DaVinci Cloud Workspace — System Information & Usage Guide

This page explains how DaVinci Cloud Workspace operates, how concurrency is managed, how software licensing works, and what to expect when accessing your virtual drafting environment.

It applies to individuals, law firms, universities, corporate R&D teams, and training programs using our cloud-hosted Visio environment.

1. Workspace Allocation & Concurrency Limits

DaVinci Cloud Workspaces are allocated on demand using a controlled pool of virtual machines (VMs). Each VM contains a preconfigured environment with:

  • Microsoft Visio (Standard or LTSC Professional)
  • IP DaVinci Toolkit
  • Patent drawing templates & stencils
  • Training resources (optional)
  • File import/export utilities

Concurrency Model

Cloud sessions operate under a license-to-host ratio, meaning:

  • Each VM has its own licensed Visio installation
  • Only one user can actively use each VM at a time
  • The number of simultaneous users = number of active VMs

If all workspaces are in use

If all VMs are occupied, you may see:

“All cloud workspaces are currently in use.”

In this case, users typically wait 1–2 minutes for a workspace to become available.

Most teams experience continuous availability with minimal waiting.

Session Timeout Policy

To keep concurrency smooth and fair:

  • Idle sessions automatically disconnect after 15 minutes
  • Fully inactive sessions log out after 30–45 minutes
  • Auto-save notifications warn you before disconnection

This ensures stuck or abandoned sessions don’t block other users.

2. Bring Your Own License (BYOL) — Optional

Some organizations already own Microsoft Visio licenses (Plan 2, LTSC, Pro Plus, etc.). DaVinci Cloud supports optional BYOL:

How BYOL Works

  • You log in to the VM using your own Microsoft account
  • Activation uses your organization’s existing license
  • Your license remains tied to your Microsoft tenant
  • IP DaVinci does not manage or store your credentials

Who uses BYOL?

  • Universities with campus agreements
  • Law firms with firm-wide Office/Visio licensing
  • Corporations with enterprise subscriptions
  • Government teams with existing Microsoft contracts

Benefits of BYOL

  • Reduces or eliminates Visio costs
  • No licensing duplication
  • You keep full control of your activation
  • Useful for teams with mixed environments (Windows, Mac, Linux, Chromebooks)

If you choose not to use BYOL, DaVinci provides fully licensed Visio installations under our device-based licensing model.

3. How Software Licensing is Managed

DaVinci Cloud Workspace is a managed virtual desktop, not SaaS.

All software is:

  • Licensed directly to IP DaVinci
  • Installed only on DaVinci-owned or DaVinci-managed VMs
  • Never transferred to users
  • Accessed only through remote desktop connections
  • Protected by concurrency-controlled login routing

This satisfies Microsoft’s device-based licensing requirements and avoids unauthorized SaaS-style redistribution.

Key Licensing Rules

  • Visio is licensed per host device
  • Users do not receive activation keys
  • Users do not install Visio locally
  • Each VM hosts one active user at a time
  • IP DaVinci maintains audit logs, purchase records, and VM mappings

4. What Users Can Do in Their Workspace

Inside your workspace, you may:

  • Open, edit, and export Visio drawings
  • Use the full IP DaVinci Toolkit
  • Import PDFs, PNGs, JPGs for image tracing
  • Use preconfigured layers, stencils, and templates
  • Work with your team’s shared folders (optional)
  • Save files to your local computer from the cloud
  • Upload files from your device into the workspace

Everything behaves exactly like a Windows workstation — but completely in the cloud.

5. File Storage & Data Retention

To protect system performance and security:

  • Workspace desktops are non-persistent
  • Files saved to the Desktop, Downloads, or Documents inside the VM may reset during maintenance windows
  • We recommend saving files to:
    • Your local computer
    • Your cloud drive (OneDrive, Google Drive, Dropbox)
    • Your team’s shared secure folder (if enabled)

Local workspace storage is not intended for long-term retention.

6. Performance Expectations

Typical performance characteristics:

  • Cold start (first login): 10–20 seconds
  • Warm reconnect: instant
  • Network response: adjusts automatically based on your connection
  • Drawing responsiveness:
    • Smooth for all drafting tasks
    • Fast for stencils, shapes, tracing, annotation
    • Highly responsive for flowcharts, diagrams, GUI layouts, and system diagrams

Recommended connection speed: 8–10 Mbps or higher

Works well on:

  • Mac
  • Windows
  • Linux
  • ChromeOS
  • iPad (keyboard recommended)

7. Support & Troubleshooting

For help, contact:
📧 [email protected]

Common issues:

  • VM in use: wait 1–2 minutes
  • Frozen session: auto-disconnect will free it
  • Disconnected: re-login returns you to your last state
  • Slow network: try switching Wi-Fi networks or using ethernet

If you ever need your workspace reset or reallocated, support can do so instantly.

8. Summary

DaVinci Cloud Workspace provides a fully managed, compliance-safe, scalable cloud drafting environment for patent drawing work.

You get:

  • Fast cloud access to Visio
  • Preconfigured drawing tools
  • Controlled concurrency
  • Optional BYOL support
  • Audit-safe licensing
  • Zero-maintenance virtual desktops

Whether you’re an individual user, a law firm, a university class, or a corporate R&D team, DaVinci Cloud provides a reliable, compliant way to access high-performance Visio workstations from any device.