RENAMING PDF & EXPORTED FILES - SET UP PROCEDURE
Revit uses its own method for naming PDF & exported files, which invariably never suits what we require.
If you are printing or exporting multiple single sheets you end up having to rename them all.
This describes how to set up a method that renames files after they are printed or exported, based on a Revit schedule.
1. Create the Revit Schedule
The easiest way is to copy it from another Revit project, or the Project Template.
Open your project.
Either start a new project using the default Project Template, or open a project containing a schedule.
In the Project Browser go to Schedules/Quantities, highlight the schedule called !RenameSheetList.
Right mouse click and pick Copy to Clipboard.
Go to your project. Paste (Modify>Paste).
The schedule is now in your project. If you have no sheets with title blocks set up it will be blank and show nothing.
You can also create your own schedule (View>Schedules>Sheet List). But you must follow the same structure as !RenameSheetList, and it must be named !RenameSheetList.
2. Edit the Revit Schedule
The schedule must be structured to create a DOS command for each sheet, which has the form:
MOVE :revit created file name: :the file name you want:
In the schedule the :revit created file name: bit is between START and MIDDLE, the : the file name you want: bit is between MIDDLE and END.
The only part of the :revit created file name: bit you need to change is plot prefix.
This is the file name in the Revit print dialog Name: box (under Create separate files. View/Sheet names will be appended to the specified name). By default Revit puts the project file name in, so edit the plot prefix parameter so that it matches the name being used for local revit project files (without the .rvt extension). If you are allowing usernames to be appended to local files just use the project filename without the username. The username can be deleted at plot time.
Do this by opening the Sheet List Properties dialog via Fields Edit... button, from the Scheduled fields (in order): list select plot prefix, then hit Edit button. Edit the Formula: box. Make sure the name is surrounded by quotes.
You may want to change the :the file name you want: bit to suit your project requirements.
The schedule is a mixture of Field parameters (which are existing parameters and can change) and Calculated Value parameters (which are created in the schedule and are fixed).
You don't necessarily need to filter or sort the schedule. If a sheet file isn't printed (and therefore doesn't exist) it will just skip to the next one. However you might want to sort by Sheet Number so it is easier to check its output if an error occurs.
It is best to make the schedule as generic as possible, with things that might change (like drawing prefix) contained in field parameters.
If set up intelligently this schedule should never need to be edited again.
3. Decide where you will put your PDFs when Printed
By default PDF printers (e.g. Adobe) will ask you for a file name for every sheet you print. When printing multiple files this is an onerous and unnecessary task.
You can change the printer's properties to point to different folders every time you print from Revit (see Printing Procedure), but this is also extra work, prone to error, and to losing files.
A better way is to have a dedicated folder for dumping prints. Once files are renamed and grouped they can be moved to other folders.
It doesn't matter if the folder is on your local hard disk (e.g. C:\!PLOTS), or within a project's folders (e.g. ...\P-Presentation & Issued\!PLOTS).
If you work on multiple projects your local disk is best, if you always work on a particular project you can put it within its folders.
With a dedicated folder a PDF printer can be set up to always print to that folder. In fact a PDF printer dedicated to Revit printing can be created.
4. Set up a dedicated Revit Printer
If you have an Adobe printer installed, and you don't use it for anything else, you can change the settings for this printer and use it for Revit.
There are two methods to create a second Revit dedicated printer.
a) Install a Second copy of an existing printer
Open Devices & Printers explorer from Windows Start (bottom left of screen).
Right click on the printer icon you want to duplicate and select Printer properties.
Select the Ports tab. What you want to see is the port name that is checked. This will be something like "Adobe PDF Port ".
Note down the port name and Cancel.
Start the Add Printer wizard.
Select the local option.
On the port drop down, find the port you saw on step 3.
On the driver page, select the appropriate driver for your device.
It will ask you if you want to replace or use the installed driver. I'd use the installed one, but this shouldn't make a big difference either way.
Rename the printer so it is different from the original one.
Back in Devices & Printers explorer right click on the new printer.
Select Printing Preferences.
Change the PDF output folder, make sure View PDF results is unticked, and Ask to replace existing files is unticked. Click OK.
If your printer is Adobe, select Printer Properties. Under Advanced tab make sure Print directly to printer is enabled.
Test by printing from Revit.
b) Install a different PDF printer
There are some free PDF printers available, cutePDF and PDFcreator are 2 common ones.
You have to be careful when you install them to avoid unwanted extra "enhancements".
ALWAYS UNTICK INSTALLATION OF BROWSER ADD ONS
e.g. Yahoo, Google menu bars.
CutePDF
If you install cutePDF you will need to use it for other than Revit printing as you can not set it to print to particular folder. In this case use Adobe for Revit printing.
PDFcreator
PDFcreator allows you to set it to print to particular folder, so can be used as a dedicated Revit printer.
When installing make sure PDFcreator Browser Add On is NOT installed.
Once installed run PDFcreator (you'll find it in All Programs under Windows Start).
Go to File>Options, then Auto-save in left list.
Tick Use Autosave.
In Filename box type <REDMON_DOCNAME_FILE>
Tick Use this directory for auto-save.
Browse to the folder you want to use.
Make sure After auto-saving open the document with the default program is unticked.
Hit Save button.
Test by printing from Revit.