Unpacking Bluebeam Revu's Compatibility with SharePoint: Is Integration Possible? Unpacking Bluebeam Revu's Compatibility with SharePoint: Is Integration Possible?

Unpacking Bluebeam Revu's Compatibility with SharePoint: Is Integration Possible?

Lance Edwards Lance Edwards



If you use Bluebeam Revu for document management and collaboration, you may be wondering if it can be integrated with Microsoft SharePoint. Fortunately, the answer is yes! Bluebeam Revu 21 supports integration with Microsoft SharePoint, allowing users to manage and collaborate on documents and projects with ease. In this blog post, we'll be unpacking Bluebeam Revu's compatibility with SharePoint and exploring how integration is possible.


The Importance of SharePoint Integration in Document Management

As businesses and organizations increasingly move towards digitization, the need for efficient document management becomes more critical. Managing vast amounts of digital documents can be overwhelming and time-consuming, especially if documents are scattered across multiple locations and systems. A Document Management System (DMS) streamlines this process, making it easier to organize, manage, and collaborate on documents in one centralized location.

Implementing a DMS brings numerous benefits, including enhanced security and safety, easier storage and retrieval, compliance with regulations, convenience, and a synced workplace. SharePoint is an excellent choice for an ideal Document Management System. It is a web-based collaboration and content management platform that provides users with a centralized location to store, share, and collaborate on documents.

Here are the top 11 reasons why SharePoint is a great choice for an ideal Document Management System:
1. It is ubiquitous and readily available
2. It works seamlessly on mobile devices
3. It is highly compatible with various systems
4. It is fast and responsive
5. It is customizable to meet unique needs
6. It is a reliable platform
7. It offers a large storage capacity
8. It has advanced searching capabilities
9. It has a robust workflow engine
10. It is continuously improving with new features and functionality
11. It is a secure platform with various security options available

Integrating Bluebeam Revu 21 with SharePoint adds another level of convenience, making it easier to annotate and markup PDF documents, collaborate on them, and seamlessly manage them. The integration helps users increase productivity and streamline workflows. However, before embarking on the integration, it's essential to understand the process's potential challenges and limitations.


The Features and Benefits of Bluebeam Revu 21
Bluebeam Revu 21 offers a wide range of features and benefits that enhance document management and streamline workflows. One of the key advantages is its cloud-based capabilities, which allow users to manage entire projects in the cloud. This means that documents, drawings, and data can be securely accessed, uploaded, reviewed, and edited on any web or iOS device, making collaboration easier and more efficient.

On the desktop version, Bluebeam Revu 21 provides time-saving automation tools that simplify tasks and increase productivity. These tools include Batch Link, Batch Slip Sheet, Overlay, Compare Documents, Optical Character Recognition, Page Labels, Sets, Studio Projects, and Markup Editor.

According to an anonymous user, "Our project partners send us so many sheet sets and they all use their own CAD or BIM software. With Bluebeam, we can use a standardized PDF data set to check the plans and draw up specifications." This highlights the versatility and compatibility of Bluebeam Revu 21, as it allows users to work with different file formats and integrate with various software.

Moreover, Bluebeam Revu 21 enables users to connect with external apps, automate custom workflows, and share data seamlessly across devices, systems, and teams. This ensures a smooth and efficient collaboration process, eliminating the need for manual data transfers and reducing the risk of errors or miscommunications.

In summary, Bluebeam Revu 21's features and benefits offer users the ability to manage projects in the cloud, access and edit documents on any device, utilize time-saving automation tools, collaborate with ease, and integrate with external apps. These capabilities make it a valuable tool for document management and enhance productivity in project workflows.


Understanding SharePoint Integration with Bluebeam Revu 21
To integrate Bluebeam Revu 21 with SharePoint, the SharePoint integration app must first be installed in the SharePoint environment. It's important to note that if a file that isn't a PDF is attempted to be opened, an error will be received. However, a list of recently opened files can be seen in the Recents folder of the File Access tab.

To begin editing a file in SharePoint, users can check the file out from SharePoint and open it in Revu. Revu will remember SharePoint credentials so that the Document Management toolbar can be used to access SharePoint files without leaving Revu. To enable the Document Management toolbar in Revu, users can click on Tools > Toolbars > Document Management.

Once enabled, the Open File (DMS) button can be used to begin browsing the SharePoint server and access files stored there. With SharePoint integration, users can easily collaborate on documents and keep track of changes and revisions, ultimately improving productivity and streamlining the document management process.


Steps to Integrate Bluebeam Revu 21 with SharePoint
Integrating Bluebeam Revu 21 with SharePoint can greatly enhance your document management capabilities. Follow these steps to seamlessly integrate the two platforms:

1. SharePoint Extension vs. SharePoint Add-In: First, you need to decide whether to use the SharePoint Extension or SharePoint Add-In option. The Extension option is ideal for on-premise SharePoint installations, while the Add-In option is better suited for SharePoint Online.
2. Obtain Elevated Privileges: Before starting the installation process, ensure that you have elevated privileges on the SharePoint server. This step must be performed by the SharePoint administrator.
3. Download App Package Files: Download the necessary app package files from the enterprise deployment package. These files contain all the components required for integration.
4. Enable Public CDN: If you are using SharePoint Online, make sure that the public Content Delivery Network (CDN) is enabled on the tenant level. This will allow seamless access to the integration.
5. Open in Revu Button: After successfully installing the integration, you will notice an "Open in Revu" button on the Command Bar when you select any PDF in the Documents list. Clicking this button will launch Bluebeam Revu with the selected document.
6. Using the Integration: Once in Bluebeam Revu, you can annotate, collaborate, and make markups on the PDF document. These changes can be saved directly back to SharePoint, ensuring that everyone has access to the latest version.
7. Seamless Updates: It is important to note that the integration between Bluebeam Revu and SharePoint is separate from Revu itself. This means that you won't need to update SharePoint every time a new version of Revu is deployed, unless there is new functionality in the integration that you desire.

By following these steps, you can easily integrate Bluebeam Revu 21 with SharePoint, allowing for efficient document management and collaboration within your organization.


Potential Challenges and Limitations of Integration
While Bluebeam Revu 21 offers powerful integration with SharePoint, there are a few potential challenges and limitations to be aware of. One notable limitation is the 260 character limit for file paths in SharePoint. This limit includes the folder path and the file name, and when attempting to access a SharePoint file within Bluebeam Revu, an error message may appear if this limit is exceeded.
To mitigate this issue, Bluebeam Revu 21 copies the SharePoint-hosted PDF to a "SharePoint Drafts" folder on the PC. However, if the folder path and file name for the document exceed 260 characters, an error message will still be displayed.

To ensure that the full file path does not exceed 260 characters, it is recommended to keep site names, folder names, and file names in SharePoint concise and avoid using long descriptive names. It is also advisable to avoid nesting folders too deeply, as this can contribute to longer file paths.
For more information and best practices regarding SharePoint file naming and folder structure, it is recommended to visit the Microsoft site, where detailed guidelines are provided.
While these challenges and limitations exist, Bluebeam Revu 21 still offers a comprehensive set of features and benefits for document management, and with proper planning and adherence to best practices, successful integration with SharePoint is achievable.


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