Managing Revit Central Files: Creation, Access, Transfer, and Repair

Creating, Accessing, Transferring, and Repairing Revit Central Files

When working with Revit to develop project models, especially for large-scale projects spanning tens of thousands of square meters, multiple team members across different disciplines often collaborate. The most effective method for multidisciplinary collaboration in Revit is through worksets. Unlike linked model collaboration, linked models do not update automatically. Below is a detailed guide on using Revit central files and troubleshooting common issues.

1. Creating a Central File

First, connect to the server where the central files are stored:

• Open your computer and double-click to access it.
• Right-click on an empty area and select Add a network location.
• Click Next, then enter the server address or browse to locate it.
• Click Next to complete the setup.

Next, create a dedicated folder on the server to store the central files.

Open Revit, select New → Project, then click on Collaboration in the options panel. Click the Worksets button, or alternatively, click the workspace icon located on the right side of the status bar.

In the pop-up Work Sharing dialog, click OK. When the Workset dialog appears, click OK again.

Save the model to the folder you created on the company server.

Open the workspace to make existing worksets non-editable, then click the shortcut button to synchronize. The quick access toolbar will show the Save button grayed out and the Sync button highlighted.

Close the model, then open the central file location through the software and select the New Local File option. The quick access toolbar will now show both Save and Sync active.

2. Accessing Central Files

When accessing the central file on individual computers:

• Technical staff across disciplines should add the network location first, using the same server path as the central file. Follow the earlier steps for adding a network location.
• Open the central file from within Revit—do not open it by double-clicking the project file on the server. Always open it through the software and ensure that the New Local File option is selected.
• Each user can create their own workset, organized by discipline or name. After creating a workset, synchronize it to the central file and set it to non-editable. Then, set your active workset on the right side of the status bar to your own.
• The software defaults to saving local files in the My Documents folder. To change this location, use Save As to store the project elsewhere.
• In the Options settings, set the maximum number of backups to 1–3 to avoid excessive backups.
• Do not check Save as Central File when saving local copies.
• By default, Revit appends the username to the project file name; ensure your username is set in advance to avoid default administrator names.
• When reopening the project, users should open their local file through the software and synchronize changes to the central file. Do not select Detach from Central when opening local files; the New Local option should be disabled.

3. Transferring the Central File (e.g., during a business trip)

If you need to move the central file from the company server to another computer, follow these steps:

• Copy the central file (RVT file only) from the server to your local computer.
• Open the copied file from within Revit and select Detach from Central. The New Local File option will be grayed out.
• In the dialog box, select Detach and Preserve Worksets.
• After opening, the quick access toolbar will show Save active and Sync grayed out.
• Click Save to overwrite the file.
• Close and reopen the file, this time do not select Detach from Central; ensure New Local File is enabled.
• Once the quick access toolbar displays both Save and Sync as active, the central file location has been successfully updated (this is known as “Central File Detachment Successful”).
• Note: After changing the central file location, further operations will no longer synchronize with the original server.

Refer to the image below for illustration.

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