How to Manage Files

How to Manage Files

Getting Started

Managing Files in CAD ROOMS

Overview

If you work on CAD files locally, the Desktop App is the easiest way to keep your local files and cloud project aligned.

The Web App is useful when you want to upload a file, review a design, share it, or quickly open it from a browser.
We’ll start with the recommended Desktop App workflow, then walk through the other file management tools available across CAD ROOMS.

Recommended Desktop App Workflow

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 the initial synchronization is complete, the project will appear on your computer as a synchronized local project folder.

2️⃣ Open the Local Project Folder

You can open your local project folder in two ways:
  • From the Project Page → Open → Reveal Folder
    • notion image
  • From the System Tray → Workspace → Project → Open
    • CAD ROOMS Desktop App system tray menu showing Workspace, Project, and Open options to access the local project folder
This opens the project's local Windows folder, which stays connected to the corresponding cloud project in CAD ROOMS.

3️⃣ Work from the Synced Local Folder

Use the synchronized project folder in File Explorer as your main working folder for day-to-day CAD work.
You can add files directly by copying and pasting them into the synced local project folder. The Desktop App displays the upload progress and results for the added files.
CAD files copied into the synchronized local project folder upload automatically in the CAD ROOMS Desktop App.
Once the upload completes, the files appear as staged changes. Select the added-file count to review the detected files.
Important: Do not drag an external folder directly into the synchronized project folder. Create the folder within the CAD ROOMS project first, then copy the files into it.
CAD ROOMS automatically detects files that are added, modified, or deleted inside the synchronized folder.
For regular engineering work, we recommend using this synced folder workflow instead of relying on browser uploads.
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If one or more files are marked as Failed while being added through the synced local folder, see Troubleshooting Failed Uploads below.

4️⃣ Check Out Files Before Editing

Before modifying an existing file, check it out to prevent editing conflicts.
When a file is checked out by you, other users cannot modify or delete that file until it is checked back in.
If the person who checked out a file is unavailable or has forgotten to check it back in, a Project Admin can use Force Check-In to release the lock.
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Auto check-out fallback
If you forget to check out first, CAD ROOMS can automatically check out the file when you save, so your change is still tracked. We still recommend checking out before you start editing.
For step-by-step check-out and check-in instructions, see How to Check Files In and Out.

5️⃣ Open, Edit, and Save CAD Files

Open the CAD file directly from the synchronized local folder using your preferred CAD software.
Make your changes and click Save as usual.
CAD ROOMS does not modify the CAD design itself. Instead, the Desktop App detects the saved file change automatically, so you do not need to manually upload the file again.
Tip: You can also open a file directly from the CAD ROOMS Desktop App and choose the appropriate CAD software to view or edit it. Saved changes are automatically detected and staged by CAD ROOMS.

6️⃣ Review File Change Status

Detected local changes appear as staged changes:
  • A = Added — A new file was adde
    • CAD ROOMS staged changes list showing an A indicator marking a newly added file in the synced folder
  • M = Modified — An existing file was changed
  • D = Deleted — A file was removed
    • CAD ROOMS Desktop App showing a file marked with "D" (Deleted) status in the staged changes list after removal from the synced project folder
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Important
Whether a file is marked A, M, or D, you must Contribute the change before it becomes part of the official project history. If a staged change was made by mistake, use Reset before contributing.
Review, reset, or contribute added, modified, and deleted CAD file changes in the CAD ROOMS Desktop App.

7️⃣ Contribute Changes

After reviewing your staged changes:
  1. Open Contribute from the Desktop App or from the system tray
  2. Enter a Title
  3. Optionally add a Description
  4. Review the staged files
  5. Submit the contribution
    6. Submit staged CAD file changes with a contribution title and description to create a new project version.
Once submitted, CAD ROOMS adds a new version to the project history and manages the versioning process in the background.
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Understanding Staging
A staged change means CAD ROOMS has detected a local file change, but that change has not yet become part of the official project history.
Staging allows you to:
  • Review changes before submitting them
  • Group related file changes into one contribution
  • Reset accidental changes
  • Add context through a contribution title and description

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

9️⃣ Automatic Synchronization

The Desktop App automatically helps keep your local project and cloud project aligned:
  • Pulls updates made in the cloud
  • Detects local file changes
  • Pushes contributed changes from your computer
This keeps the local project folder and cloud workspace aligned.

More Ways to Manage Files

The Desktop App workflow covers everyday CAD file management, and you can use the tools below to upload, replace, download, share, star, and review files across CAD ROOMS.

Upload Files

CAD ROOMS provides multiple ways to add files to your projects. The recommended method for everyday CAD work is the synchronized local folder workflow described above.
For occasional uploads or adding individual files, you can also upload files directly through the Desktop App or Web App.
Note: Uploading or synchronizing a file does not immediately add it to the official project history. New and changed files remain staged until you Contribute them.
Desktop App upload
Use the Desktop App when you want to add files through the project interface.
  1. Open the target project.
  2. Click Open → Files.
    3. Open the file upload window from Open → Files in the CAD ROOMS Desktop App.
  3. In the Upload Files window, select files or drag and drop them into the upload area.
  4. Choose an existing destination folder, or click the folder icon next to the destination to create a new folder
    5. Create a new destination folder while uploading CAD files in the CAD ROOMS Desktop App.
  5. Click Upload.
After upload, files are added as staged changes.
Review the staged files and click Contribute to add them to the project history.
Tip: For large CAD projects or multiple files, we recommend copying files into the synchronized local folder instead of using the manual upload window.
Web App Upload
You can upload files directly from the browser when you need to quickly add files without using the Desktop App.
  1. Open the target Workspace → Project → Files.
  2. Click Add → File, or Right-click inside the Drive area and select Upload File.
  3. Select the destination folder.
  4. Choose the files and click Upload.
After upload, files enter staging. Complete the Contribute step to add them to the official project history.

Troubleshooting Failed Uploads

Sometimes files may fail during upload or synchronization. The troubleshooting steps depend on how the files were added.
Failed Uploads in the Desktop App
When files are added through the synced local foler or uploaded manually through the Desktop App, CAD ROOMS displays the upload progress.
The CAD ROOMS Desktop App shows a failed-file count when CAD uploads or synchronization cannot be completed.
Select the Issues icon to view the affected files and error messages.
Open Issues in the CAD ROOMS Desktop App to review failed CAD files and upload error messages.
You can then choose:
  • Retry
    • Select Retry to attempt the upload again.
    Retry is recommended when the issue is temporary, such as:
    • Network latency
    • Temporary connection interruption
      • Synchronization delays
  • Skip
    • Select Skip to continue processing the remaining files without uploading the failed files.
    You can resolve the issue and retry the skipped files later.
Failed Uploads in the Web App
When uploading files directly through the browser, failed uploads appear in the upload window.
Select View Details to see the affected file and the reason it failed. If the issue is temporary, such as network latency, select Retry to try the upload again.
View details for a failed CAD file upload in the CAD ROOMS Web App to identify the error and retry.
Common Upload Issues
Temporary network latency
A slow, unstable, or temporarily interrupted connection can cause an upload to fail. Wait a moment, check that your connection is stable, and then select Retry.
Duplicate file name when unique part file is enabled
A file may fail if another file with the same name already exists in the Workspace. If the file is intended to be a new version of an existing item, use Replace instead. If it is a separate file, rename it before uploading again.

Replace a File

Use Replace when you need to upload a new version of an existing file.
Before replacing a file, check it out first. After the file is checked out, right-click the file and select Replace.
Right-click a checked-out CAD file and select Replace to upload a new version in CAD ROOMS.
After you replace the file, CAD ROOMS marks it as Modified and stages it for contribution. Click Contribute to add the replacement to the project history. Once contributed, the file will have a new revision version. If needed, you can later restore a previous version.
A replaced CAD file is marked Modified and staged for contribution as a new revision in CAD ROOMS.
Use Compare in the Viewer to review differences between versions. For details, see How to Compare File Versions.
Compare two CAD file revisions in the CAD ROOMS Viewer to review design differences.

View Revisions

Right-click a file and select Revisions to review:
  • Revision number
  • Contributor
  • Date
  • Description
For a full walkthrough of version history, see How to View Version History.

Download Files

  • Desktop App: Access files through the synchronized local project folder.
  • Web App: Right-click a file and select Download. Browser downloads are manual and 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.

Star or Unstar a File

Use Star to mark frequently used or important files.
Starred files are available from:
  • Workspace Drive
  • Project Starred section
    • Starred CAD files appear in the project Starred section for quick access in CAD ROOMS.
    Starred CAD files appear in the project Starred section for quick access in CAD ROOMS.
To remove a file from favorites, select Unstar. For step-by-step instructions to star or unstar a file, see How to Manage Starred Files.

Recommended Workflow

Use Case
Recommended Method
Day-to-day CAD work
Desktop App → Synced Folder
Large CAD projects
Desktop App → Synced Folder
Adding multiple files
Desktop App → Synced Folder
Small manual upload
Desktop App → Open → Files
Quick document upload
Web App
Reviews & collaboration
Web App
For core engineering work, the Desktop App provides better performance, structure, and traceability.

Best Practices

  • For day-to-day CAD file management, use the Desktop App and work from the synchronized local folder.
  • Check out files before editing whenever possible.
  • Review staged changes before contributing.
  • Add a clear title and description to each contribution.
  • Group related changes into one contribution.
  • Use browser upload when you only need to add files and do not need the synchronized local folder.
  • Avoid leaving large staged changes unsubmitted for long periods.

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