, zoom tools, etc.
On most of the cases, files (especially drawings) are updated several times throughout the project. Instead of deleting or replacing older versions, you can simply add new versions as revisions which can explained as "the next version of the existing file".
Keeping your versions aligned and older versions accessible for other users, makes it possible to compare different files and better understand what changes where made regarding the previous version.
There are two different ways to add a revision
to a single file in Bauhub.
Find the file to which you want
to add a new versioon and move your mouse to the end of the file where you will
find the „+“ icon. In the window that opens, you can click on the „choose
file(s)“ and choose the new version from your computer. Alternatively, you can just drag it
from the folder into the window that opens.
You can also add files that you have already uploaded to the same file folder. To do that, drag one
file on to another — find the file you want to include as a revision, move your
mouse over the icon of that file and start dragging it. In order to drag and
drop the file correctly, it must be dragged exactly on to the version of the
file. When the file reaches the icon, the web browser notifies you with the
indication and you release the file for creating a revision.
If you have several files waiting to be
updated in your folder, you don't need to do it one-by-one. If you want to
upload new versions to multiple files at once, click on „Upload“ from the top
menu. To continue with the revisions, either drag&drop
files under the „Revision“ section or click „choose file(s)“.
Once you have added your files, you will be presented with „Revision wizard“. The whole window is dividend
horizontally into two: files that are added as revisions and files that are
uploaded as new files (as if you were simply uploading new
Bauhub has a built-in automatic file name
recognition and matching system that assists users when adding
revisions. This means, that Bauhub tries to automatically identify which files are named very similarly. As a result of it, you may first see that some of the files are selected
in the upper section after uploading the new revisions and some of the files
are in the lower section.
The upper section displays two separate
columns: existing files (files that are already in Bauhub) and new revisions (that you just selected to be uploaded to Bauhub). If an
existing file that is automatically provided is incorrect, then you can delete it
by navigating to the file name and then searching for the correct file. If you
have found the correct file then click on it and it will be added to the
existing file column.
However, files displayed in the bottom
section can also be uploaded as revisions. To do this, move the mouse to the
corresponding file, grab it and drag it to the top section. Now you can find a
suitable previous version in the left column. Once all the files have been successfully
set, press the „Save“ button and the revisions of your choice will be uploaded.
Revision can be restored to the original version
by clicking the circular arrow on the right side of the drawings or document
folder. You can restore and keep the previous revision or simply revert to the
old version and the new version will be deleted.
Sharebox is meant for sharing your project
files — drawings and documents — with others by making sure they can access the
files from a certain address.
Although you can always invite others to become users of your
project (making communication transparent and more flexible), there might be
cases where you only need to send a couple of files or you do not want to add
someone to your project (e.g. he/she is not yet a signed partner on the project).
Once you’ve saved and shared your sharebox, you can no longer change its contents. This
makes sure that both you and the recipient of files are working with the same
There are two options on
how the share you sharebox: creating a public sharebox or sharing it o via personal email. This enables you to choose whether each recipient has its own
unique address for accessing files or if the files are accessible from a one address.
NB! All shareboxes created by a user are
personal. This means that other Bauhub users (besides administrators) within the project can not see nor
change shareboxes created by any other user.
To create a sharebox, check the files you'd like to share and click the „Share“
button in the top row of menu buttons. Selected files form an active collection (like a shopping cart) and you can add more files from different folders. Your "shopping cart", as
well as the number of files in the active collection, are seen on the top right-hand menu.
Files shared in a sharebox can be viewed either as a folders or as a file list. In the folders view you can move around the
folder structure as you would in documents
or files menu in the Bauhub service. In file list view all files and documents inside the folders are
displayed immediately as a list.
There are two ways to share a sharebox:
public sharebox: easily generate a link that can be shared by coping it to everyone you need;
e-mail: perfect, if you are looking to share your files with someone directly and also be able to see if and when they have opened the sharebox;
In the edit view of your sharebox, click on "Create a link" to create a public sharebox. This will generate a link that you can now share with other
parties. You can also change the name of the sharebox and set a deadline
for how long the sharebox folder is active. Once expired, files can not be accessed via the sharebox.
Sending an email works somewhat differently. To
do this, click on the „Send an e-mail“ button. You can then enter the message you want to include for the recipient. You can
then select recipients to whom the e-mail will be sent. Type in or insert (e.g. a list of contacts from an Excel file) e-mail addresses to whom you'd like to send it and hit "Submit".
You will then be redirected to the sharebox view where you can see list of recipients, the date it was sent and an indication if and when the
recipient has opened the sharebox. You can also rename your sharebox and/or set
the expiration date.
Each recipient’s e-mail also has an envelope
icon. Clicking on the envelope will display the exact contents of the message
that was sent to the user.
Sharebox sent via email has a title „You have
got files!“. The message will be sent by „First name, last name, Bauhub“ and the
reply address will be your user e-mail.
All previously created shareboxes can be later
viewed, managed and shared to different parties if necessary. To view your previous shareboxes, click on the share icon in the upper right
corner and select „My shareboxes“.
In the next view you will see all your previously
created shareboxes. In addition to their own shareboxes, administrators can also see
shareboxes created by other users of the project and they can be filtered to find any exact sharebox.
If you are looking to permanently deleted any sharebox, locate it in the list of your shareboxes and click on the trashcan icon in the "Actions" column. From the same column, you can also duplicate your sharebox.
You can add more files to your sharebox in case you duplicate it and resend it. To duplicate it, locate your previously created shareboxes, find the sharebox you want to re-use and click on the duplication icon the "Actions" column. You can then proceed and add or remove any files you need to.
The language of the sharebox depends on what the user has selected as the default language in the profile inside the Bauhub service. There are two ways to change shareboxes language. First you can change your default language under your user profile to Estonian, English or Russian and then create the sharebox folder. The language you have chosen will be applied to the sharebox. You can find more information about changing user profile here.
The language of the sharebox can be also changed in the sharebox view. In the upper right corner you can see ability to change the language to Estonian, English and Russian and the viewer can select the appropriate language.
Files shared in the distribution folder can be viewed either as folders or file list. In the folder view you can move around the folder structure as you would do in the Bauhub service in documents or drawing folders. In the file list view all the folders and files are displayed immediately as a list. Structure selected by the creator of the sharebox will be sent to the viewer and the viewer can change it aswell.
Bauhub makes it easy for you to simply fill out our predefined forms — e.g. covered works, daily logs or safety reports.
Each document is displayed as a form and you only need to fill out empty fields, attach files etc and you can download the document as a PDF. Furthermore, you can complete the process by digitally signing your documents directly in Bauhub.
To create a document form, navigate to the document folder where you want to create a new document. Click on the „Create new“
icon and select the a document from the drop-down menu.
Each document has different type of fields, e.g.: project name, contract number, description of works or
materials, attachment options etc. If you have finished filling out the document or you want to save the current
status, go to the footer of the page and click on the „Save“ icon.
You can use previously created document forms as drafts. To do that, however, you need to have the "draft" document in the same folder where you are about to create the new one.
When you start creating a new form,
you can find the option „pick pre-filled form“ in the top right corner of the
document view. When you pick a „draft“, most of the
fields of the document you are creating are filled with the contents from the „draft".
Now, if you do not want other user (who can access the same folder) to be able to edit your document, then you can also lock it. To do this, you will find a „Lock form“ icon at the
top of the saved document. Only the creator of the form, the project administrator
and the users specified can modify the document form after it is locked.
Any project is entitled to document forms provided by Bauhub. But, if you are looking to have any other documents as well, or you'd like to edit one of the documents we offer, feel free to get in touch with us at firstname.lastname@example.org.
Approving files within Bauhub is a convenient way to signal other users whether a particular file has been approved or rejected by different parties. For example, whether construction drawings are up-to-date and can
be used on the site. Approving or disapproving files does not affect viewing or downloading files can therefore be used without any harm.
Submitting files for approval is very similar to compiling a sharebox. Start off by locating your files, mark them with checkboxes and click on the "share" icon on the top menu. Your files are gathered for sharing and you can see the icon in the top right corner indicating the number of files you've selected. Once you've selected all your files, click on the share icon in the upper
corner and select „There are „x“ file(s) ready to be shared“. Next, you can now review the files and remove them from the selection if needed.
Now that you've selected your files (see how to do it from here), you can move to submitting them. Start off by clicking on the „Send for approval“
button. In the modal window that opens, you need to add a message for approval (for
example, what files are involved) and assigning approvers. Files can be approved only by other Bauhub users.
Because your process can include more than one person, each approver is assigned to an order. The order of those users can also be changed in the same window with arrow-icons. Hit "Save" to complete the submission.
The first approver in
the order will receive an email and in-service notification regarding it. Each approvers needs to approve or reject submitted files
individually or altogether. Also, users can comment each of the files or leave a comment for the entire lot. For To finish the process, the approver has to click on "Approve" button on the left to hand it over to the next approver.
After each and every approver has gone through the process, you can also download and/or sign a PDF document that describes the process and each approval/rejection. And if you like, you can also include all the files to be signed as well.
Each file that is being or has been approved is also marked with a coloured icon in the file folder and you can see how the
files validation process is going on by clicking on the icon.
In case there are more than one approver linked to the process, the first approver has to go through the process before the second one can act (and so on). To better track the status of the whole process, the user who submitted the files in the first place, can open the sharing icon menu from the top right corner, locate the exact approval and see whose turn it is at the moment.
You can sign each and every file in Bauhub, regardless
of their file format.
To do this, check the file or files and click on the „Sign“ icon. This opens a modal where you can first name the digital document you are about to create. Also, you can already assign signers (more on how to assign signer). Once you are ready, hit the "Save" button which will direct you to the view of the same document.
From the view, you can digitally sign the document, download the document itself or its contents and add further signers. You can find the same procedure for creating and signing documents throughout Bauhub: from file folders, file approvals and requisitions.
addition, you can always upload previously created digital documents and simply view them in Bauhub and/or add more signatures.
Although digital documents can be signed by
any user who can access it, then users might not know that the document is ready to be signed or that actually they are the ones who need to sign it. To solve this very issue, you can assign digital documents to other users (and people not working on your project). And you can do it through two different options.
Firstly, it is possible to assign signers
when you create a digital document in Bauhub. In the same modal where you set the name for your digital document, you can also add signers and set them to certain order.
Secondly, you can find the exact same user input field when you open a document that has been previously created.
Each assigned signer will also receive an
email notification and the signer can see the notification in Bauhub as well. If you add an email address of a person that is not a user in your project, they
will be also notified and can sign the document without signing up to Bauhub.
You can also set the order of signing. In
this case, the invitation to sign is first sent to the first person in the order. The next signer will receive the invitation only if the first person has
either signed or declined the invitation. And so forth.
Once all invited signers have successfully signed
the document, a corresponding email notification will be sent to the user who created the document. A notification will also be sent if any signer refuses to sign. The
reason of refusal can also be seen by hovering over the refusal tag in an open digital
The documents assigned to you for signing can
be found from different views.
First, Bauhub sends a daily e-mail to all users which also includes a list of documents that are waiting for you to sign. You will find the same information on the dashboard of each of your project.
In addition there is a „Signatures“ icon in
the project menu that shows three lists of documents:
list of documents waiting to be signed by you;
list of documents which you have already
list of documents which you have declined to
What is more, project administrators will
see an additional section under the same menu, listing all files waiting to be
signed throughout the project. Administrators can also filter these entries to search for anything particular.
Each and every user can also retract any of their signatures added to digital documents. Nevertheless, other users can still see and download the very same file with all the signatures that were once added to the document.
To view previous versions, first open a digital document in Bauhub. If the signatures have been removed from the file, you'll see an icon of "Previous versions" in the upper right corner. By clicking on it, you can see when the signatures have been removed and you can also download these versions of the digital document.
The most likely cause of the problem is that your browser plugin that connect your browsers and ID-card is out-dated.
We also would like to point out that adding a signature in a web service like Bauhub is technically different than signing in to your bank account on the internet or signing a document on your computer. Therefore, you might not know about the issue or detect it elsewhere.
To solve the issue, we can refer to the id.ee help center guides, which
typically resolve issues of most users. The online singing guide with setup
instruction can be found here.
You can only sign documents with Smart-ID if your Smart-ID is recognised as a QSCD (Qualified Signature Creation Device). This means that Smart-ID accounts created before November 2019 do not
have the same legal standing as signatures given by hand (QES level).
To sign with Smart-ID you need to delete your
account a register a new one. You can find more information on the Smart-ID