Blog: BORIS for SolidWorks - Secure Your CAD Designs

Secure CAD File Sharing Between Multiple Offices: A Setup Guide for SOLIDWORKS Teams | SolidWorks | Register and Certify IP of CAD design

2026-10-15 17:10 Guides
TL;DR: Give every office the same single source of truth, with locking

Secure CAD sharing between offices comes down to two things: everyone works on one controlled copy of each file, and nobody can overwrite someone else's work. For SOLIDWORKS teams that usually means SOLIDWORKS PDM Professional with an archive server at each site, a cloud PDM, or remote workstations that keep files in one data center. Add role-based access per site, encryption in transit, an audit trail and proof of ownership, and avoid plain file sync for live assemblies.
Opening a large SOLIDWORKS assembly across a VPN is slow, and copying files between offices by email or sync folders creates conflicting versions within weeks. This guide compares the main architectures for multi-office CAD sharing and lists the security controls each one needs. It is written for SOLIDWORKS teams, and the same principles apply to architecture and construction firms sharing Revit or AutoCAD models between offices.

Why Multi-Office CAD Sharing Is Hard

  • Large, linked files: one assembly can reference hundreds of parts, and every reference crosses the network when the files live elsewhere.
  • Overwritten work: without check-out or file locking, two engineers in different offices can save over each other's changes.
  • Shadow copies: slow access pushes people to keep private local copies, so nobody knows which version is current.
  • Different rules per site: an office in another country may fall under export controls or data protection rules that the head office does not.

Three Ways to Share CAD Files Between Offices

ApproachSpeed with large assembliesPrevents overwritesSecurity strengthsWatch out for
SOLIDWORKS PDM Professional with archive replicationFast: files come from a local archive server, only metadata crosses the WANYes, check-out and check-inVault permissions per group and folder, full historyServers and SQL to run at each site
Cloud PDM or PLM (for example 3DEXPERIENCE)Good with steady bandwidthYes, built-in lockingNo local servers to secure, central access controlWhere data is stored and who at the vendor can reach it
Remote workstations (VDI or hosted CAD machines)Fast if latency is lowYes, files never leave one siteData stays in one data center, only pixels travelGraphics-capable hosts and network latency
VPN to one central file serverSlow for big assembliesOnly with SOLIDWORKS multi-user settingsSimple to secure one serverSlow opens, corrupt saves when the link drops
Generic sync folders (Dropbox, OneDrive, shared drives)Fast to open locallyNo: last save winsEasy encryption in transitConflicted copies and broken references

How SOLIDWORKS PDM Replication Works

In SOLIDWORKS PDM Professional, the database server holds metadata such as versions and check-out status, and archive servers hold the files. With archive replication, each office gets its own archive server with a copy of the vault files. Users get file data from their local archive, while locks and version numbers still come from the one central database, so two offices cannot edit the same file at once. Replication can run on a schedule, for example overnight, or on demand. It is a PDM Professional feature and is not part of PDM Standard. Our SOLIDWORKS PDM security configuration guide and guide to version control with PDM cover the setup.

Five Controls for Secure Multi-Office CAD Sharing

  1. One vault, one source of truth. Retire private copies and old shared drives once the vault is live.
  2. Locking before editing. Check-out in PDM, or the multi-user setting in SOLIDWORKS if you must use a shared drive, so no one overwrites a colleague's work.
  3. Access by role and site. Give each office and each project only the folders it needs, and remove access the day someone leaves. See role-based access for CAD files.
  4. Encrypt and log. Use a VPN or TLS between sites, encrypt servers and laptops, and keep an audit trail of who opened, changed or exported each file. Our guide to CAD file audit trails shows what to record.
  5. Prove ownership. Register released designs with a date, so you can show which office created which version if there is ever a dispute.

Export Controls Between Offices in Different Countries

If one office works on export-controlled designs, replicating the whole vault to every site can count as an export. Keep controlled projects in folders that only replicate to approved sites, and limit access to approved people. Read our guides to export control regulations for CAD files and ITAR compliance in CAD file management before you set up replication.

Secure CAD Collaboration for Architecture Firms

Architecture and engineering firms with several offices face the same problem with Revit, AutoCAD and other BIM files: big linked models, many people editing at once, and clients or consultants outside the firm. The same rules apply. Use a system with central models and element or file locking instead of sync folders, give consultants access only to the packages they need, and keep an audit trail of what was issued to whom. When files go to outside parties, follow the steps in how to share CAD files without exposing IP.

Common Mistakes When Sharing CAD Between Offices

  • Opening large assemblies directly over a VPN and blaming SOLIDWORKS for the slowness. See how to make SOLIDWORKS run faster.
  • Using sync folders for live assemblies, which creates conflicted copies and broken references.
  • Giving every office access to every project "to keep it simple".
  • Forgetting backups at remote sites, or assuming replication is a backup. It is not: a deleted or encrypted file replicates too.
  • Keeping no record of who sent which revision to which office or supplier.
Know which office created which design

BORIS for SOLIDWORKS registers your parts and assemblies on a blockchain with a date and author, so you can prove ownership across offices, suppliers and partners.

👉 Try BORIS for SOLIDWORKS

Conclusion

Secure multi-office CAD sharing is an architecture decision first and a security decision second. Pick a model that keeps one source of truth with locking: PDM Professional with replication, a cloud PDM, or remote workstations. Then add access by role and site, encryption, an audit trail and proof of ownership. For the wider picture, see our secure CAD collaboration framework and best practices for sharing CAD files with suppliers.

FAQ on Secure CAD Sharing Between Offices

What is the best way to share SOLIDWORKS files between offices?

For most teams with large assemblies, SOLIDWORKS PDM Professional with an archive server at each office works best: files load from the local server while one central database controls versions and locks. Cloud PDM and remote workstations are good alternatives.

Can we use Dropbox or OneDrive for SOLIDWORKS assemblies?

Not for live work. Sync folders have no check-out, so the last save wins, and moving files breaks references. Use them only to exchange finished, packed files.

Does SOLIDWORKS PDM Standard support multiple sites?

Archive replication is a PDM Professional feature. PDM Standard works best for a team on a single site.

How do we stop engineers in different offices overwriting each other's work?

Use a system with check-out or file locking, such as SOLIDWORKS PDM. If you must use a shared drive, turn on the multi-user environment setting in SOLIDWORKS so a second user opens the file read-only.

Is a VPN enough to share CAD files securely between offices?

A VPN encrypts the connection, but it does not stop overwrites, control access per project or keep an audit trail. It is also slow for large assemblies. Combine it with PDM or another central system.

How should architecture firms share CAD and BIM models between offices?

Use central models with locking, give consultants access only to the packages they need, and log every issue of drawings and models. Avoid emailing native files between offices.

Is replication the same as a backup?

No. Replication copies changes, including deletions and ransomware-encrypted files, to every site. Keep separate, tested backups.