Working with Keynotes¶

Use Keynote Manager to browse, search and maintain the keynote information in the currently loaded keynote file.

Browse the Keynote Hierarchy¶

Keynote Manager displays the file as a hierarchy of categories and keynotes.

Expand a category to view its keynote entries. Expanding a top-level category collapses the other top-level categories to keep the tree manageable.

Selecting a keynote allows you to edit or remove it. Selecting a category allows you to add entries and use category-level tools such as Clean Selected Category and Renumber.

Long descriptions can be viewed from the item tooltip when the visible text is truncated.

Search for a Keynote¶

Use Search key or description... to find keynote entries without browsing the complete hierarchy.

Search matches both:

• keynote codes
• keynote descriptions

As you type, Flow displays matching results and selects the first result.

Press Esc to clear the search and current selection.

Review Keynote Usage¶

A green indicator identifies a keynote code that is currently used by one or more placed Revit keynote tags.

The number beside the keynote is the number of placed keynote tags using that code.

Usage is based on placed keynote tags only. It does not count elements or types that merely have a keynote parameter assigned.

Usage information is refreshed when Flow loads or refreshes keynote information and after a successful Sync.

Add a Keynote¶

To add a keynote:

1. Select the category that should contain it.
2. Click Add.
3. Choose Add Keynote.
4. Review the suggested keynote code.
5. Enter a description, or use Library to choose an approved description.
6. Click Add.
7. Save the keynote file when you are ready to write the change to disk.

Flow looks for the first available numbered code in the selected category.

For example:

45-01
45-02
45-04

suggests:

45-03

You can change the suggested code before adding the keynote.

The code and description cannot be blank, and the keynote code must be unique within the loaded file.

Use the Keynote Library¶

The Library provides approved keynote descriptions that can be inserted while adding or editing a keynote.

When the Library opens, Flow uses the current keynote prefix to select the corresponding category where possible.

You can:

• search approved descriptions
• filter by category
• select an option and choose Use Selected
• double-click an option to use it

The selected Library entry fills the Description field. It does not replace the project keynote code.

This allows the project file to keep its own numbering while reusing approved wording.

Add a Category¶

To create a category:

1. Click Add.
2. Choose Add Category.
3. Enter the category key.
4. Enter the category description.
5. Click Add.
6. Save the keynote file.

Both fields are required.

The category key must not duplicate an existing key in the loaded keynote file.

Edit a Keynote¶

Double-click a keynote, or select it and click Edit.

You can change:

• the keynote code
• the keynote description

You can also use Library to replace the description with approved wording.

Changes remain unsaved until you use Save.

Move a Keynote to Another Category¶

Changing the category prefix of a keynote can move it to another existing category.

When Flow recognises the entered prefix as another category, the Edit window displays the proposed destination category and suggested keynote code.

Flow allocates an available code in the destination category rather than blindly retaining a conflicting number.

Remove a Keynote¶

Select the required keynote and click Remove.

Flow asks for confirmation before removing the entry.

Removing a keynote does not automatically renumber the remaining entries.

Remove Multiple Keynotes¶

You can select multiple keynote entries within the same category.

1. Hold Ctrl.
2. Select the required keynotes.
3. Click Remove.
4. Confirm the removal.

If you Ctrl-select an item from another category, Flow resets the selection rather than creating a multi-category selection.

Clean a Category¶

Clean Selected Category removes keynote entries with blank descriptions.

To clean a category:

1. Select the category.
2. Open File → Maintenance.
3. Choose Clean Selected Category....
4. Review the number of blank entries found.
5. Confirm the operation.
6. Save the keynote file.

Cleaning deliberately leaves the remaining numbering unchanged.

For example:

45-01    Window
45-02
45-03    Exterior door

becomes:

45-01    Window
45-03    Exterior door

Use Renumber separately if you also want consecutive numbering.

Renumber a Category¶

Use Renumber to reorganise the keynote codes in the selected category into consecutive numbering.

For example:

45-01
45-03
45-07

can become:

45-01
45-02
45-03

To renumber:

1. Select the category.
2. Click Renumber.
3. If blank keynote entries exist, choose Clean & Renumber or Renumber Only.
4. Review the proposed changes in the Renumber Preview.
5. Confirm the changes.
6. Save the keynote file.
7. Use Sync if existing Revit references need to follow the changed codes.

Flow records the old-to-new code changes created by the renumber operation so they can be reviewed by Sync.

Save Your Changes¶

Changes made in Keynote Manager are not automatically written to disk.

Use Save to write them to the currently loaded keynote .txt file.

Use Save As... when the current keynote information should be written to another file.

If an operation would discard unsaved work, Keynote Manager prompts you before continuing.

Refresh After External Changes¶

Use Refresh when the keynote file has changed outside Keynote Manager or when Revit needs to reload the current keynote table.

Refresh is unavailable while Keynote Manager contains unsaved changes.

See Project Keynote Files for the difference between Save, Refresh and Sync.

Related Help¶

• Keynote Manager
• Project Keynote Files
• Troubleshooting