Efficient Design: Using a Drawing Register for Mechanical Systems

I like to keep organised when designing mechanical systems as it helps prevent mistakes that can be costly and time consuming to fix later down in the line. This is why I use a file tracker and drawing register.

Drawing register

Before you start designing systems you should record the file names to ensure you know what each file is and avoid trying to use the same file name. It’s wise to use a drawing register (Figure 1) to keep track of everything you do.

Figure 1 Drawing register

The drawing register is easy to use and here are the steps to use it.

1. Add project code or project title. I prefer to use numbers as it’s easier to sort.
2. Create file name.
3. Create description of file.
4. Create revision of file, this can be a number, letter or a combination of both.
5. The drawing name will be automatically generated based on your inputs.

There are multiple tables in the register tab and they all are used in the same way.

• Blue- Component: Individual components.
• Orange-Assembly: Assembly and sub-assembly files.
• Green-Dummy: Dummy files are for proof of concept and not final designs.
• Purple-Environment: External environments, operators, access, volume claims, external assemblies etc.

Make sure you keep this register up to date especially revision numbers as you are developing your product you will go through multiple iterations and there will be nothing worse using an old revision of a component. Have old revisions stored in an “old” or “obsolete” folder if you need to return to it.

File tracker

When you have parts to be manufactured it can be hard to keep track of each component if it’s a large assembly. To help avoid any issues and forgetting to provide details to manufacturers a file tracker (Figure 2) was created.

Figure 2 File tracker

File tracker is quite simple here are the steps to use it.

1. File out file number.
2. Add file description of part.
3. Create the engineering drawing.
4. Get the drawing reviewed.
5. Make the changes from the review.
6. Have the drawing approved.
7. Create a PDF of the part drawing
8. Create STEP file
   1. Create a DXF file for sheet metal components. Some manufacturers require a DXF for sheet metal parts.
9. Label the quantity you need.
10. Acquire quotes and have the files sent to the supplier.
11. Record when the parts have arrived.

Each of these sections can be marked in the following:

• Completed with “c” which will be marked green
• In progress with “p” which will be marked yellow
• A problem has arisen with “I” which will be marked red.
• If it’s ready and arrived can be recorded with “yes” in the drop-down menu which will be marked green
• If there is an issue with delivery or machining can be recorded “issue” in the drop-down menu which will be marked red.

The drawing register and file tracker are in one Excel file and can be found in the downloadable content link.

Using these registers will help you become more organised in your design process and help you keep track of each file. This will prevent double work when you are constantly opening the same file to create PDFs or STEP files when you are in talks with suppliers and customers. In addition, using a file name will mean you don’t need to come up with unique names for each individual file, for example you might have generic bracket designs. If you use a filename approach you can have multiple files with bracket as a description, obviously being a bit more descriptive will help but sometimes there is only so many alternatives you can use.

If you need support in your design project, please get in touch and see how your challenge can be solved.