Data Management Basics

Tutorial Level = Beginner

by Greg Jankowski, SolidWorks Corporation

All CAD systems generate data – parts, drawings, and assemblies – that need to be managed. There are a number of methods that can be used to manage CAD data. These methods range from file-based systems like Windows Explorer – the most popular but least functional – to enterprise-level PDM (Product Data Management) systems that provide much more functionality but at a higher cost.

This article outlines elements of data management and explains some of the different tools available to manage your data.

Data management related terminology

Check-out

Lock the file so others cannot make changes and move to your workspace.
 

Check-in

Copy the version from your workspace to the vault.
 

Lock

Lock the file so others cannot modify the document.
 

Release (Unlock)

Remove the lock so others can modify the file. Nothing is changed in the vault.
 

Open

Open the file without checking the document out.
 

Move

Move the document to a new location keeping all external references intact.
 

Rename

Rename the document keeping all external references intact.
 

Replace

Replace the file referenced with a new file keeping all external references intact.
 

Delete

Delete the file from the vault.
 

Revision

The major revision for a document. This is typically tied to the status level.
 

Version

The minor revision level. Typically used for work in progress during the work on a revision level.
 

Status (Lifecycle)

This is a stage of the design (i.e., Prototype, Released, WIP, or Obsolete).
 

Concurrent Design

The ability to work with others on the same assembly and communicate effectively the shared data.
 

Metadata (Custom Properties)

The document's attributes. Many of these attributes can be accessed via custom properties.
 

Workflow

The work process is supported by the data management system.
 

Vault

This is the area where the files are stored and managed with a PDM system. Users cannot directly access this area via the Windows Explorer. The data management tool is used to access the vault.
 

Workspace

This is an area outside of the vault, local or network location, where the data the user is working on is stored.
 

Important features

The following features are important to consider when evaluating data management tools:

Out-of-the-box capabilities

The ability of an application to run with minimal setup, customization, and configuration.
 

Ease-of-use

The system should be easy to use and require little training.
 

History

Keeps a log of all the activity and of document details (check-in, check-out, etc.) and who made the change.
 

Administration

Administrative functions:

• Server installation and configuration
• Client installation and configuration
• User creation
• Group and project creation
• Customization
• Backup and restore

Collaboration

When working with other users on the same project you need to know what documents they are working on, when they update a document, and communicate the same information back to the team.
 

Data Integrity and Security

The ability to control your data, keep historical copies, have a protected data area (vault), and control who can modify files is vital to the safekeeping of your company's data.
 

Vault and Local Workspace

The vault stores and protects your documents and the workspace can be used as the work area. This could also be local to your machine to increase performance (less network traffic).
 

Performance

The ability to quickly find and work with your data is a key feature with any data management system.
 

SolidWorks Aware

SolidWorks functions:

• Configuration Support (parts, assemblies, and drawings)
• In-context References
• Derived, mirrored, and base parts and assemblies
• Toolbox
• Metadata

Support for Other Data Types

Ability to control other types of documents related to the design:

• Legacy data (2D AutoCAD® Drawings)
• Other CAD system data (vendor- or customer-supplied)
• Microsoft® Office documents
• Test data and project specifications

Document Status

The user needs to know, preferably visually, the state of your local documents. If someone else updated a document, you want to know and be able to update your data.
 

Metadata

These are the custom properties stored in the document. These properties can be used upstream (MRP) and downstream (drawing title blocks).
 

Search Capabilities

The ability to use flexible searches to find any data and related documents within the vault is of high importance.
 

Types of data management

There are three basic types of data management systems:

1. File-based systems (Windows Explorer and SolidWorks Explorer)
2. Workgroup level
3. Enterprise level

1. File-based systems

• Windows Explorer
  • Pros
    • Less expensive
    • Users are familiar with the Windows Explorer
  • Cons
    • Easy to lose or overwrite files
    • Difficult to search for information
    • Not SolidWorks aware. Difficult to handle external file references (drawing documents, assembly components, in-context references, configurations, and other external file references)
    • Lacks history
    • Manual process (error-prone)
    • No temporary work area
    • Must manually copy files (i.e., check-out) to keep released data
    • Difficult to collaborate with other team members
    • Cannot be customized easily
    • Limited (i.e., manual) version/revision support
• SolidWorks Explorer
  • Pros
    • Included with SolidWorks
    • Can handle copy, replace, and renaming of documents
    • Can be run without SolidWorks
    • Has some Where Used
    • Can view and change custom properties
  • Cons
    • No temporary work area
    • Must manually copy files (i.e., check-out) to keep released data
    • Cannot be customized easily
    • Limited (i.e., manual) version/revision support

2. Workgroup level

• PDM
  • Pros
    • All the advantages listed in the SolidWorks Explorer Pros
    • Easy to install
    • Less expensive
    • Supports vault and work area concept
    • Less training and support required
  • Cons
    • Limited or no workflow functions
    • Limited API (Application Programming Interface)
    • Limited support for upstream systems (i.e., MRP, ERP)

3. Enterprise level

• PDM
  • Pros
    • Scalable
    • Provides improved interaction with upstream system (i.e., MRP, ERP)
    • Includes workflow capabilities
    • Handles customized applications
    • Provides a more complete API
    • Allows for advanced database support (i.e., replication, multisite)
  • Cons
    • More difficult to configure and install
    • Requires more IS and database support
    • Higher cost
    • Requires more training (end-user and administrator)

Visit the SolidWorks Solution Partner area of the SolidWorks website or contact your authorized SolidWorks VAR for more information

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