Understanding Core Publishing Objectives and Output Formats

Before initiating any publishing command, you must define the purpose of the output. This decision tree is the most crucial step, as it determines the tools you will use within Revit and the format of your final deliverable. The publishing objective aligns the technical process with the project’s communication and contractual needs. For instance, a model published for clash detection in Navisworks requires a different data structure than one published for an immersive virtual reality walkthrough. Clarifying this intent upfront prevents wasted effort and ensures the published model serves its functional purpose effectively.

Design Coordination and Construction Documentation: The most common objective is to generate traditional, yet intelligent, construction documents. This involves publishing a coordinated set of sheets (plan views, sections, elevations, details, and schedules) to PDF, DWF/DWFx, or physical plots. The focus here is on graphical clarity, annotation completeness, and sheet organization. Revit’s inherent strength lies in maintaining consistency between these published sheets and the live model, ensuring that any subsequent revisions are reflected in future publications.

Interdisciplinary Collaboration and Clash Detection: For projects involving multiple disciplines (architectural, structural, MEP), publishing often means exporting the model to a format readable by coordination software like Autodesk Navisworks, BIM 360 Glue, or Solibri. The primary formats for this are NWC (Navisworks Cache) and IFC (Industry Foundation Classes). This objective prioritizes the export of 3D geometry and object properties while minimizing purely view-specific graphics, allowing other teams to perform spatial coordination and system interference checks.

Client Presentations and Stakeholder Reviews: When the audience is less technically inclined, such as clients or planning authorities, publishing focuses on visual communication. Outputs may include high-quality rendered images, animated walkthroughs exported as video files, or interactive 3D models in formats like 3D PDF or lightweight web-viewable formats. The goal is to convey design intent and spatial experience clearly without overwhelming the viewer with technical data.

Facility Management and Asset Handover: Increasingly, contracts require the delivery of a rich dataset for the owner’s facility management (FM) system. Publishing for this purpose, often called COBie (Construction Operations Building Information Exchange) delivery, emphasizes the export of structured data about building assets—their types, locations, maintenance schedules, and warranty information—usually via IFC or direct export to FM software platforms.

Pre-Publishing Checklist: Preparing Your Revit Model

A successful publication is the result of meticulous preparation. Rushing to export a model without first ensuring its integrity is a common source of errors, rework, and professional embarrassment. Implementing a standardized pre-publishing checklist as part of your workflow is non-negotiable for quality assurance. This process verifies that the model is not only geometrically correct but also properly annotated, organized, and free of common errors that can corrupt or complicate the export.

Begin with a thorough audit of the model’s health. Use Revit’s built-in tools like Audit (when opening the file) and Review Warnings. Addressing warnings is critical; while some may seem trivial, they can indicate deeper issues that cause corruption or unexpected behavior during publishing. Purge unused families and views to reduce file size and eliminate clutter, but do so with caution—ensure you are not deleting content that may be linked or referenced in unexpected ways.

Next, verify the consistency and completeness of your project documentation. This involves a systematic review of all views that will be included in your publication set.

View Visibility and Graphics: Check each view for consistency. Ensure that elements are displaying correctly across similar view types (e.g., all Level 1 floor plans should have the same model categories turned on/off). Verify that filters, phases, and view templates are applied correctly and uniformly.
Sheet Organization and Layout: Confirm that all necessary sheets are created, numbered, and named according to the project standard. Check for blank sheets or views placed on incorrect sheets. Review the sheet index schedule for accuracy.
Annotation Completeness: Scrutinize dimensions, tags, keynotes, and text notes. Ensure all elements are tagged, dimensions are locked and associated correctly, and text is free of placeholder content like “XXX.” Verify that detail components and filled regions are used appropriately in detail views.
Schedule Accuracy: Cross-reference key schedules (e.g., door, room finish) with the model. Ensure counts are accurate, data fields are populated correctly, and formatting is consistent. Schedules are a powerful tool for quality control, often revealing modeling errors.
Print Setup Verification: Before any major export, do a test print or PDF of a few representative sheets. Check for line weights, shading, raster vs. vector processing, and overall readability. Adjust your settings in the Print dialog or modify view templates as needed.

Finally, manage links and coordinates. If your model contains linked files (architectural, structural, etc.), ensure they are loaded, up-to-date, and positioned correctly using shared coordinates. For publishing to collaborative formats, decide whether linked files will be exported as separate entities or consolidated into a single model, and plan your workflow accordingly.

Method 1: Publishing to PDF and DWF/DWFx for 2D Documentation

Producing 2D sheets remains the backbone of design documentation for permitting, bidding, and construction. PDF is the universal standard, while DWF/DWFx (Design Web Format) is an Autodesk format that retains more interactive intelligence, such as object properties and model structure. The process for both is similar, centered around Revit’s Print function.

To publish a full set of sheets, navigate to File > Print. In the Print dialog, select your preferred printer—for PDF, this will be a virtual PDF printer like Adobe PDF or Bluebeam PDF. The key settings are in the Print Range section. Select Selected views/sheets and click the Select… button. This opens a crucial dialog box where you can methodically choose the exact views and sheets to publish. It is highly recommended to organize your browser and use this selection dialog rather than printing blindly from the sheet set, as it gives you finer control.

Once you’ve selected your sheets, configure the output settings for quality and organization. Under Settings…, you will find options for paper placement, zoom, and appearance.

Paper Placement: Choose between Center or Margins. “Center” is typically best for individual sheets, while “Margins” can be useful for tiled output on large-format media.
Zoom: “Fit to page” is standard. For precise scaling, use “Zoom” and set a specific percentage, though this is rarely needed for standard sheet sizes.
Appearance: This is where quality is defined. Set Raster Quality to at least 300 DPI for professional output. For linework, Vector Processing is superior as it produces sharp, scalable lines and smaller file sizes, but it may not handle certain complex fills or raster images well. A hybrid setting is often available.
Options: Crucial options include Hide ref/work planes, Hide scope boxes, and Hide crop boundaries. Enabling these creates a cleaner output. Also, decide whether to View links in blue and Replace halftone with thin lines based on your office standard.

For batch publishing, consider using the Create PDF option in the Sheet List schedule or employing third-party add-ins like Bluebeam Revu’s plugin, which offer advanced features like automatic bookmarking, layered PDFs, and batch naming conventions. When publishing to DWF/DWFx, the process is identical, but you select a DWF printer driver. The DWFx format, being XPS-based, offers better compatibility with modern Windows systems and can be viewed natively in Windows without extra software.

Method 2: Exporting for 3D Coordination (NWC and IFC)

Publishing the model for 3D coordination is essential for modern multidisciplinary projects. The two dominant formats are Autodesk’s native NWC for Navisworks and the open, neutral IFC standard for broader interoperability.

Exporting to NWC (Navisworks): This is typically the simplest method. Use the Add-Ins tab and click External Tools > Navisworks. This launches the exporter. The critical settings are in the Export Scene As and Coordinates tabs. Choose to export the Entire Project or Active View. For coordination, “Entire Project” is standard. Under Coordinates, selecting Shared is vital if you are using shared coordinates to align with linked models; this ensures all disciplines publish from the same origin point. The NWC file will contain the 3D geometry, object properties, and viewpoint information, ready for clash detection and 4D/5D simulation in Navisworks.

Exporting to IFC: The IFC export process is more complex due to the format’s flexibility and the need for precise mapping between Revit categories and IFC entities. Navigate to File > Export > IFC. First, ensure you have the appropriate IFC setup. From the File Type dropdown, select the correct IFC schema (e.g., IFC2x3 Coordination View 2.0 is common for construction coordination, while IFC4 is newer). Click Modify Setup… to access detailed configuration options.

Within the IFC setup dialog, several tabs require attention:

General Tab: Set the Project Phase to export. Define the level of detail for geometry (Level of Detail). “Auto” is usually sufficient.
Additional Content Tab: Specify which linked files to include (Export linked files as separate IFCs or combine). Decide whether to export rooms and spaces as 2D boundaries or 3D volumes.
Property Sets Tab: This controls which Revit parameters are exported as IFC properties. You can load a pre-defined mapping file (*.pset) that aligns with your project’s data requirements or BIM execution plan.
Level of Detail Tab: Controls tessellation (smoothing) for curved geometry. Higher values create smoother curves but larger files.
Advanced Tab: Includes crucial settings like Export 2D plan view elements (usually unchecked for pure 3D coordination) and Export base quantities (useful for cost estimation). The IFC Entity Mapping button is where you define how Revit categories and family types map to specific IFC classes (e.g., “Basic Wall” to “IfcWallStandardCase”). Using a standardized mapping file is highly recommended for consistency.

After configuring, you can save your settings as a new setup for future use. Consistent IFC configuration across the project team is a cornerstone of successful openBIM collaboration.

Method 3: Publishing to BIM 360/Autodesk Construction Cloud

Autodesk’s cloud-based platform, now part of the Autodesk Construction Cloud (ACC) ecosystem, represents a paradigm shift from file-based publishing to cloud-based collaboration. Publishing here means making the model available online to permitted team members for viewing, commenting, and coordination in real-time.

The process starts by ensuring your project is set up in ACC/BIM 360 Document Management and that you have the necessary permissions. Within Revit, you publish models via the Collaborate tab. If you are starting a cloud workshared model, you would use Collaborate > Collaborate > In BIM 360. For publishing a consolidated version of a model (a common deliverable), you use Publish Settings.

To create a published set, go to the View tab, click Sheet Composition > Publish Settings. This dialog allows you to define what is included in your published package—similar to the print selection dialog. You can create named sets (e.g., “Architectural Issue for Coordination”) containing specific sheets, views, and models (including linked models). Once a set is defined, you initiate the publish by going to the Collaborate tab and selecting Publish Latest or by using the BIM 360/ACC panel in the Revit interface.

The publish operation uploads and processes the selected data on Autodesk’s servers. Once complete, the published model is visible in the ACC/BIM 360 web interface and the Document Management module. Team members can review it in the browser using the Model Viewer, create markups, conduct clashes (if enabled), and track issues without needing a full license of Revit. This method ensures everyone is working from the single, latest published version, eliminating version confusion inherent in emailing file-based exports.

Advanced Techniques and Model Management for Publishing

Beyond the basic steps, several advanced techniques can significantly enhance the efficiency, quality, and security of your published outputs. These strategies involve automation, data management, and leveraging Revit’s more sophisticated features.

Automation with Dynamo or the Revit API: Repetitive publishing tasks are prime candidates for automation. Using Dynamo, you can create scripts that automatically collect all sheets matching certain criteria, configure print settings, and batch export to PDF or IFC. For example, a script could find all sheets with “A-” in the number, apply a specific view template for printing, and export them to a folder named after the current date. This not only saves hours of manual labor but also eliminates human error in the selection process. More advanced automation via the Revit API can integrate publishing into a broader project delivery workflow.

Data Management and Parameter Export: When publishing for data-rich purposes like COBie or facility management, careful management of shared parameters is essential. Create a dedicated project parameter set for FM data (Manufacturer, Model Number, Warranty Start Date, etc.) and ensure these are populated consistently in families and instances. Use schedules to audit this data before publishing. For IFC exports, custom property set (Pset) mapping files can be developed to ensure this data is exported to the correct IFC properties, making it usable in downstream FM software.

Managing Large Models and Links: Publishing massive models can fail due to memory or time constraints. Strategies include publishing in phases—by building wing, discipline, or floor level. Use worksets to control visibility and isolate portions of the model for publishing. When dealing with linked models, decide whether to bind links (converts them to native elements, increasing file size) or publish them as separate, referenced files. The latter is generally preferred for coordination to maintain clear discipline separation.

Security and Intellectual Property: Published models, especially in open formats like IFC or 3D PDF, can carry intellectual property risks. Consider strategies to protect your data. For visual presentations, you can export only 3D views with specific graphic styles that hide sensitive construction details. Some firms use “dumbed-down” models for sharing, where complex families are replaced with generic geometric representations. For IFC, you can configure the export to exclude certain proprietary parameters or family types. Always be clear in contractual agreements about the Level of Information Need (LOIN) and the permitted uses of published models.

Pro Tips for Flawless Model Publication

Master View Templates for Publishing: Create dedicated view templates named “Z-PDF Export” or “Publish-3D” that lock in all visibility/graphics settings specifically for output. Apply these templates to all views before publishing to ensure absolute graphical consistency and to prevent last-minute, view-by-view adjustments that can introduce errors.
Leverage the “Combine Identical Files” PDF Setting: When printing multiple sheets to PDF, enabling the “Combine multiple selected views/sheets into a single file” option is standard. However, also explore your PDF printer’s advanced settings for “Combine identical files.” This can drastically reduce PDF file size by merging duplicate elements (like title blocks) that appear on every sheet.
Validate IFC Exports with a Viewer: Never assume an IFC export is correct. Always open the exported IFC file in a free viewer like Solibri Model Viewer or BIMvision to check for missing geometry, incorrect object classifications, or corrupted data. This quality control step is essential for reliable data exchange.
Use the “Export Room Geometry” Option Strategically: In IFC and some 3D exports, exporting rooms as 3D volumes (space boundaries) is crucial for energy analysis and certain FM applications. However, for pure geometric coordination, it can create unnecessary clutter. Understand your recipient’s needs and configure this setting accordingly.
Schedule-Based Quality Control: Use a “Sheets” schedule to manage your publishing set. You can add parameters like “Issue Date” or “Publish Status” and use them to filter and sort which sheets are ready for the next publication run. This turns a schedule into a powerful publishing dashboard.
Predefine Raster vs. Vector Regions: For complex shaded or rendered views within a PDF sheet, you can control graphics by using the “Raster” option in the view’s “Display Model” setting. This forces that specific view to export as a raster image within the otherwise vector PDF, balancing quality and file size effectively.
Archive Your Published Settings: Save your Print Setup, IFC Setup, and Publish Set configurations as named settings files (.xml, .pset, etc.) and store them on your network. This creates a library of firm-standard publishing profiles, ensuring consistency across projects and team members.
Communicate the Publishing Log: After a major publish, especially to BIM 360, generate a simple log file or email that lists what was published, the version, the date/time, and any specific notes (e.g., “Excluded linked structural model v5.2”). This simple audit trail prevents confusion downstream.

Frequently Asked Questions (FAQ)

Q: Why is my published PDF file size so large, and how can I reduce it?
A: Large PDF sizes are often caused by high-resolution raster images, complex filled regions, too many fonts, or not using the “Combine identical files” feature. To reduce size, lower the DPI setting for raster prints (150 DPI is often sufficient for review), simplify or remove unnecessary raster images in views, ensure you are using vector processing where possible, and use your PDF printer’s “optimize” or “reduce file size” option post-export.

Q: My IFC file is missing elements that are visible in Revit. What happened?
A: This is usually due to incorrect IFC mapping or view-specific settings. First, check that the elements are visible in the 3D view you used for export (ensure all worksets and filters are on). Second, verify the IFC mapping file; the element’s Revit category may be mapped to an IFC class that your viewer filters out. Test by exporting with the “Architecture, Engineering, and Construction” IFC2x3 preset, which has broad mapping, as a baseline.

Q: Can I publish only specific parts of a model, like a single floor or a specific system?
A> Yes. For 2D sheets, simply select only the sheets/views for that area in the print dialog. For 3D exports, you have several options: 1) Create a 3D view with a section box or filter isolating the desired area and export that view. 2) Use worksets to turn off unwanted elements and export the active view. 3) For IFC, use the “IFC Export Classes” parameter in schedules to assign a custom value (like “Export-PartA”) to elements and use a filter in the IFC exporter based on that parameter.

Q: What is the difference between “Publish” in BIM 360 and just uploading the RVT file?
A> Uploading an RVT file places the source file in cloud storage. “Publishing” processes that file (and linked files, based on your set) into the optimized, web-viewable format used by the ACC/BIM 360 Model Viewer and Coordination modules. Only published models can be used for online clash detection, issues creation, and markup in the web interface. You must publish for the model to be functionally active in the platform.

Q: How do I handle publishing when my model contains multiple design options?
A> Publishing design options requires careful view management. Create separate views for each primary option and duplicate sheets for each option set. In the view, set the “Visibility/Graphics Overrides” to show the desired option. When publishing, you will select the specific sheets for the option you wish to publish. For 3D exports, ensure the 3D view is set to the correct option before exporting. Clearly label all sheets and files with the option name to avoid confusion.

Q: Is it possible to automate publishing on a schedule, like every night?
A> Yes, but not with native Revit alone. This requires a combination of the Revit API and a scheduling tool like Windows Task Scheduler or a dedicated DevOps pipeline. You would write a script (in C# using the API) that opens the project, executes the publish command (to PDF, IFC, or ACC), and then closes Revit. This script can then be triggered automatically. Many third-party BIM management platforms also offer this functionality.

Conclusion

Publishing a Revit model is a multifaceted discipline that sits at the intersection of technical proficiency, project management, and clear communication. It is the definitive act of delivering the value of your BIM process. A successful publication is not merely an exported file but a carefully curated package of information, tailored to its audience and purpose. By following a structured approach—defining clear objectives, rigorously preparing the model, selecting the appropriate method, and applying advanced management techniques—you can transform this often-overlooked task into a reliable, efficient, and high-quality procedure.

Whether your output is a set of construction documents, a coordinated federated model, or a cloud-based collaboration hub, mastery of the publishing workflow ensures that your design intent is accurately conveyed, supports seamless collaboration across the project team, and delivers a robust information asset for the entire building lifecycle. Integrating the pro tips and robust checklist practices outlined here will elevate your firm’s deliverables, reduce risk, and solidify your reputation for professional, dependable BIM delivery.

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