We have that situation here. It is by far not recommended, and the longer it goes on the harder it will be to fix later. I do understand the situation, we live it here. In our situation, we have a network file share only the Designers have access to. When working on a project that is pre-release, they work on it in a separate project folder. They have search paths set up to search for common hardware all stored in named subdirectories, under one main directory. Then all manufactured part/assembly / drawing files that are rev controlled are stored under another large file share. During design stage, they are using common parts\hardware from the 2 common locations. Any new parts \ drawings are stored in their project folder. When their new designs are released the last version is moved into the common folder. This is the improved version I have to say. The site had a huge amount of duplicate files for years causing a lot of problems, People would save common parts to their project folders, sometimes doing uncontrolled modifications to the parts. Not a good thing. In an uncontrolled environment, which is what your users will be working in, as much as you make rules, and access controlled file shares, there are always going to be those who don’t follow them, either by ignorance, or purpose. So duplicates happen. Also keep in mind, Creo can see something as a change that a user may not see as a change. We implemented Windchill here at our site, but resources were cut, and no one had the time to take on the massive clean-up that had to happen to start putting everything into Windchill. Nothing could bow to the project time line. Sad actually.
In regards to the common file folder for all Rev. controlled released parts/assemblies/drawings, it was decided that the Designers had to have full access to the common file folders, because they put their new files there when they go to release. Also when these files are changed, they are changed in place, they are not copied out and moved back in after release because other users might be using these files in their assemblies. They also know they have to be very careful about what they change because a moving a datum or deleting it or deleting a hole can kill references in another assembly that the user may not even be aware of. Lots of opportunities here to screw things up.
You lose all visibility of where used in this environment as well. We use our MRP system / Bill of materials to see where used. We have had instances where a drawing was sent to a customer where a part was flipped in the drawing because someone changed a datum in a part, and the designer didn’t realize that the change he did to his part effected another drawing he wasn’t aware of. It was found on the next change of the other drawing. The other drawing had another unassociated change on another sheet in the drawing so the designer didn’t notice a part had been flipped in another view on another sheet in the drawing. So it can get dangerous real quick.
In regards to the common hardware folders, The designers do not have write access. The design lead is responsible for adding parts to the common hardware folder. For example, if a user needs to add an instance to a common screw part file, the user will copy out the file, add the instance then give it to the design lead who manages the hardware folders. He reviews the change. A lot of trust is involved here, because I doubt that every aspect of the file is reviewed to make sure there were no undocumented changes. Also, there is no official documentation happening to add a new instance to a common hardware part. Usually just an email communication between the designer and the designer lead to check it and put it into the hardware folder.
So, have to say, you can make rules, but in this type of environment, it is very difficult if not impossible to police. Depending on your customer base, controlling your cad files in an excepted PLM environment can be a contractual obligation. So even though it may not be an issue now, keep in mind it could later. I hate hearing these stories because the troubles I have had to deal with over the years.
Just some insight and shared experience on the topic to think about.
Good luck to you.
Ilene Harris
