SOLIDWORKS PDM: How to Optimize File Search and Check-In/Out?

Efficient search and check-in/out practices in SOLIDWORKS PDM help users find files faster and keep workflows smooth. This guide highlights simple techniques to improve search performance and manage file status effectively.

Search Card:

• SOLIDWORKS PDM includes default search result columns, which can be viewed and customized through the SOLIDWORKS PDM Administration tool
• Columns >New Column Set and creating a Search Result.
• Creating a column set with only the needed columns reduces data retrieval overhead and results in a more efficient query.
• If the default columns don’t include all the required data, adding additional columns can help, but it may slow the search slightly due to the increased data load.
• A SOLIDWORKS PDM search returns results to the client more quickly when the SQL query runs faster on the SQL server.

 

• When entering the search terms, provide as much detail as possible.

For Example:

• If the folder path is known, then we can enter it directly on Look in Field or use the Browse to locate the folder.

• When searching in the Name field SOLIDWORKS PDM always performs the search with implicit wildcards.
• If you search for bolt in the Name field, implicit wildcards make the system search as if you typed *bolt*

“*bolt*” returns any file name containing bolt anywhere.

Example results:

• M10_bolt.sldprt
• bolt_plate.sldasm
• fastener_bolt_component.sldprt
• hinge_bolt_01.sldprt.

“bolt*”→ returns only file names that start with bolt

Example results:

• bolt.sldprt
• bolt_10mm.sldprt
• bolt_assembly.sldasm
• Because SOLIDWORKS PDM does not need to search for bolt in the middle or end of a file name, the query runs more efficiently. The search engine can quickly locate all items beginning with "bolt" rather than scanning the full filename of every file

Why this improves performance

• Searching with leading wildcards (like *bolt*), forces PDM to scan every character of every file name in the vault to find possible matches.
• This is slower, especially in large vaults.
• Searching with a more specific pattern (like bolt*):
• Narrows the search scope.
• Reduces the number of file names the system must evaluate
• Returns results noticeably fast.

Search operators:

• The valid operators for variables of a numeric or data types are =,!,<,<=,> and >=.
• When using multiple operators in a search, SOLIDWORKS PDM evaluates the search operators in this order: (), NOT, AND and OR.

Searching Multiple Vault:

• In this where data is distributed across several PDM vaults, the ability to search multiple vaults simultaneously can significantly improve efficiency and reduce the time spent locating files.
• SOLIDWORKS PDM offers this capability, but only through the stand-alone Search Tool.

When You Can Use Multi-Vault Search?

•  The search box embedded in Windows Explorer allows you to search only the vault you are currently logged into, making multi-vault search unavailable there.
• To enable multi-vault searching, make sure your search uses a relative path.
• Avoid specifying an absolute path such as:C:\PDMVaultA\Projects.
• Inside the stand-alone Search Tool, you’ll find checkboxes for all available vaults.

 Simply select the vaults you want included in the search:

• ✔ Vault A
• ✔ Vault B
• ✔ Vault C

Stopping a Search Manually:

• Although stopping a search before it completes does not cause any damage to the vault or system, it is generally not recommended.
•  Canceling a search can lead to misleading error messages in the client logs, which may cause unnecessary confusion for users or administrators. 

File check in & check out

• In the vault select the search field and enable the checked in/out tab.

• In Display Checked out files, it shows all the Checked-out files

• In display non-checked out files, it shows all the non-checked out files.

With optimized search methods and clear visibility of checked-in and checked-out files, SOLIDWORKS PDM becomes faster and more efficient, helping teams work with greater accuracy and less time spent searching.