Box

By audience

Architecture

• Stores design drawing sets, specs, and rendering deliverables in a central cloud repository accessible across studios and remote staff
• Shares large PDF and image-heavy submittal packages with clients and consultants via expiring shared links instead of email attachments
• Uses version history to track drawing revisions and roll back to prior issued sets without overwriting files
• Collaborates on Office and Google docs in-place with Box Notes and real-time co-editing for narratives and project memos

Construction Management

• Centralizes RFIs, submittals, and meeting minutes so the full project team works from a single source of truth
• Distributes current drawing and spec sets to subs and field crews with controlled access permissions
• Links Box-stored documents into Procore, Smartsheet, and Fieldwire so files stay synced with task and project records
• Retains a complete audit trail of file access and changes for dispute documentation and accountability

General Contracting

• Manages bid packages, plan rooms, and subcontractor file exchange through secure shared folders
• Syncs cloud-stored project files with SmartBid and Fieldwire for plan distribution and field access
• Controls who can view, download, or edit sensitive contract and pricing documents via granular permissions
• Maintains a centralized close-out and warranty document archive handed to owners at project end

IT & Systems Administration

• Enforces enterprise governance with SSO/SAML, granular access controls, and admin-managed permission policies
• Applies data-loss-prevention, classification, retention, and legal-hold policies to meet compliance requirements
• Monitors user activity, sharing, and file access through admin audit logs and reporting
• Provisions and deprovisions users at scale and integrates Box via API/iPaaS connectors into the firm's app stack

By phase

Concept & Planning

• Houses early feasibility studies, site research, and program documents in shared folders for the planning team
• Collects and organizes owner-provided requirements, surveys, and reference material in one place
• Shares preliminary concept materials securely with clients and stakeholders for early feedback
• Uses Box Notes to draft and co-edit planning narratives and scope documents

Design

• Stores evolving drawing sets, models, and design deliverables with full version history
• Enables in-place co-editing and commenting on design documents across the project team
• Shares design submittals and review packages with consultants via controlled shared links
• Tracks revisions so the team always works from the current issued design set

Pre-Construction

• Manages bid packages and plan rooms, distributing documents to bidding subcontractors
• Syncs estimating and bid files with SmartBid and other pre-con tools
• Controls access to confidential pricing and contract documents during procurement
• Centralizes permits, contracts, and award documentation as it is finalized

Construction

• Distributes current drawings, specs, and submittals to field crews and subcontractors
• Syncs project files with Fieldwire, Procore, and Smartsheet for field access and task linkage
• Provides secure cloud storage for daily logs, photos, and field-captured documentation
• Maintains a continuous audit trail of document access and revisions throughout the build

Closeout & Operations

• Compiles as-builts, O&M manuals, and warranty documents into a centralized close-out archive
• Hands over the full document set to owners via secure shared folders or links
• Applies retention and legal-hold policies to preserve project records for compliance
• Serves as the long-term operational document repository accessible to facilities teams