File Management & Workflow

File Management & Workflow

File Management & Workflow

What file formats does CAD ROOMS support?

CAD ROOMS offers Multi-CAD Compatibility.
  • Teams can use and share over 35+ CAD formats without compatibility issues.
  • The Unlimited CAD Viewers feature can visualize and Diff 90% of the most common CAD formats.

What is the Contribute step?

Contributing a file moves it from staging into the project's version history. You add a title and optional description; the contribution is logged so teammates know who added what and when.

How do you prevent two people from editing the same file?

CAD ROOMS prevents work conflicts using a security feature called Check-in / Check-out.
  • This system provides secure file management that lets your team see who's working on what.
  • It helps prevent work conflicts across your team.
  • The system allows teams to maintain control while moving forward, offering control that is "structured when you need it, agile when you don't".
  • The platform's Access Controls support both agile workflows or the Check-in/Check-out method

How does version control work in CAD ROOMS?

Version control in CAD ROOMS is a fundamental PDM function that allows engineering teams to create versions, restore former progress, and iterate with confidence across parts and assemblies. The platform maintains a complete record of design revisions, allowing users to quickly access earlier versions for clarity, audits, and reliable project traceability. This feature is critical to providing a single source of truth for product data

How do I restore or access older revisions?

Option 1: Open a file's Revision History (file-level)
Use this when you want an older version of one specific file.
  1. Go to your Project → Files tab.
  1. Right-click the file you want.
  1. Select Revisions (or Revision History).
  1. You'll see a list of all minor and major revisions, with:
      • version number
      • contributor
      • date/time
      • contribution title/notes
  1. Click any revision to preview it, or download that specific version.
Permissions:
  • All project members can view the revision history and download older versions.
  • Only Project Admins & Collaborators can restore/manage versions.

Option 2: Use Time Travel (project-level)

Use this when you want to see the entire project as it was at a past contribution point.
  1. Open a file or project where the Contribution Log is visible on the right.
  1. Find the contribution you want to go back to.
  1. Hover over the clock icon next to that entry.
  1. Click Browse project at this point.
  1. The project opens in that historical state, letting you:
      • inspect the folder/file structure at that time
      • open older file versions
      • download older files if needed
Tip: Time Travel is view-only until you choose to restore—so browsing won't overwrite your current state.

What is the Time Travel feature?

Time Travel lets you explore your project at any earlier state without overwriting current work. You can browse, preview, or download past versions and see exactly which files existed at that point.

How do I upload files or folders?

  • Open your Workspace → Project → Files tab.
  • Upload in either way:
    • Click Add (top-right) → File (or Folder, if available).
    • Right-click inside the Drive area → Upload File.
  • Choose your file(s), select a target folder if needed, then click Upload.

Why are uploaded files in "Staging"?

Because uploading is only the first step. Files stay in Staging until you officially submit them into project history.
Staging lets you:
  • confirm the right files were uploaded,
  • bundle multiple uploads into one contribution,
  • avoid creating unwanted history entries.
Files not yet submitted will show: "Staging file waiting for contribution."

How do I contribute staged files?

  1. In the Files tab, click Contribute in the top banner.
  1. In the popup:
      • Select which staged files to include.
      • Enter a Title (required).
      • Leave Check-in ON if you want the file unlocked after contribution, or uncheck it to keep it checked out.
  1. Click Contribute to finalize.
Once contributed, the files become part of the project's version history and are visible to the whole team.

How do I compare two versions of a CAD model?

Use CAD Diffing in the viewer. CAD ROOMS provides side‑by‑side or overlay diff modes with color‑coded additions (green), removals (red), and modifications (yellow/orange). This helps reviewers quickly understand design changes.

Why check out a file?

You should check out a file to ensure you are the only person who can modify that file at that specific time, thus preventing work conflicts. Checking out the file signals to the rest of the team who is responsible for the current edits, maintaining control over the design change process.

What happens when I check a file in?

When you check a file in, you finalize your changes and make the updated version available to the rest of the team. This typically involves updating the version history and allowing other team members to resume work or review the new version

What is a Release in CAD ROOMS?

A Release is a formal action that marks milestones that matter in the product lifecycle.
  • Releases help keep teams aligned on what's draft, what's final, and what's ready to ship.
  • It involves controlling the release of design files and data, managing what gets shared, when it's released, and who has access to specific versions.

What's the difference between Version History and Revision History?

  • Version History refers to maintaining a complete record of design revisions, allowing quick access to earlier versions for clarity and audits.
  • Revision History: Applies to a specific file. It lets you view major/minor revisions, see release milestones, and share a particular revision with stakeholders.
The feature Advanced CAD Diffing is available to visually compare changes across versions or revisions of parts and assemblies, highlighting exactly what changed.

How do Engineering Change Orders (ECOs) work?

Engineering Change Orders (ECOs) are part of CAD ROOMS' Structured Change Control (PLM functionality).
  • ECOs define a professional approval system for managing design changes and workflows with clear governance.
  • The workflow ensures that every step of a change, from the first idea to the approved change, is captured, accountable, and impossible to miss.
  • The platform allows product teams to Create and track ECOs/ECRs and control approvals for released designs.
  • Teams requiring ECO workflows specifically need the Business Plan or Enterprise Plan.

What is the difference between Manual Release and ECO?

  • File Release is available even in the basic Team Plan, suggesting it is used for general release management, marking a design as final or ready to ship.
  • ECO Workflows are part of the Business Plan and offer a more structured and rigorous approval system. ECOs are necessary for managing complex, formal design changes that require defined steps, tracking, and sign-offs for accountability and compliance.
Therefore, you should use:
  • Use Manual Release for small changes or non‑critical updates that don't require sign‑off.
  • Use ECO when multiple stakeholders need to review and approve changes—e.g., safety‑critical parts, client‑specific approvals, or compliance documentation.

What is the process for managing complex design changes?

Changes are managed through Seamless ECO Workflows (Engineering Change Orders), which provide a professional approval system. This ensures that every step of a change, from the first idea to the approved change, is captured, accountable, and impossible to miss.