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How to use PDM during initial design?

Question asked by Kevin Charles on Oct 25, 2018
Latest reply on Oct 26, 2018 by Tom Helsley

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Hello,

I am wondering what is the proper way to utilize PDM Standard during the initial and conceptual part of the design process.

Do you put every part into the vault right away?

Do you assign part numbers for models you know will change a lot or might not be used?

What do you name the files? Usually I give generic descriptive names during this stage (like tube, base plate, etc), but that doesn't seem like it is the right way to do things in PDM.

Do you leave the file card mostly blank and then fill it in later? Because I often don't know the material, final description or part number yet.

I am hoping some of you can share your suggested workflows and best practices for using PDM with these initial models.

Thanks!

Kevin

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John Stoltzfus Oct 25, 2018 3:02 PM
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Kevin Charles - Not saying you'll find what exactly what you're looking for, however you will soon see who to ask

Download the Excel File in the Thread below and after you open the Excel file, use the Excel Find dialog box and "type" in New

Forum SEARCH RETURNS - Over 189,000 Search Returns - 120 Categories - Excel (6/10/2020) Updated "API - Appearances & Bug" Searches
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- Eric Beatty @ John Stoltzfus on Oct 25, 2018 3:19 PM
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  I should have deferred to waiting to see if John would respond - he's a genuine Forums resource par excellence!
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Eric Beatty Oct 25, 2018 3:17 PM
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Hi Kevin:

We're using PDM Pro but that shouldn't matter from a conceptual framework. I don't have the time to get into a super full-blown description of all the nuances of our "Proto/Prelim" workflow but I'll try to summarize key aspects and if it suits you later, I'd be happy to expand on anything you'd be interested in.

In a nutshell, we vault everything right from the get go. The files/models pass thru various stages of the workflow as they become more or less fully realized. At the earliest stages ("Proto/Prelim WIP"), we don't enforce a fully populated file data card - we just want some form of description, the creator's name and the creation date. In this first stage of the workflow, the files are assigned a numeric Iteration number. The file can go thru transitions to have it reviewed by someone higher up who will approve it for "Proto/Prelim Release" or they can return it for further work at the current Iteration number or they can generate a new iteration number if they want to pursue a different route or idea.

In order for it to be submitted for Review above, then we require a part number and other details be added to the file data card (thus making it more "real"). We use transition conditions to check for these fields being populated.

In order for it to be put in the "Proto/Prelim Release" state, then all file data card fields must be populated and we use transition conditions again to make a stringent check on each entry.

Once it is in the "Proto/Prelim Release", it can be passed to the "Fully Released" loop of the workflow that assigns a Revision Letter A to the initial release and it lives in that loop from here on out. If it's not ready for official release but needs to be changed, it is transitioned back to "Proto/Prelim WIP" via a "New Iteration" transition and the process outlined above begins anew.

I'd publish a screen shot of my PDM Pro workflow diagram but it honestly looks like an explosion in a pasta factory because I'm also using parallel transitions for various groups in the company. I'd be happy to try and clean up a version that would capture the gist of it if you think it might help you visualize things better.

I hope this rather brief description gives you some ideas to consider.

Cheers,
Eric A. Beatty

PS - I'm no PDM Pro admin authority. I don't even play one on TV!
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Greg H. Oct 25, 2018 3:56 PM
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I'll just note that PDM is great for saving versions of the concept. You can always go back to a previous versions if changes don't end up working out.
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- Eric Beatty @ Greg H. on Oct 25, 2018 4:12 PM
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  That's precisely why we made the call to vault everything from the moment of conception - hard drive space is remarkably cheap these days so it doesn't matter to us how many versions we have - we've got access to the entire conceptual history of the project's design.
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Christian Chu Oct 25, 2018 5:16 PM
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Its not the best but we've done it for yrs with min. issue:
Do you put every part into the vault right away?
YES

Do you assign part numbers for models you know will change a lot or might not be used?
Start to rename to part number right after prototype phrase

What do you name the files? Usually I give generic descriptive names during this stage (like tube, base plate, etc), but that doesn't seem like it is the right way to do things in PDM:
do both: part number and descriptive name. ex. 155342 PLASTIC, COVER, CIS SWING OUT.SLDPRT - see below before and after assign part #
Beside the part number, we also use part type
and here is a search for shaft
Do you leave the file card mostly blank and then fill it in later? Because I often don't know the material, final description or part number yet:
Try to fill as much as we can and add more later on
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- Jim Sculley @ Christian Chu on Oct 25, 2018 7:19 PM
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  Part Type seems completely redundant here. Every description includes the text SHAFT anyway.
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  - Christian Chu @ Jim Sculley on Oct 25, 2018 7:24 PM
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    Actually, it's not from the file name but from a custom property
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Sam Sam Oct 26, 2018 5:08 AM
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Hi,

It is not sure that responses can be the universal because everywhere the specifics, different conditions, requirements and opportunities.
There are different options of design: from "down to top", "top to down", "welded constructions", "branches", etc.
Also very significantly the principles of assignment of numbers of assembly nodes and details differ (a lot of things depend on standards and real practice of the organization).
In general, I can describe my variants of decisions (I cannot claim that they are universal and all are suited).
Unfortunately not all of them are suitable for PDM Standart, but it is possible to eat other methods of the solution of some moments (also perhaps, some of them will be solved already in upcoming versions of PDM).

In the general description of some of my basic principles of the initial stage:
0. Everything becomes directly in PDM (including Toolbox - it is necessary to set up).
1. At the initial stage files have no numbers (only logical names).
2. For a start - all files are saved in one folder (if necessary - several subfolders)
3. In the course of operation if necessary I group in folders in Tree SolidWorks (folders with names).
4. Further, group in assembly nodes with their saves in the external file (it is possible with number of group of assembly).
5. Preliminary drawings of assemblies with specifications.
6. I add number to names of files in Tree SolidWorks with the help of special Add-ins (third-party development, freeware - without which there would be many problems)
The principle of operation of Add-ins - renaming in SolidWorks tree with renaming of files, drawings and properties. File name with a separator (I use "_") - Nunber_Descriptions.
To a regret of the Add-ins updating is not present (whether will work in new versions - I dont know).
6.1 For the same purposes it can be possible to use an embedded function of renaming from SolidWorks (or to create a macro - I cannot tell).
6.2 Also for renaming, it can be possible to use a funtion of the virtual files (but then to save everything in external files) or TreeHouse, SolidWorks Explorer, etc.
7. The file name with a separator allows to fill automatically or for choice fields of cards of PDM in case of execution of different actions or transitions (it of course needs to be set up).
8. Setting of materials in Tree Solidworks (from Base of materials).
8. Then it is possible to group files of assemblies in separate folders by means of Move Tree.
9. For draft / working variants it is convenient to use Copy Tree.

At me the initial stage generally looks so (without description of different details)
Of course, not all this is possible in PDM Standart - but it is possible to try to use available means.
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Tom Helsley Oct 25, 2018 10:05 PM
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I check in everything, however, the assembly is my sandbox. What I mean by that is I use virtual components for all new parts and assemblies in my top assembly as I develop the concept. This allows me to quickly add, delete, rename, re-organize, etc as the concept develops. As things become firmer, I save them to external components and check them in.

Check in frequency varies, but usually it is when I hit a key point where the design might branch, or when I need others to see my concept.

My $.02
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- Scott Stuart @ Tom Helsley on Oct 26, 2018 3:06 PM
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  This is what I was going to say. During concept development save parts virtually, then you have only one file to check into the vault (or one per subassembly?) You still have your multiple versions of these files so you can still go back to prior iteration if you want. Definitely a better way than cluttering up the vault with a bunch of stuff that might not end up getting used.
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  - Tom Helsley @ Scott Stuart on Oct 26, 2018 4:53 PM
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    Right. And it bypasses all the headache of naming files, entering data cards, etc. for all the components that are virtual. There's a ton of flexibility with virtual components that you don't get otherwise. Of course the limitations are sharing virtual components between assemblies, but those cases, can be shared later, or split off to their own file at the time.
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Sam Sam Oct 26, 2018 8:10 AM
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Part 2 (it is a little more useful information).

What I would advise to do:

- Instead of Add-ins for renaming of files it is possible to use the specification on the drawing.
From her it is possible to open files and to keep them under new names, here it is possible to fill properties.
If for this purpose still to make a macro (which would also delete old files, I renamed the referencened drawings and I performed some other operations) - it would be excellent.
It is possible also to try same to do only by means of PDM with the references updating (but I don't use this way, it seems because at the same time there shouldn't be open files, and it is inconvenient).
- To try to use always for data input only the PDM Cards (though in some situations it is also necessary to fill properties of files). Not to use for this PropertyTabBuilder.
- Very important point when using PDM is Check In.
Before the file surely has to be rebuilded and saved (in PDM Tree - in SolidWorks - no has to be badges of the not kept changes).
Otherwise there will be a loss of various information and an array of problems. For visualization of not kept changes, except badges it is convenient to adjust also colors of lines.
- If it is suitable for package renaming of files, it is possible to use Move/Copy Tree (serial, prefix, sufix), macroes or Add-ins.
- Whenever possible to try Check Out assembly of the top level of the first, and Check In - in the last turn.
- If Import of old files (without the necessary properties) in PDM is planned - it is desirable to add these properties before or in the course of import.
- Once again not to carry out Check In/Chek Out and not to add the version - more or less ready files of set to a state not allowing Check Out.
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Nadia Shea Oct 26, 2018 3:23 PM
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My humble opinion:
- Do you put every part into the vault right away?
  Yes.
  Any data created by users using company hardware and company software is usually considered work product. It should be backed up and/or controlled.
  The long term danger of not doing so is users can create files (parts/drawings) and insert them into vault controlled files (assemblies/drawings). Those assemblies/drawings will be referencing files outside the vault. It then is a more complicated click process to actually get them into the vault without breaking references.
  Users can be given 'delete' rights in the vault for any files truly thrown away or unused.
- Do you assign part numbers for models you know will change a lot or might not be used?
  Depends on if you have PDM issuing part numbers or they are retrieved from another source (SAP, ERP, PLM, Excel file).
  If using PDM Pro with it's serial number function, I would go ahead and do so. You won't run ever run out of numbers and it's easier to administer. You can then use a dispatch to rename files by their number if desired. The only resistance I've met with such a configuration is companies who loathe 'skipping' numbers, which is a preference.
  If the part number is generated by another source, I think most companies choose not to assign numbers until they 'know it's good'.
- What do you name the files? Usually I give generic descriptive names during this stage (like tube, base plate, etc), but that doesn't seem like it is the right way to do things in PDM.
  File names and locations are variables PDM controls. Renaming or moving files within a PDM vaults is handled very well and references are not broken by such action.
  I tend to let users name files whatever they want, for ease of work and trying out new ideas. Again, the dispatch function above can rename files if desired once the file has hit a certain milestone, aka workflow state such as 'approved'.
  <Edit ADD> - You never have to rename the files if you don't want to. If the 'number' is on the data card and configured to be unique, then any/all files will be searchable using the vault. You could simply show the part number and not the file name on BOM's or other deliverables so other users/systems will never know you have a dozen files named 'doodad.sldprt'.
- Do you leave the file card mostly blank and then fill it in later? Because I often don't know the material, final description or part number yet.
  PDM is robust enough to handle either. I would argue that data should be filled in as needed and is confidently known. You could set a default value such as '<ToBeDetermined>' or <UpdateBeforeSubmittingForApproval> on variables to indicate to users that it does need to be filled out at some point. You could even write transition conditions to disallow files to progress in workflow based on that default value or a blank value in the card.
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- Eric Beatty @ Nadia Shea on Oct 26, 2018 2:35 PM
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  I'm totally co-signing this post - it is spot on to how we use our PDM setup.
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How to use PDM during initial design?

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