When creating a BIM project, it's of utmost importance to have a good folder system, it's recommended to have at least three folders, Model / Export / Linked models. Naming convention is not set in stone. All files linked into the model should be placed directly in the folder Linked models.
Name the folder with the date and which formats have been downloaded, such as rvt / dwg / ifc / pdf. It's also possible to use which stage the files are from. The files downloaded should have identical names as the files in "Linked models", which are the files that are linked into the project.
When new files are downloaded, copy them from the back-ups folder to the Linked models folder. Replace the files, do not create copies. The files in Revit will automatically update next time the project is opened, or manually reload. It's not necessary to choose "reload from ..."
Copy the id from the exported file where it was saved. In Properties read which floor plan it's connected to.
Open a view and check what has happened.
In the dialogue box, it lists all the changes that have been done in the linked model.
In the action drop-down, it's possible to postpone, reject, accept difference or move with the linked object.
Once the "set-up" changes have been dealt with, it's possible to check all the connected objects. Follow the workflow set in Audit Trail.