Understanding Version Control in CAD ROOMS

Understanding Version Control in CAD ROOMS

Understanding Version Control in CAD ROOMS

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Version control in CAD ROOMS ensures that every change to your design files is tracked, reversible, and collaborative. Whether you're working solo or with a team, understanding how version control works will help you maintain design integrity and avoid conflicts.
This guide explains the key concepts and workflows that keep your CAD files organized and secure.

What is Version Control?

Version control is a system that records changes to files over time so you can recall specific versions later. In CAD ROOMS, this means:
  • Never losing work: Every change is saved and can be recovered
  • Tracking who changed what: Full visibility into team contributions
  • Preventing conflicts: Only one person can edit a file at a time
  • Comparing versions: See exactly what changed between design iterations
  • Reverting mistakes: Roll back to previous versions if needed
Think of it as a time machine for your CAD files, combined with a collaboration system that prevents team members from overwriting each other's work.

Core Concepts

1. Cloud Drive

The Cloud Drive is your central repository for all project files. It functions similarly to cloud storage services you may already use (like Google Drive or Dropbox), but with powerful version control features built in.
When you view your project's Cloud Drive, you see:
  • All files and folders in your project
  • Current file states (checked out, modified, staged)
  • Version history for each file
  • Who last worked on each file

2. Check-Out / Check-In

CAD ROOMS uses a check-out/check-in system to prevent conflicting changes.
Check-Out:
  • When you check out a file, you're reserving it for editing
  • Other team members can still view the file, but cannot edit it
  • This prevents two people from making incompatible changes simultaneously
  • The file is "locked" to you until you check it back in
Check-In:
  • When you're done editing, you check the file back in
  • This releases the lock and makes your changes available to the team
  • You'll add a description of what you changed (contribution message)
  • The file becomes available for others to check out
Why this matters for CAD: Unlike text documents where changes can be merged, CAD files contain complex geometric and parametric data. If two people modify the same part simultaneously, their changes cannot be automatically combined. The check-out/check-in system prevents this problem entirely.

3. Staging

Staging is the intermediate step between making changes and officially contributing them to the project.
Here's how it works:
  1. You check out a file and make changes locally
  1. When ready, you stage the file - marking it as ready to contribute
  1. You review your staged files to ensure everything is correct
  1. You contribute all staged files at once with a descriptive message
Why staging is useful:
  • Review multiple file changes before committing them together
  • Group related changes into a single contribution
  • Catch mistakes before they become part of the permanent record
  • Add a comprehensive description that covers all changes
Visual indicator: Staged files appear with an orange "Staged" badge in the interface, and you'll see a notification like "You have 1 staged file ready to be contributed."

4. Contributions

A contribution is a snapshot of your changes that becomes part of the project's permanent history.
Each contribution includes:
  • The files you changed: All staged files are included
  • A description: Your message explaining what changed (e.g., "Final for manufacturing", "Updated bracket dimensions")
  • A commit hash: A unique identifier like "d27710" that references this specific contribution
  • Timestamp: When the contribution was made
  • Author: Who made the contribution
Contributions are permanent: Once contributed, changes become part of the project history and can always be referenced or restored.

5. Commit Hashes

A commit hash is a unique identifier automatically assigned to each contribution (e.g., "d27710", "d96d47", "f5cc92").
Why commit hashes matter:
  • Precise references: You can refer to exact versions in discussions ("The issue started in d27710")
  • Traceability: Link changes to specific Engineering Change Orders or requirements
  • Version comparison: Compare any two versions by their commit hashes
  • Audit trail: Track the complete evolution of your design
You'll see commit hashes throughout CAD ROOMS:
  • In the activity feed
  • On file cards showing recent changes
  • In ECO change lists
  • In version history

6. Revisions

Revisions are formal version labels like "Rev A.1" or "Rev B.1" that mark significant milestones in your design.
The difference between contributions and revisions:
  • Contributions happen frequently as you work (every time you contribute changes)
  • Revisions are formal releases (when you're ready for review, manufacturing, or release)
Revision naming:
  • Major revisions: A, B, C (significant design changes)
  • Minor revisions: A.1, A.2, A.3 (small updates within a major version)
Revisions are typically used for:
  • Design reviews
  • Manufacturing releases
  • Customer deliverables
  • Regulatory submissions

Understanding File States

Files in CAD ROOMS move through several states:
State
Badge/Indicator
Meaning
What You Can Do
Available
No badge
File is not checked out
Check it out to edit
Checked Out (by you)
Lock icon
You have exclusive edit access
Make changes, stage, contribute
Checked Out (by others)
Lock icon + user avatar
Someone else is editing
View only, wait for check-in
Modified
"M" badge
You have local changes not yet staged
Stage the changes
Staged
Orange "Staged" badge
Ready to contribute
Contribute or unstage
Latest
"Latest" indicator
Most recent version
This is the current version

Working with Commit Hashes

Finding Commit Hashes

Commit hashes appear in several places:
  1. Activity Feed (Insights tab): Each contribution shows its hash
  1. File Cards: Recent contributions display their hash
  1. ECO Changes Tab: Files linked to ECOs show their commit hash
  1. Contribution Labels: Hover over contribution descriptions to see the hash

Using Commit Hashes

In team communication:
  • "The bracket design in commit d27710 looks good for manufacturing"
  • "Can you review the changes between f5cc92 and d96d47?"
In Engineering Change Orders:
  • Link specific commits to ECO requests
  • Track which changes addressed which issues
For version comparison:
  • Select two commit hashes to see a visual diff
  • Identify exactly what geometry changed

Best Practices

1. Write Clear Contribution Messages

Your contribution messages create a searchable history of design decisions.
Good examples:
  • "Increased wall thickness from 2mm to 3mm per stress analysis results"
  • "Repositioned mounting holes to align with chassis design rev B"
  • "Final geometry for manufacturing - approved by engineering review"
Poor examples:
  • "Update"
  • "Changes"
  • "v2"

2. Contribute Related Changes Together

Use staging to group related changes into a single contribution:
  • All files affected by a single design decision
  • Complete implementation of an ECO
  • All components of an assembly that changed together

3. Check In Regularly

Don't keep files checked out longer than necessary:
  • Check out, make changes, contribute, check in
  • If you need to pause work, check the file back in
  • Other team members may need access

4. Review Before Contributing

Before clicking Contribute:
  • Verify all intended files are staged
  • Check your contribution message is clear
  • Ensure you haven't accidentally included test files

5. Use Revisions for Milestones

Create formal revisions when:
  • Completing a design review
  • Releasing to manufacturing
  • Delivering to customers
  • Meeting regulatory requirements

Reverting to Previous Versions

If you need to go back to an earlier version:

Option 1: Download a Previous Version

  1. Navigate to file history
  1. Find the commit hash or revision you want
  1. Download that specific version
  1. Use it as your starting point

Option 2: Restore a Previous Version

  1. Select the version you want to restore
  1. Click "Restore this version"
  1. This creates a new contribution with the old content
  1. The history is preserved (nothing is deleted)
Important: CAD ROOMS never deletes history. When you "revert," you're actually creating a new contribution that happens to match an old version. This maintains complete traceability.

Version Control for Teams

Coordination Strategies

Check the activity feed before starting work:
  • See what teammates have been working on
  • Avoid duplicate effort
  • Understand recent changes
Use @mentions in ECOs:
  • Tag team members when their review is needed
  • Notify stakeholders of important changes
  • Create clear communication trails
Establish contribution message conventions:
  • Agree on formatting as a team
  • Use prefixes like "[ECO-123]" to link to change orders
  • Include ticket numbers from other systems

Handling Conflicts

If someone else has a file checked out:
  1. Check the activity feed: See what they're working on
  1. Communicate: Ask when they'll check it back in
  1. Work on related files: Make progress elsewhere
  1. Plan coordination: Schedule who works on what when
The check-out system prevents technical conflicts, but team communication prevents workflow conflicts.

Common Questions

Q: What happens if I forget to check in a file?
A: The file remains locked to you. Other team members will see it's checked out and can contact you. You can check it in at any time.
Q: Can I see who has files checked out?
A: Yes, use the "Checkout By" filter in the Cloud Drive to see all checked-out files and who has them.
Q: How far back does version history go?
A: Forever. CAD ROOMS maintains complete history for the life of your project.
Q: Can I delete a contribution if I made a mistake?
A: No, contributions are permanent for traceability. Instead, make a new contribution that corrects the mistake.
Q: What's the difference between a contribution and a revision?
A: Contributions happen every time you save changes (frequent). Revisions are formal milestones (infrequent).
Q: Do I need to understand Git to use CAD ROOMS?
A: No. While CAD ROOMS uses Git-like concepts (staging, commits), the interface is designed for CAD users, not software developers.

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