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1 Introduction to Autodesk VaultChapter1: Chapter 1 This chapter provides an overview of Autodesk Vault features and functionality. You learn how to use Autodesk Vault to manage engineering design data in a secure, centralized location. Objective After completing this chapter, you will be able to: Describe the features and functionality of Autodesk Vault. 1

2 Lesson: Vault Overview Overview Autodesk Vault is a secure, centralized storage solution for your design data. In this lesson, you learn about the features of Autodesk Vault, the components of a Vault installation, and how Autodesk Productstream extends Vault to manage engineering change. Objectives After completing this lesson, you will be able to: Describe the main features of Autodesk Vault. Describe the components of a vault server. List the clients you use to access a vault. Describe the workflow to edit a file stored in the vault. Describe how Autodesk Productstream extends Autodesk Vault. 2 Chapter 1: Introduction to Autodesk Vault

3 About Vault Autodesk Vault is a file management and version control system that you use to manage your engineering files. Vault offers security, revision management, multi-user support, integration with Autodesk applications, and support for Autodesk Streamline. Centralized Storage You can use Autodesk Vault to manage all your engineering files regardless of file type. This includes files from Autodesk Inventor, AutoCAD -based products, Autodesk 3ds MAX, FEA, CAM, Microsoft Office, and more. You can organize all your files and keep them in one, central location for easy access by all members of the design team. You organize files in the vault the same way that you organize files outside of the vault. You create folders and then add files to those folders. Lesson: Vault Overview 3

4 Multi-User Support Autodesk Vault supports a single user on a single workstation, or multiple users with a shared server as shown in the following illustration. Check out and check in capabilities prevent more than one user from editing a file at one time, and allow all members of the design team to work together. Feedback via icons and properties keeps all members of the design team informed of the status of files. Security Autodesk Vault provides an extra level of security over the standard file system. As shown in the following illustration, all users must log in to access design data. Autodesk Vault tracks each user s activities so that you can determine who modified a file. Because you cannot easily delete files, and because all file versions are retained, past versions are never misplaced or overwritten. 4 Chapter 1: Introduction to Autodesk Vault

5 Version Management Autodesk Vault stores every version of a file and its dependencies. You can view any previous version and its associated files. You can also roll back the design to a previous version. In the following illustration, the three versions of an Autodesk Inventor assembly are displayed in Vault Explorer, a stand-alone application that you use to view the contents of a vault. File Relationships Autodesk Vault understands the relationships between files and maintains those relationships for you. If you rename or move files in the vault, the necessary parent files are repaired so the proper relationship is maintained. You can view file relationships to determine how a change might impact other designs. For example, before you edit a file, you can determine which designs use the file so that you understand the scope of your changes. In the following illustration, the Where Used information shows the parents for an Autodesk Inventor part file. Lesson: Vault Overview 5

6 File Properties When you add a file to Autodesk Vault, the file s properties are extracted and saved to a database. Additional properties are added to the database including your user name, the version number, the date, and comments. You can use these properties to quickly organize and locate files in the vault. Using Vault Explorer, you can view file properties and search for files based on their properties. The following illustration shows the Advanced Find tool used to find a file based on its properties. Integration with Applications Autodesk Vault is tightly integrated into Autodesk Inventor, AutoCAD, AutoCAD Mechanical, AutoCAD Electrical, AutoCAD Civil 3D, Autodesk 3ds MAX, and Microsoft Office. Using commands built in to each application, users can perform most Vault tasks without leaving the application. 6 Chapter 1: Introduction to Autodesk Vault

7 For example, the vault client interface for Autodesk Inventor includes a Vault browser. Icons indicate each file s status and shortcut menus give access to common Vault commands. Sharing Designs with Other Users Autodesk Vault makes it easy to keep other members of the design team up to date by automatically publishing DWF files every time a file changes. You can publish to a shared folder outside of the vault and, if you maintain an Autodesk Streamline site for sharing files, you can use Autodesk ipublisher to automatically publish DWF files to your Streamline site. Streamline users have full access to the latest and previous versions of your files in a lightweight format that protects your data. The following illustration shows a model displayed in a Streamline site. Lesson: Vault Overview 7

8 Autodesk Data Management Server Autodesk Data Management Server (ADMS) securely stores files and their properties and manages access to this data. ADMS is typically installed on a stand-alone server. About the Vault Server The vault server consists of a computer and the Autodesk Data Management Server software. The server can be located on a single workstation to support a single user or it can be located on a shared workstation or server to support multiple users. The vault server includes a secure database that stores file properties and file relationships so you can quickly search across all your designs or determine where files are used. The server also includes a secure file store where the versions of your design files are stored. You create, manage, and maintain vaults and Content Center libraries with the Autodesk Data Management Server software. 8 Chapter 1: Introduction to Autodesk Vault

9 A typical multiuser installation is shown in the following illustration. The vault server software is installed on a server that is accessible by all workstations throughout a network. The vault clients, including Vault Explorer and the Vault add-ins for specific applications, are installed on each workstation. In a single user, single workstation environment, the server and clients can be installed on a single workstation as shown in the following illustration. Lesson: Vault Overview 9

10 About Autodesk Data Management Server Autodesk Data Management Server is an application that runs on the vault server. You use Autodesk Data Management Server to perform maintenance and management tasks on vaults such as: Creating and deleting vaults. Backing up and restoring vaults. Moving vault databases and file stores. Purging unneeded versions of files. Defragmenting vault databases. The Vault Manager application is shown in the following illustration. 10 Chapter 1: Introduction to Autodesk Vault

11 Vault Clients You access files in the vault using a vault client that runs on your workstation. The following illustration shows the client browser and menu in Autodesk Inventor. About Autodesk Vault Explorer Autodesk Vault Explorer is a stand-alone application that you use to perform vault tasks such as: Viewing files and properties. Determining the status of a file. Finding designs based on file properties. Viewing the history of designs. Viewing file relationships to determine where a file is used. Moving and renaming files. Copying an existing design as a starting point for a new design. Creating folders in a vault. Lesson: Vault Overview 11

12 The Vault Explorer application is shown in the following illustration. The vault folder structure matches the local folder structure for your project. The vault file information includes the current version of each file. All versions of the file are retained. The vault contains detailed property information for the selected file. The vault tabs provide access to properties in the vault and relationships for the selected file. 12 Chapter 1: Introduction to Autodesk Vault

13 About Autodesk Vault Clients for Applications The other client that you use is integrated into your application. Vault clients are available for most Autodesk products and for Microsoft Office applications. Using commands built in to each application, you can perform common editing-related vault tasks such as the following: Determining the status of files. Adding files to a vault. Getting files from the vault. Checking files in and out of the vault. The Autodesk Vault for Inventor add-in is the vault client application that runs inside Autodesk Inventor. Lesson: Vault Overview 13

14 A Typical Workflow To work on files from the vault, you get a copy of the files to your local working folder. To edit the files, you check them out. After editing the files, you check them back in to return them to the vault. Process: A Typical Workflow The following steps overview a typical workflow for editing a file from the vault. Details on how to use Vault with specific applications are presented in later chapters. Step Get a Copy of the File from the Vault Description The first step is to get a copy of the files from the vault to your local computer. The vault contains the master copy of all the files so that all users have access to the latest versions. When you are editing files, you always work on copies of the files on your local computer. The local copy of the file is copied to the working folder on your workstation as shown in the following illustration. Check Out the Files to Edit Once the files are on your computer, you work on them as you normally would. Before you edit a file, however, you must check it out of the vault. This informs all other users of the file that you have it reserved for editing and prevents them from editing the same file. Multiple users can have copies of the same files on their computers but a file can be checked out to just one user at a time. Other members of the design team can still get read-only copies of files from the vault for viewing or for reference in their designs or can check out another file in the same model for editing. 14 Chapter 1: Introduction to Autodesk Vault

15 Step Check In the Completed Files Description Once you finish editing a file, you check it back into the vault. When other users check the status of the files, they will be informed that you have finished editing the file and they can refresh their local copies of the model files to get the latest version from the vault. When you check in a file, the local copy of the file is copied back to the vault server as shown in the following illustration. The previous version is not overwritten the file and its dependencies are saved so you can recall the previous version of the model at any time. Key Points You don t work on files in the vault. You work on files on your local computer that you have copied from the vault. You must check a file back in to the vault in order to update the copy in the vault. Lesson: Vault Overview 15

16 Vault with Autodesk Productstream Autodesk Productstream is an extension to Vault that automates the release management process by managing engineering changes and bills of materials, while enabling the engineering department to maintain control over the design data in the Vault. About Autodesk Productstream You use Productstream to manage items. Items are the products that a company manufactures, markets, and sells. Because items are often associated with files in the vault, Productstream works with Vault to manage items and the underlying Vault files through their life cycle. Autodesk Productstream is used to: Manage Revisions and Change Productstream manages revisions and released products. With Productstream, you assign a status to items to specify their lifecycle state. The underlying vault files are locked or made available for editing depending on the item s state. Items are automatically revised when changes are required, allowing you to maintain and document the complete item revision history. Productstream also automates release management by managing engineering change orders. In Productstream, you can create a change order, route it to specified individuals, and manage the approval process. Change orders are integrated into the revision process so you can unlock files for editing and create new revisions of files based on the status of the change order. Create and Manage Bills of Materials Productstream extracts information from files in the vault so you can build accurate, up-to-date bills of materials (BOMs). You can extract BOMs to common formats or share them with resource planning systems. Connect Engineering Data to Corporate Systems Use Productstream to connect engineering data with enterprise resource planning (ERP) and management resource planning (MRP) systems, allowing downstream users to get up-to-date design data. You can extract data from an ERP system to help populate the Productstream database and export bill of materials data to populate ERP systems. Chapter Summary In this chapter, you learned about the features of Autodesk Vault and how Autodesk Vault is a secure, centralized storage location for managing engineering design data. Having completed this chapter, you can: Describe the features and functionality of Autodesk Vault. 16 Chapter 1: Introduction to Autodesk Vault

17 Basic Vault TasksChapter2: Chapter 2 In this chapter you learn how to log in to Autodesk Vault and work with non-cad files and the vault using Vault Explorer and the Vault add-in for Microsoft Office. Objectives After completing this chapter, you will be able to: Log in to the Autodesk Data Management Server, and access the vault. Describe elements of the Vault Explorer user interface. Set the working folder, create folders in the vault, add non-cad files, check these files out and edit them, check the files in, and then view the versions of the files. 17

18 Lesson: Accessing the Vault Overview In order to work with and manage files placed in the vault, you first must be able to access them. This lesson covers methods of accessing files in the vault. One of the important benefits of working with Autodesk Vault is security. Your files are protected and only authorized users can access them. Objectives After completing this lesson, you will be able to: Use vault clients to access data in a vault. Use Autodesk Vault Explorer to view and manage files in the vault. Use an application s Vault add-in to access files in the vault directly from within the application software. Log in to a vault to access the files in the vault. About Vault Clients Autodesk Vault is a client/server application, which means it has a server component, and clients that access the data in the server. The server and client may be installed on the same computer, but in most cases the server is installed separately. When vault server and client are installed on the same computer, the server name defaults to localhost. Definition of Vault Clients A client is a front-end interface used to access data on a server. 18 Chapter 2: Basic Vault Tasks

19 In Autodesk Vault, the data resides in the Autodesk Data Management Server. Clients are installed on the workstations that will access the data in the vault. Server with Autodesk Data Management Server and Vault Network Vault clients There are two main types of clients for Autodesk Vault: Autodesk Vault Explorer Autodesk Vault Explorer is a stand-alone application for viewing files in the vault. Vault Add-ins Vault add-ins are modules that integrate Vault functionality into software applications. They allow you to log in and out of the vault, check files in and out of the vault, use shortcuts and saved searches to files in the vault, and manage file versions. There are many add-ins for Autodesk design software such as Autodesk Inventor, AutoCAD, AutoCAD Mechanical, Autodesk Mechanical Desktop, AutoCAD Electrical, and AutoCAD Civil 3D. There are also add-ins for Microsoft Office applications. Vault Clients Are Like Web Browsers A web browser is an application that is used to display content (or in other words, access files) on web servers on the Internet. As you surf the Internet, the web browser requests the files from the servers and displays them in the browser window. The concept behind a vault client is similar, but more powerful. You open files from the vault (check out files) using the Vault add-ins, and check in the files. You use Vault Explorer to view and manage files and folders in the vault. And unlike a web browser, the files in the vault can only be accessed by authorized users. Lesson: Accessing the Vault 19

20 Example of Using a Vault Client In Microsoft Word, you access the Autodesk Vault toolbar and log in to a vault. You then open a file from the vault, edit the file, and check it back in. About Vault Explorer Autodesk Vault Explorer is a stand-alone application for viewing and managing the files in the vault. Autodesk Vault Explorer is a vault client for viewing and managing the files and folders in a vault. When you open a vault, the navigation pane on the left side displays the folder hierarchy of the vault. ADMS server containing the vault Folder hierarchy in the vault Workstation with Vault Explorer Vault Explorer showing the folder hierarchy in the vault 20 Chapter 2: Basic Vault Tasks

21 The following illustration shows an example of Vault Explorer. The contents of a folder are shown in the main pane to the right. Below the main pane is the preview pane, which shows versions of files selected in the main table. The preview pane is also used to determine parent-child relationships, and to preview the files. Uses of Vault Explorer You use Vault Explorer to: View vault folder hierarchy, and create and remove folders. View files in a folder. Search for files. Preview files, their versions, and their relationships. Create and use shortcuts to searches, files, and folders. Add non-cad files to the vault. Check files in and out of the vault. Perform administrative tasks such as creating new users and assigning roles (administrative access required). Lesson: Accessing the Vault 21

22 Use the Proper Add-in to Open CAD Files While you can open CAD files such as Inventor or AutoCAD files directly from Vault Explorer, this is not recommended. The relationships (or links) between files can break. Use the proper Vault add-in in the CAD application to open and check files in and out of the vault. This will maintain all file relationships. Example: Use Vault Explorer You need to find an older version of a file in the vault. You use Vault Explorer to log in. You navigate to the folder in the navigation pane, and then click the file in the main pane. You can view the file s versions in the preview pane, Versions tab as shown in the following illustration. If necessary, you can get a previous version to open and edit. 22 Chapter 2: Basic Vault Tasks

23 Vault Add-ins A Vault add-in is installed with an application and gives you access to vault files directly within the application. For CAD applications such as Autodesk Inventor and AutoCAD, the Vault Add-In also helps maintain the relationships between files as they are checked in and out of the vault. Vault Add-in for Autodesk Inventor When you are working in Autodesk Inventor, you have access to Vault and the files that it contains directly from Autodesk Inventor. To access Vault from Autodesk Inventor, click File menu > Autodesk Data Management Server > Log In. Once you are logged in, you access the vault using the Vault browser as shown in the following illustration. Lesson: Accessing the Vault 23

24 Vault Add-in for AutoCAD When you are working in AutoCAD, you have access to Vault and the files that it contains directly from AutoCAD. To access Vault from AutoCAD, click File menu > Vault > Log In. Vault Add-in for AutoCAD Mechanical, Autodesk Mechanical Desktop, AutoCAD Electrical, and AutoCAD Civil 3D When you are working in one of the AutoCAD vertical applications, you have access to Vault and the files that it contains directly from the application. Accessing Vault is similar to accessing it from AutoCAD. Vault Add-in for Microsoft Office Using the Vault Toolbar You can also use the Vault toolbar to perform Vault tasks. The Vault toolbar shown in the following illustration is identical for the different software applications, making it easy to use. 24 Chapter 2: Basic Vault Tasks

25 Logging in to Vault Autodesk Vault requires users to log in to access Vault data. This is part of Vault s security features. By creating user accounts and setting up user roles, administrators can control access to the vault. When you log in to a vault, you are given access based on your assigned role in the vault. Guidelines for Accessing the Vault Use a unique user name and password If multiple users are to access the same vault, then each user should be assigned their own user name and password. Ask your Vault administrator for your log in information. Use one vault It is recommended you have only one vault for all your designs. You may have additional vaults for training and special purposes, but your production data should reside in one vault. Accessing the Content Center Libraries The Autodesk Data Management Server also manages the content center libraries for Autodesk Inventor. If you are an Autodesk Inventor user and you only want to access the content center libraries in the vault, you can select Content Center Library Read Only User. You won t have to log in to the vault, and you obtain read-only access to the content center libraries. Lesson: Accessing the Vault 25

26 Procedure: Logging In to Vault The following steps show you how to log in to a vault. 1. Click Log In to log in to the Autodesk Data Management Server (ADMS). NOTE: The steps to log in may vary from one application to another, but the Log In dialog box and the following steps are the same for all clients. 2. In the Log In dialog box, enter a user name and a password. 3. For Server, enter the server name. If the server is installed on the same computer as the client, the server name defaults to localhost. 4. For Database, enter the name of the vault you want to access. NOTE: If you cannot remember the name of the vault, click the [...] button to the right of the Database drop-down list. The vault (or vaults) available on the server will be listed. Logging In to the Vault Is the Same from Any Client The steps to log in may vary from one application to another, but the Log In dialog box is the same for all clients. 26 Chapter 2: Basic Vault Tasks

27 Lesson: Vault Explorer User Interface Overview This lesson describes the elements of the Vault Explorer user interface. Autodesk Vault Explorer is useful for viewing and managing files in the vault, creating and removing folders, managing file history, and more. Objectives After completing this lesson, you will be able to: Use Vault Explorer interface to access files and folders in the vault. Use the navigation pane to navigate in the Vault folder hierarchy and access saved searches. Use the main pane to list files in a selected folder in the vault. Use the preview pane to view a file, view a file s version history, and view the file s parent-child relationships. Save your searches and reuse them when required, and navigate to specific folders or files using shortcuts. Lesson: Vault Explorer User Interface 27

28 About the Vault Explorer User Interface The purpose of Vault Explorer is to provide an interface to the Vault files and folder structure. The Vault Explorer user interface is similar to Microsoft Outlook for familiarity and ease of navigation. Elements of the Vault Explorer User Interface Vault Explorer contains several panes: Navigation pane Shortcuts pane Main pane Preview pane The navigation and shortcuts panes show data in a tree format, while the main and preview panes show data organized in a column format. 28 Chapter 2: Basic Vault Tasks

29 In the main and preview panes each column represents a field. You can resize, rearrange, or group these columns. You can easily sort the contents of any column from ascending to descending. By customizing the panes to display what you need, you can quickly view important information without extensive searching. The navigation pane shows the folder hierarchy of the vault, and the saved searches. The saved searches are unique to each user and are saved in the user s profile in windows, not in the vault. The shortcut pane contains shortcuts that you use to quickly navigate to folders and files in the vault. These shortcuts are unique to each user and are saved on each user s workstation, not in the vault. All panes except the main pane can be turned off from the View menu. Vault Explorer commands can be accessed from the drop-down menus, the toolbars, or from the shortcut menus. Lesson: Vault Explorer User Interface 29

30 Navigation Pane The Navigation pane is a tree structure that shows the Vault folder hierarchy and is used to navigate the folders in the vault. About the Navigation Pane The navigation pane (also called the tree view) located on the left side of the Autodesk Vault Explorer window displays the folders that have been defined in the vault. The folders contain the data that has been vaulted (checked in) to that specific folder location. This folder hierarchy in the vault matches the logical folder structure under the working folder in the computer. Vault Explorer will synchronize folder structure with that of Windows Explorer on Get Latest, Check Out, and Check In. The navigation pane is also where you find your saved searches. Functions of the Navigation Pane The following functions are available in the navigation pane shortcut menus. Function New Folder New Library Folder Add Files Description Creates a new folder in the vault. Creates a new library folder in another library folder. Adds files to the vault from your computer. 30 Chapter 2: Basic Vault Tasks

31 Function Get Entire Folder Check In Entire Folder Check Out Entire Folder Undo Check Out Entire Folder Create Shortcut Delete Rename New Label Go to Working Folder Expand All Collapse All Properties Drag and drop folders onto another Description Copies the contents of the entire folder to the same location in the working folder in your computer. NOTE: If you copy the vault root folder ($), the entire vault will be copied to the working folder in your computer. Checks in all files in the selected folder from the same folder under the working folder, if the files exist and are checked out. If the file is changed, the version number in the vault increments. Also unlocks the vault copy so other users can check the file out to make changes. Checks out all files in the selected folder, and copies the files to the same folder under the working folder. Allows you to edit the files and prevents others from editing the same files. Abandons changes. Checks the files back in without creating a new version and without copying the files back to the vault. If you select Replace Local Copy, the local version returns to the way it was before you checked it out. You can use the command only on files that you currently have checked out, not on files checked out by other users. Creates a shortcut to the folder in the shortcuts pane. Deletes the folder or the saved search. Renames the folder or the saved search. Creates a new label that is a snapshot of all the files and their versions in that folder. Opens the corresponding working folder in Windows Explorer. Expands all subfolders. Collapses all subfolders. Opens the Properties dialog box, where you can change the working folder, or map the folder to a shared server if it is a library folder. Moves standard folders from one location to another in the vault. Autodesk Inventor will repair files to maintain file relationships if necessary. You cannot drag and drop library folders. Example of Using the Navigation Pane A design has reached a new milestone. To record this milestone, you navigate to the design folder, right-click, and click New Label. You enter a new label and a comment to create the label. Lesson: Vault Explorer User Interface 31

32 Main Pane The main pane lists files in the selected folder or the results of a search. About the Main Pane The main pane shows the most recent version of the files that are stored in the folder that is selected in the navigation pane. File status is also displayed in the main pane. You can customize the columns displayed here to show other properties of the files. If you check out a file and another user logs in to Autodesk Vault Explorer, the status of your checked-out file is displayed to that user. In the main pane you can see who has a file checked out, when it was checked out, and any comments about the file. Functions of the Main Pane The following functions are available in the main pane shortcut menus by right-clicking the files. Function View in Window Edit Check In Check Out Undo Check Out Attachments Description Opens the file in a viewer in a new window, if a viewer is associated with the file type. Opens the file using the application associated with the file type and checks out the file for editing. Updates the vault with changes you ve made to the checked out file so other users can get the new version from the vault. If the file is changed, the version number in the vault increments. Also unlocks the vault copy so other users can check the file out to make changes. Marks the file as checked out to you. Allows you to edit the files and prevents others from editing the same file. Optionally copies the latest version of the file(s) from the vault to your working folder. Abandons changes. Checks the file back in without creating a new version and without copying the file back to the vault. If you select Replace Local Copy, the local version returns to the way it was before you checked it out. You can only use the command on files that you currently have checked out, not on files checked out by other users. Opens the Attachments dialog box where you can view the attached files, and attach or detach files. 32 Chapter 2: Basic Vault Tasks

33 Function Get Previous Version Get Latest Version Create Shortcut Delete Purge Rename Edit Properties Copy Design Go to Working Folder Go to Folder Example Description Copies a previous version to the latest version and increments the version number. Copies the latest version to the working folder. Used when someone else edits a file and the version in your working folder is not the latest version. Creates a shortcut to the file in the shortcuts pane. Delete the file. You cannot delete a file if it is checked out or is marked for use in a label. Deletes previous versions of a file. Can be used to save space in the vault. Rename the file using the Rename wizard. Edits the properties of the file using the Edit Properties wizard. Copies a design. You can rename the files and choose which files to copy and which files to reference from the original files. Opens the corresponding working folder in Windows Explorer. Navigates to the folder where the file is stored in the vault. To see the status of the files in a design, a user opens Autodesk Vault Explorer, navigates to the desired folder, and selects it. The list of files in that folder is displayed in the main pane. The Vault status column shows the status of the files, and the Checked In column shows the date when the file was last checked in. The Checked Out machine shows which computer the files are checked out on, and the Checked Out To shows who checked the file out. Lesson: Vault Explorer User Interface 33

34 Preview Pane The preview pane is used to view a file, view a file s version history, and view the file s parent-child relationships. About the Preview Pane The preview pane is located at the bottom of Autodesk Vault Explorer. This area shows the versions (also called history) and file relationships for the file that you selected in the main pane. Versions Tab The Versions tab shows the available versions of the file. Uses Tab The Uses tab displays the files that make up the selected file. For example, if you select an assembly and then click the Uses tab, the parts that make up the assembly are displayed. Where Used Tab The Where Used tab displays where the selected file is used or referenced. If you select an individual part, the assembly and drawing file where the part is used is displayed. 34 Chapter 2: Basic Vault Tasks

35 View Tab The View tab displays a view of the file. For files such as parts and assemblies and Inventor drawings, a DWF file is attached to the selected file. These DWF files are created automatically when the file is checked in from Inventor or AutoCAD. If a file does not have a DWF attachment, the file can be viewed with an external viewer. Click Open with Viewer to view the file. The files in the vault are downloaded to a temporary folder on your local computer and the viewing program is opened. Functions of the Preview Pane The functions in the first three preview pane tabs are identical to those in the main pane shortcut menus when right-clicking on the files. The View tab has functions related to viewing the file. Example To view different versions of a design, you select the file in the main pane, then click the Versions tab in the preview pane. Lesson: Vault Explorer User Interface 35

36 The columns in the preview pane can be customized to show thumbnails of the file versions. Shortcuts and Saved Searches Reentering search criteria again and again to find files in a vault is a repetitive and unnecessary task. Searches can be saved and used again when necessary. Navigating folders in the navigation pane and files in the main pane again and again is also unnecessary. Create shortcuts pointing to folders or files. About Saved Searches Any search using Advanced Find or Basic Find can be saved. The search criteria can be saved as a search folder that is displayed under My Search Folders in the navigation pane. To run a search, click on a search folder. The search is run and the results are displayed in the main pane. Searches are saved per user account, so your saved searches are accessible only to you. 36 Chapter 2: Basic Vault Tasks

37 About Shortcuts Shortcuts are displayed in the shortcuts pane. To create a shortcut, right-click on any file or folder and click Create Shortcut. Shortcuts can be organized into groups, and can make navigating to a file or folder very simple. Shortcuts are saved per user account, so your saved searches are accessible only to you. Example The following illustration shows a sample of shortcuts in Autodesk Vault. Note how the shortcuts are organized into groups, by design and by function. Lesson: Vault Explorer User Interface 37

38 Exercise: Use the Vault Explorer Interface In this exercise, you log in to the vault, create a new folder, and add two files. The completed exercise Completing the Exercise To complete the exercise, follow the steps in this book or in the onscreen exercise. In the onscreen list of chapters and exercises, click Chapter 2: Basic Vault Tasks. Click Exercise: Use the Vault Explorer Interface. 1. Start Autodesk Vault Explorer. Log in using the following information: For User Name, enter vaultuser. For Password, leave the box empty. For Database, select AOTCVault. 2. Review the vault structure in the navigation pane. The current vault is empty. 4. In the Properties for $ dialog box, click Working Folder. Navigate to C:\AOTCVault\VaultWorkingFolder and click OK. Click OK. 5. In the navigation pane, right-click the vault root folder ($). Click New Folder. For Folder, enter Documents. Click OK. 3. In the navigation pane, right-click the vault root folder ($). Click Properties. 38 Chapter 2: Basic Vault Tasks

39 6. In the navigation pane, right-click the Documents folder. 10. Note the file details displayed in the preview pane. Click Add Files. Navigate to C:\AOTCVault\Chapter2\Documents, and select Bend Allowance Calculation.doc and Bend Line to Mold Line Calculation.doc (use the CTRL key to select both files). Click Open. 7. In the Add Files - Multiple Files dialog box, under Enter Comments to Include with This Version, enter Added to Vault. Click OK. 8. In the navigation pane, click Documents. The two word files are displayed in the main pane. 9. In the main pane, click Bend Allowance Calculation.doc. Lesson: Vault Explorer User Interface 39

40 Lesson: Working with Files and the Vault Overview To use Autodesk Vault, you define folders in the navigation pane of Autodesk Vault Explorer. These folders and their structure match the familiar structure from Windows Explorer. You also specify where files that are checked out go on your local drive. This lesson shows the basic workflows to add and edit non-cad files. Supporting engineering documents are frequently created using Microsoft Word, Excel and PowerPoint. These and other non-cad files can also be added to the vault. Objectives After completing this lesson, you will be able to: Create new folders and set the working folder to start working with files in the vault. Use Add Files in Vault Explorer to add non-cad files to the vault. Use Autodesk Vault Explorer to check non-cad files out of and in to the vault so they can be edited. Use file status icons to determine the status of files in the vault. Manage file versions to view the history of a file and retrieve older versions. Folder Structure In order to accommodate a large number of designs in the vault, a proper folder hierarchy is required. Create folders in the vault to keep your files organized, just like the folders on your hard drive. In addition, you need to set up a working folder that represents the root of the vault. Creating Folders in Vault You use folders to organize your files in the vault in the same way that you organize files on your computer. You create folders using the main menu or the navigation pane shortcut menu. When creating folders, in the navigation pane, click the existing folder that you want to create a new folder under, and then right-click and click New Folder on the shortcut menu. If you are creating the first folder in the vault, click the Vault Explorer root (defined by $). Folders can be renamed or moved if required. Library Folders Files stored in library folders are commonly used in multiple designs and are not changed. Files placed in a library folder should be considered read only; they cannot be edited. To create a library folder, you click the root ($), and then right-click and click New Library Folder on the shortcut menu. Subfolders of a library folder will also be a library folder. 40 Chapter 2: Basic Vault Tasks

41 About the Working Folder When you get a file from the vault to view or check out a file to edit, the file is copied to the working folder on your local computer. By default, the working folder is set to the folder Vault under My Documents. Although you can set a working folder for each folder, you usually set one working folder for the root of the vault (indicated by $). When you check out a file, the folder structure used in the vault is created automatically below the root s working folder, thereby replicating the folder hierarchy from the vault on your local computer. File structure in the Vault, with the root ($) mapped to C:\AOTCVault\VaultWorkingFolder. File structure in the working folder, duplicating the vault folder hierarchy as files are checked out from the vault. To set the working folder for the vault root folder, right-click the root folder in the navigation pane and click Properties. Click Working Folder, and then select a folder on your local computer. Only perform this on the Vault Explorer root folder ($). Set the Working Folder Once It is recommended that you do not change the working folder once you start working with files in the vault. Changing the working folder will create duplicate folder structures on the local computer, and may cause problems resolving files in your CAD application. Lesson: Working with Files and the Vault 41

42 Example: Using a Fixed Working Folder A Vault administrator can set the working folder to a fixed folder that cannot be changed by users. To minimize confusion and to simplify file maintenance and folder management tasks, the Vault administrator in the Acme company sets a fixed working folder for everyone. The same working folder C:\AcmeVaultFolder is created for everyone on their local computer. The folder structure in the vault will be mirrored in this folder on all users computers as they work with files from the vault. You will learn more about administrative Vault tasks later in the course. 42 Chapter 2: Basic Vault Tasks

43 Adding Files Autodesk Vault Explorer can manage any file type that you add into the vault. When you add files to the vault, they become available to the rest of the design team in a centralized location. Using Vault Explorer, you can also track the version history of the files that are added to the vault so that you can retrieve a previous version of a particular file. Process: Using the Add Files Tool in Vault Explorer This method is the simplest but also the most restricted. To add files to the vault using this method: 1. In the navigation pane, right-click the folder to which you want to add files. Click Add Files. 2. Select the files from your computer. NOTE: Do not add CAD files this way; it is recommended you use the Vault add-in from the CAD application. 3. In the Add Files dialog box, review the files to be added, and then enter a comment. 4. Click OK. The files are added to the vault. Process: Adding the Files from the Application Using the Vault Add-in This method is recommended for CAD files. To add files to the vault using this method: 1. Copy the files to a folder in the Vault working folder. 2. Open the files with the application. 3. Check the files into the vault, or use Add Files from the Vault Add-in. Lesson: Working with Files and the Vault 43

44 Process: Using Advanced Tools such as Autoloader This is a very powerful and very fast method to add existing Autodesk Inventor projects to the vault. Autoloader is a separate application that can be installed from the Inventor CD. Guidelines for Adding Files to the Vault Adding files using the Add Files tools in Vault Explorer is recommended for non-cad files or CAD files that have no parent-child relationships. Examples of files that you can load include Microsoft Office documents, Adobe PDF files, image files, and AutoCAD files that are not externally referenced or are not referencing other AutoCAD files. Using the Add Files tools on files that have links will result in the files being added to the vault, but a Uses or Where Used search would reveal no parent or child dependencies. Opening one of these files from the vault may not work as the links may not resolve properly. When you transfer a file to the vault, the copy in the vault becomes the master copy. When you want to edit the file, you check it out of the vault, ensuring that you are working with the latest version on your local computer. Working on Files Before you can change a file that is in the Vault, you must check it out. After you revise the file, you check it back in to the vault to give the rest of the design team access to the latest version. You check non-cad files in to and out of the vault using Autodesk Vault Explorer. You can also use Edit from Vault Explorer to check the files out and open the application to edit the files. Checking Out a File Using Vault Explorer To edit a file, you check it out of the vault. The Check Out command copies the file from the vault to the working folder on your computer, where you can open it with the associated application. When you check out a file, other users cannot check it out for editing. This prevents more than one person from simultaneously modifying the file. Other users can still view or use a read-only copy of the file using the Get Latest Version command. Undo Check Out If you check out a file, edit it, and then decide not to save your modifications, you can undo the checkout. When you use this option, a file that you checked out is checked back into the Vault without the modifications. The file is not versioned. You should delete your local copy or get the latest version from the vault to overwrite your local copy with the latest version from the vault. Checking Files In Using Vault Explorer After you revise a file, you use the Check In command to copy the file from your computer back into the vault. When you change a file and check it in, it becomes the latest version of the file in the vault. The previous version is not overwritten; it is marked as a previous version and can be recalled at any time. When you check a file in to the vault, the file is available for another user to check out. If you are working in a design team, you can inform other users that they should update their local copies to reflect the changes that you made. 44 Chapter 2: Basic Vault Tasks

45 Delete Local Copy When you check a file back in to the vault, if another member of the design team checks out the file and modifies it, your local copy is no longer current. If you delete the local copy after you check the file in, you must get the latest copy from the vault the next time you want to view or edit the file. This prevents you from using old data. Procedure: Editing a File Using Vault Explorer The following steps show how to check out and edit a file using Vault Explorer. 1. Right-click the file to be edited. Click Edit. 2. The file is checked out and opened in the default application for editing. Procedure: Checking Out a File Using Vault Explorer The following steps show how to check out a file using Vault Explorer. 1. Right-click the file to be checked out. Click Check Out. Depending on your Vault Explorer dialog box suppression options, you may not see the Check Out dialog box. Lesson: Working with Files and the Vault 45

46 2. Set the options in the Check Out dialog box if desired. 3. Click OK. The file is checked out. Check Out Options Option Checkout To Get Latest Version Enter Comments to Include with this Version Description By default, this is the working folder. If you check out an older version to start another design, you can place it in a different folder so that your current files are not overwritten. By default, the latest version of the file is copied from the vault. Clear this option if you do not want to get a copy from the vault. Enter a comment explaining why you checked out the file. Other users see the note when they view the file in the vault. 46 Chapter 2: Basic Vault Tasks

47 Procedure: Checking In a File Using Vault Explorer The following steps show how to check in a file using Vault Explorer. 1. Right-click the file to be checked in. Click Check In. Depending on your Vault Explorer dialog box suppression options, you may not see the Check In dialog box. 2. Set the options in the Check In dialog box if desired. 3. Click OK. The file is checked in. Check In Options Option Keep Files Checked Out Delete Working Copies Enter Comments to Include with this Version Description Check the file back out immediately after you check it in. You can use this option to secure a file name for a new file and prevent someone else from using the same file name. You can also provide an updated file for other members of your design team but keep the file checked out for further editing. Remove the local copy of the file after you check it in. This ensures that you always have the latest version of the file. Enter a comment to let others know why you checked the file in or to include other pertinent information. Lesson: Working with Files and the Vault 47

48 File Status When a design team works with Autodesk Vault, the status of files changes often. The ability to see the status of a particular file is crucial in design collaboration. File Status Icon The status icons are a combination of a background color and foreground symbol. The foreground symbol can be one of four: Icon Description If there is no checkmark, x, or lock displayed, the file is in the vault and available to be checked out. File is checked out to you. File is checked out to another user. File is locked. The background symbol can be one of four: Icon Description If there is no circle, then there is no local copy. The circle signifies that the local copy exists on your computer. The local copy is the same as the one in the Vault. The circle signifies that the local copy exists. The green background means that the local copy is newer than the one in the Vault. The circle signifies that the local copy exists. The red background means that the local copy is older than the one in the Vault. 48 Chapter 2: Basic Vault Tasks

49 The combination of both foreground and background icons gives sixteen different states for the files in the Vault: Icon Description and Required Action If no icon is displayed, the file is in the vault and available to be checked out but there is no local copy. File is in the vault and available to be checked out. You also have the same file in your local copy. File is in the vault and available to be checked out. Local copy is newer than the vault version. File is in the vault and available to be checked out. Local copy is older (out of date). File is checked out to you. You do not have a local copy. NOTE: This can happen if you check out the file while working on one computer then move to another computer and log in to vault again, or if you change the Working folder location after checking out the file. File is checked out to you. The local copy is the same as the vault. File is checked out to you. The local copy is newer, which means it was edited but not checked back in yet. File is checked out to you. The local copy is older, which means you may have edited the file on another computer, and checked it in but kept it checked out. File is checked out to another user. You do not have a local copy. File is checked out to another user. You have a local copy which is the same as the one in the vault. File is checked out to another user. The local copy is newer than the Vault copy. File is checked out to another user. Local copy is older (out of date). File is locked. You do not have a local copy. File is locked. You have a local copy which is the same as the one in the vault. File is locked. The local copy is newer than the Vault copy. File is locked. Local copy is older (out of date). Lesson: Working with Files and the Vault 49

50 Versions of Files In the life of a product, from conception through development to supporting the design, it is important to maintain a history of all the files and any engineering-related documents. Autodesk Vault automatically manages versions as files are revised and checked back in. Vault keeps a history of the files, so that you can retrieve any version of a file at any time. File Versions Always Increment When you add a file to the vault, it becomes version 1. When the file is checked out, it is temporarily assigned the next version number; the previous version remains unchanged. The permanent version number is not assigned until the modified file is checked back in. If the file is unchanged when it is checked back in, it does not receive a new version number. Procedure: View File Versions The following steps show how to view a file s history in the preview pane. 1. In the main pane of the Autodesk Vault Explorer dialog box, select the file. 2. The Versions tab of the preview pane displays all versions of the selected file. Procedure: Get Latest Version If you want to view the latest version of a file to see if the changes will affect your design, you can get a read-only copy even if someone else has the file checked out. You can view the file but not edit it, because it is not checked out to you. The following steps show how to see the latest version of a file. 1. In the main pane of Autodesk Vault Explorer, right-click on a file. Click Get Latest Version. 50 Chapter 2: Basic Vault Tasks

51 2. In the Get Latest Version dialog box, specify where to copy the file. The working folder is the default location. 3. In the Get Latest Version dialog box, click the Settings button to open the Settings dialog box, in which you can choose to include any child or parent files for the selected version of the file. Procedure: Get Previous Version When you retrieve a previous version of a file, Vault does not check the file out. Instead, it places a read-only copy of the file in your working folder. You can either view the copy or use it to roll back to a previous version. The following steps show how to get a previous version of a file. 1. In the main pane of Autodesk Vault Explorer dialog box, right-click on a file. Click Get Previous Version. 2. Specify where to copy the version. The working folder is the default location. NOTE: If you do not want to overwrite the current copy, change the default location. 3. In the Get Previous Version dialog box, select the version of the file to get from the Version drop-down list. 4. Click the Settings button to open the Settings dialog box, in which you can choose to include any children or parent files for that version. Lesson: Working with Files and the Vault 51

52 Procedure: Rolling Back the File in the Vault to a Previous Version Once you get a previous version of a file, you can use it to roll back the copy in the Vault to a previous version. The following steps show how to roll a file in the vault back to a previous version. 1. In Autodesk Vault Explorer, use Get Previous Version of a file, and copy it to the default location. The requested version of the file is copied to the local working folder, but the version in the vault is newer. The file status in the main pane indicates that the local copy is out of date. 2. Check out the file. When you check the files out, you should clear Get Latest Version. Notice that the file status in the main pane indicates that the file is checked out, but the local copy is out of date. Note the version it has incremented forward to version Check the file in. You can add a comment to indicate that this is an older version of the file. 52 Chapter 2: Basic Vault Tasks

53 Exercise: Perform Basic Vault Tasks In this exercise you perform basic workflows using non-cad files. You add a document to the vault and edit the document and then check it back in. Then you will view the file versions in the vault and then get the previous version, view it, and then get the latest version. The completed exercise Completing the Exercise To complete the exercise, follow the steps in this book or in the onscreen exercise. In the onscreen list of chapters and exercises, click Chapter 2: Basic Vault Tasks. Click Exercise: Perform Basic Vault Tasks. Add a Document to the Vault 1. Start Autodesk Vault Explorer. Log in using the following information: User Name: vaultuser Password: (leave this box empty) Database: AOTCVault 2. NOTE: Steps 2 4 are only required if you did not do the previous exercise and have not created a Documents folder in the vault. In the navigation pane, right-click the vault root folder ($). Click New Folder. For Folder, enter Documents. Click OK. 3. In the navigation pane, right-click the vault root folder ($). Click Properties. 4. In the Properties for $ dialog box, verify that the working folder is set to C:\AOTCVault\VaultWorkingFolder. If it is not set, click Working Folder and set it to C:\AOTCVault\VaultWorkingFolder. Click OK. 5. In the navigation pane, click then right-click the Documents folder. Click Add Files. Navigate to C:\AOTCVault\Chapter2\ Documents and select Sample.doc. Click Open. Lesson: Working with Files and the Vault 53

54 6. In the Add Files Sample.doc dialog box, under Enter Comments to Include with This Version, enter Added to Vault. Click OK. 6. Click Check In. 7. In the main pane, verify that the Sample.doc file is listed and that the version is 1. Edit the Document and Check It Back In 1. In the main pane, right-click Sample.doc. Click Edit. 2. Revise the document by adding a line of text to it. 3. Save the file. 4. Open Windows Explorer and navigate to C:\AOTCVault\VaultWorkingFolder\Documents. Note that the Sample.doc file has been copied to the folder from the vault. 5. In Microsoft Word, click View menu > Toolbars and verify that the Autodesk Vault toolbar is selected (visible). On the Autodesk Vault toolbar, click Log In. Log in as vaultuser to AOTCVault. The password is blank. 7. In the Check In Sample.doc dialog box: Select Close File and Delete Working Copy. Under Enter Comments to Include with This Version, enter Check in updated version. Click OK. 8. Click Yes when asked to confirm deletion of the Sample.doc file. 9. In Windows Explorer, note that the Sample.doc file has been deleted from C:\AOTCVault\VaultWorkingFolder\ Documents. View the File Versions in Vault Explorer 1. In Vault Explorer, click View menu > Refresh. 2. In the main pane, notice the change in the version column of Sample.doc. 3. In the main pane, select Sample.doc. 4. In the preview pane, click the Versions tab. Note the two versions and the comment next to each. 5. In the main pane, right-click Sample.doc. Click Get Previous Version. 54 Chapter 2: Basic Vault Tasks

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