How to Streamline CAD File Workflows with Document Management
How to Streamline CAD File Workflows with Document Management
Computer-Aided Design (CAD) software has become the backbone of engineering, architecture, and manufacturing. It is used to design bridges, mechanical assemblies, electrical networks, and any blueprint in a 2D or 3D workspace, bringing complex ideas into reality. However, with that capability also comes the challenge of managing the associated, large and complex files, especially when working within multidisciplinary teams. As designs become larger, inefficiencies in managing CAD files can result in significant costs for companies, including time, money, and errors due to version control issues or duplicate documents.
This is whereengineering document managementcomes in as a solution. By implementing document management processes that are structured and suited to CAD document workflows, companies can take advantage of opportunities that support collaboration and security while removing any pesky roadblocks.
The Rising Demand for CAD Workflows
Engineering projects are no longer confined to local teams working independently. Businesses today work with teams dispersed across the globe and a spectrum of design professionals, including architects, structural engineers, contractors, manufacturers, and clients, all competing for overlapping access to the same CAD files.
CAD’s inherent complexity leads to challenges like:
Without a systematic approach, keeping track of CAD documents can be a hassle, which in turn would result in slow projects and increased risk.
Why Document Management is Important for CAD
While traditional file servers or cloud drives may work for general business documents, CAD is much more intricate and complicated. Document management platforms that accommodate engineering workflows offer organizations:
When organizations merge CAD processes with document management systems, they can prevent expensive miscommunication and allow teams to continue being innovative in terms of design implementation.
Avoiding Version Confusion
One of the biggest issues in CAD workflows is a common, yet dangerous challenge called version confusion. In a work scenario, a mechanical engineer is working on “Design_Final_v7” while the project manager is inadvertently looking at “Design_Final_v5.” This scenario of version confusion can be problematic and cause a ripple effect, potentially resulting in delays and manufacturing defects in the project.
Enhancing Collaboration Across Teams
With the evolution of technology, most projects are often collaborative in nature. For example, in aerospace engineering, one team could be designing the structural components while another team focuses on designing avionics systems. These components need to work in tandem seamlessly, and yet each team relies on different CAD tools and file formats.
Document management platforms serve as a gap between other CAD tools and allow you to house all project files in a single place for cross-functional project teams. Teams can annotate designs, check in, and check out documentation as edits are made, while providing feedback in real time, and communicate with each other as a regular part of the process. This minimizes rework and project development cycle periods.
Enhancing Compliance with Regulations
Regulatory compliance in industries such as healthcare, automotive, and aviation is non-negotiable. For example, the FDA requires medical device makers to be able to verify that it has all the documentation needed to review each step of the design, including approvals. Similarly, the FAA requires that aircraft manufacturers keep records for all components of the aircraft.
In engineering document management systems, automated tracking of versions, user access, and approvals improves compliance. This can save auditors time by eliminating the need to consult engineering teams to gather the necessary data. Document management systems reduce the burden and stress while limiting the risk of penalty or project termination.
Securing Intellectual Property
CAD files usually contain valuable proprietary designs that the organization has supported with years of R&D funding. While most organizations are capable of trusting their employees to use design files responsibly, those files could easily fall into the wrong hands. Traditional file-sharing methods, such as cloud apps or email, can expose the company to undue risk, especially as digital risks continue to increase each year.
Document management systems regulate this risk with encryption, role-based permissions, and an audit trail of activity. The administrator can decide who can view, edit, and download sensitive designs. Moreover, role-based permissions can be changed during and after the life of the project to retain the integrity of the intellectual property owned by the organization.
Cloud-Enabled Workflows
With more people opting for hybrid and remote work, the importance of cloud-based document management cannot be ignored. With systems that use cloud architecture to enable document management, engineers can access files from anywhere, which in turn reduces downtime, increases the shared workforce, and ensures projects can continuously be moved forward regardless of day or time.
Cloud systems also seamlessly integrate scalability to accommodate massive file storage without bogging down local infrastructure. With that security, teams can remain adaptable and ready to scale those projects without being subjected to any major IT changes.
The Role of Technology Leaders
Innovators are sealing the gap between CAD workflows and document management, and Egnyte’s engineering document management solution is a perfect example of this.Egnyteis a secure and centralized platform built for engineering environments. It has advanced features like version control, permissions, and integration with CAD tools that can help an organization streamline workflow, improve collaboration, and protect critical designs.
From Complexity to Control
Engineering projects are built on accuracy, collaboration, and design ingenuity. However, with poor document management structures, even the most advanced CAD designs can be rendered useless by inefficiencies and errors. Precise document management can help create a more effective CAD workflow, allowing companies to achieve not only shorter development cycles but better security and stronger assured compliance.
As industries evolve, companies that implement a proper mechanism to manage CAD files effectively will gain a competitive advantage and eventually position themselves as future leaders in engineering.