Table of Contents

• Key Features
• Requirements
• Interface Guide
• Connection Setup
• Step-by-Step Guide
• Version Information
• Example Workflows
• Tips and Best Practices
• Common Use Cases
• Troubleshooting
• Automated Mode

Key Features

• Server Browsing: Visual tree view of entire Revit Server folder structure
• Version Tracking: Displays latest synchronized version number in brackets
• Selective Download: Check/uncheck specific models or entire folders
• Bulk Export: Download multiple models simultaneously
• Folder Structure Preservation: Maintains server folder hierarchy locally
• Skip Existing Files: Automatically skips already downloaded models
• Progress Tracking: Real-time count of processed vs. total files
• Detailed Logging: Creates timestamped export log for all operations
• Automated Mode: Can run unattended for complete server backups
• Smart Character Handling: Automatically replaces invalid filename characters

Requirements

Essential Components

1. Valid Bonus Tools License: Active license key required
2. Revit Server Access: Valid credentials and network access to Revit Server
3. Network Connectivity: Stable connection to server
4. Local Storage: Sufficient disk space for downloaded models
5. Write Permissions: Ability to create folders and write files to local path

Server Requirements

• Revit Server Version: Compatible with your Revit version
• User Permissions: Read access to models on server
• Server Availability: Server must be online and accessible
• Model Versions: Models must match Revit version (tool filters by version)

Recommended Setup

• Network Speed: Fast connection for bulk downloads
• Backup Strategy: Destination folder should be backed up regularly
• Adequate Storage: Plan for model sizes (typically 50MB-500MB+ each)

Interface Guide

Server Details Section (Top)

Connection Parameters:

Left Column:

• Server Name: Name or IP address of Revit Server
  • Example: "RevitServer" or "192.168.1.100"
  • Required field
• User Name: Your Revit Server username
  • Required field for authentication

Right Column:

• Server Path: Root path on server (typically left as default)
  • Example: "/"
  • Required field
• User Machine Name: Your local machine name
  • Used for server authentication
  • Required field

Connect Button: Click to browse server and populate tree view

Tree View Section (Middle)

Visual Hierarchy:

• Server Icon (📁 with server symbol): Root server node
• Folder Icon (📁): Server folders/subfolders
• Model Icon (📄 Revit file icon): Individual Revit models

Model Display Format:

ServerPath\FolderPath\ModelName[VersionNumber].rvt

Example: RSN://RevitServer/Projects/Hospital/Level 1[15].rvt

Interactive Features:

• Checkboxes: Check models/folders to include in export
• Hierarchical Checking: Checking folder checks all contents
• Expand/Collapse: Click +/- to navigate folder structure
• Scroll: Navigate large server structures

Control Buttons (Bottom)

Export Path Section:

• Export Path Field: Local destination folder
  • Default: C:\Backup\
  • Customize as needed
  • Folder created automatically if doesn't exist

Tree Navigation:

• Collapse All: Collapse entire tree (keeps root expanded)
• Expand All: Expand complete tree structure
  • ⚠️ Warning: May be slow for large servers

Export Control:

• Export: Begin downloading checked models
  • Only processes checked items
  • Shows progress in status bar
  • Creates log file

Status Bar (Very Bottom)

Count Display: Shows "Count: X" where X is total number of models found Progress Display: During export shows "X of Y" (current/total)

Connection Setup

Initial Configuration

1. Gather Server Information

   • Server name or IP address
   • Your username
   • Your machine name
   • Server path (if non-standard)

2. Enter Connection Details

   Server Name: RevitServer (or IP like 192.168.1.100)
   User Name: john.smith
   Server Path: / (typically default)
   User Machine Name: DESKTOP-ABC123
   

3. Find Your Machine Name

   • Windows: Press Win+Break or run hostname in command prompt
   • Settings → System → About → Device name

Connecting to Server

Steps:

1. Enter all required fields (all four fields must be filled)
2. Click "Connect" button
3. Tool queries server and builds tree structure
4. Wait for tree to populate (may take time for large servers)
5. Root "Server" node appears and expands automatically
6. Status bar shows total model count

First Connection:

• May take 30 seconds to several minutes
• Depends on server size and number of models
• Progress shown as tree builds
• Be patient for large servers

Step-by-Step Guide

Basic Workflow: Selective Model Download

1. Connect to Server

   • Enter connection details
   • Click "Connect"
   • Wait for tree population
   • Verify model count in status bar

2. Browse Available Models

   • Expand folders to navigate
   • Review model names and versions
   • Note version numbers in brackets
   • Use Expand All if needed (warning: may be slow)

3. Select Models to Download

   • Check individual models
   • Or check entire folders
   • Verify selections in tree
   • Count shows total models available

4. Set Export Location

   • Review Export Path field
   • Modify if needed
   • Ensure adequate disk space
   • Verify write permissions

5. Execute Export

   • Click "Export" button
   • Monitor progress in status bar
   • Watch for completion message
   • Review log file for details

6. Verify Results

   • Navigate to export folder
   • Check folder structure created
   • Verify model files downloaded
   • Review log for any failures

Advanced Workflow: Complete Server Backup

1. Prepare for Bulk Download

   • Ensure sufficient disk space
   • Close unnecessary applications
   • Plan for extended processing time
   • Consider off-hours execution

2. Connect and Load Complete Tree

   • Enter connection details
   • Click "Connect"
   • Click "Expand All" (warning: slow for large servers)
   • Wait for full expansion

3. Select All Models

   • Check root "Server" node
   • All child nodes auto-check
   • Verify count in status bar
   • Confirm selection

4. Configure for Bulk Export

   • Set export path to backup location
   • Verify network stability
   • Ensure uninterrupted power
   • Consider automated mode (see below)

5. Execute and Monitor

   • Click "Export"
   • Monitor progress periodically
   • Note: Existing files are skipped automatically
   • Review log during/after completion

Version Information

Version Number Display

Format: Model names show version in brackets: ModelName[15].rvt

What Version Numbers Mean:

• Represents the last synchronized version on server
• Higher number = more recent version
• Each sync to server increments version
• Critical for tracking model state

Version Significance:

• [1]: Initial upload to server
• [5]: Fifth synchronized version
• [15]: Fifteenth synchronized version
• Different models can have different version numbers

Using Version Information

Tracking Changes:

• Compare version numbers over time
• Higher version = more recent changes
• Use to verify latest model downloaded
• Document version numbers in project records

Quality Control:

• Verify expected version number
• Compare versions across team
• Identify models not recently updated
• Track synchronization patterns

Backup Strategy:

• Download specific versions for archives
• Document version at project milestones
• Create version-specific backups
• Maintain version history records

Example Workflows

Workflow 1: Daily Project Backup

Goal: Backup active project models daily

Steps:

1. Launch tool at end of day
2. Connect to server
3. Navigate to active project folder
4. Check project folder (all models selected)
5. Export path: C:\Backups\Daily\[DATE]\
6. Click Export
7. Existing files skipped (only new/changed models download)
8. Review log for confirmation
9. Verify critical models present

Scheduling:

• Create Windows scheduled task
• Use automated mode (see below)
• Run overnight or end-of-day
• Rotate backup folders weekly

Workflow 2: Milestone Archive

Goal: Create versioned archive at project milestone

Steps:

1. Identify milestone date and version
2. Connect to server
3. Expand all relevant project folders
4. Check all project-related models
5. Export path: C:\Archives\Milestone_CD\
6. Click Export
7. Document version numbers from tree
8. Verify all models downloaded
9. Archive export folder with version documentation
10. Store log file with archive

Documentation:

• Screenshot tree view with versions
• Save log file with archive
• Note milestone name and date
• List key model version numbers

Workflow 3: New Team Member Onboarding

Goal: Set up new team member with all project models

Steps:

1. Connect to server on new machine
2. Identify required project folders
3. Check necessary folders/models
4. Export to new user's working folder
5. Provide version list to user
6. Explain folder structure
7. Configure Revit Server access
8. Verify user can open models locally

Best Practices:

• Start with core models only
• Add models as needed
• Document local vs. server workflow
• Train on sync procedures

Workflow 4: Disaster Recovery Preparation

Goal: Maintain complete off-site backup

Steps:

1. Schedule weekly complete backup
2. Connect to server
3. Check root server node (all models)
4. Export to external/network drive
5. Run overnight via automated mode
6. Verify log next morning
7. Test restore capability monthly
8. Rotate backup media

Recovery Strategy:

• Maintain 3 generations minimum
• Test restore procedures
• Document recovery process
• Verify backup integrity

Workflow 5: Project Handover

Goal: Provide complete project files to client

Steps:

1. Connect to server
2. Navigate to project folder structure
3. Check all project-related models
4. Export path: Client handover folder
5. Include log file in handover package
6. Document version numbers
7. Create handover report
8. Verify all models open locally
9. Prepare folder structure diagram
10. Deliver with documentation

Handover Package:

• All project models
• Folder structure preserved
• Version documentation
• Export log file
• Model opening instructions
• Contact information

Workflow 6: Version Comparison Setup

Goal: Download specific versions for comparison

Steps:

1. Document current version numbers
2. Connect and expand project
3. Note version numbers in brackets
4. Export to comparison folder
5. Later, repeat for newer versions
6. Export to separate folder
7. Compare using Revit file comparison tools
8. Document differences

Comparison Strategy:

• Separate folders for each version
• Clear naming convention
• Version log spreadsheet
• Change documentation

Tips and Best Practices

Connection Best Practices

Server Information:

• Save connection details for reuse
• Test connection before large operations
• Verify server availability
• Use IP address if name resolution fails

Authentication:

• Use domain credentials if required
• Verify machine name spelling
• Check network permissions
• Contact IT if connection fails

Selection Strategies

Efficient Selection:

• Check folders rather than individual models
• Use hierarchical checking to save time
• Uncheck exceptions after folder check
• Review selection before export

Large Servers:

• Don't expand all immediately
• Navigate to specific areas first
• Expand only needed folders
• Consider filtered exports

Export Path Configuration

Path Recommendations:

• Local Drive: Fastest, limited by disk space
  • Example: C:\RevitBackups\
• Network Drive: Centralized, slower
  • Example: \\Server\Backups\Revit\
• External Drive: Portable, moderate speed
  • Example: E:\ProjectBackups\

Folder Organization:

Root Export Path
├── Daily
│   ├── 2026-01-27
│   └── 2026-01-28
├── Weekly
│   ├── Week_04
│   └── Week_05
└── Milestones
    ├── SD_Complete
    └── CD_Submit

Performance Optimization

Speed Tips:

• Faster network = faster downloads
• Local export path is fastest
• Download during off-hours
• Close Revit and other applications
• Sufficient RAM helps with large trees

Handling Large Exports:

• Process in batches if needed
• Use automated mode overnight
• Monitor disk space during export
• Keep log files for troubleshooting

File Management

Existing Files:

• Tool automatically skips existing files
• Prevents re-downloading unchanged models
• Reduces total download time
• Check log to see what was skipped

File Naming:

• Special characters (# etc.) replaced with dash (-)
• Version numbers included in filename
• Maintains original structure
• Legal Windows filenames ensured

Logging Best Practices

Log File Location:

• Created in export path folder
• Named: Export Log_YYYYMMDD.txt
• One log per day (appends if run multiple times)
• Include with backups for documentation

Log Contents:

• Connection details
• Processing status per model
• Success/failure messages
• Error details for troubleshooting
• Timestamp for each entry

Log Review:

• Check after each export
• Note any failures
• Document skipped files
• Use for audit trail

Common Use Cases

Backup and Recovery

Regular Backups:

• Daily: Active projects
• Weekly: All projects
• Monthly: Complete server
• Milestone: Version-specific archives

Disaster Recovery:

• Off-site backups
• Multiple generations
• Regular restore testing
• Documented procedures

Project Management

Version Control:

• Track model versions over time
• Document milestone versions
• Archive released versions
• Compare version histories

Team Coordination:

• Synchronize team members
• Provide project models to new staff
• Share models with consultants
• Coordinate across offices

Compliance and Documentation

Archival Requirements:

• Meet retention policies
• Provide project closeout packages
• Maintain design records
• Support litigation holds

Audit Trail:

• Document downloads with logs
• Track version numbers
• Maintain export records
• Prove backup compliance

Troubleshooting

Connection Issues

Problem: "Server Name required" error

• Cause: Connection fields incomplete
• Solution:
  • Ensure all four fields filled
  • Check for typos
  • Remove extra spaces
  • Verify field requirements

Problem: "Cannot connect to server"

• Cause: Network or authentication issues
• Solution:
  • Verify server name/IP correct
  • Check network connectivity (ping server)
  • Confirm VPN connected if required
  • Verify credentials with IT
  • Try IP address instead of name
  • Check firewall settings

Problem: "Tree doesn't populate after clicking Connect"

• Cause: Server query failure or slow response
• Solution:
  • Wait longer (large servers take time)
  • Check server is online
  • Verify Revit Server service running
  • Review firewall/proxy settings
  • Contact IT support
  • Check Revit version compatibility

Problem: "Authentication failed"

• Cause: Incorrect credentials or permissions
• Solution:
  • Verify username spelling
  • Check machine name (Win+Break)
  • Use domain\username if required
  • Contact IT for permissions
  • Verify Revit Server access rights

Tree View Issues

Problem: "No models shown in tree"

• Cause: No models for this Revit version, or path issue
• Solution:
  • Tool filters by Revit version
  • Models may be in different version folder
  • Check Server Path setting
  • Verify models exist on server
  • Try expanding all folders
  • Contact administrator

Problem: "Tree expands very slowly"

• Cause: Large server or slow network
• Solution:
  • Be patient (can take minutes)
  • Navigate to specific folders only
  • Avoid "Expand All" on large servers
  • Close other network applications
  • Consider off-hours processing

Problem: "Version numbers not showing"

• Cause: Connection or query issue
• Solution:
  • Reconnect to server
  • Check server response
  • Verify model history available
  • May indicate server issue

Export Issues

Problem: "Export fails immediately"

• Cause: No models checked or path issue
• Solution:
  • Check at least one model
  • Verify export path exists or can be created
  • Check write permissions
  • Ensure sufficient disk space
  • Try different export path

Problem: "Some models fail to download"

• Cause: Individual model issues
• Solution:
  • Check log file for specific errors
  • Verify those models open on server
  • Check if models are corrupted
  • Try downloading individually
  • Contact server administrator
  • Note failed models in log

Problem: "Export path not created"

• Cause: Permission or path issues
• Solution:
  • Verify write permissions
  • Check path is valid Windows path
  • Try simpler path (e.g., C:\Backup)
  • Avoid network paths if issues
  • Create folder manually first

Problem: "Process hangs during export"

• Cause: Network timeout or large model
• Solution:
  • Wait longer (large models take time)
  • Check network stability
  • Review log for last processed model
  • Cancel and restart from that point
  • Process in smaller batches

Problem: "Files not in expected location"

• Cause: Path interpretation issue
• Solution:
  • Check export path setting
  • Tool creates server folder structure
  • Navigate through created folders
  • Check log for actual paths
  • Models in subfolders mirror server

Problem: "Character replacement in filenames"

• Cause: Special characters in original names
• Solution:
  • This is intentional for Windows compatibility

  • becomes - automatically

  • Check log for original names
  • Update references if needed

Performance Issues

Problem: "Very slow downloads"

• Cause: Network speed or server load
• Solution:
  • Check network bandwidth
  • Use wired connection if possible
  • Download during off-hours
  • Process in smaller batches
  • Consider local export path
  • Contact IT about network

Problem: "High memory usage"

• Cause: Large tree or many models
• Solution:
  • Close other applications
  • Process in batches
  • Restart Revit between large exports
  • Consider smaller selections

Problem: "Disk space exhausted"

• Cause: Insufficient space for models
• Solution:
  • Check available space before starting
  • Models typically 50MB-500MB+ each
  • Use external drive if needed
  • Clean up old backups
  • Monitor space during export

Log File Issues

Problem: "Log file not created"

• Cause: Path or permission issue
• Solution:
  • Check export path exists
  • Verify write permissions
  • Try different export path
  • Check antivirus interference

Problem: "Cannot find log file"

• Cause: Wrong location
• Solution:
  • Log in export path folder
  • Named: Export Log_YYYYMMDD.txt
  • Check date in filename
  • Search export path

Automated Mode

What is Automated Mode?

Purpose: Run tool automatically without user interaction Use Case: Scheduled backups, overnight operations, scripted workflows

How It Works

Activation: Tool launched with automation flag enabled Process:

1. Connects to server automatically
2. Expands entire tree
3. Checks all models (root node checked)
4. Begins export immediately
5. Closes upon completion

Setting Up Automation

Requirements:

• All connection details saved in tool settings
• Export path configured
• Sufficient disk space
• Server accessibility verified

Configuration:

1. Run tool manually first
2. Enter all connection details
3. Set export path
4. Close tool (settings saved automatically)
5. Run tool in automated mode (via script/scheduler)

Scheduling Automated Backups

Windows Task Scheduler:

1. Create new task
2. Trigger: Daily at specified time
3. Action: Start Revit and run tool with automation parameter
4. Conditions: Only if network available
5. Settings: Allow task to run on demand
6. Test schedule
7. Monitor logs

Script Example:

@echo off
REM Launch Revit with tool in automated mode
"C:\Program Files\Autodesk\Revit 2024\Revit.exe" /automation "136_ExportRevitServerModels"

Monitoring Automated Runs

Log Files: Check daily log file for results Verification: Spot-check downloaded models Alerts: Configure for failures (via log parsing) Reporting: Generate weekly backup reports

Need Help? Contact support or refer to additional Bonus Tools documentation.

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