getting the most from your data with autodesk® vault and ... · 2.1.4 content center manager the...

Walt Disney World Swan and Dolphin ResortOrlando, Florida

11/29/2005 - 8:00 am - 11:30 am Room:Swan 2 (Swan)

Getting the Most from Your Data with Autodesk® Vault and Autodesk® Productstream™

Learn the ins and outs of getting your data into both Autodesk Vault and Autodesk Productstream. One of the most difficult tasks in implementing a data management system can be the considerations and decisions regarding the loading of information. See how experts recommend setting up your data for the most effective long-term use long .

MA21-2

About the Speaker:

Brian Roepke - AutodeskRoss Tannerand

Brian is the former president and CEO of truEInnovations, original developers of the Autodesk Vault. He now works for Autodesk as a product manager in the Manufacturing Solutions Division's Data Management Solutions product line. This product line includes Autodesk Vault and Autodesk Productstream. Brian's main focus is product direction and the product release [email protected]

Getting the Most from Your Data with Autodesk Vault and Autodesk Productstream

2

1 Table of Contents

1 Table of Contents ......................................................................................................... 2 2 Overview..................................................................................................................... 3

2.1 Components ........................................................................................................ 3 3 Preparing to fill the Vault ............................................................................................... 4

3.1 DWF creation ....................................................................................................... 4 3.2 Cleaning data for import ........................................................................................ 4 3.3 Creating a Vault friendly Project file......................................................................... 5 3.4 Property management ........................................................................................... 5 3.5 Building on Preexisting Part Number Schemes........................................................... 8

4 Filling the Vault .......................................................................................................... 10 4.1 Mapping folders .................................................................................................. 10 4.2 Inventor - Add Project ......................................................................................... 11 4.3 Inventor - Add Files ............................................................................................ 12 4.4 AutoCAD - Check In Folder................................................................................... 13 4.5 Vault Explorer & Productstream - Adding files ......................................................... 15 4.6 Importing Existing Item Masters ........................................................................... 15 4.7 ERP import ........................................................................................................ 16

5 Maintaining the Vault .................................................................................................. 24 5.1 Autodesk Vault Manager ...................................................................................... 24 5.2 Re-index Properties in a Vault............................................................................... 25 5.3 Backup & Restore ............................................................................................... 25 5.4 Vault Manager from the command line................................................................... 27 5.5 Automating Vault and Productstream Backup.......................................................... 30 5.6 Defragment the Database .................................................................................... 31

6 Appendix................................................................................................................... 32 6.1 Libraries ............................................................................................................ 32 6.2 Uploading Inventor Designs.................................................................................. 35 6.3 Moving to Vault from Semi-Isolated or Shared environment...................................... 38

Presentors ...................................................................................................................... 44


3

2 Overview

Like so many tasks a small amount of planning goes a long way towards maximizing the return on Investment. In this course we will discuss several aspects of implementation, administration and utilization of Autodesk Vault & Productstream. We’ll place an emphasis on implementation and initial loading of existing data.

2.1 Components

2.1.1 Vault

Autodesk Vault is the client side interface for managing files and versions. Autodesk Vault is included with Inventor, AutoCAD Mechanical, AutoCAD Electrical and 3DStudio Max.

2.1.2 Productstream

Autodesk Productstream is a purchased product that provides additional functionality upon Vault including release management and bill of materials management.

2.1.3 Autodesk Data Management Server and Vault Manager

The Autodesk Data Management Server is required to provide the backend support for the database and file store.

The Autodesk Vault Manager provides the ability to create, back up/restore and other administrative operations for both Vault and Productstream.

2.1.4 Content Center Manager

The Autodesk Content Center Manager provides the ability to create, import/export and other administrative operations for custom and Standard Content Center libraries.

2.1.5 Application Clients

The Autodesk Application Clients provide in application support of Vault functionality. The ability to check in/out or update files directly from within the following supported applications:

• Autodesk Inventor

• Autodesk Mechanical

• Autodesk Electrical

• Autodesk AutoCAD

• Autodesk 3DS Max

• Microsoft Office

• PTC ProE®

• Solidworks®


4

3 Preparing to fill the Vault

3.1 DWF creation

Autodesk Vault & Productstream take full advantage of the enhanced DWF format. The DWF Attachment Options is located in the Tools pull down Administration dialog from within Vault Explorer or Productstream.

By default, .dwf files are created and attached automatically when files are checked into the vault. The .dwf attachments are only created for files that have changed or for files that do not have .dwf files published already. The automatically generated .dwf files that are stored in the vault can also be stored on the local computer.

If you wish to publish the DWF files to a folder outside the Vault you may do so as a flat list where all files are placed in the designated folder or you may duplicate the folder structure of the Vault.

Note: When checking in AutoCAD files a layout must be initialized for the DWF file to be automatically generated.

3.2 Cleaning data for import

There are several aspects of preparing data for import to Vault that should be considered. For Inventor projects this list includes:

• Semi-isolated projects

• File resolution issues

• Included projects

• Workgroups

The following list is applicable to all CAD files:

• Standardize properties

• Establish folder structure

• Select a library methodology

• Migrate all files to current releases

Semi-isolated projects must have all files checked before importing into the Vault. If this is not done, the components may not be editable. See the appendix for detailed information about converting Semi-isolated projects to Vaulted projects.

File resolution & folder structure; simpler is better. If you have problems with file resolution due to improperly configured project files you will continue to have problems unless the project file is repaired. With Inventor you should not see the file resolution dialog box on a regular basis. If you are, either the project file is not configured properly or files are being moved outside the project paths.


5

Most companies can easily break down their files by some logical grouping whether it’s product line, manufacturing methods or sales market. Once this is done creating fewer folders segmenting each group with many files in each folder is a highly scalable method that lends it self well to utilizing the feature of Vault.

Vault projects do not support Included Projects or Workgroups. Therefore if you use them you will have to remove them. If this is going to cause concern in your environment please read the following section Creating a Vault friendly Project file where the Single Project Theory is introduced. Workgroups should be replaced with Frequently Used Subfolders in the project file.

Vault provides powerful capabilities to search and access file Properties. To take full advantage of this capability the file properties need to be utilized in a consistent manor. What ever you do, do it to all your files. With both Inventor and AutoCAD Autodesk provides a rich API that can be utilized to cleanup even the most inconsistent and dirtiest of datasets. This topic will be expanded in a later section Property Management.

3.3 Creating a Vault friendly Project file

3.3.1 Single project file

Proper setup of Autodesk Vault structure is critical to a successful and flexible vault. The linked article outlines one way to integrate Autodesk Vault within your organization without the overhead and complexity of multiple Inventor project files. This method is the most simple and most robust way to set up your vault environment for use with Inventor while continuing to offer a high level of freedom and flexibility.

With the single project file configuration you gain:

Simplicity - With a single project, you use the same project file for every design in your environment. This keeps you from having to remember what project file to use with which dataset. You also benefit from having a single common location for all of your data.

Reduced Resolution Failures - Inventor can automatically search for any missing files throughout your entire data set. This greatly reduces the number of times you need to manually locate missing files.

Increased Design Reuse - Greatly simplify the reuse of other data from your vault. Using this method, any data in the vault can be reused in any assembly by using the Place from Vault command. This method prevents you from having to ever worry about adding a library path or copying a file from another project.

The complete tutorial Using Autodesk Vault with a Single Autodesk Inventor Project is located at:

http://usa.autodesk.com/adsk/servlet/item?siteID=123112&id=4767380&linkID=4517340

3.4 Property management

File Properties are automatically extracted when files are checked in through an application add-in such as Inventor, AutoCAD Mechanical and Microsoft Office. The properties vary by application and may be modified. File Properties are managed from the Tools>Administration dialog in Vault Explorer. If you chose not to use some of the extracted values you may


6

mark them as Not in Use as show in the following image.

It is also possible to merge properties. It is common to have similar properties on multiple file types that have a slight syntax differences. Merging these properties will treat them as a single property within Vault.

One of the leading reasons for property indexing is the advanced search.

There are two ways to search for files and items: Find and Advanced Find. Find is a search that locates any file or item containing a specified text string. Use Advanced Find to locate the files and items that match a specific criteria. For example, locate the files based on title, author information, file size, date and time. The results of the search can then be sorted and filtered using the sort, filter, and grouping features.

The Advanced Find dialog box has a Basic tab and an Advanced tab. The Basic tab performs a text string search on properties in the vault. The Advanced tab searches for specific patterns within the entire vault based on any criteria. In the Advanced Find dialog box, you can specify new searches, save searches, open saved searches, manage saved searches, and create search folders.

You can act upon search results. For example, create a search folder called "Checked out by me" that searches for all files checked out by you. When you click the search folder, the main view displays all the files that are currently checked out to you. Right-click the files, and then select Check In.

Searches may also be saved and easily accessed in the future; as shown in the following image.


7

Productstream Items have a unique set of properties and allow for the creation of User Defined Properties or UDP’s. UDP’s support the following types.

The User Defined Properties may also be mapped to file properties for automatic porting of the values. This provides for an entirely automated process of carrying the property values from the original file into Vault and forward to Productstream allowing all downstream consumers easy access to reliable information.

These User Defined Properties may be assigned to the item types making these UDP’s defaults for that type of item.


8

3.5 Building on Preexisting Part Number Schemes

The Productstream Administrator can establish different item numbering schemes using the Administration dialog shown on the right.

Part numbers are automatically assigned to new items in Productstream using the Assign Item, Update Item and New Item commands. The numbers are assigned based on the default numbering scheme. During the Assign or Update Item process the user can choose to change the default item numbers assigned and use any one of the other schemes setup by the Administrator. This way, items can be numbered using a pre-defined scheme that reflects how item numbers are assigned in the ERP system. Similarly, when items are imported from ERP into Productstream, the item number of the imported item will match items that are newly created in Productstream and then later exported back to the ERP system.

Figure 1 Changing Item Numbers during the Assign Item Process

In the example above, the Administrator created a scheme called ‘Evertech Standard Parts’ using the Item Numbering ‘Define’ command. The scheme is defined by five types:

1. A prefix which denotes the Product Code

2. A delimiter

3. A standard part number

4. A delimiter

5. A automatically generated part code number

6. A drawing code


9

The table below lists the various types that can be used to establish a numbering scheme.

Table 1 Numbering Scheme Types

Type Description Value

Auto-generated sequence

A number automatically generated by the system starting with the last value used + the step size

Any number between 1 and 10 digits long. The step size determines how the number will increment. The number can be optionally padded with leading zeros.

Delimiter A character than can be inserted between other scheme types

A single character of any allowable type

Fixed Text A string of text that cannot be changed

Between 1 and 50 characters of any allowable type

Free Text A string of text that can be changed from its default value.

Between 1 and 50 characters. The maximum number of characters can be specified and enforced.

Pre-defined List

A list of values. Between 1 and 50 characters of any allowable type per list entry. A maximum of ? list entries.

An example of the pre-defined list used in Figure 1 is shown right. The description field allows the administrator to specify what the different codes represent, In this case they represents different product lines of the company.

Figure 1 Mapping Existing Part Numbering Schemes to Productstream Item Numbering Schemes


10

4 Filling the Vault

4.1 Mapping folders

4.1.1 The Working Folder

The vault server stores a unique copy of each version of a file in its file store. These files stored in the vault are called the master files or master copies. The user should never directly edit any files located in the file store. To modify vaulted files, they must be checked out to a local working folder.

A working folder is a local folder that has been mapped to a folder in a vault. The vault server copies the files to the working folder whenever you need to make edits to those files. For ease of file management, the vault folder structure should match the working folder structure. That is, the local working folder should download files in a structure that parallels the vault folder structure.

Note: Library folders cannot be located in the same folder structure as model files in the vault. When adding library folders to the vault, they must be located directly under the root of the vault.

Autodesk Inventor only: The Autodesk Inventor project file for a given project must include a library search path for each of the library locations the model uses.

4.1.2 Setting up your working folder

Each vault has a root level folder. The root level of a vault is denoted by a $. Subfolders can be created under the root level folder. For example, define a Projects subfolder with a subfolder called Clamp under it. The path is $\Projects\Clamp\.

A vault client must define a working folder to gain access to files stored in vault. The working folder is specified as the target location for placing copies of vaulted files to the local computer. A working folder should be a local directory that is not shared with others. The Set Working Folder command is available via the File menu in Vault Explorer. It is generally recommended that all users setup a working folder for the root ($) of the vault, and this initial mapping will cascade for each subfolder.

Typically, the working folder is set from the root level of the vault to an empty local folder. Using the earlier example, if the working folder for the root level folder is set to C:\VaultFiles\, then the files that are vaulted to the $\Projects\Clamp\ folder are copied to the local computer in the C:\VaultFiles\Projects\Clamp\ folder.

You can set your working folder to a network drive; however, the performance degrades by opening and saving files over the network.

Note: If you choose to use a networked location, you must not have more than one user working from this location. The vault does not automatically support two users working in the same shared location.


11

4.1.3 General Rules

Rule 1: The files in the vault are the master files.

Any time you work on the files from the vault, you borrow copies of the files. The vault server places these copies in your working folder. These files cannot be seen by anyone else, and the only way people can tell that you have copies of the files is if you check out the files for editing. If you check out and edit a file, the other vault users do not see the last saved version of the file until you check in your changes. Only then will your changes become the next checked-in version of the file.

Consequently, you can work on files without forcing other users to accept the changes until they are stable and you are finished.

Rule 2: You never work directly on a master file.

When you work with the vault, you never directly open or edit files from the vault file store. The only way to access vaulted files is to set up a working folder and check out files for editing.

4.2 Inventor - Add Project

Using Add Project, you can add an entire Autodesk Inventor project to a vault in a single operation. All drawings, parts, assemblies, and presentations for the active project are added to the vault at the same time, as well as any support files within the project structure such as documents and spreadsheets.

Autodesk Inventor project files that are not enabled for the vault cannot be added to the vault. The project file must be vault-enabled and the project folders must be mapped to vault folders before adding the project. Library files that have not been added to the vault are added as long as the library path in the project file is mapped to a vault folder. Library files are the only files located outside the project structure that are added to the vault using the Add Project command.

Each time the Add Project command is used for the active project, the new files contained within the local project structure that are not yet in the vault are added to the vault.

Autodesk .dwf files can be created and attached automatically when files are added to the vault. The .dwf attachments are only created for files that have changed or for files that do not have .dwf files published already. The paper clip icon is not displayed for automatically published .dwf files.

The Add Project command maintains the relationships between the files being added, including the following:

• Assembly files (.iam) • Part files (.ipt) • Drawing files (.idw) • Presentation files (.ipn)

The following files are not added to the vault when adding a project:

• The Old Versions folder and all files contained within

• Other project (.ipj) files within active project • Lock (.lck) files • Files that have already been added to the vault.


12

4.3 Inventor - Add Files

Adding files to the vault transfers files from your local working folder into the specified vault folder. When adding files, steps are taken to ensure data integrity.

Before adding any files to the vault, make sure they conform to the rules for adding files to the vault.

1. The workspace and all library folders which are referenced in the Autodesk Inventor model must be mapped to corresponding vault folders before files can be added to the vault. Mapping the local folders referenced in the project to folders in the vault is necessary to maintain the project structure and the parent/child relationships.

2. A file that is outside either the workspace or the library search paths and is dependent on an Autodesk Inventor model cannot be added to the vault.

When attempting to add an Autodesk Inventor file that breaks one or more of these rules, an error is displayed indicating which rule is being broken.

Autodesk .dwf files can be created and attached automatically when files are added to the vault. The .dwf attachments are only created for files that have changed or for files that do not have .dwf files published already. The paper clip icon is not displayed for automatically published .dwf files.

The Add File Process

1. Files are added to the vault folders specified in the Map Folder dialog. The folder mappings are stored in the Autodesk Inventor project file so you do not have to select where files are to be stored in the vault during each time you add files.

2. If exact copies of the files being added already exist elsewhere in the vault, you are warned that the files will be duplicated.

3. Before files are added to the vault, they are checked for conformity with the folder structure of the vault to make sure the relationships resolve correctly.

4. Files are copied from your local workspace and libraries into the vault. It is important to note that they are copied to the server and not removed from your local working folders.

5. After files have been added to the vault, they are considered checked in. This process changes your local files to be flagged as read-only. From this point on, the files must be checked out before editing.

6. When adding Autodesk Inventor files using the Vault Add-in for Autodesk Inventor, all parent/child relationships are maintained on the server. Having the vault store these relationships makes it easy for you to find where files are used and what the children of the files look like at any time.

Note: If an exact copy of the file already exists elsewhere in the vault, you are warned that the files will be duplicated. Click OK to proceed with adding the duplicate files or click Cancel to close the dialog box and not add the files to the vault. If you intend for the files to be used across multiple projects, either add the files to an existing library or add the path of the files to the library paths listed in the project file.

When the Autodesk Inventor files are added to the vault, all the relationships are recorded as well. The status of each file is indicated by the icon next to the file name in the vault browser.


13

4.4 AutoCAD - Check In Folder

Using AutoCAD’s Check In Folder command, you can select an entire folder to check in – essentially allowing you to check in an entire project at once (including all subfolders). There are two main use cases for doing this. First, this allows the user to check an entire project-based folder into the vault for the first time. But if the user already added the files to the vault, this command also lets

the user check in any new files within that folder or any files currently checked out to him.

In both cases, the user need only access a single command. In the AutoCAD add-in, the Check In command works both for new files and for files that are already checked out by you. Likewise, the Check In Folder command allows the user to check in new files and checked out files at the same time. This command is recommended for adding a large number of DWG files into the vault in a single operation. It is accessible through the File->Vault menu (as shown here, at left).

This command is also accessible through the command line and available as an icon on the Vault standard toolbar (as shown circled here, at right).

This command does not act upon the currently opened file. Instead, it acts upon a user-specified folder. The Check In Folder dialog (shown here, at right) appears immediately upon invoking the command.

The first step after invoking the command is specifying the folder to check in. Type in a folder path or use the browse (...) button to navigate to a specific folder.

Next, you need to specify the target location in the vault (i.e. where are you trying to add the new folder?). Again, you may type in a vault path or use the browse (...) button to navigate the vault and find a suitable target folder.

Enter comments as necessary to describe the reason the files are being checked in. This comment will be associated with every new file version added to the vault during the operation.

When you click OK on the Check In Folder dialog the command will immediately start processing all files within the specified folder (including subfolders). The purpose of the processing is to scan for


14

xrefs, images, and other externally referenced files. It does this so that these file relationships can be captured and maintained by the vault once the files are checked in.

After the files are scanned, the Check In dialog allows you to preview the folder structure as it will appear in the vault. A unique aspect of the AutoCAD add-in is the ability to restructure your files when they are added to the vault. You can choose to maintain the existing hierarchy, or you can flatten the folder hierarchy and add all files under a single target folder.

You can see the difference in the illustrations below. The first example (below, left) by default will maintain your folder hierarchy by recreating it inside the vault – so you don’t have to change the way you work as a result of using the vault. However, if you prefer, you can take the opportunity to flatten your hierarchy when you add a folder to the vault. The second example (below, right) shows how you can use the Settings button to accomplish a flat folder structure.

It’s important to note that the vault will repair references to external files if you choose to restructure files during the Check In process.

Note: If the scanning process finds referenced files in a folder level above the folder you are trying to add, then that folder will be restructured as a subfolder of the folder you are trying to add (unless you choose the option to flatten the hierarchy).

One pre-requisite for checking a large number of files into the vault is determining what to do with library files. If you have a number of files that reside on a separate drive and are referenced by many other drawings, then there is the danger that a copy of that file will be duplicated for each folder that you check into the vault. Inventor has the Map Folders command to direct such files to a specific vault library folder, but AutoCAD doesn’t have such a command. Instead, you can map your library directly to a vault library through Vault Explorer.

To map a shared library, select a vault library and choose the Properties command. In the General tab, type the path to one of your libraries in the field labeled Map to Shared Server.

When checking in a large number of files, the vault will then detect files referenced from this shared server location and automatically check them into the vault library. This will ensure that library files are stored in a single location and not duplicated for every project.


15

4.5 Vault Explorer & Productstream - Adding files

Design data can encompass many different types of files from Autodesk Inventor and AutoCAD based products data to documents and spreadsheets. Autodesk Vault manages any data associated with your design project. In addition to tracking Autodesk Inventor and AutoCAD based products files, the version history of supporting files can also be tracked.

You can add any type of file to a vault. To add:

• Autodesk Inventor design files to a vault, be sure to use the Autodesk Vault add-in for Autodesk Inventor.

• DWG files that contain or will contain xrefs, use the AutoCAD Vault ARX within AutoCAD, AutoCAD Mechanical, or Mechanical Desktop.

Use Autodesk Vault Explorer to add non-Inventor and non-DWG files to a vault. Vault Explorer does not track the relationships between Autodesk Inventor files, nor the relationship between a DWG host file and its xrefs.

Note: You must be assigned the role of Editor or Administrator to perform this action. Contact your vault administrator to verify your role.

Once a file is transferred to the vault, the file in the vault becomes the master file. It is a recommended practice to delete the copy on your computer. When you want to view or edit the file, retrieve a copy from the vault, using the Get Latest command to view and the Check Out command to edit one or more files. This practice ensures that you are working with the latest version on your local computer.

Note: The file stored in the vault is the master copy of that file. Any files outside the vault are copies that have been borrowed from the vault for viewing or editing.

4.6 Importing Existing Item Masters

Productstream can import an existing item master using the Import Items command. This will be covered in the next section.

The most common method of importing items is by using a neutral file format. Productstream supports 4 types of neutral file formats:

1. Comma Separated Values (CSV): This format assumes that the values are separated by a delimiter such as a comma. The file extension is .csv.

2. Tab Separated Values (TDL): This format assumes that the values are separated by a tab. The file extension is .txt.

3. Design Web Format (DWF): This is a Autodesk standard file format for exchanging product information. The file extension is .dwf. This format is based on the XML standard.

4. XML: This is similar to the Design Web Format but does not allow for all the capabilities of DWF such as importing associated files. The file extension is .xml.

In order to import an existing item master it must be in one of these formats. Microsoft Excel is commonly used to create and modify CSV and TDL formats. DWF and XML formats are commonly used by software developers when developing software to provide a more direct integration between Productstream and other applications like ERP systems.


16

There are a number of considerations in order to correctly import an existing item master.

1. The imported items will be assigned item numbers based on the existing item number from the source system. If these item numbers currently exist in Productstream the items will not be imported unless they represent a more recent revision of the item.

2. In order to correctly reflect the BOM, the import file must contain identifiers that indicate parent – child relationships. The will be covered in detail in the next section.

3. Unless other-wise specified in the import file, the items will be created in a Work In Progress lifecycle state at revision level ‘-‘. The units will be each (ea) and the item type will be General.

It may be necessary to ‘clean up’ the data before importing it into Productstream. For example, adding BOM information or changing the revision level that the Productstream items will be assigned. One approach would be:

1. Create the import file from the application that has the existing item master.

2. Open this file in an application that can understand and modify the data. For example Microsoft Excel in the case of a CSV file.

3. Use this application to ‘tune’ the data by adding new or modifying existing entries.

4. Import the items into Productstream using the Import Items command.

4.7 ERP import

The previous section Importing Existing Item Masters covered the key factors when creating an import file from another application. This section covers in detail the process of importing the file and creating the new items. It will also cover importing items that already exist in Productstream.

Productstream supports two methods of importing items:

1. Microsoft Great Plains: This is a direct import capability that does not require a neutral file. This will be covered at the end of this section.

2. Other: Uses the four different neutral file formats covered in section 3.8.

The Import Items command uses a wizard approach to create the items. The wizard steps are:

1. Specify the source of the items: Microsoft Great Plains or a neutral file.

2. Specify the neutral file.

3. Specify how the item properties of the import file will be mapped to Productstream properties.

4. Preview the results.

5. Perform the import.

6. View the results.


17

Assembly

Subassembly

Part1

Part1

Part3

Given that a neutral file format will be used, the first step is to specify the file and indicate:

1. How the BOM information is represented.

2. Which revisioning scheme to use.

There are two methods of representing the Bill of Materials in the import file.

1. Level numbers: This scheme uses a sequential numbering methodology to create the relationships. For example, for the simple structure shown can be represented by the following level identifiers: 1 Assembly 1.1 Subassembly 1.1.1 Part1 1.1.2 Part2 1.2 Part3

2. Parent item: This scheme tags an item with its parent item. These tags are used to recreate the relationships. For example, from the previous example: Item Parent Item Assembly <top> Subassembly Assembly Part1 Subassembly Part2 Subassembly Part3 Assembly

The Administrative user can create a special revisioning scheme using the Administration tool that supports the scheme used in the existing item master. This allows subsequent re-import of the items to insure the correct revision is used.

To do this, the user needs to create a text file that contains the revision numbers. Each revision number is separated by a carriage return as shown. These revision numbers should be identical to those used in the application that created the import file.


18

Once this has been done, the administrative user can start the process by selecting the ‘Sequence…’ button from the Item tab on the Administration dialog. The figure below illustrates the process of defining a new revision scheme.

Figure 2 Creating a Custom Revisioning Sequence

After the file is specified the properties represented in the import file need to be ‘mapped’ to Productstream properties. The import file, shown right, lists the properties associated with the items to be imported. These properties need to be mapped to Productstream properties. The process to do this is shown below.

Create New Sequence

Specify File and Revision level delimiter

Preview Results


19

Figure 3 Specifying a Mapping

For convenience, any number of pre-defined mappings can be saved as a file. This allows the user to load a previously saved mapping the next time items are imported from a similar import file.

Figure 4 Saving a Mapping for an Import File

Once the mapping has been set up the items are imported. A progress bar is displayed as the items are processed.

Specify mapping step. The user drags a Field Name from the imported file to the corresponding Productstream Attribute

All the Field Names have been mapped to Productstream Attributes

User selects ‘Save

Specify file name

Confirmation file has been saved


20

The operation checks to see if there are any conflicts for the items being imported. The preview results step displays these conflicts.

If there are any conflicts, as shown, the user must specify how the conflicts are to be resolved. There are a number of reasons that conflicts can occur:

1. The item already existing in Productstream

2. The value of the attributes being mapped to new items does not match a valid Productstream attribute. This pertains to the unit and item type attributes in Productstream.

In the example shown above there are two conflicts: In order to determine the nature of the conflict the user double clicks on the row where a conflict is indicated.

The conflict resolution dialog is displayed. In this case the ‘Units’ of the item being imported does not correspond to a unit available in Productstream. To rectify this conflict the user would select the appropriate unit available in Productstream. In this case the imported item has a unit of ‘ml gm’ which is mapped to the Productstream unit of Milligram as shown.

In the case that the unit of the item being imported does not correspond to any unit available in Productstream, the Administrator can create a new unit using the Administration tool. The process to do this is shown below.


21

Figure 5 Creating a New Unit of Measure

In this case, the user created a new unit of measure for Pints based on the base unit of Milliliter. New base units can also be created by selecting the ‘This is a Base Unit’ check box in the Add Unit dialog. This way, the user can create new base units that are not supplied with Productstream ‘out-of-the-box’. An example would be to create a new base unit of cubic feet to represent volume.

Similarly, if the imported item has an item type that does not correspond to a Productstream item type, a new on can be created using the Administration tool. The process to do this is shown below.

Select ‘Configure’ from the Administration Items tab

Select ‘New’ to create a new unit

Specify the name, symbol and conversion factor for the new unit. The new unit is added to the

li


22

Figure 6 Creating a New Item Type

If an item already exists in Productstream and a new item is imported with the same item number, the import operation will ignore the item in the import file. The exception to this rule is that if the item revision is greater than the revision of the existing item the imported it will overwrite the Productstream item. This allows for synchronizing changes that are made when revising an item in the application that produces the import file.

Once all conflicts have been resolved, the ‘Import’ button will be enabled. Selecting this will import the items from the import file and wither create or modify the Productstream items. The View Results screen gives summary information and list the items imported.

Select ‘Configure’ from the Administration Items tab

Select ‘New…’ To create a new item type

Enter the new item type.

The new item type is added to the list.


23

The user can print this for their records or send an email to another user with the summary included both in the body of the email and as a HTML attachment,

4.7.1 Microsoft Great Plains

As stated at the beginning of this section, a direct link has been established that allows the user to import item from Microsoft’s Great Plains application. There are several advantages to this direct integration:

1. No neutral file needs to be written. The application uses Microsoft’s messaging system to transfer the file from Great Plains to Productstream. When an export is done from Great Plains it creates a ‘Job’ that can be specified when importing the items. This way several jobs can be created and then imported to Productstream.

2. Attributes do not need to be mapped. The direct link is based on a pre-determine attribute mapping scheme.

3. Associated files are automatically attached to the item. Great Plains can have documents such as drawing associated with their items. When the import is done these files get manually attached to the Productstream item. New files brought in during the import process are stored in a vault folder labeled ‘Imported Item Documents.’ From there they can be moved to any vault location. If the file is already attached to the Productstream item, a new version of the file is added to the existing location in the vault.

Note that importing a DWF file format will also import any associated documents as specified in the DWF file.


24

5 Maintaining the Vault

5.1 Autodesk Vault Manager

The vault server stores and maintains the files and metadata that make up the vault. This data is managed by an MSDE 2000 server, a scaled-down version of Microsoft's SQL Server 2000 relational database. The server software can be installed on a server or workstation that is shared by all users or, for a single user, the server can be installed along with the client on a single, isolated workstation.

A vault consists of 2 components:

• A database that stores data such as file names, user names, properties, versions, and relationships between files.

• A file store that contains the actual data files.

Use Autodesk Vault Manager to create, manage, and remove vaults, and move databases. The main view in Autodesk Vault Explorer lists the vaults on the server, the corresponding file store, the account that created the vault, and the date it was created. Select a vault from the list to manage it.


25

5.2 Re-index Properties in a Vault

Re-indexing scans the entire vault, extracting and indexing properties from all the existing file versions using the latest available iFilters. Only properties currently set to In Use are re-indexed. As a result of re-indexing, existing property usage counts are updated, any new properties are added to the vault, and previously unused properties that have been set to In Use are once again indexed.

Reasons for re-indexing:

• New iFilters have been added that extract more relevant information • Properties that had been set to Not in Use need to be re-extracted and returned to the index

To re-index any properties that have been set to Not in Use in Vault Explorer, first set the property states for the selected properties to In Use in Vault Explorer. For more information on changing the state of properties, see Autodesk Vault Explorer Help.

Note: You are prompted to stop the web service for this operation if it is currently running. When you are done, restart the web service. You are prompted to restart the web service if you have not already done so before exiting Vault Manager.

1. Select a vault from the main pane. 2. From the Tools menu, select Re-index Properties. 3. A dialog box is displayed indicating the number of files in the selected vault that will be

scanned during the re-index process. You are prompted to confirm your action. Click Yes. 4. Click OK.

A dialog box is displayed indicating the progress of the re-indexing. If you click Cancel to stop the re-indexing before it is done, any properties already re-indexed remain in the vault and the properties not yet re-indexed are left behind.

5.3 Backup & Restore

5.3.1 Back Up and Restore the Vault Server

Backing up the vault server consists of backing up the vault database and the file stores.


You can back up and restore the databases and file store using normal backup procedures. Vault Manager automates the backup and restore process by locating the databases and file store for all vaults, including the master vault, and backing them up to a specified location. It also returns archived files to their correct locations.

5.3.1.1 BACKUP



26

1. Stop the web service.

2. From the Tools menu, select Backup. Before backing up the data, if selected Vault Manager validates the data to make sure the filestore and databases are syncronized. If the database is out of sync, a dialog is displayed listing the files that are mismatched. You can cancel the back up to correct the files.

3. Specify the location to store the backed up data. To browse for a location, click ... and then locate a directory using the file browser.

4. Turn on the Validate check box to verify the archive is goodonce it is created.

5. Click OK.

6. Restart the web service.

5.3.1.2 RESTORE


1. From the Tools menu, select Restore.

2. Restoring a vault deletes the data sets and file store. You are prompted for confirmation before proceeding. Click Yes.

3. Specify whether you are restoring the vault from a directory or a file. Select From Directory to restore a vault from a backup directory. Select From File to restore a vault from a legacy zip file created with versions 1, 2, or 3 of Autodesk Vault.

4. Specify the location of the backed up data. To browse for a location, click ... and then locate a directory using the file browser.

5. Select whether the database is to be restored to the default location defined by the MSDE SQL installation or a different location. If you choose Select Restore Location, specify a target directory for the database.

6. Select whether the file store is to be restored to the default location or a different location. If you choose Select Restore Location, specify a target directory for the file store.

7. Click OK.


27

The vault data is automatically migrated when it is restored using Vault Manager. If you are restoring the data using the command line, you must migrate the data after it is restored.

5.4 Vault Manager from the command line

1. Click Windows Start > Run, and then enter cmd in the Run dialog box.

2. Change directories to the Admin directory in the install directory for the product.

3. At the command line, type: Connectivity.VaultManager.exe followed by the command line options, and then press Enter.

5.4.1 To Back Up the Vault

The backup switch requires a vault administrator account.

1. Make sure no users are connected to the vault.

2. Run Connectivity.VaultManager.exe from a command line with the following switches:

-Obackup The operation being performed (required). -Bfolder The back up directory (required). -VUusername Vault administrator account user name (required). -VPpassword Vault administrator account password (required unless password is blank).

Example

Connectivity.VaultManager.exe -Obackup -BC:\Backup -VUadministrator -VPadmin -LC:\Backup\BackupLog.txt

Note: Paths containing spaces must be inside of double quotes (for example, "C:\Vault Backup").

Using Tape Backup Software with a SQL Server Plug In

If you use backup software that supports Microsoft SQL server, such as Veritas Backup Exec, then you can select the vault server during your standard backup.

Note: We recommend using the supplied utility. Using it backs up the SQL data and the file store giving you more predictable results.

5.4.2 To Restore the Vault

The restore switch requires a vault administrator account and a database administrator account, unless the default database account is still valid. The restore command does not automatically migrate data. If restoring the vault data to an upgraded vault server, migrate the data immediately after restore.


28



-Orestore The operation being performed (required). -Bfolder The back up directory (required). -VUusername Vault administrator account user name (required). -VPpassword Vault administrator account password (required unless password is blank).-DBUusername Database account user name (required unless default configuration). -DBPpassword Database account password (required unless default configuration). -Tfolder The target database location (optional). -Ufolder The target file store location (optional).

Note: By default, the restore command restores both components to their original locations. If the -T is not used, then the database is restored to the default location defined in the MSDE SQL installation. If the -U is not used, then the file store is restored to its original location.

Example

Connectivity.VaultManager.exe -Orestore -BC:\Backup -VUadministrator -VPadmin -DBUdbadmin -DBPdbpword -LC:\Vault.txt

Note: You specify the name and location of the backup from which you want to restore. Paths containing spaces must be inside of double quotes (for example, "C:\Vault Backup").

Tip: If you need to move all the vaults from one server to another, back up the vaults using Connectivity.VaultManager.exe, install the vault server on the other computer, copy the archive to the other computer, and then restore all the vaults on the new computer using Connectivity.VaultManager.exe .

5.4.3 To Migrate Vault Data

Migrating vault data applies whatever changes are necessary to the database schema following an upgrade of the vault server. Always migrate data following an upgrade of the vault server. The migrate switch requires a vault administrator account and a database administrator account, unless the default database account is still valid.



-Omigrate The operation being performed (required). -VUusername Vault administrator account user name (required). -VPpassword Vault administrator account password (required). -DBUusername Database account user name (required unless default configuration).-DBPpassword Database account password (required unless default configuration).

Example

Connectivity.VaultManager.exe -Omigrate -VUadministrator -VPadmin -DBUdbadmin -DBPdbpword

5.4.4 Optional Switches

-S Run the utility in silent mode without any message boxes.


29

-L

Specify the name and location for a log file. If the log file already exists, the output is appended to the file specified.

5.4.5 Working with IIS

Note: Many of the maintenance operations require that the web service be stopped. You are prompted to stop the web service if it is currently running at the time of the operation. When you are done, restart the web service. You are prompted to restart the web service if you have not already done so before exiting Vault Manager.

To stop IIS:

1. Click Windows Start > Run.

2. In the command window, enter: iisreset /stop

Note: Clicking Stop in the IIS Manager does not disconnect the database connections.

To restart IIS:

1. Click Windows Start > Run.

2. In the command window, enter: iisreset /start

If Vault Manager is still reporting that the vault is currently in use, the administrator can restart the database.

To restart the database:

1. Click Windows Start > Programs > Administrative Tools > Services.

2. Restart the MSSQL$AUTODESKVAULT service.

Important: If the database is a SQL Server that has non-Vault uses, it is not recommend that you restart the SQL Server.

5.4.6 Vault Manager Configuration

Under the following circumstances, it may be necessary to change the Vault Manager configuration file. This file controls the Vault Manager default settings.

To open the configuration file:

1. Locate the Admin folder in the installation directory.

2. Double-click the file Connectivity.VaultManager.exe.Config.

The Connectivity.VaultManager.exe.Config is opened in Notepad or your default text editor.

Database Configuration Changes

If you change the database configuration, the <database> section in Connectivity.VaultManager.exe.Config must match the <database> section in the web.config file. The value for pooling must be false for Connectivity.VaultManager.exe.Config and true for web.config.

Migration Times Out

If you are migrating a large amount of data, the operation may time out.

Search for migrateTimeoutSecs and increase the value. The default is 72000 seconds.


30

The IIS User Changes

If the user under which IIS is running changes, the Connectivity.VaultManager.exe.Config file needs to be updated with the new user name. This may happen if you are configuring a remote file store.

• Search for the key iisuser and change the value to match the new IIS user. The default for Windows 2000 and for Windows XP is ASPNET. The default for Windows 2003 is NETWORK SERVICE.

Note: For more information on configuring Autodesk Data Managment Server, see the advanced configuration guide available in the online Vault knowledge base www.autodesk.com/vault-support

5.5 Automating Vault and Productstream Backup

The following script (with modifications) can be placed in a .bat file and scheduled through windows to perform an automatic backup of Vault and Productstream. A commonly used scheduling mechanism is the Windows Task Scheduler which on Windows XP can be accessed via “Start>Programs>Accessories>Systems Tools>Scheduled Tasks.”

This is a robust script which creates a rolling folder structure. The first execution of the script will backup all data to a folder ‘A’ the second execution of the script will move all data from folder ‘A’ to folder ‘B’ then create a new backup in folder ‘A’. The third execution will delete the first back up created, move the second backup to folder ‘B’ then create a new backup in folder ‘A’.

There are several lines that should be modified; all paths should reference real locations in your network.

START SCRIPT

rem: Use the Autodesk Vault Maintenance Utility to Back Up the Vault

rem: WARNING! This will "Kick Off" all users and start the backup service.

@echo off

ECHO ++++++++++++++++++++++++++++++++++++++ >> "E:\VaultBackup\VaultBackup.log"

DATE /T >> "E:\VaultBackup\VaultBackup.log"

TIME /T >> "E:\VaultBackup\VaultBackup.log"

IISRESET /STOP

::+++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

:: Delete C and Cascade A, B, backup subdirectories

::+++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

ECHO Starting Cascading Vault Backups >> "E:\VaultBackup\VaultBackup.log"

time /T >> "E:\VaultBackup\VaultBackup.log"

ECHO Deleting Contents of B >> "E:\VaultBackup\VaultBackup.log"

RMDIR /Q /S "E:\VaultBackup\Vault\B"

ECHO Moving Contents of A to B >> "E:\VaultBackup\VaultBackup.log"


31

MOVE /Y "E:\VaultBackup\Vault\A" "E:\VaultBackup\Vault\B"

ECHO Finished Cascading Backups >> "E:\VaultBackup\VaultBackup.log"

::+++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

:: Start the backup process

::+++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

TIME /T >> "E:\VaultBackup\VaultBackup.log"

ECHO Executing Vault Maintenance >> "E:\VaultBackup\VaultBackup.log"

MKDIR "E:\VaultBackup\Vault\A\"

"C:\Program Files\Autodesk\Data Management Server 4.1\Vault Manager\Connectivity.VaultManager.exe" -Obackup -B"E:\VaultBackup\Vault\A" -VUAdministrator -VP

ECHO Completed Vault Maintenance >> "E:\VaultBackup\VaultBackup.log"

IISRESET /START

END SCRIPT

5.6 Defragment the Database

If the administrative summary for a specific vault indicates that defragmentation is recommended, the database can be defragmented using Vault Manager.


1. From the navigation pane, select a specific vault. The administrative summary for the vault indicates if defragmentation is recommended.

2. From the Actions menu, select Defragment Database. 3. A message is displayed indicating that the defragmentation completed successfully. Click

OK. 4. Restart the web service.


32

6 Appendix

6.1 Libraries

There are different philosophies regarding the setup and creation of Libraries in respect to Autodesk Inventor and Autodesk Vault. The concept of a library with Inventor and the vault is to have a single, standardized source of common components. Having a library can also help promote design reuse of standard parts.

This document covers different methods in setting up libraries, each method having its own pros and cons; the one you choose depends on a couple of things: how you define a library component at your company and the frequency of change of library components. It is important to note, regardless of which method you choose within this document, you will still achieve a single source for your standard components.

6.1.1 Content Center

Inventor’s Content Center provides both individual and workgroup users with consistent content management. This allows standards to be established throughout the design group. In addition, CAD managers can publish company specific components and customize existing parts and interfaces.

When working in a design group, it is recommended that you use a shared Library source. Apart from this, each design member must have Content Center loaded on their individual machine. To avoid the need for each member of a design workgroup to manually configure their Content Center Libraries, install the Content Center libraries on a shared Autodesk Data Management Server along with Vault.

6.1.2 Libraries as a Simple Folder

Another method we are going to discuss is to not use traditional libraries in the vault. This method will provide the most flexibility moving forward with very little downside. It is strongly suggested that this method is considered when using the Autodesk Vault with dynamic libraries.

A library can be composed of anything you design. They can be parts, assemblies or even non-CAD files, such as standards and documentation. For the CAD files in your libraries a few simple guidelines should be followed, by [Autodesk] definition is as follows:

When creating your libraries of components you may include iParts (iParts are Autodesk Inventor’s method of creating a “family of parts”). While iParts are typically seen as library components, for example a tabulated Socket Head Cap Screw, often times they go through change as new configurations are added, removed, or modified. Having iPart Factories and their iPart Members included in an Inventor library can often lead to an inflexible workflow as Inventor treats them as if they were read-only, preventing you from making the needed modifications.

For this method we are going to be working in the same Inventor Project file configuration as the “Using Autodesk Vault with a Single Inventor Project”. Only this time we will be adding a simple additional folder for our libraries.

1. Using Windows Explorer, create a new folder called Libraries under in the same folder as your Inventor Project file. Note: The underscore at the front of the name is a


33

nice trick that allows the folder to appear at the top of your folder list at all times

2. Next, open Autodesk Inventor and the project editor.

Here we want to add a new Frequently Used Subfolder for our libraries. This will help us navigate to the new library folder when we are working within Autodesk Inventor.

When working with iPart factories and Inventor libraries you have the ability to define what is known as proxy paths. This is a function unique to Inventor Libraries paths and is not needed in this workflow. Generated iPart children will be created in a subfolder of the iParts folder. The name of the subfolder will be the name of the iPart factory.

3. Notice that checking out the library is that the tree is replicated locally with the entire family available for edit.

4. Example of how libraries appear when implemented

as a simple folder. Notice the children are in subfolders of the iParts folder.

Pros:

1. iPart factories can be modified as needed without a special workflow that involves checking them out from Vault Explorer.

2. iPart factories will be checked out along with children when retrieving an assembly from the Vault, eliminating the potential for a “newer” version of an iPart than is in the Vault (the solid green circle icon).

3. A separate identical copy of library files on a centralized shared server isn’t needed. All users will download library files to their local working directories as needed. (This can be confusing to set up and end up causing more questions that not.)

4. Any library file can be easily place (and downloaded to your working folder) using the Place from Vault.

5. Migration of iPart library components is easy, as they are checked out with the assembly and can be saved to the next release.

Cons:


34

1. iPart factories and children will be always be checked out with the assembly files if you select include children. To prevent this, you can uncheck the iPart folder and none of the components will be checked out.

2. Libraries can be checked out by any user with access to the project. When traditional libraries are used, the vault will prevent these parts from being checked out.

6.1.3 Creating and mapping Library paths

If the decision is made to use Library project paths with iParts and Standard company parts, you will need to declare the paths under Libraries within the project files. After the paths are created, you will create the corresponding Vault Explorer Folders.

Windows Folders Autodesk Vault Folders

Note: You may need to check out the ipj to add Library paths.

For best results, create Library folders in Vault Explorer that match the name and hierarchy represented in Windows Explorer. Though this example is on a local drive, the same workflow applies for shared network library locations.

1. Open Vault Explorer. Right-click the $ folder and select New Library

2. Right-click the Library folder and create the following

subfolders: • Content Center Files • iParts • _iParts

Note: In this example an underscore is prepended to the folder name Libraries. This will make the folder always appear at the top of the list in Vault explorer and in your working directory

3. Open Inventor Project editor. Add the following Library paths

• iParts=C:\Work\_Libraries\iParts • _iParts=C:\ Work\_ Libraries\_iParts


35

4. Expand Folder Options and set Content Center Files = C:\Work\_Libraries\Content Center Files.

The next step is known as Mapping Folders. The goal here is to ensure that Library parts in an Assembly find the correct Vault folder when adding from Inventor. Although you can create folders on-the-fly with the Project Folder Mapping dialog box, creating the Vault Library folders in advance (inside Vault Explorer) allows you to easily build the intended folder structure.

5. Open Autodesk Inventor. Go to File>Vault>Map Folders. The mapping is incomplete for the Library paths declared in the project file. This is indicated with ? questions marks in front of each path.

6. Click Content Center Files to highlight it, then click the Edit button. The Vault Library folders created earlier are listed.

7. Expand Library and select Content Center Files. Click OK to map the Library path set in the Inventor Project file to the Content Center Files folder in Vault Explorer.

8. Repeat step 7 for each library path defined in the

project file. Following the example paths, this includes iParts and _iParts (proxy folder).

A final suggestion: Check in the appended project file through Vault Explorer. Remember to have all users Get Latest Version of the Inventor Project file to see all paths. Using the Single Project Method, all Inventor users need to do is have a C:\Work, the Designs.ipj active, and access to the Vault.

6.2 Uploading Inventor Designs

This section will guide you through mass migration of Inventor Designs into Autodesk Vault. While Drawings, Assemblies, and Presentation files can be loaded into Vault one at a time retaining files dependencies, this can be a time consuming task if you want to move all data into Vault immediately after implementation of


36

Autodesk Vault.

Bulk-Populating the Vault with flat files (files that have no dependencies or parent-file relationship) can be done through drag and drop from Windows Explorer. This same action cannot be applied to Autodesk Inventor files. While the files can be dragged and dropped, the dependencies are not honored unless the files are added through Inventor. This will result in files having no reference to Uses or Where Used searches. This is particularly dangerous because components could undergo change without proper impact analysis to other designs.

The solution for bulk uploading Autodesk Inventor files into Vault involves a command called Add Project. The Add Project command will mass load all files within the “cone of influence” of the Inventor Project file(.ipj).

The Add project command requires that all files resolve correctly. Often times, in preparing files for Vault, you may move them from a network location to your workspace under the Vault Single Project. This transfer tends to lead to the internal reference to child files needing an update.

In other words, when you move the files, the ipj location under the Single Project Method will be different. This is solved easily by opening and saving an Assembly, Drawing, etc. This however defeats the purpose of the Add Project command to bulk upload Inventor files into Vault.

To mass update an entire directory of files, you can use the Inventor Task Scheduler to update all parent files with their children. This will involve creating a separate yet parallel project file that is NOT a Vault project and has Use Unique File Name=Yes (recursive searching ON) which instructs Inventor to look in all legal locations for the filename to resolve the Assembly document.

This section is built on the Single Project Method and should be viewed as a continuation of a Vault implementation.

6.2.1 Step 1 - What happens when you drag and drop Inventor files to Vault

(This step will utilize the Inventor sample files that install with Inventor)

1. Open Vault Explorer and Windows Explorer. 2. In Windows Explorer, browse to C:\Program

Files\Autodesk\Inventor 10\Samples\Models\Assemblies.

3. Copy a folder containing a model from the assemblies directory to your Vault local workspace.

4. Restore Vault Explorer and Windows Explorer to Tile Vertically.

5. Drag the entire designated model folder from step 2 into the corresponding Vault folder location. You’ll get a warning dialog box about adding Inventor files this way.

6. Although this is not recommended procedure, click Yes here. Do NOT check “Do not show this warning again.”

7. The selected model and all files will be added, but file relationships will be lost. Click on any file in the folder and select the Where Used tab in the preview pane. Note the lack of parent file dependencies.

8. Delete the entire model folder and all Inventor files underneath.


37

6.2.2 Step 2 – File resolution and the Add Project command

(These steps assume you have a “test” Vault created and a dedicated vault project file.)

1. Open Inventor and activate the Single Vault project file. a. See the Single Project white paper for details on setting up a

Vault ipj 2. In Windows Explorer, browse to C:\Program Files\Autodesk\Inventor

10\Samples\Models\Assemblies. 3. Copy multiple model folders to your Vault local workspace.

a. Remove the Read-only attribute on the previously selected folder and all sub file from section 6.2.1.

4. In Inventor, log into Vault. Go to File>Vault>Add Project. 5. After analyzing the files in your workspace, an error message

returns. This is due to the new location of the .ipj in relation to assemblies, drawings, etc. Click Cancel.

6.2.3 Step 3 – Using the Task Scheduler to Mass Update files

See section 6.3.1.4 Step 3: Migrating the files for detailed information about using the Task Scheduler to perform mass updates.

6.2.4 Step 4 – Uploading the entire design into Autodesk Vault

1. Open the Inventor Project editor and activate the Vault project. (If you simply switched from Vault to Single User to run the Migration Utility, return the Project style to Vault).

2. Because all the Inventor files that have child dependencies have been opened, saved and closed through the Migration Utility, you can now add all files within the scope of the Project. Go to File>Vault>Add Project.

3. Inventor will analyze all files adjacent and underneath the Vault project and return a verification dialog box. Note the structure of the folder. Ensure it matches the hierarchy found in Windows Explorer and Click OK. All files with their dependencies will be bulk uploaded to Autodesk Vault.

4. Browse to the Arbor Press folder. Select HANDLE CAP.ipt and click the Where Used tab in the version history window.


38

5. Recall that previously this file was added by drag and drop and had no file relationships. Now through using the Migration Utility and the Add Project command, the Arbor Press design (and all other designs under the scope of the .ipj) has been added while

maintaining correct parent/child dependencies.

6.3 Moving to Vault from Semi-Isolated or Shared environment.

6.3.1 Part 1 of 2: Validating the data before uploading

6.3.1.1 Introduction

With the release of Inventor 10, the use of Semi-Isolated or Shared project environments is being discouraged. Activating these types of Projects results in a message box indicating support for them may be removed in a future release and to consider Autodesk Vault as a solution.

Making the move to a Vault environment is easy if you follow a few simple rules. The first scenario we discuss is the proactive setup of Vault and workspaces. You’ll use several utilities to validate the Inventor data before uploading to Vault. Among these is the UnReserve Utility from cbliss.com. This tool removes the internal “reserved” flag set in Inventor files while checked out for edit under Semi-Isolated or Shared mode. It is best to catch this before the files are added to Vault.

The second scenario covers issues that arise when Inventor data is uploaded using the Add Project command and is still “checked out” to another user under Semi-isolated or Shared mode. One symptom of this is a set of files that appear dirty upon checkout an in the following image:

Upon saving, you are unable to because the files are locked to the last person who checked them out under Semi or Shared mode:

With Vault, there isn’t an option to “steal” the Checkout as there was in Semi and Shared mode. This white paper outlines the steps necessary to move from these environments into Autodesk Vault as a more reliable solution.

Part 1: Validate the data before uploading

Step 1: Setting Up the Project File

6.3.1.2 Step 1: Create local folder for file management

The first step is to create a local folder to copy the network Inventor files to. This will also be the Workspace for the files to be uploaded to Vault. Here you will create two (2) project files: One for Vault use and one for file migration. Note: the original Semi or Shared ipj should be kept intact and not modified for legacy purposes.

1. In Windows Explorer, create a folder called C:\Work and one subfolder called Designs (alternatively you can use the same name as the top level network folder above the Inventor file for


39

consistency).

2. Open Inventor’s project editor. Click the New button and select New Vault Project. Click Next.

3. Place the ipj under C:\Work\<folder name>. Give the Project a logical name (this is another place to use a familiar project name to ease the learning curve). Click Next.

4. Add any necessary Libraries at this time. You will need to map them to the equivalent Vault folders later. Click Finish.

5. Create a second ipj for migration purposes. Click New. Select Single User Project. Click Next.

6. Place the ipj in the same folder as the vault ipj, under C:\Work\<folder name>. Give the Project the name “Migration”. Click Next.

7. Add any necessary Libraries at this time. You will need to map them to the equivalent Vault folders later. Click Finish.

6.3.1.3 Step 2: Copy the network files local and UnReserve.

1. Copy or Pack and Go files to local drive. DO NOT check them out to the previous workspace locally. If you use Pack and Go, under options click Keep Folder Hierarchy, Include Linked files, and Skip Libraries, Styles, Templates.

2. Close Inventor and launch Design Assistant Stand alone. Verify the Migration.ipj is active and that you are in Properties mode.

3. From the File pull down, click Projects and set the active project to Migration.ipj.

4. From the View pull down, click Customize.

5. In the Customize View dialog box, clear the Selected properties by highlighting the existing properties on the right side and clicking Remove.

6. Next, you’ll add the following properties to the list of displayed Properties: Needs Migrating, Last Updated With, Reserved date, Reserved By, and Path. Highlight them from the Available

properties and click Add.

7. From the File pull down menu, select Open Folder. Browse to the top-level folder copied from the network (or C:\Designs).

8. The folders will appear on the left side and match the directory structure from the network location. Select a folder. In the properties window, the Inventor files are listed. Note the iProperties of


40

the files and their attributes. The Needs Migrating field indicates files that will need to be migrated through Task Scheduler. The Reserved Date and Reserved By fields will indicate files that are still “Checked Out” internally from Semi-Isolated or Shared project mode.

9. Download and install the UnReserve utility http://cbliss.com/inventor/iCode/index.htm

10. Launch the UnReserve Program. Check the Recurse Directories and Clear Read-Only boxes. Click Browse Directory and select a folder with files that need the Reserved flag cleared. Click Show State to display the status of the files.

11. Click Unreserve to “Steal” the checkout.

12. Open Design Assistant Stand Alone. Go to File>Open Folder and verify the Reserved Date and Reserved By fields are clear.

13. Repeat for each set of files as necessary. Close Design Assistant and the UnReserve Utility.

6.3.1.4 Step 3: Migrating the files

Before the files are added to Autodesk Vault, they should be migrated to Inventor 10 format. This can be verified in Design Assistant as well using the Needs Migrating and Last Updated With fields. If the files are in Inventor 10 format, skip this step and proceed to Step 4.

1. Launch the Inventor Task Scheduler. Start>All Programs>Autodesk>Autodesk Inventor 10>Tools>Task Scheduler.

2. From the Create Task pull down, select Migrate Files.

3. The Migrate Files dialog box appears. Browse to and activate the Migration.ipj. Click the Add button and select Add Project. Alternatively, you can select Add Folder and choose the top-level folder in your workspace.


41

4. Click the Options button. In the Migration Options dialog box, clear all the check marks for optimum performance. Click OK.

5. Enter a Task Name to track this migration and place a check in the Submit Now box. Note: Change the log file location to a location within the Workspace. Click OK.

6. Enable and run the migration task. When the task is listed as completed, open Design Assistant.

7. From the File pull down, select Open Folder. Browse to the top level folder and note the file structure on the left pane. Click a folder to list

6.3.1.5 Step 4: Check for Duplicate files

Often times, when moving from a multi-project workflow with Workgroups, there may be duplicate file names within the subfolders. It is recommended that when moving to Vault with a Single Project Method, you scan the project for duplicate files and address these before uploading to Vault. Autodesk Vault provides an administrative switch to allow duplicate filenames to be uploaded (in separate folders).

1. Open Inventor and go to the Project Editor.

2. In the lower right corner of the Project Editor window, click the Find Duplicate files button.

3. The Non-Unique Project File Names window will display any duplicate files based on Name. Location and relative path to the ipj will also be listed.

Optional: You may change the Inventor filenames before adding the files to Vault by using the Design Assistant in Manage mode. Use this option is there are few files with duplicate names that need to be changed. It is recommended that the Rename Wizard in Vault Explorer be used for mass-renaming of large quantities of files.


42

4. Open Design Assistant stand alone. Switch to Manage mode

5. Open Top Level document of file with duplicate name. This is often the .idw of the .iam. Browse to the file(s) to rename.

6. In the action column, right click the part file and select Rename.

7. In the Name column, right click and Change Name.

8. Type the new name and click Open.

9. When finished with renaming files, click the Save button to confirm your changes.

6.3.1.6 Step 5: Upload Files

Once all the Inventor files have been unreserved, migrated, and otherwise “cleaned”, you can use the Add Project command from the File pull down in Inventor to upload the data. Before clicking OK, browse the folder hierarchy to verify you have the folder mapping correct, then click OK.

6.3.2 Part 2 of 2: Dealing with Legacy data

Part one of this document dealt with “cleaning” the data before introducing it to the Vault. This section addresses files that have been checked in with the Reserved flag on. This occurs when files are inadvertently added through a mass upload, yet still in a “checked out” state from a Semi-Isolated or Shared project mode. The process of unreserving the files is similar to the previous section (use Design Assistant to analyze, use the UnReserve utility to “steal” the checkout).

The key is getting all the data from Vault checked out to your local workspace to run the UnReserve utility. From Vault Explorer, you will Check Out Folder to your workspace.

Please note that this is not standard operating procedure and should be performed by a CAD administrator. Do not make this a usual daily practice to work on Inventor files with Vault as it has larger implications (DWF’s do not update, links potentially broken, etc.).

6.3.2.1 Step 1: Create local folder for file management

1. Providing you have encountered a number of files that are still “reserved” to another user (even yourself), you should close Inventor and switch to Vault Explorer

2. Expand the Vault Explorer tree and browse to the folder containing the reserved files.

3. Right click the folder and select Check Out Entire Folder. Verify the target directory and file structure is correct. This will checkout files contained in subfolders as well.

4. Refer back to Part 1 of this paper, Step 2. You’ll need to set up Design Assistant with the appropriate fields to display the Reserved by and Reserved Date. Run the UnReserve Utility and Task Scheduler. DO NOT open the files with Inventor.

5. Once you have verified the files are unreserved and updated, Right click the folder in Vault Explorer and select Check In Entire Folder.

6. Note that while files will maintain links to one another, automatic DWF creation will not take place, as the files are not being checked in from Inventor. Realistically, the Inventor files have not changed in form, fit, or function and therefore do not


43

warrant a new DWF.

6.3.3 How does recursive searching and unique file names help with Autodesk Vault

Recursive searching with Inventor and Vault allows the flexibility to restructure files in Vault folders without visiting the Resolve Link dialog box. In the Project editor, expand Options and verify Using Unique File Names =Yes. Depending on where your ipj is in relation to the files you are restructuring, Inventor will search all editable project locations to find the file based on name. Note that this does not apply to files in Library search paths.

Using Unique File Names: Specifies if all files in the project have unique file names. Not applicable for library locations.

Choose Yes to indicate that no duplicate file names are used in the project. Autodesk Inventor searches through all editable project locations to find the file name, even if it was last accessed from a different folder.

Choose No to indicate that duplicate file names exist in the project. If No, and duplicate file names are found when resolving files, the Resolve Files dialog box opens so you can browse to the correct file to manually reestablish the link.

In the Project editor, expand Options and verify Using Unique File Names = Yes. Depending on where your ipj is in relation to the files you are restructuring, Inventor will search all editable project locations to find the file based on name. Note that this does not apply to files in Library search paths.


44

Presentors

Brian Roepke is the former President and CEO of truEInnovations, developers of the Autodesk Vault. He now works for Autodesk as a product manager in the Manufacturing Solutions Division's Data Management Solutions product line. This product line includes Autodesk Vault and Autodesk Productstream.

Jeremy Lambert is a Product Designer with Autodesk’s Manufacturing Solutions Division, focusing on the EDM solutions including Autodesk Vault and Productstream.

Todd Nicol is a Product Designer for the Data Management group in Autodesk’s Manufacturing Solutions Division. His responsibilities include writing the specifications for the features that go into each product release (i.e. how it will look, how it will work). Todd has been with Autodesk for almost nine years – most recently as a product designer for Autodesk Vault and Productstream. But he has also written specifications for Autodesk Streamline/Buzzsaw and Mechanical Desktop, and he was a quality assurance (QA) engineer for Mechanical Desktop, AutoCAD Mechanical, and Inventor. Prior to Autodesk, Todd spent time developing software for Applicon and Ford Motor Company. He has a bachelor’s degree in Computer Aided Design from Eastern Michigan University, and his interests include Detroit sports teams, fishing, movies, and hanging out with his wife and kids.

Brian Schanen is a Product Designer in the Data Management group within Autodesk’s Manufacturing Solutions division. Prior to joining Autodesk, Brian worked with large corporations to implement mechanical solutions, specializing in Autodesk Inventor® and Autodesk Vault. Brian has taught numerous classes in Autodesk® Mechanical Desktop®, Autodesk Inventor®, and Autodesk Vault®. He is a recognized expert, instructor, and consultant in the field of Mechanical CAD and Data Management. Brian is both an Autodesk Inventor Certified Expert and Autodesk Manufacturing Solutions Implementation Certified Expert.

Ross Tanner is a Product Designer for the Data Management group in Autodesk’s Manufacturing Solutions Division. Previously Ross served as an applications engineer at Quannon CAD Systems. His responsibilities included consulting, implementation, courseware development, training and support for all Autodesk Mechanical Solutions and multiple data management applications. He began his career in the late 80s as a contract designer/drafter and has focused on data management since the mid 90s.

Ed Tubridy is a Product Designer for the Data Management group. Ed works for Hanna Strategies, a prime contactor for Autodesk. He has been working for over 20 years in the MCAD / EDM arena with companies such as Hewlett-Packard, IronCAD and Alventive. He began his carrier as a mechanical engineer working for Boeing. His experience includes product design, product management, marketing and technical support.