How to Manage Files Using the Desktop App

How to Manage Files Using the Desktop App

Desktop App

Working with Files Using the Desktop App

The CAD ROOMS Desktop App is the primary workflow for engineers. It allows you to work locally in your native CAD tools while keeping files, versions, and project history fully synchronized with the cloud.

This guide explains how to import files, edit locally, and contribute changes using the Desktop App — the recommended workflow for day-to-day engineering work.

The Desktop-First Workflow (Recommended)

The standard CAD ROOMS workflow using the Desktop App looks like this:
  1. Add files into a project through the local folder
  1. Contribute changes back to the project
  1. Edit files locally using your CAD software
  1. Repeat as the design evolves
This streamlined approach ensures faster performance, full traceability, and a natural experience for engineers.

1. Add Files & Folders into a Project (Initial Setup)

When starting a new project or onboarding an existing design, you can start by adding single files or entire existing folders and their nested structure with files.

How to get started

1. Accessing the Local Sync Folder

To easily navigate to your synchronized project files from the Desktop App:
  1. In the Desktop App interface, click the 'Open' button (top right).
  1. Select 'Reveal Folder' from the dropdown menu.
  1. This instantly opens the local folder on your file system, ensuring you are working in the correct synced location.
 

2. Add File & Folders

  • Copy & paste CAD files and folders into the project’s local folder.
  • CAD ROOMS detects these files and prepares them for contribution.
At this stage, files are not yet part of project history — they remain in staging until you contribute them.
 
💡
Understanding Staging
After files are added or modified locally, they appear as staged changes.
Staged files mean:
  • The file has changed locally
  • The change is detected by CAD ROOMS
  • The change is not yet part of the official project history
Staging gives you a chance to review and group changes before submitting them.

3. Contribute Changes to the Cloud

To make changes official and visible to your team, you must Contribute them.
  1. Preparation: Local modifications are listed in the Staging area.
  1. Initiate: Click the 'Contribute' button at the top right of your Cloud Drive, or through the system’s tray icon.
  1. Documentation: In the dialog box, enter a Title (required) and an optional detailed description.
  1. Optional Lock Release: If you want to release the file in the same step, you can have the "Check-In Files" box is selected to release the lock.
  1. Submit: Confirm the contribution.
 
Once submitted:
  • A new minor version is created, i.e. A.2 > A.3
  • The change appears in Version History
  • Teammates immediately are notified and have access to the latest.

2. Editing Files Locally and Automatic Check-Out

Once files are synced locally, you can begin editing:
  • Open files directly from the local project folder;
  • Edit them using your preferred CAD tools (SolidWorks, Fusion, NX, CATIA, etc.)
  • Automatic PDM Check: CAD ROOMS first verifies whether you have edit permissions and prompts you to Check-Out the file if it's not locked. Accept the Check-Out prompt to prevent conflicts and ensure proper version control.
There is no special action required while editing — the Desktop App quietly tracks changes in the background.

5. Check-In / Check-Out with the Desktop App

The Desktop App works seamlessly with Check-In / Check-Out:
  • Check-Out
    • Locks a file so only you can modify it
    • Prevents conflicting edits
  • Check-In
    • Releases the lock after contribution
    • Makes the file available to others
Check-in status is respected across both desktop and browser views.

6. Browser Upload vs Desktop App

While CAD ROOMS supports browser uploads, they are not the recommended workflow for engineers for day to day contributions.
Use Case
Recommended Method
Initial project setup
Desktop App (Import)
Large file sets
Desktop App
Day-to-day CAD work
Desktop App
Quick document upload
Browser (optional)
For core daily engineering work, the Desktop App provides better performance, structure, and traceability.

Best Practices

  • ✅ Use the local folder to add files when starting a project
  • ✅ Work directly from the local synced folder
  • ✅ Contribute changes with CAD ROOMS regularly with clear titles
  • ✅ Group related changes into a single contribution
  • ❌ Don’t leave large numbers of changes uncommitted for long periods
  • ❌ Don’t forget to check-out. Even if there is automatic check out checks, it helps for others which files are reserved as early as possible.

Next Steps