topic Re: File Structure to control Common Parts across multiple projects. in Inventor Forum

File Structure to control Common Parts across multiple projects.

chrisbarriedesigns — Wed, 14 Sep 2022 18:20:22 GMT

Hi all

I’m looking for some advice around project file structure and how best to setup my structure, particularly to share parts across multiple projects.

I’m new to inventor so please bear with me, the structuring feels like a learning curve here!

Currently, I’m using an individual project file for each project, with a project file in each individual project folder level, so my folder structure looks something like this..

C:\\My Projects

Project 1

Project 1.ipj

01) GA

02) Assemblies

03) Parts

Project 2

Project 2.ipj

01) GA

02) Assemblies

03) Parts

If I want to work on a different project, I switch the project file in Inventor and all is good. It works, but feels a bit overkill.

However.

We’re now adopting a new approach whereby we are creating common bolts and fixings to be used across ALL projects.

These are created using the content centre, but are custom parts, so I don’t want them linked to the content centre in any way once they have been made. So now I’ve got another folder full of fixings .ipt files to use across all projects. These are the custom bolts with unique iproperties and such for my company.

I don’t want to have to copy this folder full of bolts into everyone of my project files, creating duplicates of all my bolts.

Am I correct in thinking that I should be using an overall project file to control this, so my new folder structure would be as below. (Using a project file called something like My Projects.ipj).

The folder containing all my bolts (Bolts and Fixings), then sits in the main root of C:\\My Projects, along with the project file?

C:\\My Projects

My Projects.ipj

Bolts and Fixings
Project 1

01) GA

02) Assemblies

03) Parts

Project 2

01) GA

02) Assemblies

03) Parts

When I then want to use a bolt in an assembly, I place it from the top level bolts folder?

The next question I have is around duplicate parts, or common parts that are used across all my projects.

At my company, an assembly file, e.g 62001.iam could be used in both Projects 1 and 2, under the assemblies folder for both projects.

As such, both assembly folders in Project 1 and Project 2 would contain a file called 62001.iam, which doesn’t feel right as it means a duplicate of an assembly?

If the part/assembly is common, should I consider a “common parts” folder that sits in the same level as my bolts and fixings?

I’m finding it all a bit confusing to be honest.

I should point out, my company has Vault, but we don’t utilise it all that well. Partly through lack of training and understanding, and there are only a handful of us working in Inventor, so everyone works locally and we use Vault more as storage.

I just feel like I’m missing a trick here, and making hard work for myself, so am keen to learn if there is a better workflow for myself and my team. Ultimately everything needs to be in vault, so we can all access it, so perhaps I should be exploring that route, but I find it a bit daunting and harder to understand that the local file structure.

As always, appreciate any support you guys can offer.

Thanks.

Re: File Structure to control Common Parts across multiple projects.

blandb — Wed, 14 Sep 2022 18:36:18 GMT

I prefer a single company project file that everyone utilizes. The project file defines where your templates, design data, content center files and workspace is. All a new user has to do is just get the correct project file to use and all is set.

Its up to your company on how you want to structure your files. For us, it is:

C:\Company Name folder
- Content Center Folder - This is where all CC items will be placed
- Design Data Folder - This is where all design data (Drawing styles, material styles, etc) are
- Designs Folder (workspace) - This is where all projects we work on are saved. Example:
  - 2021 Folder
    - 210567 - 567th job of 2021
  - 2022 Folder
    - 220001 - First job of 2022
    - 2022002 - Second job of 2022
- company project file.ipj

With a single project file you can use any file in any job due to the fact that all jobs are in the search umbrella of the workspace. If using independent project files, you can use a file from one job in a single project file to another because it would be outside the current project files workspace. So, you would always be prompted to locate the file from the old job.

Re: File Structure to control Common Parts across multiple projects.

Frederick_Law — Wed, 14 Sep 2022 18:39:38 GMT

2 approach.

One: single Project file for all which I use.

Similar to what you've layout.

Second: Project file for each project. Common parts are put into Library in Project which stay in same Folder for all Projects.

Library is read only in Project.

In order to edit files there, another Project files is needed, with Library folder as Workspace.

I used Single Project with Library for Hardware and Purchased parts.

Another "Common Part" folder for in house parts that work in multiple Projects.

I put all of them in "Workspace".

Re: File Structure to control Common Parts across multiple projects.

chrisbarriedesigns — Thu, 15 Sep 2022 06:37:16 GMT

Thanks guys.

So looks like the single project file approach is better then, that makes sense and I’ll create that - thanks.

This just leaves my issue with duplicate parts/assemblies. (Not the bolts, but other parts or fabrications)

Even with the single project file structure, how best should I manage parts and assemblies that are used across multiple projects?

So much structure will now look something like this…

C:\\My Projects

My Projects.ipj

Bolts and Fixings
Project 1

01) GA

02) Assemblies

Wheel Unit.iam

03) Parts

Tyre.ipt

Axel.ipt

Gear.ipt

Project 2

01) GA

02) Assemblies

Wheel Unit.iam

03) Parts

Tyre.ipt

Axel.ipt

Gear.ipt

The example above shows a typical scenario I might have, where the wheel unit assembly is used across multiple projects.

If I make a change to “wheel unit.iam”, add a part to it, change some constraints, etc, I don’t want to have to do that in both projects, obviously.

If the wheel unit changes by project as described (I.e project 2 uses a different wheel unit to project 1) it should be given a new name/part number, which I get, but some of the parts in the project 2 assembly with the new name/part number could still be common across the 2 projects? Where should they live?

I’m still struggling with this of how best to structure without making loads of extra work for myself?

Each of the projects I’m working on are large assemblies, lots of weldments, sub assemblies and parts in each project, many of which are shared.

At the moment, if we start a new project, we take a copy of all the parts we need from an old project (I.e project 1) and stick them in the new project folder (I.e project 2), but there must be a better way to help prevent all that duplication? This doesn’t feel like good practice.

Appreciate the support as always.

Thanks.

Re: File Structure to control Common Parts across multiple projects.

Frederick_Law — Thu, 15 Sep 2022 12:20:40 GMT

Move it "up" a folder and out of the project.

I call them "Common Part" if we need to make parts in house.

"Purchased Parts" if just buy and assemble.

You don't need to specify them in Project.

You can put them in "Library" if you don't modify them much.

Workspace

\_Hardware

\_Common Parts

\Project1

\Project2

I use _ in front so those folders always on top and easy to find.

Re: File Structure to control Common Parts across multiple projects.

chrisbarriedesigns — Thu, 15 Sep 2022 12:32:28 GMT

Thank you.

Yes, I like the ideas of a “common parts” folder at the root of my directory.

Any projects that share parts then pull from the common parts folder.

So in the below, project 1 is using the wheel unit assembly and all its parts from the “common parts” folder.

If I then start working on project 2, and need to use the wheel unit assembly but change it to add a part to it, I give the assembly a new part number, add my part that is specific to project 2 (tow bar.ipt) and save this new assembly in the project 2 folder, like this?

C:\\My Projects

My Projects.ipj

Bolts and Fixings
Common Parts

01) Assemblies

Wheel Unit.iam

02) Parts

Tyre .ipt

Axel.ipt

Gear.ipt

Project 1

01) GA

02) Assemblies

Wheel Unit.iam (common)

03) Parts

Tyre.ipt (common)

Axel.ipt (common)

Gear.ipt (common)

Project 2

01) GA

02) Assemblies

Wheel Unit 2.iam

03) Parts

Tyre.ipt (common)

Axel.ipt (common)

Gear.ipt (common)

Tow Bar.ipt

The question I have is, if I then start another project (project 3), and want to use the wheel assembly that was used in project 2 (Wheel Unit 2.iam), would I have to move the “Wheel Unit 2.iam” and the “Tow Bar.ipt” files into my common parts folder?

This just feels like it would be a lot of work each time, remember to move any assemblies, parts and ultimately drawings back up a level into the common parts folder? Is there an easy way to do this in Inventor, i.e open the assembly and move all the parts within it to the new common location?

Finding this stressful, and not sure it should be!?

Thanks everyone.

Re: File Structure to control Common Parts across multiple projects.

Frederick_Law — Thu, 15 Sep 2022 12:53:43 GMT

No copying. Just use (reuse) the Wheel Unit.iam in the Project.

Just like Content Center.

Simply add Wheel Unit.iam in Project3.iam

You need to decide if the Tow Bar will be used in other Project.

Which one is less stressful:

Move it to Common Part and find it later.

Keep in Project11786754282 Folder and try to remember and find it again every time you need to use it.

It depends how you want to manage your file.

Best is try to do it one way and adjust on the go.

Re: File Structure to control Common Parts across multiple projects.

chrisbarriedesigns — Thu, 15 Sep 2022 13:04:58 GMT

Thank you, I appreciate your support and patience.

I think moving the part (Tow Bar) into the common parts folder is the way to go. If it’s going to be used on future assemblies, or if I’m working on a new project and decide I need the tow bar, it should be moved (not copied) to a common location.

How would you suggest the best way to move the assembly/part into the common parts folder would be though?

For parts it’s not so bad, I can just move them around the folders in Windows, so move the tow bar part from Project 2 into common parts using windows explorer. Hopefully inventor will then see the part has moved in any assembly files that use it, in any project?

If an assembly becomes common though, I’d need to move the assembly file and all the parts within it into my common parts folder.

Some of our assemblies are huge, and I wouldn’t want to have to find all the parts in windows to move them around folders?

Really appreciate your help on this.

Thanks

Re: File Structure to control Common Parts across multiple projects.

blandb — Thu, 15 Sep 2022 13:09:45 GMT

Another ave. could be in your project settings is to utilize the "Frequently Used Subfolders" options:

This will create shortcuts in the open/save/place dialog boxes on the left side similar to the CC or Workspace buttons to take you directly to those folders. I just named them CAT 1, 2, but could be called "Common" or whatever you want.

If you are using vault, then unless you "get" everything in the vault to these folders, it will obviously not have everything all the time, but you would place from vault out of these folders, and then of course the files would be populated to here. But, if these are used a lot between jobs, then when you create, more than likely you would already have it in these folders...just a thought.

Re: File Structure to control Common Parts across multiple projects.

cadman777 — Thu, 15 Sep 2022 13:38:13 GMT

Essentially, you are talking about an ELECTRONIC DOCUMENT MANAGEMENT SYSTEM (EDMS). This is a whole different aspect of Engineering Information compared to 'design and drafting'.

The way I do it is like this:

1. All re-used/unchanging parts and assemblies go into the ContentCenter or a folder that's separate from all Projects. I decided to use the ContentCenter as my library. If the part or assembly won't go into the ContentCenter, then I just use a separate folder structure for them. Each of these are a repository/bank of reusable parts and assemblies with associated drawings (if necessary).

So, if I have a ladder weldment that I reuse, I copy it from the original project to a common place and always take it from that common place. The associated drawing goes with it b/c it's already completed. The titleblock and all that info can be changed on a per-project basis. You're only reusing the weldment and drawing, not the border and titleblock.

The key to this is NUMBERING. You need a PART No. or ASSEMBLY No. that won't change. So you have to invent/use a company Numbering Standard. This is a 'study' you will have to do if you don't know how to do it yet. There are basically 3 types of Numbering methods: 1) Stupid numbers (like what accounting uses), 2) Intelligent numbers, and 3) EDMS generated numbers (if you buy a document management software, it will have its own numbering method.

2. All customer projects are like described above: One Project per customer project. On my hard drive the directory structure has one folder per customer, and then every folder under that customer folder represents ONE of the Projects done for that customer.

3. Any odd-ball parts that will not be reused, reside in the particular project in which they were used.

4. As a caveat/option, one thing I began doing meany years ago was to put all reusable ContentCenter parts in the Project folder where they are used, such as fasteners and pipe fittings. That prevents broken links if a project is moved or if the folder structure changes. Basically, these reused parts are Copies of the originals with no changes made to them. Who cares if they take up more disk space? That's the cost of ensuring you can open your assembly later in life if needed, without any broken links you can't fix or that will take hours or days to fix.

5. As was said above, you have to make sure your library parts directories are registered in the Project Workspace, as is shown above.

I try to keep it as simple as possible. Example:

AnyDrive:\ContentCenter (managed by Inventor)

AnyDrive:\CommonParts&Assemblies&Weldments\Structural\Ladders

\Stairs

\Beams

\Columns

\Equipment\Gearboxes

\Conveyor Belts

\Tanks

\Pneumatic

\Hydraulic

\Electrical\Motors

\Drives

AnyDrive:\CustomerProjects\Customer01

\Customer02

\Customer03

\Customer_etc.

AnyDrive:\iLogic&VBA\iLogic

\VBA

Re: File Structure to control Common Parts across multiple projects.

blandb — Thu, 15 Sep 2022 13:18:34 GMT

If you have all checked in, then do the move in vault so it maintains all links.

Re: File Structure to control Common Parts across multiple projects.

Frederick_Law — Thu, 15 Sep 2022 13:27:49 GMT

@chrisbarriedesigns wrote:
Some of our assemblies are huge, and I wouldn’t want to have to find all the parts in windows to move them around folders?

Well you'll need to be more organized.

You could probably "guess" that the assembly will be used in other projects.

Most of the parts in that assembly probably already in "Common Parts".

If you're designing modular parts and assemblies, all of them should be "Common Part". Like Lego pieces.

Your "Project" is just an assembly of those Lego parts and assemblies.

Re: File Structure to control Common Parts across multiple projects.

chrisbarriedesigns — Thu, 15 Sep 2022 14:07:12 GMT

Ok thanks everybody.

We do have vault at the company, but we don’t utilise it very well.
Partly due to lack of experience (Im new to Inventor and have never used vault, find it a bit daunting).

I think the company does have a desire to use vault more though, so perhaps that’s something I should be exploring? At the minute it’s used more of a repository for completed projects rather than a used in a working way.

I’m not at my desk now for a week or so, so maybe something worth looking at when I’m back.

Thanks everyone.

Re: File Structure to control Common Parts across multiple projects.

Frederick_Law — Thu, 15 Sep 2022 14:33:24 GMT

Figure out how the company will organize files before put them in Vault.

Re: File Structure to control Common Parts across multiple projects.

chrisbarriedesigns — Thu, 15 Sep 2022 17:09:36 GMT

Ok, thank you everybody.

I wonder if I’m over complicating a bit, partly because I’m trying to overcome and fix large, old models that aren’t well structured or organised.

I’m going to go down the single project file route, with a common parts folder in the main directory.

I’m then going to try and follow these rules (keeping things as simple as possible).

We cannot have duplicated inventor files anywhere. This would be out of control.
If a part file, weldment file or assembly file is USED IN A SINGLE PROJECT ONLY, it lives in the project folder.
If a part file, weldment file or assembly file is USED IN MULTIPLE PROJECTS it lives in the common parts folder.
The drawing file (.idw) sits in the same folder location as the file, either project folder or common parts folder.

Is there anything you kind folks think I might have missed?

Thanks.

Re: File Structure to control Common Parts across multiple projects.

carolinaV3DAP — Thu, 12 Jun 2025 11:36:48 GMT

Hi,
I would advise you to use EZFolders, a tool that generates structured folder trees from CSV files or plain text outlines, directly into platforms like Dropbox, Google Drive, or local systems.
It's great for structure folders and folder automation without the need for scripts or templates.

Re: File Structure to control Common Parts across multiple projects.

NigelHay — Thu, 12 Jun 2025 13:30:03 GMT

We use a single project file across all seats &, as suggested, have the Frequently Used Subfolders for common parts. We have i.e. a subfolder for fasteners. These will have been pulled from the Content Center & renamed (because our buyers need a unique Pt.No. for each item). The fastener subfolder is further divided into i.e. socket screw, hex bolts etc.