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This whitepaper is one key to ensure that when Revit work-sharing files are transferred back and forth that they are prepared
and saved correctly and stay working.
When a team needs to transfer Revit work-sharing files to others or other, non-networked computers there are some very
important steps to plan for and to follow. These methods can be used for central model backup as well.
Explained herein are the procedures necessary for file transfers, backups, etc. when working for instance with remote teams
on a single Revit work sharing project, or when one needs to send files to consultants for them to use as part of their scope, or
when sending files out for coordination, to use on home computers or even final project delivery to clients and so much more.
While it is possible to check out worksets and check them back in later that is not a recommended approach, as even
Autodesk Revit’s help says that is dangerous and possibly won’t work properly anyhow.
Every time a Central file is sent to anyone or received from anyone these procedures should be followed. Share this document
with your teams and anyone who will be sending Revit work-sharing files to your firm, before they transfer files to your team.
I suggest an in-person review of these procedures with all necessary players, so expectations are met on both sides.
Whether transferring files back and forth via FTP or on disk or email, etc. the procedures are similar; except of course the FTP
folder needs.
Topics Covered
• FTP Preparation (if necessary)
• Central File Preparation
• Preparations Prior to Receiving Newly Updated Central Files
• Creating a Central File (From Incoming Files and More)
• Verify and create User/Local files
• BONUS!!! Ideas for working offline
Use Windows Explorer or another file management application to setup the FTP transfer areas.
• Create a top-level folder on your FTP site for the project using your firm's standardized naming convention. If you
have no naming conventions now is the time to create one.
• Then create date-named Sub-folders within these (as needed). This will help to help keep incoming/outgoing files
from overwriting one another, as well as providing record copies of uploads and downloads.
• Example using August 13th, 2009 as the date of the transfer, use the following format: YYYY-MM-DD or
2009-08-13. (I like the dashes to keep them more reader friendly).
There are obviously many standard dating methods but this format keeps all files/folders arranged with the
year grouping, which has proven to avoid confusion, especially on long running projects.
• Perhaps add the project number and even the To or From value again in the dated sub-folder names to
keep "other" Windows' user errors abated.
Example Folder Structure:
FTP SITE
00.0000 Project Name
00.0000 To My Firm
00.0000 To 2009-08-13
The file names themselves will keep everyone's files separated, if everyone uses standardized and consistent naming
conventions. These conventions do not need to be the same, just consistent within themselves.
I cannot count how many times I have found people using different naming conventions on the same project; so that
each time they transferred their files the names were different. I suggest that each of the central model names stay
consistent throughout the life of the project.
-Now you are (nearly) ready to work in the central file; but first you have some thinking to do; preferably with the
team(s)...
These examples provided are intended to forward your deliberations and are only a limited set of possible solutions and
considerations.
• No
• In cases where models are transferred to consultants.
• In cases where the model is large and the end user does not need to print the sheets.
• In cases such as models specifically to be used for coordination.
• Perhaps
• When a remote team is to continue work and return the file for in-house continuation.
• No
• Views that are on sheets (hmmm...unless sheets aren't to be transferred...)
• Perhaps
• When a remote team is to continue work as any other in-house team would and there are
unnecessary items that can be readily had if necessary in the future.
• If the linked files are Revit Central files themselves you must complete the steps in this
section for each and every one of them as well, prior to transferring.
• If the linked files are CAD files, etc. it is acceptable to use copies, as long as their name
remains the same, their path type is set to "Relative" in Revit's "Manage Links" dialog and
they are in a correctly named sub folder within the main folder used for transferring.
Again; please consider these carefully and thoroughly; come up with your own methods which will probably be different for
each project.
-OK that's resolved so now you are ready to continue to prepare the central file.
• Open the Central File, ensure you check the Audit and Detach from Central check boxes at this time, then choose
Yes in the dialog that comes up next. -See Image 2-
(Image 3)
• Communicate to the appropriate teams where and how to retrieve the file(s).
• Include this document so the team can follow standard Revit work-sharing file procedures.
If transferring files via Disk or Email, etc. the above procedures are similar, other than the FTP folder
protocols.
• Click OK and save the file using the original Central File's name, in the appropriate date-named record sub- folder.
The previous step makes the new Central Model File but you're not done just yet...
• Finally go to FILE>SAVE TO CENTRAL and relinquishing everything.
• Be sure to check the User Created Worksets button, as well as all others available
• Check the Compact box at this time.
• Communicate and document where the backed up files are located, for future needs.
• Copy the incoming file from the ftp site or disk to the appropriately date named, incoming subfolder.
• Open Revit.
• Open the incoming file using FILE>OPEN (BTW: Never double click Revit or any other Autodesk file to open
them; always open files from the software itself; without going into too much detail just know this can/has
and does corrupt files) be sure to check the Audit and Detach from Central boxes. -See Image 2- above.
• Use FILE>SAVEAS and click into the Options button and check the box Make this a Central File after Save. -See
Image 3- above.
• Browse to the project's existing Central Model folder and save this new file over the existing Central Model file,
accepting the Windows prompt to replace the existing file.
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The previous step makes the new Central Model File, but you're not done just yet...
-Now you have a new central file and can get to the business of working in the Revit project again...almost...
• Once the user files are created (and you are paranoid (or careful) like me) verify that they are linked back to the new
central file by using <FILE/SAVE AS...> and look at the location of the associated central model. -See Image 4-
(Image 4)
Topics Covered
• FTP Preparation (if necessary)
• Central File Preparation
• Preparations Prior to Receiving Newly Updated Central Files
• Creating a Central File (From Incoming Files and More)
• Verify and create User/Local files
• BONUS!!! Ideas for working offline
Jay B Zallan
Art, Architecture, Technology, Ideas. These are
Jay's professional passions. He is a Designer, an
Artist and a BIM futurist.
As an Artist Jay works in a variety of styles & media, constantly experimenting with subject, concept and material. Most works are
iconic, large, multi-panel mixed media works.
As an instructor Jay teaches Art, Architecture & Creativity classes both privately and as a guest instructor at the Los Angeles County
Museum of Art (LACMA). These experiences allow Jay to enable, empower and inspire others to realize their own dreams and
creative potentials beyond limitations whether real or perceived.
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