How to Manage Files

For day-to-day engineering work, the Desktop App is the recommended workflow. It integrates with native CAD tools and automatically synchronizes local changes with the cloud.

In the Desktop App workflow, you manage files from the synced local folder in File Explorer rather than relying on manual browser uploads.

This guide explains how to manage files in both environments and when to use each one.

Managing Files in the Desktop App

The Desktop App is the primary environment for daily engineering work.

1️⃣ Create a Project

You can create a project:

From the Web App

Or directly from the Desktop App interface

Once created, the project becomes available locally after synchronization.

2️⃣ Open the Local Project Folder

You can open your local project folder in two ways:

From the System Tray → Workspace → Project → Open

From the Project Page → Open → Reveal Folder

This opens a standard Windows folder that mirrors your cloud project.

3️⃣ Work from the Synced Local Folder

Use the synced project folder in File Explorer as your working folder.

If you do not need a subfolder, you can copy and paste files directly into the synced local project folder.

If you want to organize files into a folder, first create that folder inside the synced local project folder, then copy and paste the files into it.

Do not drag an external folder directly into the synced local project folder.

For this workflow, do not rely on the Web App upload flow for day-to-day engineering file management.

CAD ROOMS detects those file changes automatically.

4️⃣ Check Out Files Before Editing

Before modifying a file:

Check out the file to lock it

This helps prevent editing conflicts

Only files checked out by you can be modified or deleted

💡

Auto check-out fallback

If you save changes without checking out the file first, CAD ROOMS can fall back to auto check-out so your changes can still be tracked. Even so, checking out first remains the recommended workflow.

5️⃣ Edit and Save Normally

Open the file in your native CAD software

Make changes

Click Save

The Desktop App detects modifications automatically.

No manual upload is required.

6️⃣ Understand File Change Status

When CAD ROOMS detects local changes, files appear as staged changes.

A = Added — a new file was added in the synced folder

M = Modified — an existing file was changed in the synced folder

D = Deleted — a file was removed from the synced folder

💡

Important

Whether a file is marked A, M, or D, you still need to Contribute the change for it to become part of the project history in CAD ROOMS.

If a staged change was made by mistake, you can Reset it before contributing.

7️⃣ Contribute Changes

After reviewing your staged changes:

Open Contribute from the Desktop App or from the system tray

Enter a Title

Optionally add a Description

Review the staged files

Submit the contribution

This creates a new version in the cloud. Version control runs automatically in the background.

💡

Understanding Staging

Staged changes mean CAD ROOMS has detected a local change, but that change is not yet part of the official project history. Staging gives you a chance to review, group, and reset changes before submitting them.

8️⃣ Delete Behavior

Files can be deleted:

Via right-click in the Desktop App

Or directly in the local folder

Important:

The file must be checked out by you

Deletion is staged

You must click Contribute for the deletion to be applied to the cloud

Local deletion alone does not immediately remove the cloud version.

9️⃣ Automatic Synchronization

The Desktop App automatically:

Pulls updates made in the cloud

Pushes contributed changes from your local machine

This keeps your local project folder and cloud workspace aligned.

Managing Files in the Web App

The Web App is optimized for browser-based access and collaboration.

Upload Files

Go to your Workspace, then open the target Project

Navigate to the Files tab

Choose one of two upload entry points:

Click Add (top-right) → select your file(s)

Right-click anywhere in the Drive area → select Upload File → select your file(s)

In the Upload File popup:

Select the target folder (or leave it blank to upload to the project root)

Remove any unwanted files using the X button

Click Upload to confirm

✔️ Supported formats: 35+ CAD and design file types (for example STEP, IGES, STL, and DWG)

💡 Tip: Uploading a file does not automatically create a tracked version. Files remain uncontributed until you complete the Contribute step.

Download Files

To download a file:

Right-click the file

Select Download

Files are downloaded manually.

Unlike the Desktop App, downloads are not automatically synchronized.

Share Files

Users with sharing permission can:

Open a file in the CAD Viewer

Click Share

Enter an email address

Recipients see shared files in Shares. Senders can manage sharing at the file level or from Members → Guests. For the full sender/receiver sharing workflow, see Secure External Collaboration with Guest Sharing.

View Revisions

Right-click a file → Revisions

You can see:

Version number

Contributor

Date

Description

Delete Files (Web Behavior)

Right-click → Delete

You can delete files if:

They are uncontributed

They are checked out by you

If the file is checked out by another user, deletion is not allowed.

Basic Organization

In the Web App you can:

Create folders

Rename files

Move files

Manage permissions

Recommended Workflow

Use Case	Recommended Method
Day-to-day CAD work	Desktop App
Large CAD projects	Desktop App
Initial setup	Desktop App
Quick document upload	Web App
Reviews & collaboration	Web App

For core engineering work, the Desktop App provides better performance, structure, and traceability.

Best Practices

Work directly from the local synchronized folder when using the Desktop App

Use the Web App upload flow only when you need browser-based uploads

Check out files before editing whenever possible

Add a clear title when contributing changes

Group related changes into a single contribution

Avoid leaving large staged changes for long periods

How to Synchronize Projects with the Desktop App

How to Check Files In and Out

How to View Version History

How to Compare File Versions (CAD Diffing)

How to Restore Previous Versions

Create a Project

Managing Files in CAD ROOMS

Overview