When working in a SOLIDWORKS Product Data Management (PDM) Vault, the Administrator can allow duplicate file names into the vault. By default, most new vaults allow duplicate file names to be added and checked in. Our team at Converge usually recommends that administrators block duplicate files to combat using wrong/outdated files within engineering assemblies. When migrating data to a PDM Vault, you might have some duplicate files of which you are unaware. Typically, migrating data project by project is best as it gives you the most accessible opportunity to resolve and clean up duplicate and outdated files.
Migrating files to a PDM vault
A typical file migration problem occurs when files are managed outside a PDM system and duplicate file names are used. Unique file names are essential in engineering data management to ensure accuracy.
Let's look at an example of a file migration technique where you might run into a duplicate filename issue, assuming duplicate file names are not allowed.
First, a user might drag and drop an entire assembly, with reference parts, into the PDM vault and check the files. Next, the PDM user may copy and paste another assembly into the vault. This second assembly contains parts that have the same name as a part that was previously added to the vault, causing a duplicate file name issue.
The first part that was checked into the vault will remain, but the second part with the same file name cannot be checked in. It will need to be either deleted or renamed.
If the part files are the same, which is common with hardware and purchased components, then the single file in the PDM vault that is already checked in will be referenced moving forward. This is the goal; however, there is a little cleanup work to do to ensure that all of the migrated assemblies are now referencing the single part in the PDM vault.
When migrating files and utilizing a PDM Vault through SOLIDWORKS, one way to help SOLIDWORKS CAD locate the files will be through the external reference option. To ensure this is set up correctly, go to SWX CAD > Tools > Options > External References > Check boxes for "Reference Documents specified in File Location" and "Include Sub-Folders" in the search external references section.
To set the location where SOLIDWORKS will look for reference files, you will select the "Go To Reference Documents" button, select "add," and browse to the root vault folder (C: YOUR_VAULT_NAME_PDM).
This tells SOLIDWORKS to search in this location (your vault) for missing files first. If the reference of the missing file is not found, you will still be able to open the parent file, but you will need to manually repair the missing reference.
The first option is to open the parent file through the SOLIDWORKS OPEN command. Here, you can select the references button, then select the missing file and redirect it to the new, correct file within the vault.
Select the "References..." Button to see all references in an assembly. You can double-left-click on a file or location and browse to the correct file for the assembly to reference. When you make a change, the file will then light up Green within the reference list to let you know the reference has successfully been found and changed.
Select OK, then open your assembly, and your references will be updated.
Another option when opening a missing reference file, you may receive an error message asking to locate that missing file or suppress it.
These options are pretty simple, with the ability to suppress the components or browse for the file in your vault to update the reference. The pop-up will allow you to chose an option within 10 seconds, then the warning will dismiss and suppress the file automatically. Once a file is suppressed within the assembly, you must use "Replace Components" within the model. To do this, you will locate that part within the feature tree, select it and right click, then "Replace Component". You can also find this option through File > Replace. This will update the file, reference, and assembly with the working file.
You can also locate and view the file references within an assembly through File > Find References. This provides a rolled-up list of each file within the assembly and its location.
After ensuring all references are in order and files are in the correct position, checking in the files will lock them in place within a new version and keep them up to date for future use. While checking files in, check the file state in the workflow to ensure the appropriate state is chosen. When putting files in the vault for the first time, they are automatically labeled with the initial state in the workflow, but we will want to ensure that files are in the correct workflow state. The state can be altered through PDM based on where it needs to be. For example, if the file was released "prior to PDM," then we want to ensure it ends up in the "released" state within the vault and that the revision is set correctly. At this point, the file would be considered "fully migrated" and could fall into PDM Workflow as a standard file at that point.
Attached is our PDM Standard User Guide document as an option for further knowledge within PDM. Section 4.4 can explain a little more in-depth about migrating files into the vault, getting them into the proper state, and setting the revision. If you are considering outsourcing your SOLIDWORKS PDM administration and CAD Data management, contact us, and we will walk you through how Converge can save you time and money.
