Managing Workset Assignments for Revit Model Elements Using Ideate BIMLink
For any Revit user who works on workshared-enabled projects, managing the workset assignment for model elements is tedious work. For starters, the settings for the current workset is located at the bottom of the screen in Revit, making it easy to ignore. Since Revit does not use layers and colors (generally speaking) for elements, you may not realize that you are placing model-elements on the incorrect workset. As you place more and more elements on the incorrect workset, you find out that backtracking is time consuming and error prone, especially when you are isolating elements graphically to look for workset anomalies.
Common Workaround
A common workaround to address model elements that have been placed on the incorrect workset is to create a series of 2D and 3D views that only display one workset per view. When reviewing elements in that view, we are looking for model elements that do not belong in that view. This would indicate elements that are on the incorrect workset. For example, if we isolate a workset called FF&E in a 3D view, we are looking for non-FF&E model elements, such as structural floors, mechanical equipment, etc. When we find those elements, we can then select them and move them to their respective workset.
While this method does work for auditing the workset assignment for model-based elements, it may be nearly impossible to see smaller elements, as they tend to get buried within the larger elements. Trying to account for all elements would require many QC views and hours of auditing.
A Better Solution: Use Ideate BIMLink
Thankfully, we have Ideate BIMLink to assist us with this challenge.
Ideate BIMLink reports both editable and non-editable workset assignment for elements, so users can perform QA/QC tasks of workset assignment using Excel. When necessary and applicable, the workset assignment for model elements can be changed in Excel and then pushed back into the Revit model. This process does not require the use of special 2D and 3D views. In this case, all the viewing and editing is done from a data perspective, which is much easier, faster, and more accurate.
Step-by-Step Instructions
The process for this workflow would look something like this:
- In Ideate BIMLink, navigate to the …\Quality Control sub-folder
- Select the link called QC-MC-Workset
- If necessary, under the Properties Tab, add or remove any parameters that will assist you with your QC tasks. For example, you may want to add Level: Name and/or Room: Name so that you can identify the level and room reference for certain elements, if applicable (example: Scope boxes do not have level nor room assignments, but Furniture may have level and room assignments)
- If necessary, under the Categories tab, remove any categories that you wish not to export for quality control and editing purposes
- If necessary, under the Filters Tab, add or remove any filters that will help you export only the data you want to view and edit
- Under the Link tab, verify that Export with dropdown values is checked. This will ensure that you get an accurate export list of project worksets. In addition, it is recommended that if you make any changes to the link definition, give it a new name so that it is not confused with the original link definition that ships with Ideate BIMLink
- Export the data to Excel
- Review the workset assignment for each model element and make all necessary changes
- Import the data using Ideate BIMLink
- Review all changes in the summary windows and then click Import to commit to the changes
It is important to note that while this blog post focuses on changing the workset assignment for model-elements, the process for exporting, reviewing, and changing model data using Ideate BIMLink is essentially the same.
To learn more about this process, be sure to watch this video.
It is also possible to manage worksets with Ideate Explorer. Here are links to our online Help file and a recorded webinar with details:
What is a Named User license?
A Named User license is assigned to one specific person rather than shared across a network. For a step-by-step walkthrough, see the Graitec Licensing Help Center - Named User.
Are Ideate Suites replacing Ideate Software Bundles?
Yes. Going forward, Ideate Suites replace Ideate Software Bundles.
What's the difference between the Ideate Software Bundle and the Ideate Suite?
Both include the same five tools: IdeateApps, Ideate BIMLink, Ideate Explorer, Ideate Sticky and Ideate StyleManager.
- Bundle: Each tool is licensed separately, so different people can work in different tools at once. For example, with one Bundle, five people could each use a different tool at the same time.
- Suite: One license covers all five tools for one person at a time. That person can move freely between every tool. While they're using the Suite, it isn't available to anyone else on that license until they finish.
A Named User Suite is assigned to one specific person. A single Network Cloud Floating Suite can be shared across your team, one person at a time.
Will my team need more licenses?
If several people on your team use different Ideate tools at the same time, you may need more than one Suite license. Contact us and we'll review your team's usage and help you choose the right setup.
Can I still buy an Ideate Software Bundle?
No. Bundles are no longer available for purchase. New purchases are offered as follows:
- Ideate Suite: Named User or Network Cloud Floating
- Enterprise Suite: Network Cloud Floating
- Active Host: Network Cloud Floating
- Automation: Network Cloud Floating
- Individual products: Named User or Network Cloud Floating (IdeateApps, Ideate BIMLink, Ideate Explorer, Ideate Sticky, and Ideate StyleManager)
Can I still buy IdeateApps, BIMLink, Explorer, Sticky, or StyleManager individually?
Yes. Individual products are available as Named User or Cloud Floating licenses until the new product lineup launches with the next major release, expected mid-2027.
Will floating (network) licenses still be available?
Yes. FlexLM remains available for organizations with security requirements, such as environments without internet access. FlexLM is not available through the online store, so please contact your account manager to purchase.
My organization has strict security requirements or no internet access. Can I still get a FlexLM license?
Yes. FlexLM remains available for organizations with security requirements, such as environments without internet access. FlexLM is not available through the online store, so please contact your account manager to purchase.
I'm an existing customer. What happens to my current license/s?
Your existing Ideate Software subscription is moving to our new licensing system at no cost. Your license quantities and expiration dates stay the same.
- Standalone licenses become Named User licenses. Set up your Named Users in the Graitec Advantage Portal.
- Cloud Floating (network) licenses become Network Cloud Floating Suite licenses. Deploy the latest release as you have in the past, using the new license code in your migration email.
- Each Ideate Software Bundle becomes an Ideate Suite.
To keep using Ideate, update to the latest release and activate your new license by March 31, 2027. Older Ideate licenses will stop working in Q2 2027.
Using Ideate with Revit 2022 or earlier? Contact ideatesupport@graitec.com to review your options. For account questions, contact sales@ideatesoftware.com.
I have a Bundle today. What will I receive when I move to the new licensing?
Conversions are one for one. Each Ideate Software Bundle becomes one Ideate Suite, and each network Bundle becomes one Network Cloud Floating Suite. Your license quantities and expiration dates stay the same.
Where do I manage my licenses?
In the Graitec Advantage Portal. Based on customer requests, starting with the latest Ideate release, license management and license usage information are handled in Graitec Advantage, outside of Revit. We recommend bookmarking the portal.
- Named User licenses: Assign licenses to people on your team in Graitec Advantage.
- Cloud Floating Suite licenses: Deploy the latest release with your new license code as you have in the past, then manage licenses in Graitec Advantage.
Watch the Graitec Advantage walkthrough
Can I transfer a Named User license to another person?
Yes. There's no limit on the total number of transfers, but each license can be transferred up to two times within a 30-day period.
How are licenses issued?
Each product on your order is issued as its own license once your order is processed. To try a product before buying, contact us to request an evaluation license.
I want to try the Graitec AI Assistant now, but I don’t have my new license code yet. What should I do?
Existing customers: We’re delivering new license codes to existing subscribers on a rolling basis over the next few weeks. If you need access sooner, contact your Graitec sales representative.
New customers: The Graitec AI Assistant isn’t available in the Ideate trial. Contact your Graitec sales representative to request an evaluation license or purchase a 6-month subscription.
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