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146 Keynote Usage

Chris McKeown / July 1, 2025

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146 Keynote Usage

Overview

The Keynote Usage tool provides a comprehensive view of all keynotes used throughout your Revit project. It analyzes keynote assignments across elements, materials, and tags, displaying where each keynote is applied and allowing you to track usage patterns. This tool helps maintain consistency in keynoting, identify unused keynotes, and manage keynote assignments across large projects.

Keynote Usage

Table of Contents

Key Features

  • Displays all keynotes used in the project with their full text and parent categories
  • Shows count of how many times each keynote is applied
  • Tracks keynote usage across multiple sources:
    • Element keynotes (family types and system families)
    • Element keynote tags
    • Material keynotes
    • Material keynote tags
    • User-placed keynote tags
  • Two-panel interface showing keynote summary and detailed usage
  • Filter by keynote type using checkboxes
  • Automatic keynote file path detection and validation
  • Export capabilities to Excel and CSV
  • Select and isolate elements using specific keynotes in Revit
  • Advanced filtering on all columns
  • Row numbering for easy reference
  • Real-time count updates based on filters

Requirements

Pre-requisites

  1. Keynote File

    • Project must have a keynote file assigned
    • Keynote file must be accessible at the specified path
    • Tool reads path from project settings
    • Displays warning if keynote file not found

  2. Keynote Assignments

    • Elements, materials, or tags must have keynotes assigned
    • Tool works with empty results (shows no keynotes)
    • At least one keynote type should be enabled

  3. Revit Elements

    • Works with all keynote-capable elements:
      • Loadable family instances and types
      • System family types
      • Materials
      • Keynote tags

File Types Supported

Keynote Sources:

  • Element keynotes (family types)
  • Element keynote tags (referencing elements)
  • Material keynotes (material definitions)
  • Material keynote tags (referencing materials)
  • User keynote tags (manually placed)

Interface Guide

The interface consists of two main panels with filtering controls and export options.

Main Panel (Top Grid)

Displays keynote summary information:

  • Keynote Key: The keynote number/code (e.g., "03.21.13.16")
  • Keynote Text: Full text description from keynote file
  • Keynote Parent: Parent category from keynote hierarchy
  • Count: Number of times this keynote is used in project

Key Information:

  • Found Keynote Path: Shows the keynote file path detected
  • Total: Displays count of unique keynotes shown
  • Rows are automatically numbered for reference

Detail Panel (Bottom Grid)

Displays individual usage instances when keynote is selected:

  • Id: Element ID in Revit
  • Source: Type of keynote assignment
    • "Loadable Family Instance" - Instance parameter
    • "Loadable Family Type" - Type parameter
    • "System Family Type" - Type parameter
    • "Material" - Material definition
    • "Keynote Tag" - Tag element
  • Family Type: Family name or material name
  • Family Instance: Instance name (for family instances)
  • Select: Checkbox to select for isolation in Revit

Key Information:

  • Total: Count of all usage instances
  • Total selected: Count of checked items
  • Click any row in top panel to load its details

Keynote Type Filters (Right Panel)

Enable or disable keynote sources:

  • Element Keynotes: ✓ Keynotes assigned to element types
  • Element Keynote Tags: ✓ Tags referencing element keynotes
  • Material Keynotes: ✓ Keynotes assigned to materials
  • Material Keynote Tags: ✓ Tags referencing material keynotes
  • User Keynote Tags: ✓ Manually placed keynote tags

Behavior:

  • All types enabled by default
  • Unchecking a type refreshes the grid immediately
  • At least one type should remain checked for meaningful results

Action Buttons

Main Panel:

  • Reset Filters: Clear all column filters on main grid
  • About: Display tool version and information
  • CSV: Export main grid to CSV file
  • Excel: Export main grid to Excel file

Detail Panel:

  • Select Selected: Toggle selection for highlighted rows
  • Select All: Check all visible detail rows
  • Select None: Uncheck all detail rows
  • Reset Filters: Clear all column filters on detail grid
  • CSV: Export detail grid to CSV file
  • Excel: Export detail grid to Excel file
  • Select and go to Revit: Isolate selected elements in Revit and close dialog

Column Filtering

Both grids support advanced filtering:

  • Click column header dropdown to access filters
  • Type text to filter by partial match
  • Use operators for numeric comparisons
  • Multiple columns can be filtered simultaneously
  • Filters affect counts and selection operations
  • Use "Reset Filters" to clear all filters

Step-by-Step Guide

Basic Usage Workflow

  1. Open the Tool

    • Navigate to Bonus Tools tab in Revit
    • Click 146 Keynote Usage
    • Tool opens and immediately analyzes project

  2. Verify Keynote File

    • Check "Found Keynote Path" at top of dialog
    • Verify path is correct and file exists
    • If path is wrong, update in Revit settings first

  3. Review Keynote Summary

    • Main grid displays all keynotes found
    • Check "Total" count to see how many unique keynotes
    • Sort by "Count" column to find most/least used
    • Note any keynotes showing "Keynote Key Not Found"

  4. Filter by Keynote Type (Optional)

    • Uncheck types you don't want to see
    • Grid refreshes automatically
    • Useful for focusing on specific sources

  5. Examine Specific Keynote

    • Click any row in main grid
    • Detail panel populates with usage instances
    • Review where this keynote is applied
    • Check source types and element details

  6. Apply Column Filters (Optional)

    • Filter main grid to find specific keynotes
    • Filter detail grid to narrow usage instances
    • Combine filters for precise analysis

  7. Export Results (Optional)

    • Click CSV or Excel button to export
    • Choose location and filename
    • Main and detail grids export separately

Finding Elements Using Specific Keynote

  1. Locate the Keynote

    • Use main grid to find keynote of interest
    • Can filter by keynote key, text, or parent
    • Click the keynote row

  2. Review Usage Instances

    • Detail panel shows all instances
    • Review source types and locations
    • Note element IDs and families

  3. Select Elements to Isolate

    • Check boxes next to desired instances
    • Use "Select All" to select all visible
    • Use "Select Selected" to toggle highlighted rows
    • Watch "Total selected" count update

  4. Isolate in Revit

    • Click "Select and go to Revit" button
    • Dialog closes
    • Selected elements are isolated in Revit
    • Use Revit's selection tools to review

  5. Return to Normal View

    • In Revit, use "Reset Temporary Hide/Isolate"
    • Or open a different view

Checking for Missing Keynotes

  1. Open Tool and Review Main Grid

    • Look for "Keynote Key Not Found" in Keynote Text column
    • These indicate keynote keys assigned but not in keynote file

  2. Filter for Missing Keynotes

    • Filter "Keynote Text" column for "Not Found"
    • Review list of problematic keynote keys
    • Export list if needed for documentation

  3. Review Usage Details

    • Click each missing keynote row
    • Detail panel shows where it's used
    • Identify elements/materials needing correction

  4. Correct in Revit

    • Either update keynote file to include missing keys
    • Or reassign elements to valid keynote keys
    • Re-run tool to verify corrections

Auditing Keynote Consistency

  1. Review Parent Categories

    • Sort main grid by "Keynote Parent" column
    • Verify keynotes grouped logically
    • Look for unexpected parent assignments

  2. Check Usage Counts

    • Sort by "Count" column (ascending)
    • Identify rarely used keynotes (count = 1 or 2)
    • Consider if these should be consolidated

  3. Review Source Types

    • For each keynote, check detail panel
    • Verify appropriate source types
    • Example: Structural elements should use element keynotes, not user tags

  4. Document Findings

    • Export both grids to Excel
    • Create summary report
    • Share with team for review

Understanding the Data

Keynote Key

Format: Typically hierarchical numbering (e.g., "03.21.13.16")

Meaning:

  • Each segment represents a category level
  • Example: "03" = Concrete, "03.21" = Concrete Reinforcing
  • Defined by your keynote file structure
  • Must match exactly between assignments and file

Special Cases:

  • "Keynote Key Not Found": Key assigned but not in keynote file
  • Empty keys are ignored by the tool

Keynote Text

Source: Read directly from keynote file

Meaning:

  • Full description of the keynote
  • Appears on keynote tags when placed
  • Should be clear and specific

Special Cases:

  • "Keynote File Not Found": Cannot read keynote file at specified path
  • "Keynote Key Not Found": Key exists in project but not in file

Keynote Parent

Source: Hierarchical structure from keynote file

Meaning:

  • Parent category in keynote hierarchy
  • Helps organize related keynotes
  • Useful for grouping and filtering

Example:

  • Keynote: "03.21.13.16"
  • Parent: "03.21.13 - Galvanized Reinforcing Bars"

Count Column

Meaning: Total number of instances using this keynote

Includes:

  • All checked keynote types
  • Both element assignments and tags
  • Multiple instances of same family count separately

Uses:

  • Identify frequently used keynotes
  • Find rarely used keynotes for cleanup
  • Validate keynote coverage

Source Types

Understanding detail panel sources:

Loadable Family Instance:

  • Keynote assigned to family instance parameter
  • Specific to that instance only
  • Uncommon for keynotes (usually on types)

Loadable Family Type:

  • Keynote assigned to family type
  • All instances of this type share keynote
  • Most common for families

System Family Type:

  • Keynote on system family (walls, floors, etc.)
  • Applied at type level
  • All instances share keynote

Material:

  • Keynote assigned to material definition
  • Can be referenced by material keynote tags
  • Affects all elements using this material

Keynote Tag:

  • Keynote tag element placed in view
  • Source shows what it references:
    • "Element" = references element keynote
    • "Material" = references material keynote
    • "User" = manually assigned keynote key

Example Workflows

Workflow 1: Creating Keynote Coverage Report

Scenario: Document which keynotes are used in project

  1. Run Tool with All Types Enabled

    • Keep all five checkboxes checked
    • Review complete keynote list

  2. Export Main Grid

    • Click "Excel" button
    • Save as "Keynote_Coverage_Report.xlsx"
    • File shows all keynotes with usage counts

  3. Add Analysis

    • Open Excel file
    • Add column for "Coverage Category"
    • Categorize by count (Heavy, Moderate, Light, Unused)
    • Create pivot table or chart

  4. Review with Team

    • Share report in coordination meeting
    • Discuss rarely used keynotes
    • Plan for keynote standardization

Workflow 2: Finding and Fixing Incorrect Keynote Assignments

Scenario: Structural elements using wrong division keynotes

  1. Filter for Structural Keynotes

    • In main grid, filter "Keynote Key" column
    • Enter "05*" for structural steel division
    • Review list of keynotes

  2. Check Each Keynote Usage

    • Click each keynote row
    • Review detail panel for element types
    • Look for unexpected family types

  3. Identify Misassignments

    • Example: Drywall family with "05" keynote
    • Note element IDs needing correction

  4. Select and Isolate

    • Check boxes for incorrect assignments
    • Click "Select and go to Revit"
    • Elements isolated in Revit

  5. Correct in Revit

    • Edit element type properties
    • Assign correct keynote
    • Re-run tool to verify

Workflow 3: Consolidating Redundant Keynotes

Scenario: Multiple similar keynotes that should be one

  1. Identify Similar Keynotes

    • Review "Keynote Text" column
    • Look for variations of same description
    • Example: "6" x 6" CMU" vs "6 Inch CMU"

  2. Check Usage Counts

    • Note count for each variation
    • Determine which should be standard

  3. Document All Usage

    • For each variant, click row
    • Export detail panel to CSV
    • Compile list of all affected elements

  4. Choose Standard Keynote

    • Select most appropriate keynote
    • Note its key number

  5. Update Elements

    • In Revit, select elements from lists
    • Change keynote to standard
    • Delete unused keynote from keynote file

  6. Verify Consolidation

    • Re-run tool
    • Confirm only standard keynote appears
    • Check count increased appropriately

Workflow 4: Material Keynote Audit

Scenario: Verify all materials have appropriate keynotes

  1. Enable Only Material Keynotes

    • Uncheck all boxes except "Material Keynotes"
    • Grid shows only material assignments

  2. Review Material Coverage

    • Sort by "Keynote Parent" to group by division
    • Look for materials without keynotes (won't appear)
    • Compare to full material list in Revit

  3. Check Keynote Appropriateness

    • For each material, verify keynote makes sense
    • Example: Concrete materials should use 03 division
    • Look for generic or placeholder keynotes

  4. Examine Tag Usage

    • Enable "Material Keynote Tags"
    • See which materials are actually tagged in views
    • Identify materials needing better documentation

  5. Create Correction List

    • Export to Excel
    • Add column for "Needs Correction"
    • Note required changes
    • Assign to responsible team member

Tips and Best Practices

  1. Run After Major Changes

    • After adding new families
    • After updating keynote file
    • After team coordination sessions
    • Before major deliverables
    • Helps catch issues early

  2. Verify Keynote File Path First

    • Check "Found Keynote Path" before analyzing
    • Update in Revit if incorrect (Manage → Keynote Settings)
    • Tool is less useful without valid keynote file
    • Consider using relative paths for team projects

  3. Use Filters Strategically

    • Start with all types enabled for complete view
    • Filter to specific types for focused analysis
    • Combine keynote type filters with column filters
    • Save frequent filter combinations as Excel views

  4. Export for Documentation

    • Export main grid for keynote coverage reports
    • Export detail grids for element-specific audits
    • Include in BIM deliverables documentation
    • Track changes over time with dated exports

  5. Check for Missing Keynotes Regularly

    • Filter for "Keynote Key Not Found"
    • Address these immediately
    • Indicates coordination issue between file and assignments
    • Can cause errors in keynote schedules

  6. Coordinate Source Types

    • Element keynotes should be on types (not instances)
    • Material keynotes belong on material definitions
    • User tags should be exception, not rule
    • Standardize which source types to use

  7. Review Usage Counts

    • Very high counts (>100) may indicate overly generic keynotes
    • Very low counts (1-2) may indicate over-specification
    • Zero counts indicate unused keynotes in file
    • Balance specificity with practicality

  8. Use Detail Panel for Troubleshooting

    • When counts seem wrong, examine detail
    • Look for duplicate assignments
    • Check for hidden keynote tags
    • Verify source types are appropriate

  9. Create Team Standards

    • Document which keynote types to use when
    • Establish naming conventions
    • Define acceptable keynote divisions
    • Include in BIM Execution Plan

  10. Combine with Other Tools

    • Use with schedule tools for documentation
    • Combine with family management tools
    • Integrate into quality control workflows
    • Part of broader BIM coordination process

Common Use Cases

Quality Control Before Submission

Purpose: Ensure keynote completeness before deliverable

Workflow:

  1. Run tool one week before submission
  2. Export main grid to document coverage
  3. Filter for "Keynote Key Not Found"
  4. Assign team members to fix issues
  5. Run again day before submission
  6. Verify all corrections made
  7. Include keynote report in deliverable

Benefits:

  • Catches issues with time to fix
  • Documents keynote usage
  • Demonstrates quality control
  • Professional deliverable

Onboarding New Team Members

Purpose: Help new users understand project keynoting approach

Workflow:

  1. Open tool with new team member
  2. Review "Found Keynote Path" together
  3. Explain keynote file structure
  4. Show most commonly used keynotes (sort by Count)
  5. Demonstrate detail panel for each keynote type
  6. Show how to select and isolate elements
  7. Have them practice filtering and exporting

Benefits:

  • Faster onboarding
  • Consistent keynote use
  • Reduced errors from new users
  • Better team coordination

Keynote File Maintenance

Purpose: Keep keynote file aligned with project usage

Workflow:

  1. Run tool quarterly or at milestones
  2. Export main grid to Excel
  3. Add column for "File Status" (Keep/Archive/Review)
  4. Mark unused keynotes for archiving
  5. Mark frequently used for verification
  6. Review keynote text for clarity
  7. Update keynote file based on analysis
  8. Communicate changes to team

Benefits:

  • Cleaner keynote file
  • More relevant keynote options
  • Better user experience
  • Reduced confusion

Multi-Project Standardization

Purpose: Align keynoting across multiple projects

Workflow:

Per Project:

  1. Run tool on each project
  2. Export main grid
  3. Save with project identifier

Analysis:

  1. Combine all exports in Excel
  2. Identify keynotes used across projects
  3. Note variations in keynote keys for same items
  4. Create master keynote list

Implementation:

  1. Update keynote files to use master list
  2. Run tool on each project again
  3. Correct any inconsistencies
  4. Document standard in templates

Benefits:

  • Consistency across projects
  • Easier staff transitions
  • Better historical comparison
  • Professional standards

Specification Coordination

Purpose: Align keynotes with specification sections

Workflow:

  1. Run tool and export main grid
  2. Open in Excel alongside specification outline
  3. Add column for "Spec Section"
  4. Match each keynote to spec section
  5. Identify keynotes without specs
  6. Identify specs without keynotes
  7. Coordinate with specifications writer
  8. Update both keynotes and specs

Benefits:

  • Better drawing-spec coordination
  • Complete documentation
  • Reduced RFIs
  • Professional deliverable package

Troubleshooting

"Keynote File Not Found" Message

Problem: Tool cannot read keynote file at specified path

Solutions:

  • Check if keynote file exists at shown path
  • Verify file permissions (read access required)
  • Update keynote file path in Revit:
    • Manage → Settings → Keynoting Settings
    • Browse to correct file location
    • Click OK and re-run tool
  • For network paths, verify network connection
  • For relative paths, verify working directory
  • Check if file extension is correct (.txt)

"Keynote Key Not Found" in Results

Problem: Elements have keynote keys not in keynote file

Solutions:

  • Most common: keynote file updated but elements not
  • Review keynote file for missing keys
  • Check if keys are formatted correctly (spacing, punctuation)
  • Verify keynote file structure (tabs vs spaces)
  • Click row to see which elements affected
  • Either add keys to file or reassign elements
  • May indicate elements from different project standard

Main Grid Shows No Results

Problem: Tool runs but main grid is empty

Solutions:

  • Verify at least one keynote type checkbox is checked
  • Check if project actually has any keynotes assigned
  • Try checking all five keynote type boxes
  • Clear any active column filters (click Reset Filters)
  • Verify elements exist in project
  • Check if keynote parameter exists on elements
  • For materials, verify material keynotes enabled in project

Detail Panel Doesn't Populate

Problem: Clicking row in main grid doesn't load details

Solutions:

  • Ensure row is actually selected (highlighted)
  • Try clicking different part of row
  • Check if detail panel filters are too restrictive
  • Click "Reset Filters" on detail panel
  • Close and reopen tool
  • Try selecting different keynote first

Count Seems Incorrect

Problem: Usage count doesn't match expectations

Solutions:

  • Check which keynote types are enabled
  • Count includes all checked types
  • Review detail panel to see actual instances
  • Filter detail panel to analyze specific sources
  • Remember: tags and element assignments counted separately
  • Multiple instances of same family counted individually
  • Hidden elements and worksets still counted

Cannot Select Elements in Detail Panel

Problem: Checkboxes don't work or are missing

Solutions:

  • Verify "Select" column is visible (may be scrolled off screen)
  • Try clicking directly in checkbox area
  • Use "Select All" or "Select None" buttons instead
  • Detail panel must have rows to select
  • Check if rows are filtered out
  • Grid may need to refresh (switch keynotes and back)

"Select and go to Revit" Does Nothing

Problem: Button click doesn't isolate elements

Solutions:

  • Verify at least one checkbox is selected
  • Check "Total selected" count is greater than 0
  • Ensure elements still exist in project (not deleted)
  • Some elements may be on unloaded worksets
  • View may not show selected elements
  • Try selecting in different view
  • Check if elements are in phased out phase

Export Fails or Empty

Problem: CSV or Excel export doesn't work

Solutions:

  • Close any existing export file with same name
  • Verify write permissions to selected folder
  • Try different export location (desktop)
  • Check if anti-virus is blocking
  • Ensure grid has data to export
  • If filters active, only visible rows export
  • Try other export format (CSV vs Excel)

Tool Runs Slowly

Problem: Takes long time to analyze project

Solutions:

  • Normal for very large projects (10,000+ elements)
  • Disable unnecessary keynote types to speed up
  • Close other Revit windows and tools
  • Free up system memory
  • Large keynote files take longer to read
  • Network keynote files slower than local
  • Wait for tool to complete—don't interrupt

Checkboxes Don't Filter Results

Problem: Checking/unchecking keynote types has no effect

Solutions:

  • Tool should auto-refresh when toggled
  • Try closing and reopening tool
  • Verify at least one type remains checked
  • May be display refresh issue
  • Try manually clicking "Reset Filters"
  • If persistent, report as bug

Detail Panel Shows Wrong Elements

Problem: Details don't match selected keynote

Solutions:

  • Verify correct row selected in main grid
  • Click row again to refresh detail panel
  • Check keynote key matches between panels
  • Look for duplicate keynote keys
  • May be data binding issue—close and reopen tool
  • Export detail panel to verify data

Tool Crashes on Startup

Problem: Tool won't open or crashes immediately

Solutions:

  • Check Revit error message for details
  • Verify Bonus Tools is properly installed
  • Check if project file is corrupted
  • Try running on different project
  • May be keynote file parsing error
  • Check keynote file format (proper tabs)
  • Review Revit journal file for error details
  • Update Bonus Tools to latest version

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

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