Welcome to this demonstration on otools – Schedule Link
Leverage the power of Excel in Revit. Utilize spreadsheets and sync data between Revit schedules and Excel in one single click!
Schedule Link manages to combine the best sides of Revit and Excel. Create Revit schedules and link this or these to a given spreadsheet – in which you make calculations or manipulate creation of additional data from existing Revit data.
The tool manages to use Excel formulas in a fabulously effective way and import the values from Excel to Revit. It also means you can ease the data management process by assigning tasks related to the model to team members that does not use the model. The imagination us seriously the limit for what you can achieve with this tool. We call this tool, “the data alchemist’s best friend”.
The tool supercharge creation of error prone manual data entry and is capable of turning data into gold.
- Go to otools ribbon in Revit and click on Schedule Link
- Main user interface
In this configurator you can setup any type of task that creates a unique link between a Revit schedule and a excel spreadsheet. To run the tool, simply select task(s) you want to run and click “Run”.
- Click on + icon to create a new task.
- Click on “trash” icon to delete selected task(s).
- Click on “Load” to load pre-configured tasks
- Click on “Save” to store configurations
- Create a new task by clicking on “+” icon shown in previous UI
Apply Task name and Task description.
- Select a Revit schedule available in the list*.
If you have many schedules use sorting abilities to sort your current model schedules by clicking on following bars: Schedule Name, Fields, Category, Unique ID or Template Path.
- Click on the “Browse” button placed under the column of “Create new”.
See paragraph regarding Unique ID (next chapter) if you want to utilize “Select file”. This feature will allows you to tweak existing excel spreadsheets and link this or those to any Revit schedule.
- Browse to any folder, type desired filename and finish by clicking on Save.
FAQ: The tool supports excel files stored in BIM360.
- Click OK to save the current task.
- After successfully saving the task, then click on “Run” to execute the tool
- Open the newly created excel spreadsheet. Sample is show below.
Notice that, by default every schedule and excel spreadsheet contains the GUID in cell A1.
By default each column also have EXPORT assign in row 1. Export means, that data is exported from Revit to Excel. Spreadsheet is named in accordance to Revit schedule name.
Notice, since excel only supports 31 characters for spreadsheet name, the tool will only use the first 31 characters for long Revit schedule names, example: In Revit, “Revit schedule for Rooms update LOI” this will be renamed to “Revit schedule for Rooms update” in Excel.
- Modify the excel spreadsheet to your needs by changing which columns should be imported (Row 1) and applying various formulas in the cells that should be do any certain action.
Sample actions are illustrated in the picture below:
Notice Row 1 changes from F1 to L1. EXPORT are changed to IMPORT. This means, that data cells placed below Row 2 are imported back to Revit. New values will override previous parameter values in Revit. Optimizer Tools recommends that excel spreadsheets are prepared to contain as many rows as possible. Each row represents an element in the Revit model, and if the tool has to work seamless and automatically for newly placed elements, then the spreadsheet must be prepared for this. In order to prepared your spreadsheets for such actions, just apply your formulas to support more than eg. 10.000 rows. Sample picture is show below:
If you need to link current spreadsheet to another source, eg. SQL-database, other excel spreadsheets for eg. lookup values or for other reasons. Best practice is to change “Connections” properties related to “Refreshed control” to:
- Enable background refresh
- Refresh data when opening the file
- Refresh this connection on Refresh All
See sample picture below:
Notice, above mentioned refresh controls are only suggestions and should only be applied if current spreadsheet links to other data source(s).
- Save the excel file and you are ready to utilize Schedule Link in Revit.
- Go to otools ribbon, click on Schedule Link, select task(s) and click Run.
Note that you cannot import excel data if the file is opened.
Some parameters are in Revit considered as read-only parameters and most of these values are controlled from inside Revit. You will not be able to modify these kind of parameters, even if you try to modify it in the excel file. This has to do with – it is not allowed to change those parameters from outside Revit.
Grouping and sorting of Revit schedules:
The tool where initially designed to only support if Revit schedules where itemized, but in latest release (current release) the tool has been re-designed to supports grouped and non-itemized schedules at some certain level. Currently we only support 1. Level of sorting. The tool is fully compatible with native Revit filtering options.
When editing type parameters, the tools cannot differentiate if different type values are applied for same type parameter. The tool have a top down hierarchy when importing values from Excel cells. Last type value will therefore be applied type parameters in such cases.