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Key Schedule - Best way to manage the data in Revit

Create the DataBase

It is a useful function to fill all the information for Proprietary items and it can be used in various projects. It is essential to build a database for all the items that are usually used in the project. To standardise this process, you will save lots of time, resources and money. It would be one of the key items that you need to set up when you build the BIM environment in your practice.

This can be used for the door schedule, FFE Schedule, Room + Finishes Schedule, etc.

Understanding a few limitations is also important as it might impact the documentation and tagging systems. Fortunately, Autodesk has updated the key schedule with shared parameters in Revit 2022, so if you are using Revit 2022, you will have great flexibility to control the key schedule.

The Benefits

It is the one-click workflow for the users to assign all the information they need to populate in the elements. It is a pretty safe workflow as you can only edit the values in the key schedule. It is a best practice to dedicate a BIM manager or Project Manager to monitor the schedule to avoid any mistakes. It will maintain the quality of information throughout the projects and will also be consistent. As it is a bit technical, it is recommended to collaborate with the technical teams to cover all the required information. If you have the BIM Link from Ideate software or a dynamo script to work in Excel, it will be much easier to process this workflow.

The Limitations

Although it is a very useful function, there are some limitations that cannot be ignored.

  1. It only works in the project parameters (But the Shared parameters can be used in Revit 2022), which means that you cannot tag them. There could be a workaround by using dynamo, but the workflow will be not intuitive.

  2. You can only edit the value in the Key Schedule. It will not allow the users to modify the values once it is assigned to the elements in the properties. You always need to open the schedule or use the BIM Link in order to work in Excel to amend any changes. It cannot be quite confusing for the team members as they cannot edit them.

  3. The workflow can be complex for the team members as you need to find the exact key value to assign the Right information. If you are not familiar with the system, it will take some time to get used to it.


1. Create a Key Schedule

  1. Go to View Tap and select Schedule/quantities.

  2. Select the elements that you want to set up and change to the key schedule.

  3. Select the parameters that you want to include in the schedule.

  4. If you need more parameters, you can create more.

  5. Start creating a key by using insert data row.

  6. Populate the information and define the key

  7. Process above again.

2. Apply a Key to an element

  1. Select the element that you want to assign the information

  2. Go to Properties and input the Key you have made


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