Assign Items

• Right-click one or more files in the vault view and then select Assign Item.

  or

• Right-click on an item in the item master and then select Update.

  or

• Right-click on an item in a change order and then select Update.

1. The first screen of the Assign Item Wizard displays the items to be created, the items to be updated, and the total number of items. A Change Order column indicates which items are already controlled by a change order.

   A new item is created for each of the files selected and for the related files. From the Show drop-down list, you can select to filter the display to a subset of items:

   • Multi-Level - a hierarchical list of all the items to be created. You can expand or collapse top level assemblies to show or hide all of the related items.
   • All Items - a flat list of all items.
   • New Items - a flat list of only the new items to be created. Items to be updated are not included.
   • Updated Items - a flat list of only the items to be updated. Items to be created are not included.
2. For any items that contain secondary files, the equivalence icon is displayed. Place the cursor over the equivalence icon to see which files are involved.
3. If you want to change the item numbering, right-click an item and choose Change Item Number from the context menu. In the Change Item Number dialog box, assign a new item number and then click OK.
   NoteDefault numbering schemes that require user input are not applied automatically. Instead, an auto-generated number is assigned. You must edit an item number requiring user input and select the item numbering scheme.
4. Click Next.
5. The Find Duplicates screen lists any duplicate items that may already exist in the item master. An item to be created can be replaced with the existing item. If you do not want to replace any items with existing duplicates, click Finish.
6. The Duplicate Items list displays the items to be created and the number of duplicates that exist in the item master for each item to be created. From the Show drop-down list, select whether to show:
   • All items
   • New items
   • Updated items
7. If you wish to see the property value being used to determine possible duplicate Items, right click on the colum nheadings, choose Customize, and add the Equivalence Value column. The value list in the Equivalence Value column is the value being used to find possible duplicate items for each new item.
8. To replace an item with an existing item, right-click in the Replace With cell for the item, and then select Select Replacement Item.
9. In the Select Replacement Item dialog box, select the item to use as the replacement and then click OK.
10. You can use the settings in Options to expedite the replacement process.
    • Select Hide items without duplicates to list only items wiht possible duplicate items.
    • Select Auto-select first duplicate to automatically replace new items with the most recently updated item that matches the Equivalence Value found in the item master. 
11. Click Finish.
12. The View Results screen displays a list of the items that have been created or updated. A Change Order column indicates which items are already controlled by a change order. From the Show drop-down list, select what the item list should display:
    • Multi-Level - a hierarchical list of all the items to be created. You can expand or collapse top level assemblies to show or hide all of the related items.
    • All Items - a flat list of all items.
    • New Items - a flat list of only the new items to be created. Items to be updated are not included.
    • Updated Items - a flat list of only the items to be updated. Items to be created are excluded.
13. If you want to assign new or updated items to a change order at this time, perform these steps:
    • Right-click on an item or items not already assigned to a change order and select Add to Change Order.
    • On the Find dialog, search for the change order to which you want to assign the items.
    • Select the change order from the results list and click OK.

      The item(s) now show an ECO icon in the Change Order column, indicating that they are assigned.

14. You can choose to generate a report as an Excel file (.xls) 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.
15. Click Close.

The item master is updated with the new items. If items were assigned to Autodesk Inventor assembly files, any associated drawing (.idw) and presentation (.ipn) files are linked to the items. If items were assigned to Inventor part files, the associated drawing (.idw) files are linked to the items.

When assigning items to files or updating items, the Assign Item Wizard looks for any duplicate items that already exist in the item master. You can choose to replace the new item that will be created with any existing item, even if it is not listed as a suggested duplicate.

1. From within the Find Duplicates screen of the Assign Item Wizard, right-click in the Replace With cell for the item you want to replace.

In the Select Replacement Item dialog box, select the existing item and then click OK.

1. From the Tools menu select Administration and Vault Settings.
2. Select the Behaviors tab.
3. Click the Properties... button.
4. Highlight the Equivalence Value property and click Edit.
5. Add mappings to the properties whose values you wish to be used as equivalence comparisons.

For more information see Mapping Properties_Concept

The properties mapped to Equivalence Value, will provide the values used to determine if an existing item already exists for a file being newly assigned to item.