Use a Studio Session when people need to review and mark up PDFs together; use a Studio Project when the team needs a managed shared workspace for project files. You can send a PDF from a Project to a Session for live review, then update the Project copy afterward.
Choose a Session or a Project
| Workflow | Best for | How files are handled | Access controls |
|---|---|---|---|
| Studio Session | Collaborative review and markup of PDFs | Participants work in a Session; the host can set permissions for saving, printing, markups, alerts, and adding documents. | Session attendee permissions; the host can restrict entry to specified email addresses. |
| Studio Project | A shared, organized workspace for project files | Project files are managed in the workspace. On web, users check out a file to edit and check it in to save; revision history can provide access to earlier versions. | Project User Access determines who can enter; project and folder permissions determine what users can do. |
Bluebeam describes Projects as document-management workspaces that prevent multiple users from updating files at the same time. That makes a Project a better home for organized project records, while a Session is the focused place for collaborative PDF review. See Bluebeam’s Studio Project guidance and Session setup instructions.
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Set up a Studio Session
In Revu
- Open the Studio panel and choose Add > New Session.
- Name the Session and add PDFs from your computer or from files already open in Revu.
- Choose default attendee permissions. Decide whether participants may save, print, add markups, send markup alerts, or add documents.
- If only specified people should join, make the Session private and enter the permitted attendees’ email addresses.
- Create the Session and invite participants. A validated Studio account is required to create a Session.
On the web
Eligible users can create a Session from the Studio Sessions area by naming it, entering invitee addresses, uploading files, and creating the Session. Additional participants can be invited from an active Session. For more comprehensive Session management and attendee permission settings, Bluebeam directs owners to Revu. Current web eligibility is listed for Core, Complete, or Max subscribers on Bluebeam’s web Sessions help page.
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- In Revu, open the Studio panel and create a Project.
- Add individual files or upload a folder. Bluebeam says folder upload recreates the selected folder structure in the Project.
- Organize files using a structure that suits the records—for example, folders for drawings, specifications, submittals, and RFIs.
- Configure Project User Access and permissions before relying on the workspace for shared files. A new Project does not grant other users access by default, and invited users have limited permissions until settings are configured.
For Revu 21, Bluebeam lists Core, Complete, or Max as the plans needed to start a Project. The current Project help page and Projects-on-web help page also list Core, Complete, or Max for managing Projects on web.
Invite collaborators and confirm access
In Revu, use Share, enter or paste email addresses, review them, and send the invitations. The host or Project owner, or a user with Full Control, can invite. Invitees can accept from the email invitation or from the Studio panel’s Not Joined tab. Hosts and Full Control users can see who joined and send reminders. Bluebeam notes that inviting from Settings sends an email but does not provide the same sent-notification feedback as using the Invite feature; see the invitation instructions.
Sending an invitation is not the same as granting the right level of access. In a Project, User Access controls who may enter, while project and folder permissions control actions available after entry. In a Session, the host’s attendee permissions determine what participants can do.
Choose permissions carefully
Project permissions
Bluebeam documents these folder permission states: Inherit from Parent, Hidden, Read, Read/Write, and Read/Write/Delete. Project owners can grant Full Control, which includes managing user access, permissions, and folder permissions, as well as deleting the Project.
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Permission overlap matters: individual Project permissions take precedence over group permissions, and when a user belongs to groups with conflicting access, the more restrictive result can govern. Review the official Project folder permissions guidance when configuring groups and folders.
Session permissions
Session-wide default permissions apply unless individual or group permissions override them. A host can leave a Session open to people with its Session ID or make it private so only allowed users can access it. Session permission rules can also be set before attendees join. Bluebeam explains these controls in its Session permissions documentation.
For sensitive files, verify the intended access with a representative attendee account before sharing broadly. This is a practical safeguard, especially when group memberships or folder-level rules overlap.
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Check out, edit, and check in Project files on the web
- Open the Project file in Bluebeam on web and select Check Out before editing.
- Make changes using the web markup tools that support the work you need to do.
- Select Check In to save the file back to the Project.
- To consult an earlier version, open Revision History and select the revision you want to view.
Not every Revu markup is fully supported on web: some are partially supported and others are unsupported. Check the current Projects-on-web documentation if a markup type is essential to the review.
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- Keep the working document in its organized Project location.
- When it needs a focused group review, send the PDF from the Project to a Studio Session.
- Use the Session for collaborative review and markups, with attendee permissions set for the people involved.
- After review, update the Project copy so the managed workspace reflects the reviewed document.
This approach separates the long-term file workspace from the live review activity instead of treating a Session as the project’s document-management system.
Check plan access before choosing a workflow
Bluebeam’s current help pages list Core, Complete, or Max for creating Projects and managing Sessions on web. The web Sessions page says comprehensive Session management and attendee permissions require Revu. Bluebeam’s invitation help page says Basics subscribers cannot create new Sessions or Projects and must be invited to collaborate. Plan names and feature eligibility can change, so confirm the current details in the relevant invitation documentation, web Sessions page, and Projects-on-web page.
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