AEC Multi-Office File Sync Not Working? Use This Checklist (and the Fix That Finally Holds)

When an Architecture, Engineering, and Construction (AEC) firm operates across multiple locations, “file sharing” becomes an operational system—one that must support CAD tools, large files, and teams moving fast. But many firms are still stuck with a mix of replication tools plus VPN access, and the cracks show up in the same predictable ways.

This anonymous client story reflects a multi-location AEC organization that set out to fix file synchronization and remote access without disrupting how their teams already worked.

A quick diagnostic checklist

If any of these feel familiar, you’re not dealing with “small IT issues.” You’re dealing with workflow risk.

✅ People ask: “Which file is the latest?”

• Duplicate copies across offices

• Confusion after syncing delays

• Teams are wasting time verifying changes

✅ File locking “kind of works”… until CAD gets involved

• Locking fails across sites

• Conflicts appear after someone saves

• Team members avoid collaboration to prevent overwrites

✅ VPN becomes your productivity throttle

• Remote users can connect—but work feels slow

• Large files time out or crawl

• IT spends too much time troubleshooting access

✅ Mistakes are expensive (and hard to undo)

• A file overwrite becomes a fire drill

• Deleted folders trigger recovery requests

• There’s no confident “rollback” mechanism

The firm in this story was dealing with several of these at once—especially data inconsistencies, gaps in global file locking, and dependence on VPNs.

What “good” looks like for AEC file access

Instead of chasing another patch or tweak to the existing toolset, they wrote down what they actually needed:

• VPN-less access for remote staff and multi-office teams

• Active Directory integration for secure, familiar permissions

• Global file locking that works with AEC applications (including AutoCAD workflows)

• Consistent data across offices without sync roulette

• Built-in protection like versioning and a multi-stage recycle bin

• A low-risk pilot path to validate before rollout

That last point mattered: they wanted proof before committing.

The fix: modern file access without breaking existing workflows

Their realization came when they found a platform that could modernize access and synchronization while fitting into their environment.

With CentreStack, they could:

• Provide secure, VPN-less access to file shares

• Integrate directly with Active Directory

• Support AEC workflows with global file locking

• Reduce risk using file versioning and a multi-stage recycle bin

• Start with a simple test setup (even using a Windows machine as a pilot environment)

Instead of constantly managing sync conflicts and VPN limitations, the firm shifted to a model in which teams could reliably access the same project data, wherever they were.

What changes for teams (not just IT)

Once the bottlenecks are removed, the benefits show up quickly:

• Project teams collaborate faster across offices

• Less rework caused by file confusion or conflicts

• Remote work becomes viable without daily VPN friction

• IT load drops as access issues become less common

• Risk decreases with better recovery and version control

For AEC organizations, this isn’t just modernization—it’s protection against costly project disruption.

A quick next step

If your team is battling unreliable locking, multi-office inconsistencies, or VPN bottlenecks, CentreStack is designed to modernize file access and collaboration without forcing a workflow overhaul. Contact us today.