January

3

2024

In the fast-paced world of business, staying ahead requires innovative thinking and efficient processes. Ideate Automation has emerged as a powerful tool to streamline workflows and boost productivity across an organization.

Ensuring a Successful Implementation at Your Company

Scaling and managing Ideate Automation effectively can be a game changer for your company. In this blog post, we explore key tips to help you navigate the challenges and ensure a successful implementation across your entire organization. 

Tips for Scaling Ideate Automation:

  1. Start with a Clear Vision and Strategy: Before diving into Ideate Automation, define your goals and expectations. Understand the specific pain points you aim to address and how Ideate Automation can enhance your workflows. A clear vision will guide your implementation strategy and ensure alignment with organizational objectives.

    Example: You have a list of models that need the same task performed, such as Model Health Checks or weekly PDF Exports. You can utilize our “Use File List” to perform the same task on the same list of models. Use Task “AUT-Generate_Revit_File_List” to generate a file list based on selected Revit files. The resulting .txt file can be used by other scripts that use the File List option. This enables you to reuse and update the same .txt list for other tasks.

    Ideate Automation

    Example: Some of your Revit models are big, and processing all the data is a time-intensive task for your machine. Keep your Workset naming consistent across your organization. Worksets are important when working in the Revit model as well as when running an Automated Task. What are Worksets? They are a portion of the file that can be opened and closed and managed independently to utilize less of your computer resources when you’re running a task. Run “AUT_Get_File_Data” and define your Workset conditions before running a task. 

    Ideate Automation

    Example: You need regular exports to PDF/DWG/NWC, but the Revit Sheet Sets are different every time, and they’re difficult to manage as Revit Sheet Set are static! We have the solution for you! Utilize our Dynamic publishing methods that utilizes Ideate BIMLink to generate a Dynamic Sheet Set via parameter value on the fly without altering your model. 

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  2. Prioritize Processes for Ideate Automation: Prioritize tasks that are repetitive, time-consuming, and prone to human error. Start with smaller, manageable processes to build confidence and gradually scale up to more complex workflows. While you are prioritizing tasks, review the time it takes to run a task and when it should run given the amount of information that needs to be processed. 

    Example: You are running tasks on 100 models. Should these tasks be run at the same time? Keep in mind if task is triggered on these models, they will all get triggered based on their scheduled time. You should give some thought to staggering these tasks to allow your machine to run this effort. We recommend running tasks after hours and on weekends. Please review our Performance Tips that will ensure your Ideate Automation tasks are executed with speed and reliability to support your Revit workflows.
     
  3. Identify Ideate Automation Champions: Identify and nurture champions within your organization. These individuals can act as advocates, driving enthusiasm and adoption of Ideate Automation initiatives among their peers. They can also be the ones that build tasks and monitor progress and ensure teams know that some of these tasks are automated for their specific projects and proper setup is in place. Working closely with someone in that project is helpful in setting up these tasks during project setup or when Ideate Automation adoption is taking place for this specific project. 

    Example: Letting the team know that their model is being published regularly to BIM 360/ACC that aligns with their BIM execution plan, or that their PDF exports are being uploaded automatically weekly to BIM 360/ACC for submissions.
     
  4. Training and Support: Our website contains extensive Help files, getting started guides, product documentation, workflow blogs posts, and educational videos. Empower your team with the skills needed to leverage Ideate Automation tools effectively.

    We also have an exceptional technical team that is always available and ready to help and troubleshoot issues that come up on any tasks. Email: [email protected].

    Training programs and workshops can help bridge knowledge gaps and ensure that employees feel confident using Ideate Automation tools in their daily tasks. Contact your Ideate Software account manager for questions related to training: [email protected].
     
  5. Collaborate Across Teams: Fostering collaboration across different teams will help you identify automation opportunities and gather diverse perspectives. Involving stakeholders from various areas ensures that the implemented solutions are comprehensive and beneficial to the success of the project.

    We provide three distinct collaboration methods for Ideate Automation scripts, catering to diverse needs in both script development/creation and task execution. We firmly believe that adopting a one-size-fits-all solution is not the optimal approach. We can easily see all three approaches implemented at a given organization, requiring no specialized IT setup. 

    Now, let’s delve into the three methods:
     
  • Run Tasks on Your Own Machine: 
    This method allows you to run the tasks on the same machine the task was created on. 

    This allows for automated tasks to be run on any user’s machine. A good example of that is the daily file open task: AUT-Open_RVT_Files. This enables all users of any skill level to save time on their file open tasks and have it scheduled every day ready for them to use.
     
  • Dedicated Machines Running Tasks: 

    This method allows multiple users to build scripts on their personal machines that can later sent to dedicated machines to run the tasks. This allows you to offload tasks to differently managed machines, while relying on other team members to send in task requests that are already created to run.
     
  • Dedicated User Building Tasks: 

    This method allows a dedicated user to build tasks that can later be sent to multiple teams to run the tasks on their own machines, and then later, these users can manage the progress of these tasks. 

    When distributing scripts across machines for task execution, please consider the following requirements for the machines involved: 
     
  • Ensure that the machine has a valid Ideate Automation license.
  • Ensure the machine has the latest “Refresh File List”. 
  • Verify that it has the necessary access to models utilized in automated tasks, whether it be access to server locations or connectivity to BIM360/ACC.
  • Confirm that the machine is equipped with a licensed version of Revit, with appropriate permission levels for accessing BIM 360/ACC models.
  • Note that specific tasks may necessitate the appropriate license for BIM 360/ACC, particularly for actions like publishing to BIM 360.

How can you share scripts across machines? 

  1. Execute a task on a local machine to verify smooth operation, schedule it, and then export the scheduled .xml task and import it for execution on a different machine.


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  2. You can reconstitute a script task when retrieving the log file. Go to line: “Command Line Input” in the log and copy everything starting from -t until the next timestamp item. Then you’re able to “Import Command” to review the variables within the Ideate Automation UI. Then proceed to running the task ad hoc or schedule it. 

    Ideate Automation

Check out this link on more information on task sharing and reconstitution. 

Successfully scaling and managing Ideate Automation across your organization requires strategic thinking, collaboration, and a commitment to continuous improvement. By starting with a clear vision, involving diverse teams and investing in the right tools and training, you can harness the full potential of Ideate Automation to drive efficiency, innovation, and long-term success. With these specific tips, your journey to organizational efficiency through Ideate Automation becomes not just a goal but a reality with measurable and sustainable outcomes.


About the Author

Nivin Nabeel, Customer Success Manager, Americas

Nivin has a background in architecture, visual arts, and computer science and has extensive experience in managing and manipulating BIM data, developing and implementing BIM standards and workflows, and applying BIM workflows to ancillary project components for improved efficiency. Before joining Ideate Software, Nivin worked at several architecture and design firms where she learned about Ideate Software products, used them, advocated for them, implemented them, and trained others on how to use them. She earned her Bachelor of Architectural Science degree from Toronto Metropolitan University. Follow Nivin on LinkedIn.