Autodesk Construction Cloud has become the dominant project information platform in the UK construction market. Combining document management, BIM coordination, issue tracking, RFI workflows and project management tools in a single cloud environment, it is used across a wide range of project types — from commercial office fit-outs to large-scale infrastructure programmes. But for project teams setting up ACC for the first time, the platform can feel overwhelming. The range of modules, configuration options and permission structures is considerable, and a poorly set-up environment can create more problems than it solves.

Step 1: Understand the ACC Structure

ACC is built around a hub-and-project hierarchy. The Account Admin manages users and permissions at the account level, while Project Admins control access within individual projects. Before doing anything else, make sure you understand who holds each role in your organisation. This is not just a technical question — it has implications for how information is controlled, who can see what, and how accountability is maintained across the project team.

Step 2: Set Up the Project

When creating a new project in ACC, take time over the project settings. Enter the correct project name, address, type and value — these details feed through to reports and dashboards. Assign the Project Admin carefully: this person will control all permissions, so it should be someone who understands the project team structure and will be available throughout the project lifecycle. Do not use generic or shared logins.

Step 3: Build the Folder Structure

The folder structure you create in the Document Management module will shape how your team works for the life of the project. Keep it simple, consistent and aligned with your contract structure. Common top-level folders include Design, Construction, Surveys, Contracts and Correspondence. Avoid creating too many sub-levels — three tiers is usually sufficient. Agree the structure with your team before inviting users, as restructuring later can be disruptive and confusing.

Step 4: Configure Permission Levels

ACC allows you to assign different permission levels — View, Review, Edit, Create and Admin — at the folder level and the user level. Be deliberate about this. Contractors generally do not need edit access to the design folder. Clients may only need view access to selected areas. Subcontractors should typically be restricted to their own work package areas. Getting permissions right at the start prevents both accidental deletion of documents and inappropriate access to sensitive project information.

Step 5: Set Up the Naming Convention

A consistent naming convention is critical for document management, particularly on projects with multiple design disciplines or contractors. Your convention should address document number, revision identifier, discipline code, document type and description. For example: PRJ-ARCH-DWG-001-Rev A — Proposed Ground Floor Plan. Publish the convention as a Project Information Protocol at project start and make sure all team members have confirmed they understand it before they begin uploading files.

Step 6: Configure Review and Approval Workflows

ACC’s review and approval workflow tools allow you to create structured transmittal processes where documents are submitted, reviewed, commented on and formally approved or rejected. Set up your workflows to mirror the contractual review obligations — typically 14 or 21 days for design submissions. Make sure reviewers receive email notifications, understand the status codes (such as A1 Approved, A2 Approved with Comments, B1 Revise and Resubmit) and know how to use the markup tools in the viewer.

Step 7: Set Up RFI and Submittal Workflows in Build

If your contract includes RFIs or submittals, configure these modules before the project starts rather than trying to set them up mid-construction. Define the default response time, assign the RFI coordinator and set up any custom fields required by your contract. For submittals, create the submittal log with the correct items, linked to your specification sections. Establishing these processes early avoids the chaotic, email-based workarounds that create disputes and delay resolution of technical queries.

Step 8: Train the Team and Go Live

Technology is only useful if people know how to use it. Before the project goes live, run a short onboarding session for all team members covering how to upload and access documents, how to raise and respond to RFIs, how to use the review workflow and how to find the naming convention guide. Keep a simple user guide pinned to the project’s home screen. Plan for a brief review at the end of the first month to address any issues before they become habits.

How JC Virtual PMs Can Help

JC Virtual PMs provides specialist information management, BIM coordination and document control support to SME construction teams across the UK. Whether you need hands-on ACC setup, ongoing platform administration or training for your project team, we can help you get the most out of Autodesk Construction Cloud from day one.