How to collaborate in Studio with teammates who don’t own Revu

Applies to:

  • Revu for Mac 2

Revu for Mac is no longer supported. Learn more.

Have you ever wanted to collaborate on a Project or Session with a team member who doesn’t own Revu? You can: any user with a licensed version of Revu can invite other users to collaborate on Studio for free. There are two sides to Studio: Projects and Sessions. This article will help you determine which one is best for your team’s needs, and how various team members can participate in both.

How do I activate a free trial?

To get started, download and install Revu for Mac 2.0. When prompted to enter a serial number and product key, click Use as Trial. This will activate a 30-day trial of Revu, granting you full access to the software. When the trial period expires, you may continue to use Studio. Adding markups, however, will only be available when using Sessions. Files contained in a project will be treated as read-only.

Sessions Bluebeam Studio Sessions Icon

Sessions are for PDF-based, online collaborations in real time. While in a Session, any trial user has access to the same markups and tool set features as licensed users of Revu. This means that any member of your team can take measurements, add comments and place markups on PDFs to share in the same Session.

How does a Session work?

While in a Session, there is no need to check files in and out. All you need to do is click on a PDF to open it, even if other users have the PDF opened. All users in the Session can markup the document, and everyone can see what others are adding or have added. There is also a Record that captures user activity, including each participant’s username and any changes they’ve made to the document.

Can other attendees modify my markups?

No. To preserve accountability, markups can only be edited or removed by the user who created them.

What if I lose internet connectivity?

All markups are added in real time and uploaded to the cloud as you add them to the PDF. If you lose connectivity while in a Session, markups will remain safely stored in the cloud, allowing you to pick up where you left off.

Projects Bluebeam Studio Projects Icon

Projects is a simple document management system that lets you store different file types (e.g. PDFs, Microsoft® Office files and images) in the cloud. New users within the trial period can create Projects, add markups and collaborate on team documents with permission from the Project owner (i.e. the person who created the Project). Alternatively, the Project owner can use the Share LinkBluebeam Studio Share Link Iconfeature, allowing users to download a local copy of the Project file.

How does the Project owner add a PDF to a Session?

The Project owner simply has to secondary click on the PDF document and add it to a new Session. The owner can give this ability to other users in the Project via Permissions as well. Once the PDF is added to a Session, a free trial user can access that Session, using either an invitation link or a Studio ID number. As mentioned earlier, the markup capabilities of Revu are unlocked for all users while working in a Studio Session.

  1. The owner should join the Project, select the file, and then click the ellipses (…) button to the left of the search bar.
  2. In the dropdown menu, click Share LinkBluebeam Studio Share Link Icon. A dialog box will appear, allowing the owner to set how long to keep the download link active, and whether or not to require a password.
  3. Upon clicking OK, Revu will generate a hyperlink that can be copied to the clipboard and distributed. Trial users are able to download the file from this link.
Note that users will be downloading a local version of the Project file and will not be connected to the Project in any way.

Can I work with other Project files stored in Studio Projects?

Other file types—like Excel® spreadsheets and Word® documents—can also be added to Studio Projects. These files may be checked out and edited locally using an appropriate program (e.g. Word or Excel), then checked back into the Project.

To work with non-PDF file types:

  1. Control-click on the file and select Check Out Check Out Project File Icon. The file will be listed in the Pending Changes section of the Project with a Checked Out File Checked Out Blue Circle Icon icon next to it.
  2. Control-click on the file again and select Open Open Folder Icon. This will open the file with its associated application.
  3. Edit the document in the application and save your changes as you normally would.
  4. Go back to the Project, right-click on the file listed in the Pending section, and select Check In Check In Project File Icon from the menu.
During the check-in process, you will be prompted to add comments. These comments will be added to the document’s Revision History. To view the Revision History, right-click on the document and select Revision History.
Please remember these tasks are only for non-PDF documents. PDF markup and editing in a Project is restricted when using Revu past the free trial period. Instead, use a Studio Session to markup PDF documents.

Recovering Studio files

What if you lost Internet connectivity while you had an Office document checked out? Studio has you covered. As long as the document was checked out and listed in the Pending Changes section, you can finish your changes and simply check the file back in when your connection is restored.

Have you ever wanted to collaborate on a Project or Session with a team member who doesn’t own Revu? You can: any user with a licensed version of Revu can invite other users to collaborate on Studio for free. There are two sides to Studio: Projects and Sessions.

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