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Exchange with External Systems

Why External Systems Matter​

Not every project partner uses ConVoid. Architects might work in BIMcollab, structural engineers in BIM Track, contractors might just want a spreadsheet, clients might only handle a printed plan. The External Systems workflow lets you share openings with these partners through open-BIM standards (BCF, IFC) plus Excel and PDF, and merge their feedback back into your model.

This page is the mechanics reference: what each format carries and how to export and import it. For the workflow pattern (how to choose a combo and run the round-trip with a partner), see Make and Review Approvals (External Systems).

Prerequisites

Before you export or import, complete one of:

The Exchange Pattern​

Every exchange with an external partner has two halves:

  • Geometry so the partner can see and locate each opening. It travels in IFC (3D) or PDF (2D plans).
  • Decisions so the partner can return their status, comments and (for BCF) snapshots. They travel in BCF or Excel.

You always send one geometry file plus one decision file together. Geometry is one-way (you send it). The decision file is round-trip: you send it out, the partner fills it in, you import it back.

ExportImport
Exchange diagram with central ConVoid nodeHub-and-spoke diagram. ConVoid for Revit at the top, External Systems at the bottom left, ConVoid Manager at the bottom right, ConVoid as the central node. Export in green, Import in purple.ConVoid for RevitExternal SystemsConVoid ManagerRVTIFCBCFCCXLSCSV2D PDFRVTIFCBCFCCXLSIFCBCFXLS2D PDFXLSIFCBCFCCBCFFRAGHTMLXLSCSVCCBCFFRAGIFC

What Each Format Carries​

FormatGeometryApprovalsCommentsSnapshotsDirection
IFC✅❌❌❌Export only
PDF (2D Plans)✅❌❌❌Export only
BCF❌✅✅✅Round-trip
Excel (XLSX)❌✅✅❌Round-trip
Which combo should I send?
  • Partner uses a BCF platform (BIMcollab, BIM Track, Solibri, Stabicad): IFC + BCF.
  • Partner has a BCF tool but no IFC viewer: PDF + BCF.
  • Partner reviews in spreadsheets, wants 3D context: IFC + Excel.
  • Partner does not use BIM at all: PDF + Excel.

For a deeper guide on choosing combos and running the round-trip, see Make and Review Approvals (External Systems).

Coordinate Settings for IFC and BCF​

When you send IFC and BCF together, both files must use the same coordinate base. Otherwise the BCF viewpoints will navigate the partner's tool to wrong locations in the IFC, which is one of the most frequent support topics.

  1. Click the arrow below the Exchange button.
  2. Click Settings.
  3. Select the Coordinate Base, optionally include the IFCSITE elevation, and click OK.
Recommended setup

Export both IFC and BCF using Shared Coordinates with the IFCSITE elevation included, and keep these settings stable for the whole project.

Send: Geometry​

IFC​

IFC carries the geometry of your openings (or Provisions for Voids) to disciplines that do not work in Revit. IFC alone has no concept of approvals or comments. Combine it with BCF or Excel for the round-trip.

  1. In a 3D view, isolate the openings to send (filter the schedule, select the rows, then Isolate Element).
  2. Verify the Coordinate Settings match the ones you use for BCF.
  3. Run Revit's IFC export based on the active 3D view.

For the full procedure including the Pset_ProvisionForVoid template (mandatory so dimensions export correctly) and the Chat Log parameter (so comments travel inside the IFC), see Exchange (ConVoid for Revit): IFC.

Send IFC and BCF together

External tools display BCF viewpoints correctly only when the matching IFC is loaded in the same coordinate base. Always send IFC and BCF as a pair, and update both whenever the model changes.

PDF (2D Plans)​

PDF is for plan issue. Use Revit's native Print / Export to PDF with your usual plan sheets to send openings to partners who only review on paper or in a PDF viewer.

PDF is export only. Partners cannot send approvals back through this format. Combine it with BCF or Excel if you also need feedback.

Tag and dimension your openings before printing

Use Smart Tag and Automatic Dimensions before exporting to PDF, so the partner sees opening type, size, level and elevations directly on the plan. The Void-ID on the tag is what links the plan to the BCF or Excel rows.

Send: Decisions​

BCF Export​

BCF is the open-BIM standard for issue exchange. ConVoid creates one BCF issue per opening automatically, complete with snapshot, viewpoint and a unique title.

Before your first export, the partner's BCF platform must be set up with the discipline labels that ConVoid expects. See BCF Labels Reference for the language-specific label list and platform-specific field names (Labels in BIMcollab, Discipline in BIM Track).

To export:

  1. Select the openings in the ConVoid Manager schedule that you want to export.
  2. Click Exchange → BCF Export.
  3. Save the .bcf or .bcfzip file and send it to your partner along with the matching IFC or PDF.
Add dynamic titles before exporting

Set dynamic titles on each opening (Level, Shape, Dimensions, Fire Rating). The partner's BCF platform shows these as the issue title, which makes issues much easier to identify in BIMcollab, BIM Track, Solibri or Stabicad.

Excel Export​

Excel is the right choice when your partner does not use BIM tools but still needs to review or comment on openings. The export contains every parameter, the per-discipline approval columns, comment columns and the per-opening change log.

  1. Set up the Void Manager table: show the columns the partner needs via Fields, then filter and sort.
  2. Click Exchange → Excel Export.
  3. Send the .xlsx to your partner along with the matching IFC or PDF.

For the full procedure including the Excel template structure your partner has to keep intact, see Exchange (ConVoid for Revit): Excel. For the partner-facing rules (which abbreviation to type in which column, where to put comments), see Excel Approval Reference.

Tell your partner not to edit the Void-ID column

ConVoid uses the Void-ID column to match returned rows back to your openings. If the partner edits a Void-ID value, the import silently skips that row.

Receive: Imports from External Partners​

When your partner returns a reviewed BCF or Excel, import it to merge approvals, comments and (for BCF) snapshots into your openings.

The One Rule for Every Import​

Never import your own discipline

Every BCF Import or Excel Import opens a discipline picker. Tick only the discipline that did the review. Never your own. Importing your own discipline overwrites the approvals you already made and cannot be undone.

Import BCF​

BCF round-trip works only if all three of these are true:

  • The BCF was created in ConVoid. BCFs created in external tools have no link to your openings and cannot be merged back. ConVoid BCFs can, however, be edited in other systems.
  • The external system supports editable BCF labels. Without editable labels, the partner cannot mark issues as approved or rejected in a way ConVoid can read back. See BCF Labels Reference.
  • One person owns the BCF round-trip. In projects where not everyone uses ConVoid, designate a BCF coordinator who triggers exports and imports. Without one owner, files diverge quickly.

To import:

  1. Click the arrow below the Exchange button.
  2. Click BCF Import and select one or more BCF files. The Import dialog opens.
  3. The dialog lists every discipline that provided approvals in the file.
  4. Tick only the discipline of the partner who sent you the file.
  5. Click Import. ConVoid merges Approval Status, Comments and Snapshots of the matching openings.

Import Excel​

  1. Click Exchange → Excel Import and select the .xlsx your partner returned. The Import dialog opens.
  2. The dialog asks which discipline you want to merge.
  3. Tick only the partner's discipline.
  4. Click Import. ConVoid merges Approval Status and Comments into the matching rows.