<h2 id="2i06fty018k" data-toc-id="2i06fty018k">1. Manage Settings</h2><ol><li>In your organization, go to Settings, then to Documents.</li><li>Turn the option “External members can view metadata in emails” on or off.<img data-width="100%" data-align="left" alt="" data-featurebase-content-key="6a71e71abfdfc13f42ffba6b/article/6a748c794b3503151dfab512/019fd746-1c4d-7f83-bec4-e5bcf8fe38c5/b64u-aW1hZ2UucG5n.png" src="https://6a71e71abfdfc13f42ffba6b.featurebase-attachments.com/c/article/6a748c794b3503151dfab512/019fd746-1c4d-7f83-bec4-e5bcf8fe38c5/b64u-aW1hZ2UucG5n.png?X-Amz-Expires=3600&amp;X-Amz-Date=20260811T020000Z&amp;X-Amz-Algorithm=AWS4-HMAC-SHA256&amp;X-Amz-Credential=DO801TYC4FCVNNEKURKM%2F20260811%2Ffra1%2Fs3%2Faws4_request&amp;X-Amz-SignedHeaders=host&amp;X-Amz-Signature=a9b674c621c08c791bce0003c5b3c201437b9499701d75faaeee5b130354ddef" data-featurebase-content-filename="image.png"></li></ol><blockquote>⚠️ Note: These settings apply to all projects created within your own organization.</blockquote><blockquote>⚠️ Note: If you change this setting, it will only apply to new notification emails. Emails sent previously will remain unchanged.</blockquote><blockquote>💡 Tip: This setting is turned off by default, which means metadata remains hidden from external project members.</blockquote>

Do you work with external project members, such as subcontractors or suppliers? If so, you can decide whether they can view document metadata in notification emails.

Hide Metadata in Notifications

Feedback

Roadmap

Rico van der Stelt

Getting Started with Prostream

In this article, you'll learn how Prostream is structured and how to create your first project, create folders, and upload files.

Bryan ten Kate

Everything you need to know about creating your account, logging in securely (MFA and SSO), managing your settings, and granting temporary access to support.

My Account

In this article, you'll learn how to create a Prostream account. Select the situation that applies to you below.

Create an account

In this article, you'll learn how to log in to Prostream and reset your password.

Log In

MFA adds an extra layer of security when you log in. This keeps your information safe, even if your password falls into the wrong hands.
You can set up MFA using an authenticator app or via email.

Multifactor Authentication (MFA)

In this article, you can learn more about logging in to Prostream using SSO.

Log in with Single Sign-On (SSO)

In this article, you can learn more about your account settings

Account Settings

Enable the option that allows our support team to view your Prostream feed via the support tool, so they can help you more quickly.

Grant access to support

How to organize your project using folders, collection folders, document sets, and smart views.

Folder Structure

With smart views, you can create your own overviews of files you need often. This makes it easier to organize documents, quickly find relevant information, and collaborate on projects.

Smart Views

With document sets, you can create fixed collections of files or specific versions of those files. You can easily share a set with both Prostream users and people outside of Prostream. Lock a set to prevent further changes to its content. The log always shows you exactly what has happened to a set.

Document Sets

The collection folder is a temporary storage location where you can save files from various folders or search results. The files also remain in their original locations.
From the collection folder, you can perform multiple actions at once, such as viewing, sharing, or viewing together in the BIM viewer.

Collection Folder

To upload documents to Prostream, you must first create folders. There are two ways to do this: add a single folder or upload an entire folder structure at once.

Folders

Everything related to files: uploading, opening, editing, sharing, approving, version control, QR codes, and 3D models.

Files

In this article, you'll learn how to add files to Prostream

Upload Files

With ZIP upload, you can add multiple documents and folders at once by selecting a .zip file. Prostream uploads the ZIP file, extracts it on the server, and adds the contents to a new folder.

Bulk Upload

In this article, you'll learn how to open and edit files in Prostream. How you open a file depends on the file type.

Opening and Editing Files

In this article, you'll learn how to approve, reject, or freeze files.

Approve, Reject, or Freeze Files

In this article, you'll learn how to share files from Prostream.

Share Files

In this article, you'll learn more about how to share files with Snagstream.

Share a File with Snagstream

In this article, you can learn more about how to share files with STA

Share a File with STA

The Recycle Bin temporarily stores deleted files before they are permanently deleted. This prevents important documents from being lost accidentally and makes it easy to recover files when needed.

Deleting and Restoring Files

In this article, you'll learn more about version control in Prostream

Version Control

By embedding a QR code in a document, you can immediately see whether you're working with the most recent version of that document.

Insert a QR code

When someone scans a QR code on a document, Prostream displays a page indicating whether it is the latest version. Is it the latest (approved) version? Then you’ll see a success page. Is it an older version? Then you’ll see an error page.

By default, Prostream uses a fixed image for each situation. You can customize these images to match the branding of your organization or project.

Customize a QR code

In this article, you'll learn more about converting and viewing 3D files

3D files

Messages & Notifications

Here you can read more about the message box and how it's structured.

Message Box

Messages let you quickly send updates to people within Prostream. You can send messages to both Prostream users and people without a Prostream account.

Create posts

Forwarding and Resending Messages

To avoid having to sign your message manually every time, add a signature through your profile. From now on, your signature will be automatically added to every message.

Add a signature

With project notifications, you, as the administrator, can set when project members receive notifications about new files in the project. Members can opt in or out of these notifications.

Notifications

Create tasks, track them in the task overview, and determine who has which task permissions.

Responsibilities

In "Tasks," you'll find all the tasks assigned to you. You can filter and group them by status, due date, type, or participant.

💡 Tip: Environment administrators can find all the project's tasks here.

Overview of Tasks

Create a Task

In this article, you can learn more about setting task permissions.

Task Rights

Everything You Need to Know About Setting Up Metadata Templates and Fields at the Organizational and Project Levels

Metadata

Here's how to create metadata templates for your organization. You can use these templates on all projects created by your organization. They are automatically available in your projects.

Organization Metadata Template

In this article, you'll learn how to create metadata fields for your organization. You can reuse these fields in templates within your organization and in your projects.

Organization Metadata Fields

Do you work with subcontractors, suppliers, or other external parties? If so, you can configure each metadata field to determine whether it is visible to external users when they upload or edit documents.

Hide Metadata from External Users

Here's how to create project metadata templates. You can only use these templates within this project.

Project Metadata Template

In this article, you'll learn how to create project metadata fields. You can reuse these fields in templates within the project. These fields are not visible in other projects.





Project metadata fields

In this article, you'll learn how to link metadata to folders within your projects.

Link a metadata template to a folder

Who has access to what: adding colleagues and external users, setting up groups, and managing roles and permissions.

Users, Groups, Permissions

In this article, you'll learn how to add colleagues to Prostream.

Add Colleagues

In this article, you'll learn how to add external parties to a project in Prostream.


Add External Users

In this article, you can learn more about the actions a role can perform within Prostream. Want to know more about a specific action? Click on the action for more information.

Roles within Prostream

In this article, you'll learn how to create and manage groups in your organization.

Creating and Managing Organizational Groups

In this article, you'll learn more about creating and managing groups in projects.

Creating and Managing Project Groups

To ensure that everyone has access to the correct data and actions, assign them permissions. To do this, navigate to "Access" in the right-hand menu. Select the person or group whose permissions you want to view or edit.

Manage Rights

In this article, you can learn more about setting task permissions.


SCIM automates user identity management across various platforms. It synchronizes user data so that information remains up to date in all connected applications. When a user is added or removed in Azure Entra, the changes are automatically applied in Prostream.
Setting up users in Prostream consists of two steps: claiming domains and configuring user management via Azure Entra.


Sicm

Set Up Single Sign-On

Integrate Prostream with other software such as Snagstream, STA, Solibri, and 12Build, or with your own systems via the API.

Integrations

With the Prostream integration API, you can connect your software to Prostream.

Prostream Integration API

In this article, you'll learn how to connect Snagstream to your organization and projects, and how to share files using Snagstream.

Snagstream

To share drawings and photos (PDF, JPEG, and PNG files) with STA, the organization must be connected to STA once. This can only be done by an administrator.
Once linked, Prostream uploads the selected files to the STA environment. If a file already exists in STA, you can choose to overwrite it. No other data is exchanged between STA and Prostream.

With the Solibri integration, you can open BIM models directly in Solibri from within Prostream. This allows you to modify models more quickly and upload new versions to Prostream. When you upload a new version in Prostream, it is also loaded immediately in Solibri.

Solibri

In this article, you'll learn how to connect 12Build to your organization and projects, and how to share files with 12Build.


12Build

Help Center

Release notes

Kwartaal update

pro4all-group

Ter beoordeling

Intern overleg

Geaccepteerd

Klaarmaken voor development

In development

Deployed

Voltooid

Afgewezen

Waiting on Customer

Response Customer

1e Lijn

2e Lijn

High Priority

Low Priority

Bugs

Verzoek / Suggestie

Rejected

Prostream Roadmap

CSAT Positief

CSAT Neutraal

CSAT Negatief

{{admin.name}} Support Team+31 <a target="_blank" rel="nofollow noopener noreferrer" class="link" href="tel:0348 489 600">348 489 600</a>| <a target="" rel="noopener noreferrer nofollow" class="link" href="mailto:Support@pro4all.nl">Support@pro4all.nl </a>| <a target="_blank" rel="noopener noreferrer nofollow" class="link" href="http://pro4all.com/">pro4all.com</a> | <a target="_blank" rel="noopener noreferrer nofollow" class="link" href="https://www.linkedin.com/in/bryan-ten-kate-0823824a/">LinkedIn</a>Pro4all Cloud Services B.V. | Houttuinlaan 14 | 3447GM Woerden