Top 10 Most Requested Integration Features
Autodesk AutoCAD Data Management
Top 10 Most Requested Integration Features
Summer 2008
Introduction
During the past four (4) months since the launch of CADnection, we have had dozens of feature requests. Given this input, we decided to publish the top 10 most requested integration features. We realize this feedback is somewhat antidotal, but none the less, reflects what organizations are looking for in an integration between AutoCAD and some type of data/drawing management solution. In the case of CADnection, Microsoft SharePoint is used.
Top 10 List
*Features that are supported by CADnection
1. XREF Management*
Ability to recognize reference files exist and treat them through the check-out and check-in processes. This includes automatic copy out, locking controls, update relationships on check-in and visibility such as where-used and composed-of properties.
2. Direct Integration with AutoCAD*
AutoCAD users stay in AutoCAD. Access and interaction with the database environment (SharePoint) are all done within AutoCAD via menu options and wizards.
3. Batch Import to Microsoft SharePoint
Bulk import of drawings from subdirectories, retrieve and map attributes and create reference file relationships.
4. XREF Update Notification*
When a drawing is updated in SharePoint, all users that are working on files that utilize the changed drawing will be notified of the update and can retrieve a current copy from SharePoint.
5. Inventor Integration
Just as AutoCAD is fully integrated with SharePoint, provide the same level of integration for Autodesk Inventor.
6. AutoCAD Sheet Set Manager Support
Store and maintain sheet set properties in SharePoint for access and management within AutoCAD.
7. Administrator Controls*
Provide administer users with the ability to set and manage all “variables” such as template file folder name, delete drawings on check-in, etc.
8. Workflow Support
Permits AutoCAD users to engage in SharePoint’s collaboration and workflow processes. For example, as a user checks-out a drawing, a workflow process is activated.
9. Rendition Conversion (PDF or DWF)
Upon check-in or a property change in SharePoint, render the original drawing to a viewable format such as PDF or DWF. This in turn would allow casual users to easily open and view a drawing without knowledge of AutoCAD.
10. Title Block Integration*
When checking-in a drawing, automatically retrieve the title block and/or other text entity values and map to attributes in SharePoint. Additionally, allow a user to edit the text values and update the drawing on the check-out process.
*Features supported by CADnection
| CAD Data Management Oriented Questions: Ben Desmarais
CAD Data Management Oriented Questions
Interview with Ben Desmarais
Aug 4, 2008
Introduction
Joining me today is Ben Desmarais. Ben is manager of Technical Services with the vdR Group Inc. Today we are talking to Ben about how his experiences with technical data management implementations.
Questions
Question: Historically, organizations have been using either file system or content management solutions to manage their designs, drawings and related data. What are you seeing your customers using and why?
Ben: Well, let’s talk about file systems first. This approach is the most common way to help small and medium size companies in the management of drawings and some related data. The primary reason for this is because it is simple, easy and there is typically not a large amount of data. There are still some large companies, however, who use file systems just because it is easy to use and it is all folder based. It is also easy for sharing. You save a file on a network drive and everyone has access to it. This method has been found useful, however, the capabilities are quite limited. There is limited file access controls. Let’s say after saving a file, it gets modified or accidently deleted. The only way to get it back is to restore backups … assuming those are done. There are some other problems that can occur with reference files (XREF) because they are dependent on a single name. If you change that name of a reference file it becomes detached from the primary drawing. So, with file systems, there are some definite problems.
If you put everything on the file system, everybody is dependent on using Autodesk’s AutoCAD or viewer, which is installed on the local machine, to view the files. Searching becomes challenging. You can search on file names but not on content. It makes it very difficult if you are trying to make those files globally available to the whole organization when the users do not know the folder structure or even the naming conventions of the actual files.
When you look at content management solutions such as Microsoft’s SharePoint, this is an approach that I see is becoming more popular. This type of solution creates a secure repository, provides workflow, and typically a consistent user interface. Content management systems can manage your relationships and reference files for you. Users also have the ability to go back to old revisions. If you have a viewer installed, you can compare between the new and old versions to see what has been changed. You can also track who, when and what has been changes in specific files. You can also manage all of your relationships within a database. Therefore, during the check in process your relationships can be gathered and put into the content management. Once all the relationships are gathered, you can access relationships such as where-used and composed-of. This will allow you to find where a DWG file or drawing is being used. From this, you will be able to make better decisions on what will and won’t be affected before something changed. This is something that the file system cannot do. Content management solutions are the best way to manage and control your files.
Question: What is your thought on why organizations are staying with file system directories.
Ben: Well, one of the main reasons is that it is easy. People do not want to invest in another solution when there is already one that is working and in place. It is there and most have been doing it for the last 20 years. The drafters and engineers are used to it and putting new systems in place tends to be a hard transition. Most do not like change and are comfortable with what they have
Question: What are some of the potential pain points that are going to cause an organization to rethink their use of the file system directory approach versus a more structured approach?
Ben: Well, loss of control and confidence in what drawings and data exist would be a primary pain point. The cascading effects of this are huge. This will ultimately be very costly in terms of revenue, customer satisfaction, market share, and so on.
I think IT really needs to be in the driver’s seat to make these changes. With this type of transition there is definitely going to be some pain. Importing the company’s data into a new system can create a lot of work. People who are used to working in the file system structure are going to need training and help in adjusting to newer and more efficient processes. I think if users see the longer terms benefits, they are OK with it. They will see it easier to find drawings, see history of files, viewings, revisions, where-used, composed-of, and simply more information about a drawing.
CAD Data Management AutoCAD User: Mikhail Grigoriev
CAD Data Management AutoCAD User
Interview with Mikhail Grigoriev
July 3, 2008
Introduction
Joining me today is Mikhail Grigoriev. Today we are talking to Mikhail about some of his experiences in dealing with CAD drawings and files.
Questions
Question: Tell us a little more about your role and responsibilities?
Mikhail: I have over 10 years of experience with Autodesk’s AutoCAD. I worked as a CAD engineer for an oil extracting company, providing structural and engineering drawings of oil rigs, onshore facilities, and geographical maps. Currently I am working as a civil engineering designer, making street plans, rough and precise grading plans of housing developments. I also developed a bunch of programs (tools) that aid drafters and designers to speed up the drafting process.
Question: How is your organization managing drawings today?
Mikhail: Every time a new project is formed, a new structure would be created with the name of the product, structure grade, and a folder for the street design, wet utilities, and precise grading. There were a lot of different folders where people would place their drawings (dwg). The way we saved different drawings and designs was to make a backup every week of the whole server so that it could easily be managed. This process was sometimes hard because you never knew who was using the same drawings. Some people, even though they were not supposed to, would take a drawing, place it on their own computer to change some figures, and then download it back to the server. At the same time, somebody else may have been making some modifications to the same drawing. So both of the versions would be saved making us have to get the backup from the server and try to figure out how the drawing should actually be.
Question: What is working well in the way you are managing drawings?
Mikhail: Well, the backup always worked well. You could rely on the fact that you would never totally lose a drawing, although you may not always get the latest version. The structure of the folders were well organized, so that you would always know where to look for a drawing.
Question: What are some of the things that you think need to change?
Mikhail: There should be a set of rules that nobody could break. The best way to do that is to control access to the drawings. Another aspect of change that would be good is to know who is using a drawing, making changes, at what time, and what type of changes. Additionally, it would be extremely beneficial to have visibility into which drawings are related, such as where-used and composed-of.
Question: Assuming these changes occur, what benefits will the business realize? For example, improved quality, time-to-market, etc.
Mikhail: The biggest benefit would be fewer mistakes. Everybody is looking for that. I also think the speed of the processes will improve, however, this is with fewer mistakes. The speed comes from the quality as well. If you make everything right the first time you will have good quality and a speedy process. When you have to go back and modify something, that is where you lose momentum and efficiency.
Question: What steps would you take to make these changes?
Mikhail: There should be a certain set of guide lines for each particular task that has to be applied. If this happens, you are going to be able to increase speed and quality. The types of rules used should be that nobody could modify the drawings unless everybody knows that you’re changing something. Also, everybody should know what you are planning to change. A fixed set of time you are supposed to spend on that drawing should be specifically allocated. Managing time and prioritizing tasks is very important to achieve optimum efficiency.
Question: What speed bumps might keep you from making these changes?
Mikhail: Anything new that gives employees stress will slow them down. Once you go over it and learn the software and the new tools you will be fine. However, the biggest bump is the switch in how people are going to be doing their work. People do not want to spend time learning new information because at first it slows down their effectiveness.
After learning about an AutoCAD and Microsoft’s SharePoint integration called CADnection, I discovered that it allowed me to overcome all of the obstacles that I faced. It is quick and easy to learn, can efficiently manage the xref relationship between CAD files, view xref structures of a CAD file, perform a “where-used” function to see where the file is being used as an xref (child) of another drawing, launch into AutoCAD and edit the CAD file with all the neccessary Xref files, and manage relationships between CAD files and its renditions (PDF, DWF, etc.) This interface is not only easy to use, but is painless to learn and well-organized.
CAD Data Management Solution Provide: Brian Griset
CAD Data Management Solution Provide
Interview with Brian Griset
July 2, 2008
Introduction
Joining me today is Brian Griset. Brian is the manager of business development and sales at CADnection. Today we are talking to Brian about an interface between Autodesk’s AutoCAD and Microsoft’s SharePoint.
Interview
Question: Brian, tell us a little more about your role and responsibilities?
Brian: My role with CADnection is to foster new sales for end users as well as establish resellers and to grow business development. I also add input as it relates to product marketing, marketing strategies, and SEO. Bottom line though, is to bring in new business.
Question: In what industries are your typical prospects and/or users?
Brian: So far, one of our newest customers provides electricity and power to an entire area in Tennessee. They have CAD drawings of their machinery, assets and products. This company chose SharePoint as the collaborative content management solution for their whole organization and supply chain which now includes CADnection.
We have another customer who designs solar panels, equipment and hardware that creates solar energy. They are extremely sophisticated with the use of technology and file and drawing management is a high priority.
We have other customers such as a nuclear power company and a consulting group that is a reseller of SharePoint infrastructure for customers. Any organization that uses AutoCAD to develop a product design or build something, and chooses SharePoint to manage the data, will be a candidate for CADnection.
Question: What are the typical BUSINESS reasons for inquiring about a CAD data management solution?
Brian: AutoCAD users get a decree from their CIO or IT infrastructure that they are going to be using SharePoint. So these businesses need something to help them integrate AutoCAD with SharePoint. Many customers need to easily locate their drawings (dwg), renditions (dwf) and external reference files (XREF). CADnection of course allows you to find these files in the SharePoint library and moreover, provides users with the visibility to relationships such as “where-used” and “composed-of”.
Question: What are the primary capabilities people look for in a solution?
Brian: Time and again, it appears the two most important thing companies are looking for are seamless integration and XREF management. AutoCAD users want to stay in AutoCAD. Frankly, SharePoint needs to be almost transparent. And then of course XREF management is the other key concern. CADnection maintains drawing relationship integrity all around. That includes check-in and check-out processes.
Question: What benefits will the BUSINESS realize if such a solution is implemented?
Brian: Significant time savings for the AutoCAD user, even non AutoCAD users who need to access the data and drawings. The ROI is realized here. Users manage content and data in a way that allows them to access information, reuse it, edit it, and create updated versions. So it is a solution that saves times and that time relates to a strong return on investment based on the designers, developers and CAD operators being able to focus on what they do, which is design products that their company can sell and support.
Question: What are the typical evaluation steps prospects take in making a decision?
Brian: First off, a CADnection demonstration is typically setup for AutoCAD and SharePoint users. CADnection even offers a custom demonstration which allows prospects to use their own data and drawings so they will be able to see CADnection first hand with familiar information without having to buy it. CADnection offers a hands-on experience in order to assess the solution and experience its benefits.
Question: After going through this process, what are some of the lessons learned that you have picked up from companies and what advice would you give to other organizations that are looking for similar solutions?
Brian: Allow the AutoCAD and the SharePoint users to get their hands to work with the solution and understand the functions and processes. Typically we encourage all the key decision makers to see CADnection early on in the sales process. I have also learned the importance of getting people quickly engaged in understanding the details of the solution. This means fewer PowerPoints and big picture overviews. People know what they want.
Question: What makes you feel like this product is different from other solutions?
Brian: The value of the CADnection solution is quick to see. It’s an application that is easy to get, quick to deploy and effortless to understand. The way that CADnection has been developed makes it is a breeze to use. I have sold a lot of complex software in the past that requires significant amount training, testing and reorganizing which slows down an employee’s progress which in turn lowers the ROI. CADnection is a simple, concise and an immediate solution that helps our customers focus on the real business issues.
CAD Data Management Solution Provide: Ken Fox
CAD Data Management Solution Provide
Interview with Ken Fox
July 1, 2008
Introduction
Joining me today is Ken Fox. Ken is an application engineer at CADnection and is involved in the technical support of the CADnection software. Today we are talking to Ken about this interface between Autodesk’s AutoCAD and Microsoft’s SharePoint.
Questions
Question: Ken, tell us a little more about your role and responsibilities?
Ken: My job is to know everything I can about our product CADnection, which is the integration between AutoCAD to SharePoint. I provide information and answer questions directly to sales people as well as interface with prospects to answer various technical questions.
Question: In what industries are your typical prospects and/or users?
Ken: Typically architectural engineering and construction (AEC) companies. We have had mostly electrical and architecture prospects at this point that need help with CAD drawings (DWG), external reference files (XREFs) and design processes.
Question: What are the typical BUSINESS reasons for inquiring about a CAD data management solution?
Ken: Most everyone wants to be able to share and manage drawing files between multiple working locations which can be difficult when operating in an intranet environment. Companies also look for reliable security so that their files will be there when they want them even when a malfunction occurs. Having a vault capability is important.
Question: What are the primary capabilities people are looking for in a solution?
Ken: People are looking for a solution that does not interfere with what they are doing currently with their work flow and how they manage and use their files. They want to keep the same level of collaboration that they already have especially in a local work environment and extend that same reach to the people outside their offices.
Question: What benefits will the BUSINESS realize if a solution is implemented?
Ken: Mostly a confidence that their files will be there so that they can continue to do business regardless of what happens. A lot of it is collaboration, so efficiency of communication and keeping the business moving at a constant pace while having multiple sites around the world will be the primary benefits that a business will realize.
Question: What are the typical evaluation steps prospects take in making a decision?
Ken: With us, people will typically have an initial call to check their system requirements at an IT level and decipher what they want to accomplish with the software. They will also check their drawing software compatibility with us. We will give a demonstration of the product and answer questions. Then we will give them access with a trial where they can try it out with some of their own files and actually use the solution in a manner expected to be used in their business. After, they can come back and refine the specific questions about business process and how it integrates with what they do.
Question: After going through this process, what are some of the lessons learned that you have picked up from companies and what advice would you give to other organizations that are looking for similar solutions?
Ken: One major thing is to make sure that your solution does not add more steps to the day to day user. If you start adding more steps to the typical user, you will extend how long it takes for them to do things. Ultimately, you will be losing out on your solution. So having a solution that integrates and puts things all in one place so that you do not need to use another pieces of software will streamline your efficiency.