How To Use Central And Local Files In Revit

If you need to work with multiple users on the same Revit project, you have to activate the Central
File feature. Make sure you know all the differences between Local and Central files.

LOCAL VS CENTRAL FILE

Each use creates a Local File to work simultaneously on the same project. Then, they
synchronize the changes to the Central File, which is located on a local server (or on the
cloud).

CREATE A CENTRAL FILE

To create a central file, you have to allow Worksharing. Go to collaborate tab and click the
Collaborate icon. Unless you have a cloud subscription, choose the network option.

You notice that Worksets are activated. Don’t worry about worksets when working on a small
project.

Then, Save As... your model into the right folder in your network. Make sure the "make this a
Central Model after save" option is checked. Close the central file.
CREATE A LOCAL FILE

Now that your central file is created, you can create a local file. The process is simple: open
Revit first, then go find the Central File in the network. Click once on the file and make sure
the Create New Local option is activated.

By default, the local file is created in MyDocuments folder, and your username will be added to the
file name, like in the example below:

SYNCHRONIZE

To bring your work from the local file to the central file, you have to use the Synchronize
with Central tool located in Collaborate tab.

COLLABORATION

If you try to modify an element that another user is currently working on, you will receive a
warning like in the image below:

To solve this problem, you must ask the other user to Synchronize with Central.

It is usually recommended to create a new Local copy every day, so you have multiple
backups of your project. When creating a new local, select “Append timestamp” to keep a
collection of old local files with date.
Tab collaborate -> ikon collaborate -> OK -> save -> yes -> close

open -> project -> choose file -> check Create New Local -> Open
5 Tips to Understand Revit Worksets

Worksets are a mystery to many Revit beginners. And let’s be honest: they are still a
mystery to many advanced users. At first you use them as some kind of glorified layers.
You try to model elements in the right workset, but sometimes you forget and it’s not that big
of a deal. Then you start sharing your model with engineers and consultants. That’s when you
can get in trouble if you are not well prepared.

These tips should help you think more clearly about Worksets and how to use them.

1- UNDERSTAND WHAT IS WORKSHARING

If multiple users want to work on a Revit Project, worksharing needs to be enabled.

Enabling worksharing means that worksets will be created and that the Revit file will become
a central model after save. Users will then need to create a local file to work on the project.
Allow worksharing by going to the “Collaborate” tab and click on “Worksets”.

2- ORGANIZE YOUR WORKSETS

By default, Revit will create 2 worksets once you enable worksharing: Shared Levels and
Grids and Workset1.

Workset1 is the most boring name ever, so please rename it. You also need to create other
necessary worksets. You should use prefix A for architecture elements and prefix Z for linked
elements. Here is a typical worksets list for basic architecture projects:

A-Interior
A-Exterior
A-Site
Shared Level and Grids
Z-Structure
Z-MEP
If you are working on a very small project that won't be shared and doesn't have Revit links,
one workset is usually enough. If working on a huge project, it is recommended to use
worksets based on sectors (A-Entrance, A-West Wing, A-East Wing, etc).

If working on a huge project, it is recommended to use worksets based on sectors (A-Entrance, A-

West Wing, A-East Wing, etc).

3- PLACE LEVELS AND GRIDS ON SAME WORKSET

If you are working with engineers, consultants or designers that are using your model in a
linked file, it is crucial that you enforce the proper use of Shared Levels and Grids workset.
If you don’t do so, the consultants you work with will see your grids and worksets in each of
their views, like in the image below.

While you can use Visibility Graphics or Hide Element to remove these overlapping grids,
this is a tedious process that can be simplified by using worksets correctly.

In the Manage tab, select Manage Links, click on the correct Revit link and then click on
Manage Worksets. You can then close every worksets you don’t want to see. In this case we
would close Shared Levels and Grids from the linked model, solving the problem above.
*EDIT*: As suggested by R. Robert Bell in the comments section, you should also put Scope
Boxes, References Planes and Match Lines in the Shared Levels and Grids workset. Almost
all of the time, you don't want to see these elements when linking another Revit model.

4- CREATE A WORKSET FOR EVERY LINKED MODEL

Each Revit linked model should be put on a separate workset. Remember to use prefix Z
before the workset name to distinguish from worksets on your own model. For example, if
you receive a model from the structural engineer, create workset Z-Structure. Receive a
model from Mechanical engineer ? Create Z-MEP. Model from a designer ? Create Z-Design.
You get the idea.

This technique allows simplified control on linked files. You can close worksets containing
linked models or set them to not visible, making your own model much faster.

5- CLOSE WORKSETS YOU DON'T USE

There is two ways to shut down worksets from appearing on your views. The first is to close
the workset. Closing a workset only affect your local model, meaning it will still be visible
to other users.

You can also set workset to not visible by default, which is a change that will be effective to
the central file and to every users. You can still make a workset visible on a specific view by
using Visibility Graphics.

Closing a workset is the best technique for model performance, while using not visible by
default is the best way to control overall visibility.

Important note: Most BIM managers recommend never using worksets to control visibility,
instead relying on visibility graphics, filters and view templates. For bigger projects, it is
indeed better not to rely on worksets for elements visibility.
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