Join Paul F. Aubin for an in-depth discussion in this video Sheet sorting, part of Revit: Tips, Tricks, and Troubleshooting.
- [Voiceover] So last week we looked at some different ways to manage your sheets and we focused a little bit on organizing sheets in the browser, this week I'd like to talk about how you can actually control the organization of sheets on your sheet list. Now I've got a simple example right here, and I've got a Drawing Index that is on this cover sheet right here, and you can see that right now it's just showing the numbers and the names of the sheets. Now let's go ahead and open that view directly, you can actually just double-click it right here, or you can get to it here in Schedules and Quantities.
And so you can see that list. Now, down below, you're seeing that it's got a separate grouping called Architectural Floor Plans. So that's really the first thing that I'd like to talk about and this is actually kind of similar to what we were able to do here in browser organization. So by putting these sort of prefixes in front of the groupings there, this is a similar kind of concept. The only thing is is that these are manually typed in, so we have a little more flexibility on what we put there. We can type anything we want. The downside is, we've gotta type it in. So let's take a look at how to achieve that.
So we're in the Drawing Index, but I've also got one here called Drawing Index Itemized, and it's a Working View. So it's got WV in front of the name. I'm gonna go ahead and open that up. And there's two additional columns in this view. So one thing, is you can use this Drawn By column just to make sure the proper person's initials, whoever drew the sheet, is designated properly. So that's a convenient thing. But the Sheet Chapter is really what I want to focus on. Now, the Sheet Chapter is nothing more than a custom text property that I added to the sheets. So if we click on edit Fields, and click on Sheet Chapter right here, and choose Edit, you will see that I just called it Sheet Chapter.
It's a Text Parameter, and it applies to the Sheets category. So it's really simple, to create one of these, all you have to do is click Add Parameter, give it a name, kind of parameter you want, and it's as easy as that. Once I've got my Sheet Chapter, then on Sorting and Grouping, I'm sorting and grouping by it. Now I'm not doing that here in the Working View, where I'm doing that is here in the Drawing Index view. So, here if I go to Sorting and Grouping, you can see that I'm sorting by Sheet Chapter.
I made it a header, that's why it appears here by itself. I introduced a blank line, that's this grey line back here, and then finally, you'll notice that it's not displaying the Sheet Chapter column, that's because on formatting, I selected it and said "make it a hidden field". So by doing those things, my regular Sheet Index will sort by this custom parameter, but it won't display it as its own field. Now to edit it, you go to the Working View. So it's really a two part solution.
Use the Working View to make your edits, but you use the Final View for presentation purposes. So all that remains for me to do, is to just click in these fields here, and type in the values that I want. Now once I've typed in all the different entries I need, it's little bit quicker to add them to the other similar views because you can just pull those names off the list. Now once you have all the values filled in, we're ready to move to the next step. Now you'll notice that I'm not sorting this Working View.
So when we go to Sorting and Grouping, everything's grayed out, it's set to none. And I did that on purpose, because it just makes it easier for you to type into a field, and press Enter or Tab and move to the next field, without everything re-sorting on you. If you're sorting it's a live sort. So you press Enter or you press Tab, and everything reshuffles and then you always find your cursors in the wrong field. So I like to have a Working View that's not sorted, and then my Final Views that are sorted. Now, the next thing is, if I go back and I look at the Drawing Index, I mean it looks really good when you first glance at it, but there's one small problem.
Architectural Floor Plans come first, then Reflected Ceiling, then Building Elevations, and way down here I've got General Sheets, and at the very bottom I've got my Site Plan. So normally you'd want your General Sheets first, and then your Site Plans, and then your Architectural Plans, and so on. So I want a custom sort order, and I can't really do that if I'm just relying on the default behavior. So I'm back to my Working View and I'm gonna create another Working View. You can have as many Working Views as you need. So I'm gonna right-click it, duplicate the view, gonna right-click that again and rename it, and I'll just call this one Sort Order.
Now, to make this useful to set up the sort order, I need to do a couple things. I'm gonna go to Fields, edit the Fields, and add a Parameter. So a moment ago I told you it was real easy to add a parameter, here's all we have to do. I'm gonna call this Sheet Sort, I want to make it a Text Parameter, that's more flexible, you can make it numeric if you want, but I like to do it as a Text Parameter and I'll click OK. It adds it to the bottom of the list, but you can move it up if you want, and then I'm gonna go to Sorting and Grouping, and I'm gonna sort this one by Sheet Chapter.
Now the reason for that is, because whatever I put in for sort for the first Architectural Plan, I want it for all the Architectural Plans. So instead of having to type that in 50 times, I'll turn off Itemize every instance, and I now get one entry for each Sheet Chapter entry that I have in my schedule. And now it's real easy for me to just click in here and type in what I want. So I want my general sheets to be first, I'm gonna use a value of 10. I never start at one, because you never know when you might need to re-sort things.
So I like to go, 10, 20, then 30. And let's say that I goofed and you know, I forgot about Interior Elevations. This is why I like to go in 10s, because now, instead of having to retype everything, I can just put Interior Elevations as 55 and it will go between Building Elevations and Sections. So that's just something that I like to do, and why I like to put those in 10s. Now this is unsorted, and again I'm just gonna leave it that way because I don't care about that.
What I want to do now is go back to my main Drawing Index and here's the final step. I'll go to Fields, and I'm gonna add that new field, so there it is right there, Sheet Sort. I'll add it to the Schedule. Now it doesn't matter where you put it, you can move it up if you want, but it's gonna be invisible anyway, so it doesn't really make a difference. Now here, I've gotta take the two sort criteria that I have and move them down and unfortunately there's no easy way to do that, you just have to kinda say okay, let's make that one match this one, let's make this one match that one, that one had a header, and it had a blank line, and I'll turn those off now for there.
And then finally this one is gonna be Sheet Sort. And then the last step is to go to Formatting, Sheet Sort, make it hidden, and now click OK. And when you do that, it will re-sort your whole schedule, now I've got General Sheets first, then my Site Plans, then my Architectural Plans, and if we go back to our Cover Sheet you can see that everything here is now updated to reflect those changes. So with a couple little behind the scenes tricks, you can take your Sheet Index and make it a little bit more legible by grouping it by drawing type and sort it in custom ways, and you're not obligated to just have alphabetical.
So I think these are definitely handy things that you want to consider doing and then just add this to your office standard template so it works this way all the time.
NOTE: The exercise files for this course can only be opened in the most recent version of Revit (Revit 2017).
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