CADtoWIN Help

Table of content

 

Toolbar icons description

Check a file in or out of a SharePoint library

    Overview

    Check out a file from a SharePoint library

    Check in a file to a SharePoint library

    Change the location where you work on checked-outfiles

Undo check-out and discard changes in a SharePoint library

Open or edit a file in a SharePoint library

    Overview

    Open a file from a SharePoint site

    Check out a file from AutoCAD

    Edit a file by opening it from a SharePoint site

    Openning a drawing from AutoCAD

Save a file to a SharePoint library

    Overview

    Save a file to a SharePoint library

Introduction to versioning

   Overview

   When version are created

   Working with major and minor versions

   Version numbering

   How versioning works with content approval

   How versioning works with file check-out

Working with external references

    Overview

External Reference Manager

User Preferences

Launching a drawing from SharePoint

Known limitations

Configuration Notes

Toolbar icons

Opens a dialog form with a dwg filter which enables to open dwg files stored in your SharePoint document library. See also Open or edit a file in a SharePoint library and  Openning a drawing from AutoCAD

Opens a dialog form with a dwg filter which enables to save the current dwg drawing to a SharePoint document library. See also Save a file to a SharePoint library

Checks in the current drawing. See also Check in a file to a SharePoint library

Checks out the current drawing. See also  Check out a file from AutoCAD

Undo or discard the current checked out drawing. See also Undo check-out and discard changes in a SharePoint library

Makes possible to edit the current checked in drawing without checking it out unless a document library requires files to be checked out for editing, checked in files are openned as read only by default.

Display your drawing version store in your SharePoint document library. See also Introduction to versioning

Display your current drawing SharePoint properties.

Opens a dialog which enables to insert a dwg drawing stored in a SharePoint document library as a block reference.

Opens a dialog which enables to insert a raster image stored in a SharePoint document library.

Opens a dialog which enables to insert a dwg drawing stored in a SharePoint document library as a dwg external reference.

  Opens a dialog which enables to insert a DWF/DGN/PDF underlay stored in a SharePoint document library as a DWF/DGN/PDFexternal reference.

Opens a dialog which enables to see all your SharePoint drawing references, and related information. See also Working with external references

Opens a dialog which enables to search for drawings text properties within the current document library. To look for an exact phrase, enclose your search criteria with double quotes, e.g. "My drawing".

Opens the Options dialogs to setup your CADtoWIN preferences. See also User Preferences

 

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Check a file in or out of a SharePoint library

Overview

Checking out files before working on them helps to avoid conflicts and confusion when multiple people are working on the same set of files. When a file is checked out to you, only you can make changes to it. You can check out any file on a SharePoint site for which you have permission, and you can check out files directly from AutoCAD using CADtoWIN.

When you check in a file, you can type comments about the changes that you made to the file. This helps people to understand what has changed in the file from version to version. This is especially helpful if several people work on a file or if the file is likely to go through several revisions. If your library tracks versions of files, your comments become a part of the version history of the file, which can be helpful if people need to view or restore a previous version.

Your organization may require you to check out a file before you edit it. When check-out is required, you must check in a new file when you create it in a library or upload it to a library.

While a file is checked out to you, the changes that you make are not visible to others until you check the file back in. There may be situations in which you want to check in the file so that others can see your changes, but you want to keep the file checked out so that you can continue working on it. When you check in a file, you can choose to continue working on the file, unless your library tracks both major and minor versions and you are checking in a major version. A major version usually has changed significantly since the previous major version, whereas a minor version usually has changed only slightly since the previous version. For example, a major version may include a large portion of new content, whereas a minor version may include only corrections to spelling errors.

When you use CADtoWIN to check out a file on a Microsoft Windows SharePoint Foundation/Server site, the file can be stored on your hard disk in a drafts folder that is in your My Documents folder. You can change this location to another location on your hard disk or network, or you can specify that checked-out files are stored on the Web server when you work on them. 

When you check out a file from a Microsoft Windows SharePoint Foundation/Server site, the file is stored on the server while you work on it, but you must still check in the file before others can see your changes. In most cases, when you check out a file from a Windows SharePoint Foundation/Server  site, your  file will be stored in your draft folder specified in the CADtoWIN Options menu.iles are being tracked, you may be prompted to choose whether you are checking in a major version or a minor version.

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Check out a file from a SharePoint library

Use this procedure to check out a file that is already open in AutoCAD. You can also check out a file from the library on the SharePoint site.

On the CADtoWIN menu, click Check Out or push  on the CADtoWIN toolbar.

Tip You can change the options for working with checked-out files, located in the CADtoWIN Option menu.

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Check in a file to a SharePoint library

Use this procedure to check in a file while it is open in AutoCAD. You can also check in a file from the library on the SharePoint site.

On the CADtoWIN menu, click Check In or push  on the CADtoWIN toolbar.

If you are prompted whether to check in a major or minor version, click Minor version if you made a minor change or Major version if you made a major change.
In the Version Comments box, type any comments that you want to make about your changes. 
These comments appear as part of the version history for the file in the SharePoint library, which can be helpful if you or someone else needs to view information about previous versions.

If the Keep the document checked out after checking in this version check box is available, you can select it if you plan to keep working on the file.
This option is available if your library does not track versions, if it tracks all versions the same way, or if you are checking in a minor version. This option is not available if you are checking in a major version or publishing a file.

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Change the location where you work on checked-out files

This setting changes the location where you work on the next file that you check out. If you are currently working on a checked-out file, this procedure does not change its location.

Click CADtoWIN menu, and then click the Options.
In the Offline editing options for document management server files section, do one of the following:
Use the following procedure to work with checked-out files on your hard disk or on a network location:
Under Save checked-out files to, click The server drafts location on this computer.
In the Server drafts location box, type the location on your hard disk where you want to work with checked-out files, or click Browse to find the location.
To work with checked-out files on a Web server, under Save checked-out files to, click The web server.
When you choose this option, you work with your checked-out files on the Web server or site where your files are stored. You cannot customize the specific location.
Click OK.

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Undo check-out and discard changes in a SharePoint library

On the CADtoWIN menu, click Discard Check Out or press  on on the CADtoWIN toolbar.
When you are asked whether you want to discard the check-out, click Yes.
Tip: You can also discard the check-out by using commands in the library on the SharePoint site.

See Also
Check a file in or out of a SharePoint library
Open or edit a file in a SharePoint library
Save a file to a SharePoint library

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Open or edit a file in a SharePoint library

Overview

Checking out files to work on them
If multiple people work on the same files, you may want to check out files before you work on them. When you check out a file, you are the only person who can change it while it is checked out to you. This reduces the potential for confusion or editing conflicts. A file must be checked in before other people can see the changes.

A library can be set up so that it requires check-out. When a library requires check-out, you must check out files before editing them. New files must be checked in before other people can see them.

Working with files on your hard disk
When you check out a file from CADtoWIN and the file is in a library on a Windows SharePoint Foundation/Server site, you can work with the file on your hard disk in AutoCAD. In most cases, this is faster than working with the file on a server. The file is stored in the server drafts folder on your hard disk; you can change this location through the options for saving in the CADtoWIN Options menu.

When you check out a file to your server drafts folder, you can even work with a file when you aren't connected, such as when you are away from the office. When you are connected again, you can update your changes on the server. If you checked out the file, you need to check in the file to enable other people to see your changes.

Open a file from a SharePoint site

Note: Your site may be customized differently, but you can use the following guideline in most cases to determine which version of Windows SharePoint Foundation/Server is running on the site: On a Windows SharePoint Foundation/Server site, a menu with your user name or account appears in the upper-right corner.

On the SharePoint site, open the library where your file is located.

What to do if you can't find your library

If the name of your library does not appear, do the following:
On a Windows SharePoint Foundation/Server site, click View All Site Content.
Click the name of your list.
Click  on the drop-down list next to the file that you want to open.
Select Edit in Autodesk AutoCAD to start editing the file.

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Check out a file from AutoCAD

Use the following procedure to check out a file while it is open in AutoCAD. You can also check out a file from the library on the SharePoint site.

On the CADtoWIN menu, click Check Out or press  on the CADtoWIN toolbar.

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Edit a file by opening it from a SharePoint site

To open a dwg AutoCAD file from a Windows SharePoint Foundation/Server site, you can just click the file. To edit a file on a site running Windows SharePoint Foundation/Server use the editing command that appears in the drop-down list for the file and select Edit in Autodesk AutoCAD.

Note: If you do not see the option above, follow the instructions on the CADtoWIN Readme file, make sure you have administrative privileges on the SharePoint server.  

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Openning a drawing from AutoCAD

On the CADtoWIN menu, click Open.

If you have not open a file previously, type the document library entire path, e.g. http://servername/Document Library name.

This path location will be remembered next time you open a file. To save file locations, you can add to your favorites by clicking the button and navigate to them by using the button.

Once you have navigated to the document library, select the file  and hit the Open button.

Tip: The last 10 files that have been opened or saved are listed in the file name box, just click the chevron on the right to display the recent drawings, select the one needed and hit the Open/Save button.
You can also open and search for files by clicking on the button. Searches are made to every SharePoint drawing text property used by the document library default view. Type several words to narrow your search. If you need to look for an exact phrase, enclose your search words with double quotes e.g.  "My drawing".

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Save a file to a SharePoint library

Overview

A SharePoint site or document management server can provide a central location for people to manage and track files. For example, you can use a SharePoint library to manage versions of files, store additional information about files, and receive updates when the files change. Some document management servers also provide workflow features to help manage business processes, such as review and approval.

CADtoWIN provides an option to make it easier to find your available SharePoint libraries, saving to a library is similar to saving to any network or Web location.

To save a file to a SharePoint site, you must have permission to contribute to the SharePoint site. Other people in your group also need permission to read or contribute. For example, to save a file to a document library on a SharePoint site, you need to have permission to contribute to the library.

When you save a file, you may be prompted to provide additional information or perform other actions, depending on how your site or server is set up. For example, you may need to enter information about the file, such as your department name or the content type of the file. For more information, see the administrator or owner of your site.

If a file is checked out to you, which means that only you can make changes to it during check-out, you must check the file back in before other people can see your changes. If your library tracks major and minor versions, you are prompted when you check in the file to specify whether you are checking in a major version or a minor version. A major version usually has changed significantly since the previous major version; whereas a minor version usually has changed only slightly since the previous version. For example, a major version may include a large portion of new content, whereas a minor version may include only corrections to spelling errors.

Depending on how your library is set up, you may have additional steps to take before you make your files visible to others. For example, you may need to specify information about the file, or your file may need to be approved before it is visible to everyone in your group.

In addition to saving a file directly to a SharePoint library, you can also save the file to your hard disk and then save or upload it later to a library or another Web location.

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Save a file to a SharePoint library 

The following procedure is for saving your file to a SharePoint library or another location for the first time. After you save a file for the first time, you can click Save as you do for any file.

To save a file for the first time, on the CADtoWIN menu, click Save or push the button on the CADtoWIN toolbar.
If you like to save the file to a different location, on the CADtoWIN menu, click Save As. If you see the name of the server or site that you want to save the file to, click it, and then click Open, otherwise type the entire document path e.g. http://servername/Document Library Name and hit Open.

Tip: You can also double-click the name.
Click the name of the library or other location that you want to save the file to, such as Shared Documents, and then click Open.
Tip You can also double-click the name of the library or other location.

In the File name box, type a name for the file.
Click Save.

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Introduction to versioning

Versioning enables you to store, track, and restore items in a list and files in a library as they are changed. Access the file version history on the CADtoWIN menu Version History or push the   button on the CADtoWIN toolbar

Overview

When versions are tracked for lists or libraries, revisions to the items or files and their properties are stored. This enables you to better manage content as it is revised and even to restore a previous version — for example, if you make a mistake in the current version. Versioning is especially helpful when several people work together on projects, or when information goes through several stages of development and review.

You can use versioning to do the following:

Libraries can track both major versions, such as those to which a new section was added, and minor versions, such as those in which a spelling error was corrected. Lists can track only major versions. Lists and libraries can also limit the number of versions that people can store.

To enable versioning, you must have permission to design a list or library.

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When versions are created

When versioning is enabled, versions are created in the following situations:

You can choose to delete a single version of a file — for example, if you know that you made a mistake in that version — which removes that version from the version history. However, if you delete the actual file, all of its versions are deleted with it. By default, when you delete a version, the version is sent to the Recycle Bin, where it can be recovered until it is permanently deleted. Your organization may handle deletions differently, however.

Important:  If your organization limits the number of versions that it stores, the oldest versions are permanently deleted when the limit is reached. They are not sent to the Recycle Bin.

Working with major and minor versions

Depending on the needs of your organization, your library may be set up with simple versioning, which tracks only major versions, or it may track both major and minor versions. If people in your group don't often work on several revisions, your organization may only need simple versioning. If many people work on files together and usually create several versions, your organization may want to track both major and minor versions.

Providing two types of versions can help your team to better manage its content. People who work with the content can better understand the current status of a file. For example, a major version is usually one that is ready for a larger group to see and review, whereas a minor version is a draft that someone is still working on.

Tracking both kinds of versions also helps to make the version history more meaningful. A major version is more likely to represent a milestone in the file's development, such as when a file is submitted for review or distributed to others. A minor version is typically used as a routine increment, such as a version that you save or check in while you are still writing the content, or a version in which you correct some minor errors. When you want to view the version history of a file, the major versions may help you to identify the stages of the file's development and make the history easier to browse through.

When major and minor versions are tracked, a version is stored by default as a minor version, unless you designate the version as a major version. When you save a file and close it, the version is tracked as a minor version. You must first publish the file in order for it to become a major version. You can publish the file by using drop-down commands in a library. In some programs that are compatible with Microsoft Window SharePoint Foundation/Server, you can also use commands in the program. By default, each major version can have up to 511 drafts (minor versions), but the site administrator or owner can further limit the number of versions.

If youIf you have permission to delete versions, you can overwrite a minor version with another minor version. For example, you may want to overwrite a version if you know that the previous version contains an error and you don't need to keep it. If you publish a major version and then realize that you made a mistake, you can turn the version into a minor version again by unpublishing it.

If you check out files before working on them, you can designate which type of version you are checking in. You do not have to publish a file if you designate it as a major version when you check it in.

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Version numbering

Versions are numbered as you create them. In a list or in a library with simple versioning enabled, version 1 is the first version that you create or upload, and the version number increases by increments of whole numbers, as in version 2, version 3, and so on.

When you track major and minor versions, the major versions are whole numbers, and the minor versions are decimals. For example, 0.1 is the first minor version of a file, 1.3 is the third minor version of a file that was published once, and 2.0 is the second major version of a published file.

Version numbering in library

 

1- The current published major version is highlighted, and the version number is a whole number.

2- A version is created when properties or metadata changes.

3- The first version of a file is always minor version number 0.1.

In a list or library, you can display a Version column that displays the version number of files or list items, which can be helpful if your team frequently revises information.

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How versioning works with content approval

Major and minor versioning integrates with content approval for lists and libraries.

When content approval is required, a list item or file remains in a draft or pending state until it is approved or rejected by someone who has permission to approve it. If the item or file is approved, it is assigned an Approved status in the list or library, and it is displayed to anyone with permission to view the list or library. If the item or file is rejected, it remains in a pending state and is visible only to the people with permission to view drafts.

When you enable major and minor versioning in a library that requires content approval, you can also add a workflow, if you or someone in your organization has created one. A workflow controls how your files move through business processes, such as review or approval. You can use a workflow to manage the approval process when major versions are checked in.

By default, in a library that tracks both major and minor versions, you must first publish a major version of a file before it can be approved. Minor versions are considered drafts that are still being developed, so they don't appear as pending items that are waiting for approval.

For example, a travel agency might use a document library to manage files. While team members develop a new sales proposal, they track minor versions of the file. If they make a mistake in one version, they can restore it to a previous version. When they finish the proposal, they can create a major version and then publish it for approval by their legal department and their manager. When the file is approved, other employees in the company can view the file.

By default, a pending item or file is visible only to its creator and to the people with permission to approve items, but you can specify whether other groups of users can view the item or file.

When content approval is required, the people who have permission to read content but who do not have permission to see draft items will see the last approved or major version of the list item or file. If major and minor versions are tracked in a library and no one has published a major version yet, the file will not be visible for the people who do not have permission to see draft items..

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How versioning works with file check-out

Checking out files make the most of versioning. When you check out a file, a version is created only when you check the file back in, so that you can specifically designate when a version is created. When check-out is not required, a version is created when you first save a file, and then this version is updated when you close it. If you open and save the file again, another version is created. Depending on the situation, you might not intend for multiple versions to be created, for example, if you have to close a file to attend a meeting before you finish making changes to the file.

When check-out is required, you cannot add a file, change a file, or change the file's properties without first checking out the file. When you check in the file, you are prompted to provide comments about the changes that you made, which helps to create a more meaningful version history.

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Working with external references

Overview

CADtoWIN will allow you to seamlessly update your external references to its SharePoint location when issuing the REFEDIT command. Besides it counts with an external reference manager which enables easy organization of your external references saved in a SharePoint site.  For a complete description of CADtoWIN external reference manager see also External Reference Manager

You can also set your external references to the same host url location when CADtoWIN does not find your external reference. CADtoWIN will look at your host url folder for it. If the external reference is found when openning your host drawing and your host drawing is in checkin or checkout status (requires checkout or offline status are not allowed), CADtoWIN will prompt you for setting the external reference at the host url location. This is usefull when moving the entire project files to a new location if the external references are in the same host url location.

Specify a Relative Path

Relative paths are partially specified folder paths that assume the current drive letter or the folder of the host drawing. This is the most flexible option, and enables you to move a set of drawings from your current drive to a different drive that uses the same folder structure.

The conventions for specifying a relative folder path are as follows:

./path

From the folder of the host drawing, follow the specified path

../path

From the folder of the host drawing, move up one folder level and follow the specified path

../../path

From the folder of the host drawing, move up two folder levels and follow the specified path

Note If a drawing that contains referenced files is moved or saved to a different SharePoint folder, you must edit any relative paths to accommodate the host drawing's new location or you must relocate the referenced files.

Specify an Absolute Path

An absolute path is a fully specified hierarchy of folders that locates the file reference. An absolute path is a complete URL address. This is the most specific but least flexible option.

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External Reference Manager

Access to CADtoWIN reference manager by clicking on the icon

The CADtoWIN reference manager will display in a tree view all your current drawing external references comming from a SharePoint site or any other web location. By moving on external reference or host icons , you can get information like  status (checked in/out, checked out offline, checked out by other, etc), url location and saved path. If you right click on the icon, it will allow to do the following operations:

Refresh: Will update the status and the rest of the external references information shown when the mouse is on top of each tree node.

Open: This will open the host to ease SharePoint document library operations.

Properties: The SharePoint properties form for the selected file are displayed for editing if it is allowed.

Reload: This will allow to download a copy of the external reference saved in your SharePoint library. This is usefull to update your local copy and watch the changes, if a host is selected, it will close, download and open the host file if required.

Attach: It will mimic the behaivor of the regular 'Attach' dialog found under the AutoCAD 'External References' dialog.

Check in/out: It will check the selected external reference out if it is checked in and viceversa. This option is only available when the drawing is closed.

Add Drawing: It will allow to add the selected external reference file as a host. Usefull to perform operations on nested external references.

Other operations can be perform by clicking on the next icons

It will allow to choose a SharePoint drawing and add it to the tree panel. Usefull to see drawings simultaneously.

It It shows the file thumbnail if available along with its information when the mouse is on the file tree node.

It adds all the existing drawings from the selected SharePoint folder to the tree node panel. This operation can take long time depending on the amount of drawings on the Sharepoint folder.

Opens a right panel to show all the external references from the hosts added to the left panel.

To edit the external references saved path, right click on your selections and choose "Edit selected path" option, if you need to set them as absolute path check the box on the upper right window corner.

The above feature is useful when you have external references mapped to local folders or network shares. To remap the external references to a SharePoint folder do the next steps.
   
    1. Close the host drawings you need to modify, make sure you have write permission for these drawings in SharePoint.
    2. Add the hosts drawings to the left panel either using for a single drawing choice or for all drawings in the selected folder
    3. Open the right panel by selecting the  icon, you will see all the external references which belong to the host files listed on the left panel.
    4. By holding the ctrl key select with the mouse the external references you need to modify their path.
    5. Right click and select "Edit Selected path..." this will open a folder selector dialog
    6. Navigate and select the folder where the external references are located, click the Select button.
    7. After this operation finishes, changes are shown in the "Saved Path" column.

Tip: You can remap automatically a "not found" external references that are placed in the same SharePoint folder where the host drawing is located. This remapping will happen when the host drawing is being opened.
Note: External reference change notification is only available for relative mapped ones (the default), you can do transmittals as usual by using relative paths.

 

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User Preferences

Close drawing after check in option

When checked, drawing files are close after being checked in

Use titleblocks

As its name indicates, it is a AutoCAD block designated to carry the main drawing information, like its title, drawing number, designers etc. title blocks are usually placed at the bottom right corner. In AutoCAD you can assign custom attribute tags to a title block which matches those column names in your SharePoint document library. By doing so, your title block data will be connected both ways to SharePoint.

By checking the "Use titleblock" box, when checking in your drawing, SharePoint column values will be updated from the matching titleblock attributes,  on the other hand, when checking out your drawing the titleblock attributes will be updated from the matching SharePoint column values.

Note: Title block attributes tags values and SharePoint column values must match exactly (case sensitive).

Use windows default credentials

When you sign in to a SharePoint site and save the password, CADtoWIN uses that credential as a default. Uncheck this if you need to access an extranet/internet https (SSL) SharePoint site or login as another user to an intranet SharePoint site. You will be prompted to enter a valid SharePoint user name and password.

Open checked in drawings as read only

When openning a checked in drawing it is opened as read-only by default then a message explaining how to edit the drawing is displayed. To suppress this message and open a checked in drawing for editing by default, uncheck this option. Note that by unchecking this option the drawing will be locked by you as long as it is opened.

Notify changes in the external references

If an external reference changes in the SharePoint server, and its host drawing is the current one, an AutoCAD notification to reload the external reference is received. Unchecking this option will suppress this notification.

Show warning messages when closing a checked out drawing

When you close a drawing that is checked out to you (online mode), there are dialogs to give you the option to checkin or discard the changes, by unchecking this option these dialogs are suppressed and the drawing will remain checked out to you after it has been closed.

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Launching a drawing from SharePoint


To get the “Edit in Autodesk AutoCAD” option on SharePoint document libraries, you need to do the following on your SharePoint server (Replace XX for the SharePoint version number)
 
1. Open the folder  %ProgramFiles%\Program Files\Common Files\Microsoft Shared\web server extensions\XX\TEMPLATE\XML\

2. Add the next line within the <ByExtension> tag of the DOCICON.XML file
<Mapping Key="dwg" Value="ICACAD.GIF" EditText="Autodesk AutoCAD" OpenControl="CADtoWIN.OpenDocuments"/>

3. Copy the ICACAD.GIF file from the CADtoWIN Installation directory %appdata%\Autodesk\ApplicationPlugins\CADtoWIN.bundle\Contents\Resources to the following directory on your SharePoint server  %ProgramFiles%\Common Files\Microsoft Shared\web server extensions\XX\TEMPLATE\IMAGES

4. Restart the IIS service. It can be done by issuing the iisreset command

5. At the user AutoCAD workstation make sure to run AutoCAD at least once using an account with administrative privileges. To do it, right click on the AutoCAD application icon while holding the shift key, then select the option "Run as administrator".

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Known limitationsss

Special characters:
   
Saving drawings with file names that contains characters like # or & are not allowed.This is a SharePoint limitation, for a complete description see http://support.microsoft.com/kb/905231 .
        
External references:
    Updating external references using the refedit command will not work in the following cases:
        1. The xref is mapped with absolute path.
        2. The xref is checked out offline, while the host file is a checked in or checked out online.

External references manager:
        1. Can not do check in/out operations to a checked out offline file.
        2. The "Check out" option will check the selected reference out in online mode despite the user offline preferences.
        3. Xrefs will not be loaded if the host file is a version file.
        4. Absolute path mapping and remapping is not supported for dwf, dgn, pdf external references.
        5. Can not edit external reference path when its host is openned. 
        6. Absolute mapped xrefs with nested xrefs may not be resolved.   
      
Version operations:
    There are not message descriptions for operations not allowed like erasing a published version.

People or group column types:
    The user list from an specific SharePoint group when selecting from the CADtoWIN Select Names dialog is not displayed, instead all users are displayed. This is due to a SharePoint limited implementation.

Multiple Content types:
  When using multiples content types in a document library, you may experience the following error when saving or displaying the drawing properties: 'lnternet Explorer Script Error' ......Exception from HRESULT: 0x80020101. This is a Microsoft SharePoint Services 3.0 issue after installing the SharePoint service pack 1. Install the latest service pack to fix it.

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Configuration Notes

None on this version

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