Setting Up & Using the Autodesk Project Setup Agent

Overview

The Autodesk project setup agent automates OpenSpace project setup for organizations that use Autodesk. You set up routing rules and permission mappings once at the org level. Then, when an Autodesk project that matches your rules is created, OpenSpace automatically:

• Creates the OpenSpace project, in the project group your rule specifies if your organization uses Project Groups.
• Fills out the project details from Autodesk, including the project name, address, start and end dates, and contract value.
• Adds users to the project based on your permission mappings.
• Sets up the Autodesk integration on the new project.

The agent checks Autodesk for new projects on a regular schedule, so a new project appears in OpenSpace after the next sync rather than the moment it's created. You can select Sync now at any time to check immediately.

Permissions 

Prerequisites

• The Autodesk project setup agent is available for organizations with an Enterprise subscription. If you don't see Integrations in your admin toolbar, your organization does not have an Enterprise subscription. If you feel this is incorrect or want to learn more, please reach out to your OpenSpace team.
• The OpenSpace app and the OpenSpace Two-Way Sync app must both be installed in your Autodesk account from the Autodesk Marketplace. Installing them requires an Autodesk Account Administrator. Find instructions in this article.
• You must be able to log in to the Autodesk account you want to connect.

Set up the Autodesk project setup agent

• From your OpenSpace homepage, select Integrations under Admin in the left sidebar, then select Set up on the Autodesk card.

• On the Connect step, log in with your Autodesk credentials. Once you see Logged in successfully, choose your account from the Autodesk account dropdown, then select Connect. Once your account is connected, select Next.

• On the Install apps step, confirm the OpenSpace apps show as Approved, then select Next.
  • Please note: Both the OpenSpace app and the OpenSpace Two-Way Sync app must be installed from the Autodesk Marketplace, even though this step lists only the OpenSpace app.
  • Tip: If the apps are not installed, select View instructions, or follow the steps in Enable Autodesk Integration.

• On the Rules step, set up the rules that dictate OpenSpace project creation.
  • Please note: The Everything else rule applies to any Autodesk project that doesn't match a rule above it. It defaults to Don't sync, meaning no OpenSpace project is created.

• Select Add your first route to define your first rule. Name the route, then set your criteria: the project type, phase, construction type, business unit, location, and contract value (above, below, or between values). If your organization uses Project Groups, choose the group new projects are created in. Then select Save.

• Please note: If you make no selection for a criterion, the rule matches any value: any project type, any phase, any location, and so on.

• Add as many rules as you need, then select Next.
• On the Permissions step, map your Autodesk roles to OpenSpace permissions. For each role, pick the OpenSpace permission (Viewer, Editor, Editor Plus, or Site Admin)—those users should be assigned when they're added to new projects, or leave it on Use fallback.
  • Please note: All of the project roles in your Autodesk account appear here automatically. A user who holds several mapped roles gets the highest OpenSpace permission among them.
  • Please note: The Everyone else fallback applies to users whose role has no mapping. It defaults to Don't add, meaning those users are not added to OpenSpace.

• When your mappings are complete, select Finish.

The Autodesk project setup agent is now active. Any time an Autodesk project is created and meets your rule criteria, OpenSpace automatically creates the project on the next sync and adds users based on your permission mappings.

Managing the Autodesk project setup agent

• Go to Integrations and select the Autodesk integration to see your synced projects. This table populates as Autodesk projects are created and routed into OpenSpace.

• Select Sync now to check Autodesk for new projects immediately instead of waiting for the next scheduled sync.

• Select Manage settings to edit, add, remove, enable, or disable rules, or to edit your permission mappings, at any time after setup.
• Select Activity to see a full audit log of project setup agent events, like rule changes and project creations.

What the Autodesk project setup agent creates

When an Autodesk project meets your rule criteria:

• The OpenSpace project is automatically created. If your organization uses Project Groups, it's created in the group your rule specifies.
• The project details are automatically filled out from Autodesk, including the project name, address, start and end dates, and contract value.

• Users are automatically added to the project based on your permission mappings.
• The Autodesk integration is automatically set up on the project, so no project-level setup is needed.

FAQ 

Why hasn't my new Autodesk project appeared in OpenSpace yet?

The agent creates projects on its next scheduled sync, not the moment a project is created in Autodesk. To check right away, go to Integrations, select the Autodesk integration, then select Sync now. If the project still doesn't appear, confirm it matches one of your rules.

What happens if an Autodesk project doesn't match any rule when it's created?

It falls under the Everything else rule, which defaults to Don't sync, so no OpenSpace project is created.

Can I change my rules or permission mappings after setup?

Yes. Go to Integrations under the Org Admin toolbar, select the Autodesk integration, then select Manage settings.

Next steps 

• Managing Autodesk Integrated Field Notes

If you have any additional questions please reach out to the OpenSpace Support team at support@openspace.ai.