Project Collaboration: Navigating the Data-Sharing Maze Andrea Bell Dan Leighton AC5384: You are on a complex multi-team project. Some groups have AutoCAD®, but others don’t. What is the best method to share data and incorporate edits without losing all the drawing intelligence and hard work? What about the contractor who uses Google SketchUp™ and the engineer who uses TurboCAD®—how do you share drawings with them? In this class, we will explore the challenges project teams often face in trying to share engineering drawings with other engineers, non-CAD personnel, and field staff. We will start with an overview of the most common file exchange formats and provide suggestions on their appropriate uses. We will then investigate free DWG™ viewer options, including Autodesk Design Review, Autodesk DWG TrueView™ and AutoCAD WS. We will also look at what is needed to share files with other software such as Google SketchUp, MicroStation®, DesignCAD®, TurboCAD and SolidWorks®. Finally, we will offer practical suggestions on what to use when and with who, based on a project case study. Learning Objectives At the end of this class, you will be able to: • Review drawings using DWG TrueView • Increase efficiency and streamline workflows for sharing data • Evaluate the optimum exchange format for a particular recipient • Edit drawings using AutoCAD WS About the Speakers Andrea is a 10-year geospatial professional with extensive experience in consulting, training, implementation, and migration services utilizing a variety of AutoCAD®-based tools including AutoCAD Map 3D, Autodesk® MapGuide® and Autodesk Utility Design. Andrea has worked with many organizations across multiple industries over the last decade, including Oracle® Corporation, AECOM, SDI Enterprises, and Agilent Technologies. Most recently, she has been the CAD manager at Medtronic, Inc. where she has lived the challenges involved in project collaboration everyday. Some may remember Andrea from when she started her career at Autodesk, as a technical support analyst.) Dan has spent over 25 years doing CAD, GIS, and analysis work. For the past two decades, Dan has also served in various project management, project marketing, and director roles in the CAD, GIS, and database industries. Most recently, Dan has been providing customized consulting, training, and implementation services to organizations using a variety of Autodesk® products including AutoCAD®, AutoCAD® Map 3D, Autodesk Vault Workgroup, and Autodesk Utility Design.
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Project Collaboration: Navigating the Data-Sharing
Maze Andrea Bell Dan Leighton
AC5384: You are on a complex multi-team project. Some groups have AutoCAD®, but others don’t.
What is the best method to share data and incorporate edits without losing all the drawing intelligence and hard work? What about the contractor who uses Google SketchUp™ and the engineer who uses TurboCAD®—how do you share drawings with them? In this class, we will explore the challenges project teams often face in trying to share engineering drawings with other engineers, non-CAD personnel, and field staff. We will start with an overview of the most common file exchange formats and provide suggestions on their appropriate uses. We will then investigate free DWG™ viewer options, including Autodesk Design Review, Autodesk DWG TrueView™ and AutoCAD WS. We will also look at what is needed to share files with other software such as Google SketchUp, MicroStation®, DesignCAD®, TurboCAD and SolidWorks®. Finally, we will offer practical suggestions on what to use when and with who, based on a project case study.
Learning Objectives At the end of this class, you will be able to:
• Review drawings using DWG TrueView
• Increase efficiency and streamline workflows for sharing data
• Evaluate the optimum exchange format for a particular recipient
• Edit drawings using AutoCAD WS
About the Speakers
Andrea is a 10-year geospatial professional with extensive experience in consulting, training,
implementation, and migration services utilizing a variety of AutoCAD®-based tools including AutoCAD
Map 3D, Autodesk® MapGuide® and Autodesk Utility Design. Andrea has worked with many
organizations across multiple industries over the last decade, including Oracle® Corporation, AECOM,
SDI Enterprises, and Agilent Technologies. Most recently, she has been the CAD manager at Medtronic,
Inc. where she has lived the challenges involved in project collaboration everyday. Some may remember
Andrea from when she started her career at Autodesk, as a technical support analyst.)
Dan has spent over 25 years doing CAD, GIS, and analysis work. For the past two decades, Dan has
also served in various project management, project marketing, and director roles in the CAD, GIS, and
database industries. Most recently, Dan has been providing customized consulting, training, and
implementation services to organizations using a variety of Autodesk® products including AutoCAD®,
AutoCAD® Map 3D, Autodesk Vault Workgroup, and Autodesk Utility Design.
Project Collaboration: Navigating the Data-Sharing Maze
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Introduction There are so many options for sharing data in today’s world; how do you choose the right
method for your project team? How do you even find out about all the options out there? It
really can feel like a maze you somehow have to navigate. This class will help guide you
through that maze.
What this class is ….
In this class, we’ll tackle the challenge of sharing CAD data within a project team. We’ll first
describe a few key data sharing challenges and then talk about those challenges within the
context of specific data sharing scenarios. For each scenario, we highlight key questions to
consider which will help guide you to the final decision. We then provide an overview of
various software and format options including demonstration of 2 simple work flows using DWG
TrueView and AutoCAD WS. The main goal of this class is to provide guidance on how you
can make informed decision about what solutions to use – that is, guidance on how to navigate
your path through the data sharing maze
What this class is NOT…..
We think it’s just as important to outline what this class is NOT about, as it is to outline what the
class is about. This class is not a technical training on how to import/export files with other
CAD programs, nor is it a detailed training on exchanging data with non-Autodesk CAD
applications. This class is not a turn-by-turn instruction manual on how to get through the data
sharing maze. Instead we’ll help you narrow down the paths that are viable to you and your
projects.
NOTE: Throughout this class we use the term design to describe any AutoCAD DWG;
conceptual design, engineering drawings, detailed plans, 3D models, etc..
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Data Sharing Challenges
Anatomy of a typical project
We all know that every project is different. However there are certain common challenges that
you will likely encounter in some capacity. Since this is Autodesk University, we’ll consider the
AutoCAD designer as the center of the universe (ok, maybe just the center of the project). At
some point in every project, the AutoCAD designer needs to share his/her designs with a variety
of folks. Each of those data recipients has different responsibilities and goals on the project as
well as differing CAD knowledge and experience.
Figure 1.Anatomy of a typical project
Let’s start in the upper left of Figure 1 above – that is the non-Autodesk CAD software users.
These users are your colleagues that are most likely producing designs but in another CAD
application; not AutoCAD (SolidWorks, MicroStation and TurboCAD as examples).
Referring back to Figure 1, let’s move to the right – that is other AutoCAD users who may either
be using a different version of AutoCAD or they may be using an AutoCAD-based product such
as AutoCAD Architecture, AutoCAD MEP or AutoCAD Civil 3D. Again these are likely other
designers that need to share data back and forth with you.
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Continuing to move to the right we have the users who need to review and mark up CAD
drawings. Typically these are non-technical users i.e. those with little or no previous CAD
experience. These could be project managers, financial stakeholders or even the client.
Looking down in the lower left of Figure 1, we have a similar user who we describe as just a
non-technical user who needs to view CAD drawing. This person may or may not need to add
mark ups. Again project managers, equipment installers, and clients are typical persons in this
category.
In the very bottom right of Figure 1, we have a category of users we’re calling tool-specific
users. These are users who have to use a specific application or format for sharing data. Often
these users are part of large companies or government agencies that restrict usage and/or
mandate use of certain technologies.
Lastly we have the field worker in the far right of Figure 1. These are the users who need to
view the CAD designs in the filed; such as construction personnel, installers, auditors or project
managers.
Summary of common challenges
Below is a simplified list of the common challenges found on many projects which we’ll be
considering throughout this class:
• Different versions of AutoCAD • “Tool specific” users
• Non-Autodesk CAD software • Users working remotely / in the field
• Non-technical users who need to view CAD designs • Mark up of CAD files
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Key Questions
Context for all Questions
Before you share any design data, asking a series of questions upfront regarding the data and
the recipient will help determine the optimum format and application.
Figure 2. Context for all questions when sharing data
Imagine again, we start with the AutoCAD Designer. This AutoCAD Designer needs to send the
AutoCAD design to ‘someone else’. Exactly who that someone else maybe, is irrelevant at this
point. Anytime data will be exchanged, you’ll want to keep the basic questions of “what
information?”, “what’s the goal?” and “what’s important?” in mind. As you continue to ask more
targeted questions based on who the ‘someone else’ is, ask them within the context of these 3
questions.
This is true whenever data is exchanged; whether it’s a one way exchange, a 2-way exchange
of whether the design data will be passed along a series of project members.
Figure 3. Context questions apply every time
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Generic Questions
Before we consider some specific data sharing scenarios, there are some more generic
questions that are useful to ask no matter who the data sharing is between. These are great
basic questions to help trigger more detailed questions for your specific data sharing scenario.
Below is a small list of basic generic questions:
� What format is the data in?
� Is it 2D only or 3D?
� Does it need to be in ‘read-only’ format?
� Is there an existing standard or preferred tool?
� What is the user’s CAD experience level?
� Does it need to be ‘to scale’?
� Many more……….
We’re sure as you’re reading this you’ve probably already thought of other questions that would be specific to your project team. The bottom line to remember is to continually ask “what problem are you trying to solve” by sharing this data?
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Technical options There are plenty of solutions available for sharing design data. We’ll start with an overview of
free viewers and editors of DWG/DXF, DWF/DWFx and PDF formats:
• DWG TrueView • XPS Viewer
• AutoCAD WS • Adobe Reader
• Design Review
Autodesk DWG TrueView
Autodesk DWG TrueView software is a free stand-alone DWG viewer. Built on the
same viewing engine as AutoCAD software, DWG TrueView enables you to view
the latest DWG and DXF files, just as you would in AutoCAD.
Key features/properties
• Open any version of any AutoCAD drawing in it’s native format (DWG & DXF) • Take accurate distance, area & volume measurements (utilizes object snaps) • Control object visibility with basic layer control (on/off, freeze/thaw, color override) • Publish sets of drawings or sheets to a plotter, DWF, DWFx, or PDF files • Installation required (Windows-based operating systems only: available for 32 & 64-bit) • No edit capabilities • Convert DWG files from one AutoCAD version to another (individually or in a batch
process)
How to get it?
Download Autodesk DWG TrueView directly from Autodesk website:
www.autodesk.com/dwgtrueview
System Requirements
64-bit operating systems: Windows XP Professional (SP2), Windows Vista (SP2), Windows 7
32-bit operating systems: Windows XP (SP3), Windows vista (SP2), Windows 7
Memory: 1 GB RAM
Hard Disk: Installation 1GB
NET Framework: To install DWG TrueView 2012 you must first install Microsoft .NET
Framework 4.0 on your system. Microsoft® .NET Framework 4 required.
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NOTE this is only a portion of the full system requirements. Always verify the detailed list of
system requirements before installing any software. Full detailed system requirements at:
www.autodesk.com/dwgtrueview
Learning DWG TrueView
The primary learning resource is the Help file contained within the application. The Autodesk
Knowledge Base and the DWG TrueView Discussion Group are also very good resources for
learning and support
TIP: Always use eTransit when sharing DWG files. When you select a set of drawing files in a
transmittal package, it automatically includes all related dependent files such as Xrefs and font
files.
AutoCAD WS
The AutoCAD WS Web and Mobile are free applications that allow viewing
and editing of DWG’s online (via a web browser) or on a mobile device such
as iPad, Anroid or iPhone.
Key features/properties
AutoCAD WS Web
AutoCAD WS is a Web application that lets you view (share) your drawings over the internet.
Since AutoCAD WS Web is a web-based application, it not installed on your computer. You
upload your drawings to the AutoCAD WS online workspace (drawings are stored in the cloud)
and then you can view those drawings from any computer that has an internet connection. In
addition, you can make basic edits to those drawings online. Each drawing version is stored
online for access by the entire project team and you control the access.
AutoCAD WS Mobile
AutoCAD WS Mobile is an app that you install on your mobile device that allows you to view and edit
DWG’s on the mobile device. Just like AutoCAD WS Web, you can access your DWG’s online if you
are connected to the internet or view and edit the drawings on the mobile device and sync with the
online drawings later when you are disconnected from the internet.
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Figure 4.AutoCAD WS product Comparison
How to get it?
Go to www.autocadws.com to create an account and/or download mobile apps.
System Requirements
Use of the AutoCAD WS web application requires an Internet connection, Adobe® Flash®
Player 9.124 or higher, and JavaScript® cookies enabled. AutoCAD WS web application is
compatible with all major web browsers, including Internet Explorer®, Firefox®, Safari™, and
Google Chrome™.
AutoCAD WS Mobile: iPhone, iPod touch, and iPad iOS 3.0 or later), ANDROID (2.1 and up)
Learning AutoCAD WS
The primary learning resource for AutoCAD WS is the online tutorials:
http://www.autocadws.com/tutorials
In addition, read posts on new features along with tips and tricks on the AutoCAD WS Blog
http://www.autocadws.com/blog
TIP: As with all Autodesk products, follow AutoCAD WS on Facebook, Twitter or YouTube; all
available at http://www.autocadws.com
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Additional Features/functions
In addition to online viewing and editing of native DWG fie, AutoCAD WS has a few other
functions to ease collaboration:
• Allow multiple people to work on the same DWG file online, in real time.
• Record changes to designs in a timeline for version control and auditing
• Store drawings and project related documents online, eliminating the need for redundant copies,
backups, or archiving solutions.
• Alternatively, access drawing files already stored online with services such as Box.net, Dropbox,
Buzzsaw, Egnyte, SharePoint or MobileMe
Autodesk Design Review
Autodesk Design Review is a free stand-alone program used for reviewing, printing,
and marking up DWF (Design Web Format) files. The DWF format is an open,
published, and secure file format developed by Autodesk. Much like Adobe® PDF
files, DWF files are no more alterable than printed paper copies. DWF files retain
detailed design information and scale, and are therefore more suitable for design
and engineering data.
Key features/properties
DWF files are typically published from within AutoCAD (although DWF files can be published
from just about any application) and provided to the review team to begin the digital design
review process.
• Direct read of DWF - Reviewers get the DWF file from the publisher and open it in Design
Review to verify the contents (a 2D drawing, 3D model, or image).
• Mark up - Reviewers can add digital comments and mark ups to the DWF file using callouts,
text, shapes, dimensions, stamps, and custom symbols
• Direct write to DWF - Digital comments and mark ups are saved directly to the DWF file.
• Integrated with AutoCAD - AutoCAD retains the link between the published DWF and
original DWG file. The original publisher can easily refer to markups directly in AutoCAD
and edit the DWG accordingly.
How to get it?
Download Autodesk Design Review directly from Autodesk website:
www.autodesk.com/designreview
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System Requirements
Operating Systems: Microsoft® Windows® 7 (Professional), Windows Vista® (Enterprise, Business, Ultimate or Home Premium SP1), Windows® XP (Professional or Home Edition SP2) operating systems
In this sample scenario, we tackle the challenge of sharing AutoCAD
designs with other designers who uses another CAD application;
perhaps Bentley MicroStation, TurboCAD, or Google SketchUp.
Remember that we always keep in mind the context for all questions;
What information? What’s the goal? What’s important?
Here are some more specific questions to consider:
Q: What is the file format?
Fundamental information required
Q: Can AutoCAD import this format?
As we’ve seen, importing/exporting is the most common method to
share designs with other CAD applications. However, AutoCAD can
only import certain formats.
Q: Can AutoCAD export to this format?
The formats AutoCAD can import is not necessarily the same as those AutoCAD can export to.
It’s good practice to verify these formats.
Q: Can other application save/export to DWG? DXF?
Likewise, verify if the other application can export or save to DWG/DWF formats.
Q: Can other application import DWG/DXF?
And of course if designs need to be shared back and forth, importing DWG/DXF format is
useful.
Q: 2D or 3D?
Some applications only support 2D
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Q: Need to edit?
Before deciding to import/expert designs with other applications, ask if editing is really required?
Sometimes, just viewing the design is sufficient for the project.
Q: Re-use data?
By re-use data, we’re asking if you can simply attach the data from other applications as an Xref
or do you need to incorporate into DWG format for re-use as AutoCAD objects?
Sample Scenario 5 – AutoCAD Designer ��������Tool-specific User
In this sample scenario, we tackle the challenge of sharing
AutoCAD designs with other users who have a specific tool
they must use. This tool could be another CAD application, a
specific format or a viewer application. Remember that we
always keep in mind the context for all questions; What
information? What’s the goal? What’s important?
Here are some more specific questions to consider:
Q: Name and version of tool/application?
This is just fundamental…..
Q: What is the primary purpose/function of this tool/application?
Knowing this can help determine what data to focus our attention on and which other questions
to ask.
Q: What do you need to do with the data? (View, edit, markup, incorporate in designs,
etc.)
This is a critical question as it helps direct subsequent questions.
Q: What is the native file format?
Again, this fundamental information. If you choose to consider import/export – can AutoCAD
import or export to this format? What are the characteristics of the format? Does it support 3D
geometry?
Q: Is there a viewer available? If so, will this meet your needs?
If it is determined the user simply need to view the data, then perhaps a free viewer will suffice.
Q: Can the tool/application export to DWG?
If import/export is a consideration, verify if the other application can import/export DWG files.
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Case Study
Client overview
Medtronic, Inc is a global medical technology company with facilities world-wide of varying sizes
and capabilities. The larger campus-style facilities have a dedicated facilities engineering team;
which our case study location; Santa Rosa, California does. The Santa Rosa campus houses
office space, warehouse space, lab research space and machine shops manufacturing.
The facilities engineering team is primarily comprised of a project manager, an engineer and a
single, AutoCAD drafter (AutoCAD 2010) along various technicians who aid in projects and daily
maintenance.
The facilities engineering team relies heavily on contractors from a multitude of industries for
each project – be it combining 2 offices into a single room, building a cafeteria, designing a new
lab or re-configuring the manufacturing lines. Not only are there the typical local building codes
to adhere to, but since medical-grade equipment is used and manufactured along with specialty
chemicals, additional audits and approvals from the US FDA, etc are required.
In early 2011, the installation of solar panels in an otherwise empty field at Medtronic Santa
Rosa project was initiated. This is our case study project for this class.
The Problem
The issues regarding sharing of data all started when the in-house AutoCAD drafter received a
PDF of the initial conceptual design the solar company. He wished to incorporate the PDF into
the existing master Medtronic site plan (accurate plan proved by civil survey company).
The first issue encountered was that since the solar array design was provided in PDF format, it
is not to a specific scale and therefore could not be easily incorporated into to the existing site
plan. The secondary issue was even if the PDF was to scale, how to extract the solar design
data from the PDF into the master AutoCAD site plan without having to re-draw (trace-over)
each pint, line etc in the PDF?
Problem Analysis
A quick phone call to the solar design company gave us a key piece of information; the CAD
design was created in DesignCAD. So now it was time to start asking questions to narrow down
the options in sharing data back and forth.
Q: What is important?
A: Location, size & footprint of solar installation and ability to analyze impact on entire site
Q: What is the native file format of the design?
A: .DCD
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Q: Can AutoCAD import this file format?
A: No, but DesignCAD can save to DWG
Q: Is the design to scale (and is this required)?
A: Yes, the design produced in DesignCAD is to scale and yes, this is important to maintain.
Q: Is the design 2D or 3D?
A: 2D only
Q: Will there be other consumers of the design?
A: Yes, through the project life, the project manager who does not have AutoCAD or any other
DWG viewer and the engineer who has AutoCAD LT will need to view the designs from the
solar company as well as the various site plans from the in-house drafter.
Q: Are the designs need in the field?
A: No
Q: Will any of the project members need to mark up the designs at any point.
A: Possibly, but not likely.
What could we rule out?
� No 3D – life gets easier! This means we’re not limited to those applications that support 3D.
� Markups are not a priority – We had the option to rule out Design Review
� No field/remote access required – This means we’re not limited to certain mobile devices nor do we need to rely on internet connections in the field.
Possible Solutions
The answers provided by our problem analysis lead us to consider the following options:
Yes, but only to a single object which was deemed acceptable
Q: Any object property changes?
Yes, but they had a very small impact & could quickly and easily be edited in AutoCAD
Conceptual design��Non technical user (PM)
� User is always tied to desktop computer (no remote access)
� Slow network
� DWG TrueView meets all requirements (view & measurements)
Final Plan Selected
� Conceptual design (.dcd) �� AutoCAD: Export to DWG from DesignCAD
� Conceptual design �� Non technical user: DWG TrueView
Lessons Learned There are a number of lessons that we've learned in the course of doing project that involve
data sharing:
� Ask questions up front. There's nothing worse then getting half way through the project only to discover a new requirement. Come at the problem from several directions, and consider the perspectives of everyone involved.
� Figure out the real problem. Too often people will assume a solution and then try to force fit that solution to the problem. If you ask "what problem are you trying to solve" and get a technical answer, dig deeper; that's not likely the real problem!
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� Determine which requirements are critical (vs. nice to have). Not all requirements are created equal. More questions are needed here. Ask "why do you need that?" and " how badly do you need that?".
� Identify options that can be ruled out. It doesn't matter how much you like a given solution; if it fails to meet one or more critical requirements, it's not a solution.
� Determine what makes sense to test. You can always think of more things to try, so instead make a list of what you know you need to test, and the goal of each test. Be focused.
� Treat introduction of new tool as a project. All of the products discussed in this paper in detail are "small", but even small products can have a big impact on users. Identify who needs to know what, what training is required, what procedures should be established, and how the solution will be supported.