Self Populating Schedule

[mtulu8RH8Z]

I have been trying to make a self populating schedule similar to the keynote schedule. I wanted to have a checklist across various sheets and to have a master schedule that self populates all the checklist elements together on the cover page as people go through the checklist and mark the tasks as completed. I have tried to go about it similar to how keynotes are created and I have not gotten anywhere. I would appreciate getting some direction

[ToanDN · Accepted solution]

Create the checklist as a generic annotation family with parameters and use a Note block to schedule.

[barthbradley]

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@mtulu8RH8Z wrote:

...self populating schedule...checklist across various sheets... master schedule that self populates...checklist elements...people go through the checklist and mark the tasks as completed.

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Can you specify what you are envisioning through a hypothetical workflow?  

[mtulu8RH8Z]

I envision a checklist/schedule that I can put on each of the drawing sheets for the design development phase. Each checklist/schedule would be different and is meant to be a type of reminder/instruction on the details required for the specific drawings for the design development phase. Similar to keynotes, THE MAIN THING I WANT is to also have a master schedule/checklist that is linked to the various schedules/checklists that I can place on a sheet that will self populate as people check off having completed the details on each of the sheets. It would be nice if it can be more than just putting a check and if it can be a note or have different options for what people can put. The end goal is to make sure people have updated the drawings to a certain level according to our office standards and can have a visual confirmation, especially as multiple people work on the projects, so that people can know what has been updated and what is left to do. With the master schedule that is self populating they wont have to keep looking through each sheet trying to see what needs to be done. I hope this is descriptive enough. 

[HVAC-Novice]

Definitely keep us updated on what you come up with. I  like to do something similar, but don't have a check-off system at all yet. Are you trying to emulate a process you already have (maybe from autoCAD)? 

I assume you want to make sure each sheet moved from SD to Dd phase etc. One problem tying this to the sheet I see is that the views on the sheet could be in different stages. Or a sheet may not exist in the early phases or a view moves from one sheet to another as the design progresses.

[mtulu8RH8Z]

This is not based on anything I have seen and yes it would be ideal if the checklist could change with the phases. All the problems you posed are things that will need to get tackled, however I am tacking our Revit temples as a whole, so I can hopefully mitigate the problems that arise easily enough. 

[mtulu8RH8Z]

That was an excellent suggestion. I believe this is heading in the right direction, I do however have some questions. I tested out what you suggested and managed to create a checklist and master schedule of sorts. The way I am managing it is by creating a checklist on each page and dropping the annotation family as a type of check for each item on the checklist. Then, by using the note block schedule and adding a count, it serves as my master schedule which auto populates each time I place the generic annotation on a sheet. The problem however is that it doesn't tell me which checklist item has been checked off, it only tells me that another generic annotation has been dropped somewhere on a sheet. Do you have suggestions for moving forward?

[ToanDN · Accepted solution]

You need to add parameters (text, multi-line text, yes/no, etc..) in the generic annotation family to create the checklist. Those parameters then can be added to the schedule ad you can see the notes, comments, checked or unchecked items etc...

[mtulu8RH8Z]

Thank you, that was really helpful. I am one step closer to achieving what I need. I managed to use the generic annotation to create a note block schedule that works. However, the way this is currently working, the things in the annotation are being affected by the schedule instead of vise versa so I wont be able to make a change to the master checklist from the individual drawing sheets as I accomplish tasks. People would have to go to the page that holds the master schedule to check off tasks, which would be fine however it's not quite as convenient. I can of course add the master schedule to each page along with the annotations but it would be redundant and the schedule would include the instructions from all the sheets so that can be confusing. Do you have any ideas on how to better this?  

[ToanDN · Accepted solution]

Here is an example (revit 2019).  Take a look and see if it is close to what you want.  One thing is that a noteblock cannot be filtered per sheet, so you would have to add a Sheet identification parameter to the family and enter the value for the families placed on sheets.

[mtulu8RH8Z]

THIS IS EXACTLY WHAT I WANTED!!! Looking at your image I figured out that the annotations I created could also be checked yes or no directly from the sheet, however after looking at your Revit file and fiddling around for about an hour, I still haven't figured out how you were able to use an X instead of the words yes/no and how you were able include a sheet sheet identifying parameter and make the numbers appear. 

[ToanDN · Accepted solution]

- To check the box, select a task and check the box from properties. The check mark is controlled by a formula, showing "X" when the box is checked and blank when the box is cleared. It is just one way to do the check mark and is probably overkill. You can just create a simple text label in the family and type in X for checked and nothing if not.

- There is a Sheet ID parameter in the family to group the placed instances in project per sheet. You simply select all the instances on a sheet and type in the sheet number to that parameter from properties. Nothing fancy here. Then you can go to Sorting/Grouping tab of the noteblock schedule and Sort by that Sheet parameter, adding header/blank line, then hide the column just to make the shcedule look clean.