You connect a network drive or file server to your common data environment (CDE) with an integration that keeps files, folders and metadata aligned between the local server and the cloud platform, or with a migration that moves the server's contents into the CDE for good. CDE Sync™ handles the ongoing connection and CDE Migrate™ handles the one-time move, both preserving folder structure and version history.
Why network drives are still in use
Many project teams and asset owners still rely on an on-premises network server, NAS or mapped drive. Sometimes it is habit. Often there is a real reason: limited connectivity on site, data sovereignty rules, security classification, or software that works best with local files. Meanwhile, the rest of the project works in a cloud CDE such as Autodesk Forma, Bentley ProjectWise, Oracle Aconex, Procore or SharePoint.
The gap between the two is usually bridged by hand. Someone copies files from the server to the CDE, renames them, adds metadata and uploads, then copies updates back down. Versions drift and nobody is sure which copy is current.
Sync or migrate
If the network server will stay in use, CDE Sync™ connects it to every other CDE the project uses. A file approved or updated on the server is reflected across the connected CDEs, and changes in the CDE come back to the server, without anyone copying, renaming or re-tagging files. Folder structures are mapped automatically, version history integrity is maintained as files move between local storage and the cloud, and every transfer is logged.
If the organisation is retiring the server, CDE Migrate™ handles the one-time move into the CDE, preserving folder structure, version history, metadata and audit trails. The network servers integration page describes both options.
How to connect a network drive to your CDE, step by step
Decide whether the server will remain in use (sync) or be retired (migration).
Identify the shares and folders involved and the CDE projects they relate to.
Work with your IT team on the secure connection to the server and a service account for the CDE.
Connect both in the CDE Sync™ wizard, or agree the migration scope and target date with Utopia Digital.
Map the server's folder structure to the CDE and decide how file names and metadata should be applied.
Run a test on a small folder and check structure, versions and metadata in the CDE.
Switch on the schedule or complete the migration, and confirm results with document control.
Adding metadata to files that never had it
Files on a network drive usually carry little metadata beyond their name and folder. When they move into a CDE that expects ISO 19650 fields or client attributes, that information has to come from somewhere. Often it can be derived from the folder structure and file naming convention, for example a discipline folder or a document number in the file name. Agreeing those rules before the first run means files arrive in the CDE properly described, which makes them far easier to find and use later. It also lets the same rules apply to new files as the server keeps being used, so the CDE copy stays consistent over time.
Security and sovereignty
Organisations that keep a network server for sovereignty or security reasons need the connection to respect those reasons. Many also run strict network controls, so the connection is agreed with IT before anything moves. CDE Sync™ streams files directly between the server and the CDE without storing them, encrypts data in transit and processes it in the Azure region you choose. Utopia Digital holds SOC 2 Type II and Cyber Essentials. See the Security Trust Portal and the global data region map.
Network drives and the Utopiaverse™
Connecting a network drive brings its content into the Utopiaverse™, the connected record Utopia Digital builds across your platforms. CDE Sync™ keeps the server aligned with every CDE, CDE Backup™ keeps an independent copy in your own Azure, CDE Migrate™ retires the server when you are ready and CDE Archive™ captures completed projects. AI Insights then searches server and CDE content together. Read How Do I Connect My EDMS to Other Platforms? for a related pattern.
See it in the monthly live demo, or talk to the team about your file servers.
