Manage Files and Folders in Vault

Move Files and Folders

Move Files

Use the Move command to move files from one folder to another. This does not effect any of the file information such as version history, children, or parents. All internal dependencies will not be updated until getting outside of Vault.

When moving files, there is no effect on the vault-related information, however you may effect how and if the file can be opened by the authoring application. Many tools embed folder structures into the file such as a relative or absolute path. Moving files can cause these links to break.

NoteMoving Autodesk Inventor files outside the scope of project file may cause unresolved link when opening in Inventor.

Note The project specified in Autodesk Inventor Project Settings will be used for file resolving.

Move files in a vault

Select a file or files.
From the Edit menu, select Move to Folder.
In the Select Vault Location dialog box, browse for the new location in the vault and then click OK.

Update File Reference Information for Migrated Files

When adding a file to the vault from a CAD application, reference information which is used for updating files renamed or moved in Vault is automatically created. However, the files migrated from previous releases may be incomplete. You can see the parent or child in the Uses or Where Used tab, but a rename or move action will be blocked to protect the data. To resolve this issue, you can update file references before renaming or moving migrated files.

NoteRename or Move file without the information may cause unresolved links when opening it in authoring application.

Select a file, files or folder.
From the Actions menu, select Update File Reference.

NoteCorresponding authoring application is required to run this command.

Move Folders

View File and Folder Properties

View File Properties (Quick View)

You can quickly examine a file's general properties and security settings using the File menu. To launch the quick view version of Properties for a selected file, select File ► Properties. A properties dialog displays with two tabs, General and Security.

General Information

You can review the following information on the General tab:

File type
File status
Location in the vault
Size
The date and time the file was last checked in
The creator of the file.

Security Information

You can specify which users have access to files as well the level of their access by assigning members to files. File members can be individual users or groups of users. By default, no members are assigned to files, meaning that all users have access to all files. Once any members are assigned to the Access Control List (ACL) for a file, any users requiring access to that file must be assigned to Access Control List for that file.

A file that does not have an Access Control List defined uses roles-based security.

NoteIn Workgroup Collaboration, and Professional editions, file security can be determined by the state of the file. If there is neither state-based nor folder security, then the file security is based on the user's role.

View General File Properties

Select a file.
Select File ► Properties.
In the Properties dialog, select the General tab. The general properties for that file are displayed.

View File Security Settings

Select a file.
Select File ► Properties.
In the Properties dialog, select the Security tab. A summary of the security information about the selected file is displayed, including the current security mode and the list of users with access to the file. If the Access Control List is empty, all users have access to the file. Once any members are assigned to the Access Control List for the file, only users on that list have access to the file.

NoteIf there is neither state-based nor folder security, then the file security is based on the user's role. State-based security is available only in Workgroup, Collaboration, and Professional editions.

Override File Security Settings

Select a file.
Select File > Properties.
In the Properties dialog, select the Security tab. The Override Security check box is accessible, even when the security mode is role-based.
Select the Override security check box to enable the Access Control List associated with the file and manually edit access permissions.

NoteIf the Override security check box is selected but no permission changes are made, the system assumes that the user wants to create a new security access control list with the same settings.

Add a Member to the File

Click Add.
In the Add Members dialog box, select the users or groups to assign to the current file and then click Add.
Click OK.
The Access Control List lists the members of the folder. Select a member for whom to configure the file permissions.
In the Permissions box, enable or disable the Allow and Deny check boxes for each permission.

Permission	Access
Read	Allow - File can be modified. Deny - File cannot be modified. None - File can be modified provided that the member is not explicitly denied modify rights based on state security or folder security.
Modify	Allow - File can be modified. Deny - File cannot be modified. None - File can be modified provided that the member is not explicitly denied modify rights based on state security or folder security.
Delete	Allow - File can be deleted. Deny - File cannot be deleted. None - File can be deleted provided that the member is not explicitly denied delete rights based on state security or folder security.

For example, for Read-only access, select the Allow check box for Read, and the Deny check box for Modify and Delete.

Click OK.

Remove a Member from a Folder

From the Access Control List, select a member of the file.
Click Remove.
Click OK. The selected member can no longer access the file.

NoteSelect Deny for all three permissions to restrict a member of a group from accessing a folder to which the group has access. Add the restricted member as an individual on the Access Control List and then set the permission for that member to No Access.

View Folder Properties

Rename Files

You can rename files in a vault. When renaming files, the Rename Wizard may not update the related files which reference the files being renamed until getting the files outside of Vault (eg. Get/Check Out, Pack and Go and etc.). New file names can be specified in the Rename wizard or a naming scheme can be selected for renaming. A report listing the files that were renamed can be exported from the Rename Wizard. Only rename files in the vault using the Rename Wizard. Files being renamed must be checked into the vault before renaming.

Most files in the vault can be renamed using the Rename wizard, including Autodesk AutoCAD .dwg files as well as Autodesk Inventor .dwg files. Some file types can also be renamed using the Copy Design wizard. The version of a renamed file is incremented. The Comment field for each file effected by the rename process contains the comment "Rename" to annotate that point in the file history.

NoteiPart member files that use the key-based naming convention and custom iPart member files cannot be renamed. Automatically published visualization files are not supported. Automatically published visualization files are not directly supported.

NoteThe project specified in Autodesk Inventor Project Settings will be used for file resolving.

Rename a File

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

NoteiPart member files that use the key-based naming convention and custom iPart member files cannot be renamed. Automatically published visualization files are not supported.

Files being renamed must be checked into the vault before renaming. Select a file and then from the Edit menu, select Rename.
Or

Right-click a file displayed in the file list, and then select Rename. The Rename wizard is displayed.
The wizard lists the file or files that were selected from the main pane. Click Add Files to include other files from the vault.
Click Next. The Rename Wizard lists the related files that are affected by the name change. Each file listed is checked out and the reference to the renamed file is updated. You must have permission to check out the files before proceeding.
Note File which referencing the file to be renamed may not be listed in the Rename Wizard. Therefore, they will not be updated during renaming but will be updated during get outside of Vault. In this case, you don't have to have permission to these files.
Click Next. The files to be renamed are listed. Click in the New Name field for each file to enter a new file name.
NoteIf any version of the parent file is referencing the file being renamed, the file may not be renamed.

If a numbering scheme is active, the Generate File Number dialog box opens.
Generate File Number
- Select the scheme that you want to use from the Scheme drop-down list.
- If applicable, modify the Number field based on the scheme's parameters.
- Click OK when you are finished.
  Click Skip to leave the data as is and return to the Enter Names screen.
A numbering scheme can also be specified for renaming the files. Click Numbering Scheme. In the Numbering Scheme dialog box:
- Specify a prefix and a suffix to add to the file names and enter the text for each. The default prefix is "New".
- Select Increment to numerically advance a file name that contains a number.
  Click Apply and then Close to use the specified settings or click Revert to restore the default values.
You can optionally select Update Part Number to assign the new file name to the Part Number iProperty for Inventor files.
Click Finish. The selected files are renamed. The wizard displays a summary of the files that were renamed.
You can choose to generate a report as a text file and save it locally or in the vault by performing one of these options:
The Comment field for each file effected by the rename process contains the comment "Rename".
- To save the report locally, click Save. On the Save As dialog, navigate to the folder structure where you want to store the file locally. Enter a name for the report and click Save.
- To save the report in a vault, Click Send to Vault to display a list of vault folders. Select the vault in which you want the report saved, enter a name for the report, and click Save.
Click Close to exit the wizard.

Update File References

When adding a file to the vault from a CAD application, reference information which is used for updating files renamed or moved in Vault is automatically created. However, the files migrated from previous releases may be incomplete. You can see the parent or child in the Uses or Where Used tab, but a rename or move action will be blocked to protect the data. To resolve this issue, you can update file references before renaming or moving migrated files.

NoteThe corresponding authoring application is required to run this command.

From the Actions menu, select Update File Reference.
Select a file, files or folder.
All file references are updated.

Rename Folders

Replace Files

NoteYou must have permission to check out all related files before replacing a file.

The Replace command changes the references in a parent file to point to a different child file. The file being replaced is not removed from the vault, versioned, or modified in any way. Only the immediate parent files are changed to reference the new file. As a result, a new version of the parent file is created. Previous versions of the parent file will reference the old file. New versions of the parent file will reference the new file.

The immediate parent files of a file being replaced must be checked in before replacing a file. Replacing a file requires that the necessary add-in for the parent file is installed so that the parent file can be repaired to use the new reference.

NoteAutoCAD xrefs contained in Autodesk Inventor .dwg files can be replaced using the Replace command. Autodesk Inventor .dwg and .idw files that do not have parents cannot be replaced.

Replace Files

NoteYou must have permission to check out all related files before replacing a file.

Select a file or files and then from the Edit menu, select Replace.
NoteIt is recommended that you select the leading version of the latest revision of a file when replacing it to ensure that the most recent data and file references are included.
The wizard lists the file or files that were selected from the main pane. Click Add Files to include other files from the vault.
To exclude a file from being replaced, select it from the list and then click Remove.
- If any of the selected files cannot be replaced due to restrictions in the vault, a list of restricted files is displayed. Select a file in the list to see the reason for that file being restricted.
- If some of the files can be replaced, you are prompted whether to continue or not. Click Yes to continue replacing the files that are not restricted.
Click Next.
In the Identify Parent Files screen, the immediate parents affected by the change are listed.
- By default, all of the parent files are selected. Turn off the check box next to a parent file to exclude it from being repaired with the new reference. Expand a parent file to see which of the files to be replaced will cause the parent to be repaired.
- If the parent file is currently checked out or the necessary add-in for the parent is not installed, the parent is identified with an asterisk and red text. Click Back to remove the file to be replaced from the list or verify that the Autodesk Vault add-in for the parent file's application is installed. If one parent cannot be repaired, then none of the parent files will be repaired. You must resolve the issue before repairing any of the parent files.
Click Next.
The Specify Replacement Files screen lists the old files to be replaced. For each old file, click the browse button, ..., in the New File column and select the replacement file.
NoteThe state of the replacement file does not matter. A replacement file can be a file that is already checked out. When replacing files in an Inventor assembly, the replacement file must be within the project workspace of the parent file. Using the recommended setup of a single project file for the vault will avoid this restriction.
Click Finish.
You are prompted that replacing a component in an assembly may break constraints in Autodesk Inventor assembly files.
- Click Yes to continue with the replacement.
- Click No to return to the Replace Wizard.
The final screen of the Replace Wizard displays the results of the replace operation. The report lists the files that were replaced and the parent files that were repaired to include the new reference.
You can choose to generate a report as a text file and save it locally or in the vault by performing one of these options:
- To save the report locally, click Save. On the Save As dialog, navigate to the folder structure where you want to store the file locally. Enter a name for the report and click Save.
- To save the report in a vault, Click Send to Vault to display a list of vault folders. Select the vault in which you want the report saved, enter a name for the report, and click Save.
The comment "Replace" is added to all files that have been replaced.
Click Close.

Map a Vault Folder to a Different Working Folder

Copy a Hyperlink to a File

E-mail Files

Files can be sent directly from a vault to any number of e-mail recipients. When using Send to e-mail a file, the associated visualization file is attached to the e-mail. If no visualization file is available, the source file is attached to the e-mail instead. Files are sent uncompressed. The allowable size for e-mail attachments differs from network to network. Make sure you are not e-mailing an attachment too large for your recipient's e-mail server to process.

Use Pack and Go to send larger files or data sets.

E-mail a file from a vault

Select a file.
Select File ► Send. ► Send File. If a visualization file is associated with the selected file, the visualization file is attached to the e-mail. If no visualization file is available, the source file is attached to the e-mail instead.
An e-mail message is displayed listing the selected file or files in the Attachments field. Enter the recipient address, add a custom message, and then click Send.

NoteThe allowable size for e-mail attachments differs from network to network. Make sure you are not e-mailing an attachment too large for your recipient's e-mail server to process. To send larger files or data sets, select File ► Pack and Go.

E-mail a link to a file in the vault

Select a file.
Select File ► Send ► Send Link. If a visualization file is associated with the selected file, a link to the visualization file is attached to the e-mail. If no visualization file is available, a link to the source file is attached to the e-mail instead.
An e-mail message is displayed containing a link to the selected file or files in the body of the e-mail. Enter the recipient address, add a custom message, and then click Send.

Package Files

Pack and Go collects a file and all of its referenced files into a single package and sends it to either a folder outside the vault or to a mail recipient. All files that are referenced by a selected file are included in the package unless otherwise specified in the Pack and Go dialog box.

NoteIf an Autodesk Inventor .dwg file is selected, the associated .ipj file is included in the pack and go package.

In Vault Professional, you can also use Pack and Go to package all of the files associated with the specific revision of a top level item. Either only all of the associated files or both the associated files and attached files can be included.

Use Pack and Go to:

archive a file structure
copy a complete set of files while retaining links to referenced files
isolate a group of files for design experimentation
send a data set to mail recipients
extract a data set that makes up a specific revision of an item and its bill of materials
publish data to a Microsoft SharePoint directory

A Pack and Go package can be:

a compressed Zip file
uncompressed
a DWF package - a single .dwf file that contains a page for each .dwf file that has been selected
a DWFx package - a single .dwfx file that contains a page for each .dwfx file that has been selected
NoteOnly .dwf files are included in a DWF package and only .dwfx files are included in a DWFx package. If both .dwf and .dwfx files are selected for packaging, only those matching the selected package type are packaged.

A Pack and Go package can be sent to an e-mail recipient. The allowable size for e-mail attachments differs from network to network. Make sure you are not e-mailing an attachment too large for your e-mail server or your recipient's e-mail server to process.

Working with Transmittal Reports

A transmittal report can be included when sending packages. The transmittal report details the file name, revision, state, vault folder location, and date the version was created for each file.

The transmittal report header and display information can be customized using a report template authoring utility. A report template authoring utility is installed with the vault client.

NoteThe Autodesk Report Template Utility is intended for advanced users who are familiar with XML and RDLC authoring applications.

A more sophisticated template authoring tool is required for custom visual layouts. See http://msdn.microsoft.com/en-us/library/ms252067(VS.80).aspx for more information on client report definition files and recommended authoring tools.

The ReportTemplateAuthoritingUtility.exe file is located in C:\Program Files\Autodesk\<Autodesk Vault edition> 2011\Explorer folder, where <Audodesk Vault edition> is the name of the Autodesk Vault edition you are using (such as Autodesk Vault Professional).

Publishing to SharePoint

A Pack and Go package can be published to a directory on a Microsoft SharePoint site. Before publishing a package to SharePoint, a folder must be created on the SharePoint site and the path to the SharePoint diectory must be specified in the Configure SharePoint Directories dialog.

Package Files

Select a file or multiple files from the file list, the Uses tab, Where Used tab, or the Quick Search.
NoteSelecting a file from the History tab allows you to package historical versions.
Click File ► Pack and Go or Actions ► Publish to SharePoint. If you select Actions ► Publish to SharePoint, the Pack and Go dialog is displayed, optimized for publishing to a SharePoint directory.
In the Pack and Go dialog box, select the type of package to create:
- Zip file (*.zip)
- Unzipped
- DWF Package
- DWFx Package
  Depending on the package type and the destination, you are prompted for a file name when you click OK on the Pack and Go dialog box.
NoteOnly .dwf files are included in a DWF package and only .dwfx files are included in a DWFx package. If both .dwf and .dwfx files are selected for packaging, only those matching the selected package type are packaged.
Specify the destination for the package. The package can be sent to:
- a folder outside of the vault
- an e-mail address
- a Microsoft SharePoint directory
Select the revision of the files that you want to pack.
If the latest revision is selected, then the latest with non-released bias will be used to obtain the children.
The package can retain the folder structure from the vault or place all files in a single, flat directory. Select either Copy to Single Path or Keep Folder Hierarchy.
Click the appropriate icons to select which related files will be included in the package and whether or not .dwf files are included.
Click the >> button and select the Append transmittal report to package check box to include a report of all of the files in the package.
Select the Template File drop-down list and perform one of the following actions:
- Select an existing path to a report template.
- Select Open from Vault and navigate to a report template in the vault.
- Select Open Local Template and navigate to a report template in a local folder.
Click OK.
If Mail Recipient was chosen as the destination, an e-mail message is displayed with the package listed as an attachment. Enter the addresses for the mail recipients, customize the message, and then click Send.
If SharePoint Directory was chosen as the destination, you are prompted to select a SharePoint directory and then to log into SharePoint.

NoteA SharePoint directory must already exist on the SharePoint server and the SharePoint directory must be configured in the Configure SharePoint Directories dialog. For more information, see Configure SharePoint Directories
If any data files have out-of-date visualization files , a dialog is displayed listing those data files and you are prompted to chose whether or not to continue. It is recommended that you resolve any non-compliant files.
- Click No to correct the non-compliant visualization files before proceeding.
- Click Yes to continue with the operation using the out-of-date visualization files.

Tip: The allowable size for e-mail attachments differs from network to network. Make sure you are not e-mailing an attachment too large for your e-mail server or your recipient's e-mail server to process.

Relationship Settings for Pack and Go

Relationship Settings for Files

Specify whether only the children of the file or all related files are to be included.

Select Include children only to use only the files on which the selected file depends.
Select Include all related files to use all files associated with the selected file. These files include any manually attached .dwf files, but not automatically generated .dwf files.

Relationship Settings for Items (Vault Professional Only)

Select an item or items from the Item Master, the Bill of Materials tab, or the Where Used tab.
Click File > Pack and Go.
In the Pack and Go dialog box, select the type of package to create:
- Zip file (*.zip)
- Unzipped
- DWF Package
- DWFx Package
NoteOnly .dwf files are included in a DWF package and only .dwfx files are included in a DWFx package. If both .dwf and .dwfx files are selected for packaging, only those matching the selected package type are packaged.

Depending on the package type and the destination, you are prompted for a file name when you click OK on the Pack and Go dialog box.
Specify the destination for the package. The package can be sent to a folder outside of the vault or to an e-mail address.
Select the revision of the item to pack. All of the files associated with the selected revision level are listed. If only one revision is available, no other revisions are listed.
The package can retain the folder structure from the vault or place all files in a single, flat directory. Select either Copy to Single Path or Keep Folder Hierarchy.
Click either the parent or dependents icon to select which related files will be included in the package and whether or not .dwf files are included.
Click the >> button and select the Append transmittal report to package check box to include a report of all of the files in the package.
Select the Template File drop-down list and perform one of the following actions:
- Select an existing path to a report template.
- Select Open from Vault and navigate to a report template in the vault.
- Select Open Local Template and navigate to a report template in a local folder.
Click OK.
If Mail Recipient was chosen as the destination, an e-mail message is displayed with the package listed as an attachment. Enter the addresses for the mail recipients, customize the message, and then click Send.
If any data files have out-of-date visualization files, a dialog is displayed listing those data files and you are prompted to chose whether or not to continue. It is recommended that you resolve any non-compliant files.
- Click No to correct the non-compliant visualization files before proceeding.
- Click Yes to continue with the operation using the out-of-date visualization files.

Tip: The allowable size for e-mail attachments differs from network to network. Make sure you are not e-mailing an attachment too large for your e-mail server or your recipient's e-mail server to process.

Manage Files and Folders in Vault

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