What Are the Best Practices for Managing File Access When Moving to OneDrive?

[m_koskinen]

We are transitioning our data and processes from our internal server to OneDrive, as it better suits our current and future workflows.

Currently, when a team member attempts to open a file that is being worked on by another person, the following alert is displayed:

"AutoCAD Alert: [filename] is currently in use by [user]. Would you like to open the file in read-only mode?"

This alert informs our team members that someone else is working on that file, allowing them to proceed as they see fit.

However, we've noticed that after transferring our files to OneDrive and syncing them to our computers, these alerts have stopped appearing. Instead, a new file is created, leading to confusion and potential errors.

In our team, it is common practice for one person to work on a file while another views it in read-only mode, so something must be done.

Is it possible to replicate this behaviour with OneDrive? Or are there alternative workflows we should consider after our internal server is gone?

[Edit 8.4.24 - We ended up moving to Autodesk Docs in Autodesk Construction Cloud as it is included in our subscriptions]

[CGBenner]

@m_koskinen 

Hello, and welcome to the forum!

I'm afraid I don't know much about One Drive and how it works with AutoCAD.  Have you taken a look at using Vault to secure and store your files?  Vault Professional even gives you options (for down the road) for lifecycle and revision control, BOM Management and so much more.  Sorry... I sound like a salesman!  But... take a look and see if any of the Vault family might help you.

[Michiel.Valcke · Accepted solution]

https://help.autodesk.com/view/ACD/2024/ENU/?guid=GUID-31D59D9A-57D0-4D11-80A3-E09C8AACC7C0

Basically everyone works on a local version of the file when you're working with OneDrive, only when closing the file will it attempt to sync back online. Which is the cause of that behaviour. Unfortunately in my experience, Cloud storage solutions like OneDrive/Sharepoint do not work well with CAD applications, even 'simple' ones like AutoCAD. When moving to more complicated systems like Plant3D/Revit/Inventor it is downright dangerous to your data. 

Aside from Vault which was mentioned by Chris, you also have Autodesk Construction Cloud which has a Docs environment ideal for storing your CAD data in a cloud environment and which works with a desktop connector application that correctly locks and syncs information. An added bonus is that it has a lot of other features, allows you to control and limit access to directories, and there's an inbuild viewer in the online environment so also people without AutoCAD can view make markups on the files.

[pendean]

Cloud based servers do not offer the protection of a physical server for AutoCAD users, sorry 
https://www.autodesk.com/support/technical/article/caas/sfdcarticles/sfdcarticles/File-locking-no-lo.... 
and 
https://www.autodesk.com/support/technical/article/caas/sfdcarticles/sfdcarticles/Support-for-non-Mi... 

It looks like you'll all have to invest in cloud services better designed with AutoCAD users in mind like, autodesk has offerings as do 3rd party like 
https://www.centrestack.com/autocad-cloud-drive-file-locking/ 

OneDrive more tips to explore if you wish 
https://forums.autodesk.com/t5/autocad-lt-forum/autocad-microsoft-teams-with-onedrive-client-sync-fi... 
and this innovative attempt at a solution 
https://forums.autodesk.com/t5/visual-lisp-autolisp-and-general/let-s-make-a-dwl3/m-p/12304408#M4560...

[m_koskinen]

Thank you so much for the tips, everyone!

It seems that OneDrive might not be well-suited for this type of work. My hunch is that Vault and Construction Cloud might also be a bit too expensive for our purposes.

However, you've provided some great food for thought. Back to the drawing board, I go. I'll explore these solutions and perhaps even give OneDrive's check-in/check-out tool a chance to see if it might benefit us.

Your help is greatly appreciated – thank you!

Ps. While you all provided great suggestions and resources, I accepted @Michiel.Valcke's as the solution because he explained so well the root of the cause. Makes it easier for me to explore solutions now.

[Edit 8.4.24 - We ended up moving to Autodesk Docs in Autodesk Construction Cloud as it is included in our subscription]

[heidi5GVL5]

@m_koskinen  have you found that Autodesk Docs in Autodesk Construction Cloud has worked for you? Do you have limited function with just using Autodesk Docs and not the whole ACC Suite?

[m_koskinen]

Thanks for asking, @heidi5GVL5.

We decided not to use Autodesk Docs or any cloud service for now. Our work files are staying on our internal servers. We'll need to revisit this in the future, but for now, this felt like the safest option.

The issue seems to be a mix of undesired user and team behavior, conflicts with legacy systems, updates, and other unknown factors. While these could probably be resolved, I’ve decided this isn’t a battle I want to tackle right now.

I’ve been toying with the idea of starting fresh and clearing out all the legacy systems in our IT. But that time hasn’t come yet.

I also found out that the pricing for cloud-based Revit use is a very expensive add-on per seat, which was another reason to scrap the idea.