When sharing AutoCAD drawing files (DWGs) that contain External References (Xrefs) with external partners (clients, consultants, etc.) using Google Drive, it’s crucial to do so in a way that preserves the Xref links for the recipient. Incorrect sharing can lead to “unresolved Xref” errors for the person opening the files.

The Core Principle: Share the Entire Project Folder Structure #

The most reliable method is to share the **parent folder** that contains the host DWG file AND all its associated Xref files, maintaining the relative path structure you’ve used internally.

Why This Is Important: #

• Relative Paths: As covered in managing Xrefs internally, you should be using **relative paths** for all your Xrefs. This means AutoCAD looks for the Xref files in locations relative to the host DWG file (e.g., in a subfolder named “Xrefs” next to the host drawing).
• Preserving the Structure: When an external partner receives the files, they need the same relative folder structure for AutoCAD to find the Xrefs automatically. If you only send the host DWG, or if you send the host and Xrefs as separate, unlinked files, the paths will break.

Step-by-Step Best practise for Sharing Xreffed Files Externally: #

1. Organise Your Project Files Correctly in Google Drive:
   • Ensure your host DWG file and all its Xrefs (and any other related files like plot styles, fonts if necessary) are located within a single, well-structured main project folder in Google Drive (ideally within a Shared Drive for team ownership).
   • All Xrefs must be linked using **relative paths** within AutoCAD. Double-check this before sharing.
   • Example structure within Google Drive:

     Project Alpha - Client Share (Folder)
       └── Drawings (Folder)
           ├── PA-A-101-HostPlan.dwg  (Host File)
           └── Xrefs (Subfolder)
               ├── PA-X-Base.dwg
               ├── PA-X-Grid.dwg
               └── PA-X-Titleblock.dwg

2. Share the Parent Project Folder:
   • In Google Drive (either web interface or via Drive for desktop integrated with Finder/File Explorer), locate the main parent folder that contains everything the external partner needs (e.g., “Project Alpha – Client Share” in the example above).
   • Right-click on this parent folder.
   • Select Share.
   • Add the external partner’s email address.
   • Set their permission level:
     • Viewer is often sufficient if they only need to view and reference the drawings. They can download the files with this permission.
     • Commenter if they need to add comments (primarily for Google Docs/Sheets/Slides, less so for DWGs directly in Drive unless they use connected apps).
     • Editor only if they genuinely need to modify the files within *your* Google Drive. Be cautious with this for external parties.
   • Tick “Notify people” and add a message if desired.
   • Click Send or Share.
3. Instruct the External Partner:
   • Advise the external partner to:
     1. Access the shared folder via the link they receive or from their “Shared with me” section in Google Drive.
     2. If they use Google Drive for desktop, they can add this shared folder to their “My Drive” (using “Add shortcut to Drive” or by making it available offline within their Drive for desktop structure) to sync the entire folder structure to their computer.
     3. Alternatively, they can **download the entire parent folder as a ZIP file** from the Google Drive web interface. They must then extract this ZIP file on their computer, ensuring the internal folder structure (e.g., “Drawings” folder with “Xrefs” subfolder) is maintained.
     4. They should then open the host DWG file (e.g., PA-A-101-HostPlan.dwg) from the location where they’ve synced or extracted this complete folder structure.
   • If they download individual files separately and place them in different locations, the relative Xref paths will likely break.

What to Avoid: #

• Sharing Only the Host DWG File: This will almost certainly result in unresolved Xrefs for the recipient.
• Sharing Host and Xref Files Individually (not as part of their containing folder structure): Even if you share all the necessary files, if the recipient doesn’t recreate the exact same relative folder structure on their end, links will break.
• Using “Email as attachment” for Xreffed DWGs directly from AutoCAD if it doesn’t package Xrefs (eTransmit is better): While AutoCAD has an “eTransmit” feature designed to package a DWG with all its dependencies (Xrefs, fonts, plot styles) into a ZIP file, simply attaching a host DWG to an email will not include the Xrefs. If using eTransmit, that ZIP file can then be uploaded to Drive and shared.

By sharing the complete, correctly structured parent folder, you provide the external partner with everything they need for AutoCAD to resolve the Xrefs correctly using the relative paths embedded in your host drawing.