Académique Documents
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Topics Covered:
How Vault can replace Windows Explorer for managing CAD files
Learn how to rename and copy designs with automated repair of file reference
Learn how multiple designers can work on a project without stepping on each others' toes
Learn how to automatically generated DWF files help to visualize designs more efficiently
Table of Contents
Autodesk Vault............................................................................................................................................................. 3
The Vault Environment ............................................................................................................................................... 3
Vault Applications ....................................................................................................................................................... 4
Vault Explorer............................................................................................................................................................. 4
ADMS Console........................................................................................................................................................... 4
A Closer Look at Vault Explorer ................................................................................................................................. 5
Client Add-Ins .............................................................................................................................................................. 6
Vault Add-In for Autodesk Inventor ............................................................................................................................ 6
Vault Add-In for AutoCAD Mechanical ....................................................................................................................... 7
Vault Add-In for Microsoft Office ................................................................................................................................ 7
Getting Started ............................................................................................................................................................. 8
Logging into the Vault ................................................................................................................................................ 8
The Vault Folder Structure ......................................................................................................................................... 9
The Working Folder.................................................................................................................................................... 9
Vault Features ............................................................................................................................................................ 10
Version Control ........................................................................................................................................................ 10
Check In / Check Out ............................................................................................................................................... 11
The Uses Tab........................................................................................................................................................... 12
The Where Used Tab ............................................................................................................................................... 12
The View Tab (Automatic DWF Creation) ............................................................................................................... 13
The Rename Wizard ................................................................................................................................................ 14
Intelligent Copy Design ............................................................................................................................................ 15
Attachments ............................................................................................................................................................. 16
Property Indexing ..................................................................................................................................................... 16
Advanced Searching ................................................................................................................................................ 17
Summary .................................................................................................................................................................... 18
References ................................................................................................................................................................. 20
Autodesk Vault
Autodesk Vault is an easy-to-use data
ta management tool integrated with more than a dozen Autodesk CAD products
including Autodesk Inventor Series, Autodesk Inventor Professional, AutoCAD Mechanical, and AutoCAD.
Autodesk Vault helps design teams track work-in-progress documents, maintain version control in a multi-user
environment, and improve design reuse by consolidating product information in one central database. This
document will offer greater insight into the nature of Vault and how to use it. Furthermore, it will describe some of
the value-added features that optimize your investment in your design data.
Client 2
Client 1
Database
Client 3
Web Server
Dedicated Server
File Store
The web server uses Microsoft Internet Information Services (IIS) to communicate with the other components via
Web Services using HTTP protocol. The database stores all of the metadata. Metadata is extracted from files
when they are added to the vault so clients can quickly search for important information without opening the files
themselves. By default, Autodesk Vault installs Microsoft SQL 2005 Express Edition to capture metadata from
files and manage data access. This metadata includes properties and file relationships that are crucial to the
operation of the vault. The database server makes this data readily available so you can quickly get to the
information that you need. The file store uses your file system to store the actual files; these files are kept separate
from the database in order for the database to remain lightweight and fast. However, database relationships ensure
that you can retrieve your files whenever you need to examine them or make edits.
The recommended server configuration is shown in the illustration above. Although there are multiple possible
configurations for the three main components, it is recommended that you maintain the database and file store on
the same dedicated server machine for the fastest and most reliable performance. For more information on the
pros/cons of various deployment options, please follow this link: http://images.autodesk.com/adsk/files/Vault.pdf.
Vault Applications
A vault client is any application that connects to the vault server to perform vault-related operations. A typical Vault
environment typically includes several clients that interact with the server concurrently.
Vault Explorer
Vault Explorer is a standalone client application that allows you to browse the vault structure, perform
searches, access stored files, and manipulate the data in the vault; it is your window into the vault.
Vault Explorer is organized like Windows Explorer or Microsoft Outlook; it has a folder tree on the left and
a list of associated files on the right. Because the vault requires a secure user name and password for accessibility,
your data is safe from unauthorized access thereby preventing unwanted change.
ADMS Console
Autodesk Data Management Server (ADMS) Console (below, right) is a standalone application that allows
you to create and manage vaults and view statistics relating to your vault databases on a particular
server. This application is only accessible on the server by the vault administrator.
Navigation Pane
Folder structure (including search folders and shortcuts)
Main View
List of files per folder (including properties and status)
Preview Pane
File details (including file relationships)
Main View
Navigation
Pane
Preview Pane
From the users perspective, the starting point of this familiar-style interface is the Navigation Pane (below, left).
This pane contains the user-specified folder structure. When you select a folder in the Navigation Pane, the
contents (i.e. files) are displayed in the Main View. When the user selects one of the files in the Main View, the
details of that file are shown in the Preview Pane. You have the ability to customize the properties that are
displayed for each file shown Main View and Preview Pane. Examine the cut-up illustration below to see how these
components interact to provide quick access to your files and related metadata.
Client Add-Ins
A vault add-in is a piece of client software that plugs into your existing applications in order to extend its capabilities
to support vault operations and workflows. These are tight integrations that allow you to interact with the vault while
continuing to work in the context of the applications that you use every day. Its important to work with the vault
through the add-ins so that you can properly capture all file relationships when adding files to the vault.
Browse the vault in order to place a component directly into your current design
Examine which files are currently checked out to you or by another user
The icons in the vault browser allow you to constantly be informed of the current status of the data with which you
are working. Examine the integrated vault browser in the illustration below (lower left).
Vault status indicators in the application title bar (Checked Out or Read Only).
Integration with the External References palette, including status icons (see floating palette below).
Commands for adding files to the vault or for opening and attaching files from the vault.
Examine the illustration below to see how the Vault is integrated into the AutoCAD Mechanical environment.
Getting Started
Learn how to access the vault, setup your users and folders, and start using Autodesk Vault today.
Vault1
Vault2
Server
Note: Autodesk recommends the use of a single vault for your production data. This will promote design reuse and
allow you to perform robust searches because your data is consolidated in a single database. Additional vaults are
still useful, however, for training in non-production environments or for temporary projects.
It allows you to work offline because a copy of the file is downloaded to the working folder
It benefits system performance because you are working locally rather than over the network
It ensures that the master copy of the file is safe in the vault and cannot be corrupted
To ensure that the local working copy is properly checked back into the vault and in the correct location there is
a mapping between your local working folder and the vault structure. In the example below, the root of the vault ($)
is mapped to the Work directory on the users drive (e.g. C:\My documents\Work). When editing files from the
vault, local copies will be downloaded to your working folder in a structure parallel to the vault (as shown below).
Vault Structure
Working Folder
$ is mapped to Work
Vault Features
With Vault up and running, engineers and designers can instantly access and manipulate the most up-to-date
designs in a central location. Design efforts are synchronized and controlled, and therefore costly mistakes are
reduced. In the following sections learn about the features in Vault that bring added value to your data investment.
Version Control
One of the key benefits of the vault is version control. The vault is very careful to maintain accurate file relationships
throughout the history of a design. A simple example of such a relationship is the Inventor drawing file (*.IDW) and
its associated part file (*.ipt). In order for the drawing to be complete, the two files must coexist and be accessed as
a pair. The vault automatically tracks these files and their relationships making them available whenever they are
needed for examination or manipulation.
For larger assemblies, the prospect of manually keeping track of multiple versions of multiple files can be daunting
especially considering that files are often edited independently. The vault manages this for you. Traditionally, you
might print a hard copy of the drawings, save a complete copy of the design in an alternate folder, or archive the
data into a zip file or CD. All of these methods are manual, time consuming, and prone to error. Since the vault
automatically tracks the appropriate relationships and versions, these manual methods are no longer necessary.
When you need a past version of a design, all you need to do is retrieve it from the vault. The files, and the correct
versions of all related files, are automatically retrieved exactly as they were when originally checked into the vault.
The example below clearly depicts the version history of a part. Notice how the combination of comments and
thumbnail images make it easy to trace the historical progression of a design from version to version.
Note: Autodesk Vault manages work-in-progress data; that is, it manages file iterations as the design changes
throughout the design cycle and it maintains all necessary file relationships along the way. For more information
on how to manage your release processes please follow the link below and learn how Autodesk Productstream
extends the power of the Vault to benefit your extended team: http://www.autodesk.com/productstream
Locate File
in the Vault
Check Out
for Editing
Check In
New Version
When you check out a file, it is reserved in your name; no other user can edit that file whether or not you currently
have the file opened in the CAD application. However, other users can still get read-only copies of the file while you
make changes. Your changes only become available to others when you check in a new version.
Vault Explorer uses status icons to
indicate which flies are checked
out and by whom. A checkmark
indicates a file checked out by
you. In this example (left), two
files are checked out by you. Two
other files are checked out by
someone else (nicolt). Notice how
the tool tips help explain the
meaning of the icons.
Windows Explorer You can rename the file on disk, then open it in the CAD application and fix all the
broken references. This method can be very dangerous and its easy to overlook affected files.
Design Assistant This Inventor tool is limited to a single project. Furthermore, when there are many files
located over a network, the process is quite slow because it has to search for file references/relationships.
With Autodesk Vault you have the ability to rename files using a simple wizard process that will repair references
as needed. This can be a huge time saver and is a critical feature for anyone who needs to rename large sets of
Inventor files. For example, you may need to rename files to match part numbers prior to release.
The key advantage of this command is its ability to utilize the file relationships captured in the vault to repair all file
references for the newly copied assembly. This automation ensures that all files are pointing to the correct file
references so the resulting assembly can be opened in the CAD application without error (ready-to-go).
Note: This tool addresses the task of copying designs for both Inventor and AutoCAD files alike (i.e. external
references are repaired in AutoCAD files as well).
Attachments
Attachments are file associations that are created manually. An attachment can be anything from a design
specification to an ECO for an assembly to something less design-specific like a work order. The ability to attach
files allows you to create relationships between files and keep important design information linked together.
Its easy to recognize which files have attachments associated with
them. As shown in this example (left), files that contain one or more
attachments are clearly indicated with the use of a paperclip icon. You
can sort by the icon or search for files that have attachments. Once
attached, that attachment will be associated with every version of the
file until the relationship is removed.
Note: When you add an attachment to a file in the vault, a new version of that file is generated. This ensures that all
changes, even the addition/removal of file relationships, are tracked so that you can determine when those
relationships were made (or so you can return to a version that existed before the relationship was made).
Property Indexing
Indexing is a very important part of the Vault. Indexing refers to the way data is extracted from files when they are
checked into the vault. Important properties are extracted and then cataloged for later use. The indexing engine
stores properties such that they are optimized for quick retrieval. Likewise, its designed to handle massive
quantities of metadata while still maintaining high performance. In addition to indexing Autodesk Inventor and DWG
files, the vault is also able to index content from Microsoft Office documents (and many others).
Inventor iProperties are
automatically extracted when
Inventor files are checked into
the vault. Likewise, file
properties (DWGPROPS) are
extracted from DWG files. You
can choose to arrange these
properties as columns (right) so
you can sort and group files.
Note: You can even choose to extract AutoCAD block attributes by specifying which blocks to extract. These block
attributes can then act as file properties that can be displayed as columns in the Main View.
A unique aspect of the Vault is its ability to extract properties from many different types of files. It uses standard
iFilter technology which means that you can register standard iFilters for multiple file types and the Vault will
automatically recognize and use those registered iFilters to extract important file properties.
Click the File Properties button (left) on
the Administration dialog in Vault
Explorer to remove unwanted properties
from the database (and ensure that they
never come back) and even change
their display name.
Advanced Searching
Leveraging the Indexing technology, you are able to quickly and efficiently search through the vault and return files
that match your search criteria. For example, you can perform a basic search simply by specifying a string with the
intention of finding all files that contain that string.
The Quick Find bar (right) is an easy way to search for files within a
single folder structure. With the desired folder selected, enter a
string that you wish to search for and click Find Now in the Quick
Find bar. The search will examine the folder for files that contain
this string and return the results in the Main View.
The Advanced Find dialog (below) allows you to build
advanced searches based on specific criteria. For example,
you can build a set of criteria that will allow you to search for:
all parts that Nancy has modified this month that are made out
of steel but not stainless steel.
You can quickly define your criteria and perform the search
immediately. In this example (left), the criteria will ensure that
the search will only return files that are currently checked out
to nicolt and that contain the word Vise.
You can perform this search and see the results appear
directly in the dialog. You can then refine your search by
adding more conditions and performing the search again and
again until you achieve the desired results.
Once the desired results are returned, you can act upon them.
For example, you might want to search for all files that are
currently in need of editing so that you can select them and
check them all out at once. Or you might want to print the
results or export them in order to create a formal report.
Searches are intended to be a primary method for accessing files. You can save searches that you intend to use
often and recall them at any time. You can even edit a saved search if necessary. In addition to specifying criteria,
a search also allows you to specify where (i.e. in which folders) to search. When you have a search that you intend
to use often, you can also turn it into a search folder. A search folder is a folder that appears in the Navigation
Pane beneath the normal folder structure. It is essentially a predefined query. Clicking a search folder has the
effect of dynamically performing a search, and the results are displayed in the Main View. The illustration below
shows how a search folder can be used to quickly and easily access files based on pre-defined criteria.
Summary
Review the summary paragraphs below in order to take away all the key concepts.
Autodesk Vault
Autodesk Vault is an easy-to-use data management tool that helps design teams track work-in-progress files,
maintain version control in a multi-user environment, and incorporate design reuse by consolidating product
information in a centralized storage location.
Vault Applications
There are two standalone applications available as a result of installing the vault. The ADMS Console is installed
only on the server and is only accessible by the vault administrator. This application is necessary for the creation
and management of vaults as well as backup and restore. Vault Explorer is the main client application installed
on every client machine, and it provides the interface for browsing the vault (it is your window into the vault).
A closer look at Vault Explorer reveals that it is similar in its layout to Microsoft Outlook. The Navigation Pane
allows you to browse the virtual folder structure, execute pre-defined searches, and manage shortcuts to your
favorite files and folders. The Main View is where the contents (i.e. files) of each folder are displayed. The files
appear as rows in a detailed list view, and you can customize the properties (i.e. columns) that are visible for each
folder. The Preview Pane displays details pertaining to the currently selected file in the Main View.
Client Add-Ins
A vault add-in is a piece of software that plugs into your existing applications in order to extend their capabilities to
support vault operations and workflows. The Vault supports add-ins for Autodesk Inventor and Inventor Professional
as well as AutoCAD-based applications and Microsoft Office applications (Word, Excel, and PowerPoint). Each
add-in allows you to work with the vault without leaving the native application.
Use the vault browser in the Inventor add-in to examine vault status and act upon dependent files. Likewise, use
the vault-enabled External References palette in AutoCAD to work with external files in a vault environment.
Getting Started
Once the vault is installed, the vault administrator has to setup one or more vaults. A vault is the combination of a
database and a file store. Autodesk recommends the use of a single vault for your production data; this will promote
design reuse and allow you to perform robust searches because your data is consolidated in a central location.
Additional vaults may still be useful for training purposes.
Once vaults are setup, the vault administrator creates users and assigns them to one or more vaults. You need a
few pieces of information in order to log in to the vault: a user name, a password, the server name, and a
database (i.e. vault) name. The administrator is responsible for supplying this information to client users.
From an end-users perspective, the basic organization of the vault is a folder structure similar to Windows
Explorer. It is a virtual file system where data is safe from unwanted access. One of the first things each client
needs to do is map the root of the vault (a virtual folder) to a local working folder (a real folder) on your hard drive;
this location is where you make edits to files before checking them back into the vault.
Vault Features
Autodesk Vault helps you maximize the return on your engineering investment through a robust set of features that
ensure design efforts are synchronized and costly mistakes are reduced. The following features offer immediate
value and time savings over the use of Windows Explorer alone:
Version Control Examine file versions and use thumbnail images to track/visualize historical progression
Check In / Check Out Reserve files for edit, and then upload changes to create a new version in the vault
The Uses Tab Examine a files child relationships as a hierarchical structure
The Where Used Tab Examine a files parent relationships
The View Tab Pan and zoom 2D drawings, or rotate and measure 3D models (using auto-generated DWF)
The Rename Wizard Rename one or more files and automatically repair references in parent files
Intelligent Copy Design Copy designs and repair references; rename, replace, or reuse files in the new design
Attachments Manually create file associations and link specific file versions together
Property Indexing The indexing process captures file properties and catalogs them for faster searching
Advanced Searching Perform a simple string search or use advanced criteria and save it as a search folder
References
White Papers:
http://images.autodesk.com/adsk/files/Vault.pdf
http://images.autodesk.com/adsk/files/Practical_DM_WP.pdf
http://images.autodesk.com/adsk/files/DataManagement_CaseStudies.pdf
http://images.autodesk.com/adsk/files/Implementing_Practical_Data_Management_050412a.pdf
http://images.autodesk.com/adsk/files/Remote.pdf
Related Links:
http://www.autodesk.com/vault
http://www.autodesk.com/productstream
Newsgroup:
http://www.autodesk.com/discussiongroup-vault
Presenter Emails:
todd.nicol@autodesk.com
brian.schanen@autodesk.com
irvin.hayes@autodesk.com