Collaborate with central model - how to deal with keynote txt file and shared parameter txt file

[HVAC-Novice]

I just started sharing a project (central model on a network drive). That project was started by me on my own and already includes architecture, and MEP. now we split the work and i only finish the MEP, and my colleague only finishes Architecture. So at this point we don't have the option to just link models etc. A shared model is just simpler at this stage. We don't have BIM 360 subscription etc. 

2 issues I wanted to try, but didn't want to break our current model:

- can the architect use his onw txt file for keynotes and I use my keynote txt file? Or do I have to move the txt file to the network location where the central model is and we alternate editing the same txt? The issue I see with using the same txt file is only one person can edit at a time, and it can be dis-organized if all his architectural notes clutter over my MEP notes. the latter can be resolved with good coordination, though. 

- Can I independently use my own shared parameter txt file to insert parameters in families within this project, and the architect can do the same and use his shared parameter txt file if he needs to add some to his families?  I realize a shared parameter comes in the model when I insert a family that has it. But I often edit my family while I work on a project. 

We don't usually work on the same project, and I still will have my own projects. So I'll need my own shared parameters and keynotes. And my MEP stuff is vastly different from architectural needs to coordinate them.

I could try out the above, but don't want to risk losing the keynote information (the project is close to completion) by experimenting. Again, we don't have BIM 360. So the central model on network drive (or linking models) are the only options.

[MachielAEC]

Each Revit project can have their own Shared Parameter & Keynote Text file and linked to them.

The major problem doing that is that you won't be able to reference/ tag the other files text files. aka you won't be able to tag their keynotes or have their shared parameters in your tags.

[HVAC-Novice]

Thanks. We will try that. I was just afraid when my colleague references his keynote txt file it may dislodge mine and ruin all keynotes i had placed. 

[MachielAEC]

Let me know.
If this works please accept the solution.

[HVAC-Novice]

So we tried and my colleague linked his txt file to his local copy. He was able to add his notes... but it deleted my notes on the views. So my views still showed that they are there ("1") but the txt in the keynote schedule was empty. I fixed it by linking my txt file again. fortunately this also restored my keynotes. So this doesn't seem to work....

Is there a special trick? Or how do we each use our won keynotes? We plan to do more projects where architects do architectural work, and I do MEP. So I need to find some sort of solution that will work and is not a hack. 

For now I moved the txt file to the drive where the central model lives and we both can edit it. This has at least 3 disadvantages:

- only one person can edit a txt file and needs to make sure to close it. 

- it will be a large file and harder to use for each person since it has everyone else's notes and possibly in their preferred format

- multiple people can lead to someone inadvertently screwing something up and then it will impact my notes

I also want to find a way that works for future projects where we can set it up for multiple people to begin with. Maybe linking a model will be better, but i tend to like the central model if it wasn't for these notes. 

[kh_jea]

For Shared Parameters this shouldn't cause issues. But for the Keynote file I would try storing it where the project is stored. So the link in the model stays the same. Or combine the txt files, and save this on the network.

[HVAC-Novice]

I was mainly referring to the keynote txt file we tried. 

So if there isn't a way to use separate keynote files, what is the best method for each designer to use their own keynotes? Does BIM 360 resolve this issue and allow individual keynotes?

My only other idea then is to use linked models for future projects. Basically treat my colleague like an outside consultant. but that gives up advantages we have with the central model. 

[MachielAEC]

Had a quick test and it should work. Just check that the codes aren't the same and the paths are relative.

[HVAC-Novice]

I will try again when my colleague is back in. I don't recall his exact settings, but he said he had set it to "relative". But after my colleague linked his file, it showed up in the path in my model. 

You also highlighted the keynotes being numbered by keynote, and not by sheet. Was that related to this, or does that not matter? I just want to make sure we check the necessary (usually I prefer to number by sheet, but can live with

[MachielAEC]

Didn't test that, so left it to default.
I think the major ones are to focus on:
1. Relative pathing and separate locations on the server if possible - just to avoid clicking the wrong txt file.
2. Use different codes/ coding structure to ensure Revit doesn't get confused (it shouldn't but I don't like to push my luck).

As an FYI, I use pyRevit's Keynote Manager to edit/ update my keynote file so that I don't have to edit text files or excel files.

[HVAC-Novice]

So we tried (and failed) again. We sat just a few ft from each other to make sure it all is at it should. But as soon as he linked his file and we sync'd the model, my notes disappeared and vice versa. 

I looked into pyREvit, but unfortunately our IT doesn't let us install it. 

I know there is a software called Keynote Manager  that allegedly solves the issue (plus others). Does anyone have experience with that or other software?

Edit: one more idea, is there a way to use Google docs to create the appropriate txt file? I know there is the way to use Excel and then create the txt file. But with Google docs we could share the Google file to edit our keynotes at the same time and then update the txt file.

[HVAC-Novice]

Does anyone have better ideas how to deal with keynotes in central model files? 

I tried to get a hold of "Keynote Manager" folks, but they are not responsive. Is there some other way, or a software? 

[HVAC-Novice · Accepted solution]

Victory! 

The best I came up with is to use Google sheets to create the keynotes. Share that document with the team and make them "Editor". That way everyone can edit the document concurrently. 

Then save that as as a text file. Under "file"--> "download" as tab-separated file. Save it as a txt file at the location where the central file is  (assuming this is one everyone has access to).  Change the file type to "All files" to circumvent the tsv file extension. then you can write over the original txt file. 

I assume you can do something similar if you have Office 365. But I recall with Excel you have to consider some more settings.

I still hope Revit provides an integrated solution without txt file. but till then, the above will do.