Comparing Common Cloud-Based SOLIDWORKS File Management Systems | Why You Need CAD-Aware Data Management

Distributed workforces, whether completely remote or spread across multiple offices, require a fast and efficient way to collaborate on engineering projects. The easiest way to enable data accessibility and collaboration is to use a cloud-based system to save, revise, and approve SOLIDWORKS files.

SOLIDWORKS file management systems typically fall into CAD-aware and non-CAD-aware categories, and choosing the wrong option could lead to issues with your company’s intellectual property. The most critical piece of data you produce is the SOLIDWORKS projects that drive your business forward, so it is important to keep that protected.

Why You Need CAD-Aware Data Management

SOLIDWORKS data is complex with many interconnected references and temporary files that control what is being shown, how it interacts, and protect against unwanted changes. Using a system that lacks an understanding of the complex requirements exposes your team to losing weeks or months of work and jeopardizing production.

Missing references from a SOLIDWORKS assembly

Without CAD-aware data management, you run the risk of:

• Overwritten work
• Duplicate copies of files
• Corrupted parts, assemblies, or drawings
• Lack of trust in the released data
• Manufacturing and purchasing mistakes

The benefits of CAD-aware data management extend further than just protecting from corruption. By implementing a truly integrated system, you gain access to revision control, lifecycle management, and scalability to the entire organization.

Non-CAD-Aware File Management

Not using a CAD-aware data management system is not recommended, especially when dealing with cloud data. While they may appear advantageous up front due to lower costs or configuration needs, they often lack key requirements for SOLIDWORKS data to behave properly.

OneDrive

OneDrive is automatically installed on almost all Windows-based systems and provides an easy way to store, sync, and share files across devices. Many teams lean into OneDrive as their cloud-based SOLIDWORKS repository since they typically have free storage with their Microsoft subscriptions.

OneDrive is a great tool for managing regular documents, like Word or Excel, but lacks the understanding of the complex file references that exist for SOLIDWORKS parts, assemblies, and drawings. The same mechanism that enables live collaboration on a document can spell disaster for even the most basic SOLIDWORKS projects.

Limitations of Using OneDrive for SOLIDWORKS

1. Broken File References: SOLIDWORKS assemblies depend heavily on stable file paths and referenced part files. OneDrive’s sync model can break these relationships.
2. No File Ownership: OneDrive is a sync tool, not a CAD-aware data manager. This means multiple users can unknowingly edit the same part at the same time, overwriting each other’s changes or creating conflicting copies.
3. Cloud vs Local File Issues: OneDrive allows files to exist only in the cloud. SOLIDWORKS requires referenced files to be fully local and can cause missing components or references to break.
4. Lack of Proper File Revisions: OneDrive provides basic revisioning that works well for documents. However, it lacks mechanisms for parent/child relationships, proper approvals, or customizable revision schemes.

Dropbox

Dropbox is a third-party cloud storage system that integrates with Windows through a downloaded program. Much like OneDrive, it allows teams to store, sync, and share files across devices. Many teams use this as a SOLIDWORKS data management solution due to its robust web interface and metadata tagging system.

Reviewing an electro-mechanical BOM in SOLIDWORKS PDM

Dropbox does a great job for traditional documents, including photos or videos, but cannot understand complex file references that SOLIDWORKS requires. Additionally, Dropbox begins to struggle as repositories grow, as you have to selectively sync directories instead of on-demand downloads with OneDrive.

Limitations of Using Google Drive for SOLIDWORKS

1. Broken File References: SOLIDWORKS assemblies depend heavily on stable file paths and referenced part files. Dropbox treats each file independently and has no understanding of SOLIDWORKS file relationships.
2. No File Ownership: Dropbox is a file‑sync system, not a product data management tool. It does not integrate with SOLIDWORKS’ file‑locking mechanism, so conflicting file versions can be created.
3. Temporary Files Are Not Synced: SOLIDWORKS relies on hidden temporary and lock files to track save states and open status. Dropbox does not consistently sync these temporary files, so SOLIDWORKS cannot reliably protect against concurrent edits across machines.
4. Sync Delays and Performance Issues: With large assemblies, Dropbox may slow or delay uploads until the file is completely closed. This creates uncertainty about whether others are working on current or stale data and increases the likelihood of conflicts.

Google Drive

Many teams already use Google suite for email and document creation, storing those files and images in Google Drive. While Google Drive is traditionally a web-based product, it also has Windows integration, allowing users to sync files to their local device and work on files anywhere.

Google Drive is often thought of as the leading provider in cloud-based file management and can handle the business needs of traditional organizations, but it lacks the needs of an engineer using SOLIDWORKS. Through testing, Google Drive is the least robust when it comes to the complexities of handling SOLIDWORKS data.

Limitations of Using Dropbox for SOLIDWORKS

1. Broken File References: SOLIDWORKS assemblies depend heavily on stable file paths and referenced part files. Google Drive treats each file independently and has no understanding of SOLIDWORKS file relationships.
2. No File Ownership: Google Drive is a file‑sync system, not a product data management tool. It does not integrate with SOLIDWORKS’ file‑locking mechanism and relies on a “last save wins” methodology.
3. Sync Issues and Overwrites: If Google Drive identifies a file conflict, it may upload changes out of order, replace a newer version with an older cloud copy, or create duplicates. SOLIDWORKS assemblies will not automatically relink to a copy, leaving designs broken without an obvious warning.
4. Suboptimal Cloud Performance: Google Drive is known to sync aggressively and unpredictably, causing changes to be synced to the cloud without notice. Your SOLIDWORKS projects may break without you doing anything specifically wrong.

CAD-Aware File Management

Using a CAD-aware file management system means you get the best of both worlds: secure data management and cloud-based data accessibility. These systems understand the complexities of SOLIDWORKS files, track ownership, control revisions, and even connect to external systems.

SOLIDWORKS PDM

SOLIDWORKS PDM manages and synchronizes your design data across your entire enterprise with a single, easily deployable solution tightly integrated with all SOLIDWORKS applications. This enables everyone involved in your projects to share information and collaborate on designs, while automatically protecting your intellectual property with the automated version and revision control systems.

SOLIDWORKS PDM Professional integrated with SOLIDWORKS

Traditionally, SOLIDWORKS PDM is a server-based solution, but it can be hosted on cloud servers to extend collaboration to those who are off-site. SOLIDWORKS PDM brings secure file management, automation, and security to your organization’s CAD data without the risk of broken file references or corruption.

Benefits of SOLIDWORKS PDM for SOLIDWORKS

1. Reference Management: Maintain all file references between SOLIDWORKS parts, assemblies, drawings, and other types of design data automatically. With SOLIDWORKS PDM, you ensure that everything stays connected and reduces the risk of errors.
2. Extended Access: Control permissions to give data visibility to anyone in the organization who needs it, including engineering, manufacturing, servicing, and purchasing. You can tailor access to specific groups to ensure viewers and editors can complete their tasks.
3. File Versioning: SOLIDWORKS PDM tracks the history of files with both a version and a revision for every file throughout its lifecycle. Revision schemes are customizable to match your organization’s desired scheme and approval process.
4. External Connection: SOLIDWORKS PDM can be connected to external systems, including ERP and MRP, to have accurate data flowing upstream and downstream. These connections help automate manual processes and improve the effectiveness of your business systems.

The 3DEXPERIENCE Platform

The 3DEXPERIENCE platform is a business-wide tool that provides access to Dassault Systèmes’ huge range of engineering software solutions to enable complete product development through various applications. 3DEXPERIENCE is typically introduced through SOLIDWORKS Cloud Services, a complimentary cloud-based data management solution.

3DEXPERIENCE data management in SOLIDWORKS

Using 3DEXPERIENCE for data management enables your team to share and markup, store and revise, and manage and control SOLIDWORKS files. 3DEXPERIENCE requires minimal configuration before you can start collaborating internally or externally with a secure, CAD-aware system.

Benefits of 3DEXPERIENCE for SOLIDWORKS

1. Reduced Administrative Effort: Avoid the hefty overhead of having to manage server infrastructure or complex licensing requirements. 3DEXPERIENCE reduces the drain on IT professionals with a simplified, turnkey solution.
2. Enhanced Reference Tracking: Maintain complex file references that extend beyond CAD relationships. 3DEXPERIENCE enables teams to attach supporting documents to CAD, tasks, issues, or other lifecycle objects to track them along with SOLIDWORKS files.
3. Improved Scalability: Start with Cloud Services and grow into an enterprise-level ecosystem. 3DEXPERIENCE grows with your organization, allowing for new lifecycle, manufacturing, or simulation functionality to be added as you need.
4. Revision and Version Control: Maintain a robust history over the product lifecycle by tracking in-progress and approved changes. 3DEXPERIENCE allows for customized approval processes that support basic ad-hoc approvals or more complex, organization-wide requirements.

What Is the Best Cloud Data Management for You?

The only right answer is to implement a CAD-aware system to protect your company’s IP from risk. The decision between SOLIDWORKS PDM and 3DEXPERIENCE depends on industry requirements, current needs, and future growth plans.

While one solution may be the best now, it may leave performance on the table as your needs change.

To schedule a free comparison presentation, click here.