ProjectDox file standards

All permit applications include these file types:

• Drawing files – all required drawings, including a cover page.
  • Upload each sheet/page of the drawings as a separate file in landscape view.
  • Include a reference scale/scale bar on all drawings.
  • Electronically stamp files with a signature per Oregon Statutes and Oregon Administrative Rules.
• Supporting Document files – all other non-drawing files that are required as part of the application.
  • Examples: Easement letter, Geotechnical report, calculations.
  • Upload as multipage documents.

Upload your files into folders based on permit type:

• Organize Building Permit files in Drawings, Documents, and Reference Only folders.
• Organize Public Works Permit files based on review phase and type.

• PDF – Portable Document Format
• 2D DWF print ready – Design Web Format
• Upload calculations, reports and other non-drawing files as searchable PDF files when possible.
• Supporting document files can also be uploaded as .DOCX, .XLSX, .PPTX, .PPSX, .JPG, .TIF, . TFF, .PNG, .IMG, . BMB, .TXT, .VSD & .RTF

• Smaller file sizes are easier to open and navigate.
• Files should be 500 MB or smaller.
• We recommend drawing files with less then 100 layers.
• Limit the amount of shading and/or hashing used in drawings.
• Use a file type that creates smaller files.

Quick Start to File Naming Standards:

• File names should reflect the file’s content.
• Limit the file name to 50 characters or fewer. Use abbreviations when necessary.
• Follow these rules when using special characters.
  • Do use “.” (period), “&” (ampersand), and “ – “ (dashes).
  • Do NOT include any special characters including “_” (underscores), %, #, “,” (commas), etc.
  • Example: 005 A101 THIRD FLOOR PLAN.

File Naming Standards Guide

• There must be a sheet index for all drawing files.
• The second page in the drawing set is a blank “City Information and Directives” sheet, with a title block.
• All plans are the same size, not to exceed 36 X 48 E/O.
• The top right corner of all drawings is open for the City’s electronic stamp.
  • Dimensions: 3” width x 3” height, offset 4” from the right, 1” from the top right.
• Only the trade lines are dark in electrical, mechanical, or plumbing/gas, drawings.
• There is a third-party verified digital signature or seal on plans when required*.
• Files are not electronically signed, password protected, encrypted, or secured*.

*Files with these properties may need repair. See instructions for Fixing PDFs below.

• Use an industry standard converter tool such as Adobe, Bluebeam, or Revit.
• Disable font embedding.
• Scanned documents: 150 dpi/ppi; disable OCR text recognition.
• Convert AutoCAD files to Vector PDF using AutoCAD or Adobe Acrobat.

Flatten PDFs to resolve issues caused by electronic signatures, stamps, or security settings in PDF files. 

1. Open the file in Adobe Acrobat.
2. Choose the Print icon to open the Print setup screen.
3. Select Adobe PDF in the Printer field.
4. Select All under Pages to Print.
5. Select Actual Size.
6. Check the Choose paper source by PDF page size box.
7. Check the Use custom paper size when needed box.
8. Select Print.
9. When prompted for a location, choose a new location in a different folder from the original PDF.

Note: Using this process may remove accessibility features like tags and alt text from the document. 
If using a Mac computer, issues can sometimes be resolved by using PDF Optimizer.