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Managing Your Data

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 Contents

Chapter 1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Documentation Set . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Chapter 2 Data Management . . . . . . . . . . . . . . . . . . . . . . . . . 3

Key Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
About Autodesk Vault . . . . . . . . . . . . . . . . . . . . . . . . . . .5
Autodesk Vault Explorer . . . . . . . . . . . . . . . . . . . . . . .6
Autodesk Vault Add-ins . . . . . . . . . . . . . . . . . . . . . . .6
Microsoft Office Add-in . . . . . . . . . . . . . . . . . . . . . . .7
Data Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

Chapter 3 Using Autodesk Vault Explorer . . . . . . . . . . . . . . . . . . . 9

Key Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Working with Autodesk Vault Explorer . . . . . . . . . . . . . . . . . . 10
Starting and Logging Into Autodesk Vault Explorer . . . . . . . . . . . 11
Managing Vault Folders . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Creating the Folder Structure . . . . . . . . . . . . . . . . . . . . 11
Creating Library Folders . . . . . . . . . . . . . . . . . . . 12
Managing Vault Files . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
File Status Icons . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Adding Files to a Vault . . . . . . . . . . . . . . . . . . . . . . . 17
Moving Files within Vaults . . . . . . . . . . . . . . . . . . . . . 17

iii
 Attaching Files in the Vault . . . . . . . . . . . . . . . . . . . . . 17
Renaming Files Within Vaults . . . . . . . . . . . . . . . . . . . 19
Labeling Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Managing File Versions . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Understanding Check Out . . . . . . . . . . . . . . . . . . . . . 20
Understanding Check In . . . . . . . . . . . . . . . . . . . . . . 22
Understanding Undo Checkout . . . . . . . . . . . . . . . . . . . 23
Displaying the Version History . . . . . . . . . . . . . . . . . . . 25
Getting Latest Versions . . . . . . . . . . . . . . . . . . . . . . . 25
Getting Previous Versions . . . . . . . . . . . . . . . . . . . . . . 26
Viewing Previous Versions . . . . . . . . . . . . . . . . . . . . . 27
Displaying Other Files Used . . . . . . . . . . . . . . . . . . . . . 28
Displaying Where Files are Used . . . . . . . . . . . . . . . . . . 29
Publishing DWF Files . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Performing Searches . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Performing Basic Searches . . . . . . . . . . . . . . . . . . . . . . 30
Performing Advanced Searches . . . . . . . . . . . . . . . . . . . 30
Packaging Files with Pack and Go . . . . . . . . . . . . . . . . . . . . . 31
Customizing Vault Explorer . . . . . . . . . . . . . . . . . . . . . . . . 33

Chapter 4 Using the Vault Add-in from Autodesk 3ds Max and VIZ . . . . 37
About the Vault Add-in for Autodesk 3ds Max and Autodesk VIZ . . . . 38
Using a Shared Workspace . . . . . . . . . . . . . . . . . . . . . . . . 38
Setting a Shared Working Folder . . . . . . . . . . . . . . . . . . 38
Rules For Using Shared Working Folders . . . . . . . . . . . . . . 39
Creating Regular Folders in Vault Explorer . . . . . . . . . . . . . . . . 39
Creating Library Folders in Vault Explorer . . . . . . . . . . . . . . . . 40
Working with Dependent Files in Vault . . . . . . . . . . . . . . . . . 41

Chapter 5 Using Vault from Microsoft Office Applications . . . . . . . . . 43

Integrating with Microsoft Office Word . . . . . . . . . . . . . . . . . 44
Checking Out Files . . . . . . . . . . . . . . . . . . . . . . . . . 45
Checking in Files . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Undoing Check Outs . . . . . . . . . . . . . . . . . . . . . . . . 47

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

iv | Contents
Introduction
1
This guide is intended to help Autodesk 3ds Max and VIZ In this chapter
system administrators set up Autodesk Vault Explorer so that ■ Documentation Set

Autodesk 3ds Max and VIZ users can use vault from within

3ds Max or VIZ.

1
Documentation Set
The documentation set that exists for Autodesk 3ds Max or VIZ with Autodesk
Vault can be divided into two main sets: system administrator set and user
set.
The information that system administrators need to know is described in:

■ This document

■ Autodesk Data Management Server Guide (accesible from the 3ds Max or
VIZ installer)

■ Autodesk Vault Explorer Help (accesible from Autodesk Vault Explorer

Help menu).

NOTE Though Autodesk Vault is compatible with Autodesk 3ds Max and VIZ,
neither product is listed in the help file. The concepts apply to Vault with 3ds
Max and VIZ despite this omission.

The information that a typical user of 3ds Max or VIZ needs to know about
Autodesk Vault is presented in the Asset Tracking with Vault Overview in the
3ds Max or VIZ User Reference and the Asset Tracking section of the 3ds Max
or VIZ Tutorials.

2 | Chapter 1 Introduction
Data Management
2
Learn about the Autodesk® data management system and its In this chapter
configurations. ■ Key Terms
■ About Autodesk Vault
■ Data Management

3
Key Terms
Term Definition

Autodesk® Data Management Server The server used in conjunction with

Autodesk® Vault for storing files and ver-
sion data.

Autodesk Vault A system for data management and version

control.

Autodesk Vault Explorer A general purpose application for interact-

ing with a vault on the Autodesk Data
Management Server. You can browse the
complete vault structure, add any file to
the vault, and perform most other file-
based operations, depending on your level
of permission.

client Applications that access the Autodesk Data

Management Server. These include stand
alone applications such as Autodesk Vault
Explorer as well as integrated application
add-ins such as Autodesk Vault for 3ds Max
or Autodesk Vault for Microsoft® Office.

data management A means to organize and track files and

design modifications through the design
process.

server The central location where all the vault

data is stored and from which it is re-
trieved. The server must always be online
for clients to access the vault. The vault
server is configured using Autodesk Vault
Manager.

vault The logical combination of a vault database

and a vault file store that contains all of the
information managed by Autodesk Vault.

4 | Chapter 2 Data Management

 Term Definition

Each installation of Autodesk Vault can

maintain several independent vaults. A
single client can connect to several differ-
ent vaults, but not simultaneously.

About Autodesk Vault

Autodesk Vault is a workgroup data management system for sharing design
data across a project team. The vault is a file management and version control
system for all engineering and related data providing design team members
with a central and secure collaborative environment. Autodesk Vault consists
of two components: the Autodesk Data Management Server and vault clients.
The server stores the master data files of all design information. The clients
provide access to the files stored on the server.
Design teams use Autodesk Vault for version control and to store and share
all types of engineering files and related data. Files can be Autodesk 3ds Max
or VIZ (.max files), Autodesk Inventor, AutoCAD®, Autodesk® DWF™ (Design
Web Format), FEA, CAM, Microsoft® Word, Microsoft® Excel, or any other
file used in the creative process.

About Autodesk Vault | 5

Autodesk Vault Explorer
Vault Explorer is a general purpose application for interacting with a vault on
the Autodesk Data Management Server. You can browse the complete vault
structure, add any file to the vault, and perform most other file-based
operations, depending on your level of permission.

Autodesk Vault Add-ins

Add-in clients provide basic vault functions within the environment of a
parent application. Add-ins maintain application-specific data relationships
when adding files to a vault.
There are add-ins available for Autodesk and non-Autodesk design applications.

6 | Chapter 2 Data Management

 NOTE As a general rule, if an integrated client is available for a particular
application, managing files using that client minimizes loss of data, such as the
assembly relationships. Autodesk recommends that you use integrated clients
whenever possible.

Microsoft Office Add-in

The Microsoft® Office Add-in performs basic vault functions on documents,
spreadsheets, and other types of data within any of the Microsoft Office
applications: Word, Excel, and PowerPoint®.

Data Management
All versions of files checked into the vault are retained, along with any file
dependencies, providing a living history of the project. Team members have
access to the files and data stored on the server, and the history of files. They
check out files to prevent more than one member from editing the same file
at the same time. After a file is checked back into the vault, team members
can refresh their local copies.

Microsoft Office Add-in | 7

Using Autodesk Vault
Explorer 3
Manage files using Autodesk® Vault Explorer, the general In this chapter
purpose interface to Autodesk® Data Management Server. ■ Key Terms
■ Working with Autodesk Vault
Explorer
■ Starting and Logging Into Autodesk
Vault Explorer
■ Managing Vault Folders
■ Managing Vault Files
■ Managing File Versions
■ Publishing DWF Files
■ Performing Searches
■ Packaging Files with Pack and Go
■ Customizing Vault Explorer

9
Key Terms
Term Definition

check in Returning a modified file to the vault. The previous version is retained in the
file history.

check out Retrieving a read/write copy of a file stored in the vault for editing.

latest version The most recent version of a file stored in the vault.

local copy The copy of the vault source file placed in the local working directory.

previous version An older version of a file stored in the vault. Previous versions of a file are retained
and are accessible at any time.

Working with Autodesk Vault Explorer

Use Autodesk Vault Explorer to manage folders and files within a vault.

■ Start Vault Explorer

■ Manage folders

■ Manage files

■ Manage file versions

■ Perform searches

■ Package files

10 | Chapter 3 Using Autodesk Vault Explorer

Starting and Logging Into Autodesk Vault
Explorer
Start Vault Explorer

■ On the Microsoft® Windows® Start menu, click Programs ➤ Autodesk

➤ Autodesk Data Management ➤ Autodesk Vault Explorer.

■ On the desktop, double-click the Autodesk Vault icon.

1 In the Log in dialog box, enter your user name, password, the server
name, and the name of the computer.

2 Click OK.

NOTE You may save your account information to automatically log into the vault
upon next use.

Managing Vault Folders

Use Vault Explorer to create the folder structure for the vault.

Creating the Folder Structure

Autodesk Vault Explorer is used to create the folder structure for the vault.
The root directory in a vault is represented as $/.

Starting and Logging Into Autodesk Vault Explorer | 11

 Create a folder

1 Right-click the Vault Explorer ($) folder, and then select New Folder.

2 In the New Folder dialog box, specify a name for the folder.

3 Click OK.

The folder is created below the root level of the vault. Additional subfolders
might be created automatically when you add files to the vault using the Vault
add-in

Creating Library Folders

1 To add a library folder, right-click the root level directory ($), and then
click New Library Folder.

12 | Chapter 3 Using Autodesk Vault Explorer

 2 In the New Library Folder dialog box, enter a name.

You can create library folders directly from the root level of the vault or below
another library folder.

Managing Vault Files

Manage project files using Vault Explorer.
Any non CAD files can be added to a vault using Vault Explorer.

■ For Autodesk 3ds Max and VIZ, use the Autodesk Vault add-in which you
can install from the 3ds Max or VIZ installer.

File relationships are maintained among files stored in the vault. When getting
a file, checking a file out, or checking a file in, the files related to a selected
file can be included. The following terms refer to related files:
Children Files on which the selected file depends.
Parent Files that are dependent on the selected file.

Managing Vault Files | 13

 Autodesk Vault can be used to manage and track the many different types of
files and data associated with a project, including Autodesk 3ds Max and
Autodesk VIZ data, to documents and spreadsheets.

File Status Icons

The following icons indicate the status of files in the Autodesk Vault Explorer
window and the Asset Tracking dialog in Autodesk 3ds Max and Autodesk
VIZ.

Icon Description

Not in the vault or the file has missing parent/child relationships. Use the Add
Files command to add the item to the vault or resolve the missing links.

Checked in to the vault and the version you are working on is the same as in
the vault. Also referred to as the Latest Version.

Checked in to the vault, but the version you are working on is newer than the
latest version in the vault. This typically means that the local file was changed
without checking it out. To save the changes, check the file out, and make sure
the Don't Get Local Copy option is selected.

Checked out of the vault, but the version you are working on is older than the
latest version in the vault. This typically means that another user made changes
since your last update. Use Get Latest Version to update to the latest available
version.

14 | Chapter 3 Using Autodesk Vault Explorer

Icon Description

Checked out to you and the version you are working on is the same as in the
vault. Also referred to as the Latest Version.

Checked out to you, but the version you are working on is newer than the latest
version in the vault. This typically means that you made changes to the model
since the last time you checked out the file, but have not checked it back in.

Checked out to you, but the version you are working on is older than the latest
version in the vault. This typically means that you started with a version from
the vault that was older than the latest, and checked it out to promote it to the
latest.

File is checked out by someone else in a setup where the working folder is shared
and the local copy is the same as on the provider.

File is checked out by someone else in a setup where the working folder is shared
on the network, but the local copy is newer than the latest version.

File is checked out by someone else in a setup where the working folder is shared
on the network, and the local copy is older than the latest version.

Checked out to another user, and the version you are working on is the same
as in the vault. Also referred to as the Latest Version. This typically happens if
the other user did not check changes back into the vault. Check with the other
user before proceeding.

Checked out to another user, but the version you are working on is newer than
the latest version in the vault. This typically happens if the user checked in saved
changes to the vault, but kept the file checked out. Use Get Latest Version to
update to the latest available version.

Checked out to another user, but the version you are working on is older than
the latest version in the vault, and another user checked out this file. Use Get
Latest Version to update to the latest available version.

File Status Icons | 15

 Icon Description

Has attachments. Expand the tree to see what files are attached.

Has third-party OLE linked files. This is displayed in the Autodesk Inventor browser
only. Expand the tree to see what files are linked.

An an error occurred when adding your project to a vault. You must resolve the
errors to add the files to the vault. This icon can also mean that you need to set
a project folder mapping in the Map Folders dialog box.

File doesn't exist in the expected working folder. This is common in two cases:
1) you created a new file but have not saved it to disk yet, and 2) an attachment
isn't in the same folder as the file it is attached to. This is a requirement for files
that are attached to Autodesk Inventor documents.

Library folder. The files within this folder are not intended to be edited when
used in context of another assembly.

Choose between the large and small icons

1 Select Tools > Options in Vault Explorer.

2 By default, the small icons are used to indicate status. Turn on the Use
large status icons check box to display large icons.

16 | Chapter 3 Using Autodesk Vault Explorer

Adding Files to a Vault
1 Right-click a vault folder, and then click Add Files.

2 In the Add files dialog box, select the file to add to the vault.

3 Click OK.

After adding a file to the vault, you can delete the local copy. When you want
to view or modify a copy of the file, use Autodesk Vault to retrieve a version
of the file and check it out.

Moving Files within Vaults

1 Ask all users to check in their local data and delete the local copies.

2 Using Autodesk Vault Explorer, drag one or more files from the existing
location to a new location, to reflect the new file organization.

3 Drop the file in the new location and select Move from the context menu.

4 Check out the Autodesk Inventor files and resolve any broken links.

5 After the vault files are moved and broken links are resolved, ask all users
to log into the vault and get the latest version of the top-most file to their
working folders.

Attaching Files in the Vault

An attachment among files links them in the vault. You can manually add
attachments among any two or more files within the vault. Using attachments,
you can check out all the files that are linked, and work on them as a unit.

Adding Files to a Vault | 17

 You can attach different file types. For example, you can attach a set of images
to a Microsoft® Office Word document.

Attach a file

1 Select a file in the vault for which you want to define an attachment.

2 In the Vault menu, click Attachment or right-click the file to which you
want to add an attachment, then click Attachment.

3 The Attachments dialog box displays the current attachments.

4 Click Attach.

5 A file browser is displayed. Browse to and highlight the files you wish to
attach. To select multiple files, use a crossing window or hold down CTRL
or SHIFT.

6 Click Open.
The selected files are listed in the Attached File list in the Attachments
dialog box.

7 When you finish all attachments, click OK.

Remove an attachment

1 Select the file in the vault from which to remove an attachment.

2 On the Vault menu, click Attachments.

3 In the Attachments dialog box, select the file to remove.

18 | Chapter 3 Using Autodesk Vault Explorer

 4 Click Detach.

5 Click OK to detach the selected files and close the Attachments dialog
box. A new version of the file is created in the vault with the selected
files removed from it.

As a project grows, it may become necessary to move files and change the
folder structure within a vault. Use Autodesk Vault Explorer to reorganize files
and folders on the server.

NOTE Reorganizing files is only performed using Autodesk Vault Explorer. Never
move files that are located in the working folder.

Renaming Files Within Vaults

As a project grows, it might become necessary to rename files within a vault.
You must use Autodesk Vault Explorer to rename files so that file relationships
are maintained.
If you want to rename the folder, make sure all the files in the folder are
checked into the vault. A folder cannot be renamed if any of its files has an
external dependency.
For more information about renaming vaulted files, see the Help within
Autodesk Vault Explorer.

Labeling Files
In Vault Explorer, you can label development milestones such as customer
proposals, design reviews, or concept variations so they can be easily identified.
Using labels, you can establish baselines and track progress for work-in-progress
files. You can also rename labels, extract labeled files from the vault using
Pack and Go, and restore labeled files.
When you create a label, the most recent checked in version of every file in
the project is assigned that label. There is no limit to the number of labels
that can be assigned to a project. You cannot create more than one label with
the same name. For more information on labels, see Labeling Files in the
Autodesk Vault Explorer Help.

Renaming Files Within Vaults | 19

 Label a file

1 Click File ➤ New Label.

2 In the New Label dialog box, enter a name for the label that indicates
the milestone for that project. Label names can contain any alphanumeric
text, excluding \ / : * ? " < > |.

3 Optionally, enter a comment to describe the label. Labels help identify

the contents of the label.

4 Click OK.

Managing File Versions

Understanding Check Out

When you check out a file, the read-only attribute of the local copy changes
to read/write, and you can edit it. No one else can modify a file you check out
until you check it back into the vault, but they can retrieve read-only copies.
Only one member of a team can check out a file at one time.

Check out a file to edit

1 In Autodesk Vault Explorer, right-click a file, and then click Check Out.

20 | Chapter 3 Using Autodesk Vault Explorer

 2 In the Check Out dialog box, you can add a comment.

3 As you check files out and in, use comments to add information for
managing versions and to track the actions performed during the last
working session. Use the advanced options to check out the parents and
children of the selected file.

4 Click OK.

5 A check mark next to a file indicates that the file is currently checked out
for editing. No other team members can check out a file that is currently
checked out. However, others can get read-only previous versions and
latest checked in versions of files that are currently checked out.

NOTE You can also right-click a folder, and click Check Out Entire Folder.

Understanding Check Outfilesediting | 21

Understanding Check In
Check In returns the local copy of the file to the vault with the changes that
have been made. When a file is checked in, it becomes the latest version and
is accessible to others.
You must check in files from the working folder from which they were checked
out. If files are moved from the working directory, you cannot check them
back into the vault but you can undo the check out. The file properties
CheckOutMachine and CheckOutLocalSpec specify the required location of
the file.

Check in a file

1 In Vault Explorer, right-click on a file, and click Check In.

2 In the Check In dialog box, you can:

■ Check in the file with your changes.

■ Check in your changes and keep the file checked out for further
editing.

■ Delete the local copy upon check in if you check in the file.

■ Add a comment containing information about changes made in the

file.

■ Use the Settings options to check in the parents and children of the
selected file.

22 | Chapter 3 Using Autodesk Vault Explorer

 3 Click OK.
The information for the file in Vault Explorer indicates that the file is
checked in. The file becomes the latest version and other team members
can check it out.

NOTE You can right-click a folder, click Check in Entire Folder.

Understanding Undo Checkout

Undo Checkout removes the checked out status on the file. The latest version
of the file that was checked in is restored to the vault.

Undo a Checkout

1 In Vault Explorer, right-click a file, and then select Undo Check Out.

Understanding Undo Checkout | 23

 A prompt indicates that undoing a checked out file results in a loss of
changes.

2 To make the local file the same as the file in the vault, select Replace
working copy.

3 Click Settings to specify whether or not the children of the selected file
are included.

4 Click OK.
The file has been returned to the vault. Any changes made to the local
copy are lost.

NOTE You can right-click on a folder and then select Undo Check Out Entire
Folder.

24 | Chapter 3 Using Autodesk Vault Explorer

Displaying the Version History
In addition to tracking versions, Autodesk Vault tracks properties associated
with the data. You can use the version information and properties to help
manage and search for data.
The files stored in the current vault are listed in the main pane of the Vault
Explorer. Version and file information for the selected file is displayed in the
bottom pane under four tabs; Versions, Uses, Where Used, and View. Each
heading at the top of the pane represents a property field for the file. As you
add more properties to a file, more fields are available for customizing the
views within the tabs.

1 Select a file in Autodesk Vault Explorer.

2 Click the Version tab in the preview pane.

Getting Latest Versions

Get Latest Version retrieves a read-only copy of the most recent design data
that is checked in. You cannot modify it until you check it out using Autodesk
Vault Explorer or the Vault add-in.

Displaying the Version History | 25

 Get the latest version of a file or folder

1 In the Vault Explorer window, right-click the file or folder, and then click
Get Latest Version.

2 In the Get Latest Version dialog box, click OK.

The most recent version is copied to the local working folder. If the most
recent version in the vault is different from the copy currently in the
working folder, you are prompted about overwriting data.
Click Settings to get the parents and children of the selected file.

Getting Previous Versions

Get Previous Version retrieves a past version of a file or a project and places
a read-only copy in your working folder. Historical versions can never be
modified. You can only create a new version of a file.

Get a previous version of a file or project

1 In the Vault Explorer window, right-click a file or project, and then click
Get Previous Version.

26 | Chapter 3 Using Autodesk Vault Explorer

 2 In the Get Previous Version dialog box, select a version of the file or
project to retrieve.

3 If the file has parents and children to get, click Settings, and then specify
which related files are retrieved as well.

4 Click OK.

A read-only copy of the file is placed in the local working folder. You can view
the file but you cannot modify it. To modify the file, you must check it out.

Viewing Previous Versions

1 Select a file in Autodesk Vault Explorer.

2 Click View tab in the preview pane. The associated .dwf file of the selected
file will be displayed using Autodesk DWF Viewer.

3 Choose the file version which you want to view by the version slider in
the View tab.

Viewing Previous Versions | 27

Displaying Other Files Used
1 Select a file in Autodesk Vault Explorer.

2 Click the Uses tab in the preview pane.

The selected model is shown at the top. Other files used by the currently
selected file, and the children and attached files are listed in a hierarchy
as shown in the following illustration.

28 | Chapter 3 Using Autodesk Vault Explorer

Displaying Where Files are Used
1 Select a file in Autodesk Vault Explorer.

2 Click the Where Used tab in the preview pane.

A list of parents in which the selected file is used is displayed. The component
is listed at the top. Each assembly using the part is listed as follows.

Displaying Where Files are Used | 29

Publishing DWF Files
DWF files can be automatically published for CAD files checked in to the vault
using the vault add-ins for supported CAD applications. The .dwf attachments
are only created for files that have changed or for files that do not have .dwf
files published already. Automatic .dwf publishing can be turned off to save
room and keep the size of the vault down. You can also specify a default folder
location for the published .dwf files. For more information on automatic .dwf
publishing, see Help in Autodesk Vault Explorer or each of the supported
Autodesk application add-ins.

Performing Searches
Use the Advanced Find dialog box for basic searches and to create customized
search criteria for locating specific information in your data. If the Content
Indexing Service is enabled on the Autodesk Data Management Server, you
can search the content of files as well. For more information on searching,
see Autodesk Vault Explorer Help. For more information on enabling content
indexing, see Autodesk Vault Manager Help.

Performing Basic Searches

1 On the Tools menu, select Advanced Find, and then click the Basic tab.

2 Enter your search criteria. Click Find Now.

The results of the search are displayed at the bottom of the Advanced
Search dialog box.

Performing Advanced Searches

1 On the Tools menu, select Advanced Find, and then click the Advanced
tab.

2 In the Property list, select a document property.

The Property list contains all the properties associated with the files stored
in the current vault.

3 In the Condition list, specify a condition by which to search.

30 | Chapter 3 Using Autodesk Vault Explorer

 4 Enter a value to be used in the search criteria.

5 To add the search criteria to the list of stored searches, click Add.

6 Click Find Now.

The results of the search are displayed at the bottom of the Advanced Search
dialog box.

Packaging Files with Pack and Go

Pack and Go packages a file and all of its referenced files in a single location.
All files that are referenced by a selected file are included in the package unless
otherwise specified in the Pack and Go dialog box.
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.

■ Retrieve a previous version of a design and copy it into an isolated folder.

■ Send the package to a mail recipient.

Package a set of files

1 Select a file from the file list in Autodesk Vault Explorer. Click File ➤
Pack and Go.

Packaging Files with Pack and Go | 31

 2 The Pack and Go dialog box shows a list of the files to be packaged.

3 You can:
■ Package the files to a .zip file or create a DWF package, a single .dwf
file with each file represented as a page in the .dwf file.

■ Select which version of the files to package.

■ Specify the destination for the package, either a folder on the local
computer or a mail recipient.

■ Determine the structure of the files being packed. You can flatten all
files and place them in a single folder, or preserve the structure as it
appears in the vault.

NOTE If you choose to flatten all files and place them in a single folder, any
file sharing the same name as another file is automatically renamed to avoid
file name collisions. This may require that you manually resolve the renamed
files in their native systems.

32 | Chapter 3 Using Autodesk Vault Explorer

 4 Click Settings to select which related files will be included in the package
and whether or not .dwf files are included.

5 Click OK . If the destination for the package is a mail recipient, an empty

e-mail window is displayed with e package included as an attachment.

For more information on packaging files, see Autodesk Vault Explorer Help.

Customizing Vault Explorer

In Vault Explorer, you can customize your work environment. By suppressing
dialog boxes for certain commands and controlling the default responses to
various prompts, as well as when prompts appear you can greatly streamline
your workflow. For more information on customizing your workflow and
suppressing recurring prompts, see Autodesk Vault Explorer Help.

Customize your work environment

1 Click Tools ➤ Options. In the Options dialog you can do the following:
■ Select Use large status icons to display large icons.

■ Select Show working folder location in title bar to display the location
of the working folder in the user interface.

■ Select Show hidden files to display the hidden files in the file list such
as .dwf files.

■ When you double-click a file in the vault, the default action is to

display the read-only file in a new window. If Edit is selected as the

Customizing Vault Explorer | 33

 default, the file is checked out of the vault and opened in the
associated application for editing. To change the default action, select
an action from the drop-down list.

■ Configure prompts. To do this Click Prompts... A list of prompts

appears. To modify the default response to a prompt click the
dropdown menu in the Response cell. Go to the Frequency cell to
adjust when and how often a prompt appears. Click OK.

2 In the Dialog Suppression Panel, there are four dialog suppression options.
To suppress a dialog, select the checkbox next to it. Click the settings
button and adjust the default settings. Click OK.

34 | Chapter 3 Using Autodesk Vault Explorer

Customizing Vault Explorer | 35
Using the Vault Add-in
from Autodesk 3ds Max
and VIZ
4
After Autodesk Vault is installed and configured you will be In this chapter
able to access Autodesk Vault from Autodesk 3ds Max or ■ About the Vault Add-in for
Autodesk 3ds Max and Autodesk
Autodesk VIZ. As the system administrator, you will perform VIZ
■ Using a Shared Workspace
a few tasks in Autodesk Vault Explorer so that the Vault plugin
■ Creating Regular Folders in Vault
works as needed in Autodesk 3ds Max or VIZ. Explorer
■ Creating Library Folders in Vault
Explorer
■ Working with Dependent Files in
Vault

37
About the Vault Add-in for Autodesk 3ds Max
and Autodesk VIZ
The tasks that you can perform using the Vault plugin for 3ds Max or VIZ are
explained in the User Reference for Autodesk 3ds Max or VIZ. Refer to the
Asset Tracking section. A few specific tasks such as setting up shared
workspaces, creating folders, and creating libary folders are performed from
Autodesk Vault Explorer. These tasks are explained in this chapter.

Using a Shared Workspace

A shared workspace is a working folder located on a shared server for all users
to access. The shared workspace configuration can be used with:

■ Autodesk Vault Explorer

■ Autodesk 3ds Max

■ Autodesk VIZ

■ Microsoft® Vault Add-in.

■ AutoCAD Products

You can choose to work in a local or shared working folder according to your
design requirements. A shared working folder is highly recommended in a
team situation, because it enables you and your team to keep all files
up-to-date.
For more information on configuring a shared workspace, see the Vault
Explorer Help.

Setting a Shared Working Folder

To use a shared workspace, the system administrator should pre-set a consistent
working folder for all project members to use. Assign the working folder
location to the root level ($) of the vault. A shared working folder cannot be
assigned to a subfolder.

38 | Chapter 4 Using the Vault Add-in from Autodesk 3ds Max and VIZ
Rules For Using Shared Working Folders
Using a shared workspace means multiple users may be working on the same
files. All your vault operations are protected as long as you log into the vault
prior to working on the files. Always make sure you log into the vault before
you do any operations to the files in a shared working folder.
The following guidelines will help prevent you from overwriting the changes
made by someone else, and vice versa.

1 If a file is currently checked out to another user, you cannot perform the
following operations:
■ Get Latest Version

■ Get Previous Version

■ Check Out

■ Undo Check Out

■ Reload (AutoCAD add-in only)

This will prevent you from overwriting others' changes to that file.

2 You cannot check out a file that is currently opened for read-write by
another user.

3 You can still check out a file that is opened for read-only by another user.

4 You can open a file in read-only when it is currently checked out to

someone else using the same working folder.

For more information on working in a shared working folder, see Vault Explorer
Help.

Creating Regular Folders in Vault Explorer

Use folders to organize files in the vault in the same way you organize files
on the your computer. You can use Autodesk Vault Explorer to create the
folder structure for the vault or you can add folders from within Autodesk 3ds
Max or VIZ. The root directory in a vault is represented as $/. To create folders
in 3ds Max or VIZ simply create a new folder when saving a file. Follow the
instructions here to create a folder in Autodesk Vault Explorer.

Rules For Using Shared Working Folders | 39

 NOTE You can define library folders for read-only parts. For more information
about creating library folders and working with library files, see MISSING XREF.

1 Right-click $, and then click New Folder.

2 Enter a descriptive name for the vault project. Click OK.

You can create a folder off of the root ($) for each additional project. The root
working folder remains the same.

Creating Library Folders in Vault Explorer

Library files do not change often and are frequently reused. When you check
a file into a library folder in the vault, it becomes a library file. You create new
library folders in Autodesk Vault Explorer.
In Autodesk 3ds Max or VIZ, library folders are particularly useful when
working in a team. The library folders can be used to organize the team’s files.
For example, you could have a folder that has all the textures. The system
administrator can set up permissions on these library folders so that only
certain team members have permissions to alter the files while all team
members can see the files.

Create a library folder

■ In Autodesk Vault Explorer, right-click the root level directory, and then
click New Library Folder.

Add a library folder in Autodesk Vault Explorer

1 In Autodesk Vault Explorer, right click the root ($) and then click New
Library Folder.

2 Enter a descriptive name for the new library folder.

3 In Windows Explorer, browse to the file you want to add, and drag it to
the new library folder.

4 In the Add files dialog box, the file you want to add is displayed.

5 Click OK.

40 | Chapter 4 Using the Vault Add-in from Autodesk 3ds Max and VIZ
 Attach a library file from the Vault to a drawing

1 Start with a file from the vault opened in AutoCAD, AutoCAD Mechanical,
or Mechanical Desktop.

2 Use one of these methods to attach a file from a vault.

■ In the Xref Manager, right-click the background, and then click Attach
from Vault.

■ On the toolbar in the Xref Manager window, click Attach, and then
select Attach from Vault.

■ On the Vault toolbar, click Attach from Vault.

3 In the Select file dialog box, double-click the Library folder. Highlight
the library file name. Click Open.

4 Insert an instance of the library file into the current drawing.

5 Save the drawing, and then check the library file into the vault.

NOTE You must check the host file into the vault to create a relationship
between the host file and the library file.

As you work on AutoCAD, AutoCAD Mechanical, Mechanical Desktop, or

AutoCAD Electrical files, you can save changes to your local copy. However,
to record the changes in the vault, you must check the file back in. You can
check files back into the vault from within AutoCAD, AutoCAD Mechanical,
Mechanical Desktop and AutoCAD Electrical.

Working with Dependent Files in Vault

Vault keeps track of dependencies between files. This means that when you
load a scene in Autodesk 3ds Max or VIZ, all of the associated files are loaded
at the same time. For example, if a TGA file or a DOC file were associated with
a MAX scene, when you open the scene in Vault, all of the associated files are
checked out with the scene.

Working with Dependent Files in Vault | 41

Using Vault from
Microsoft Office
Applications
5
In this chapter
■ Integrating with Microsoft Office
Word

43
 Learn how to manage non design-related files in Microsoft® Word,
PowerPoint®, and Microsoft® Excel using the Autodesk® Vault add-in for
Microsoft® Office.

NOTE Office applications are frequently launched in the background by other

applications. For example, Microsoft® Outlook® launches Word in the background
if you use Word as the your email editor/viewer; Autodesk Inventor® launches
Excel in many workflows such as parameters, iParts, and so on.

Integrating with Microsoft Office Word

To manage files that are stored in the vault using the Vault Add-In for Microsoft
Office, you must log into the vault database. If an account has not been set
up for you, contact the vault administrator.
For more information about using the Vault add-in for Microsoft Office, see
Autodesk Vault Help available from the Help menu in each of the Microsoft
Office applications.

Log into a vault

1 Open a Microsoft Office application.

2 Click the Login button in the toolbar or click File ➤ Autodesk Vault ➤
Log In.

3 Enter the user name and password assigned to you by the vault
administrator

4 Enter the name of the computer where the vault server is installed. If you
do not know the name of the vault server, contact the vault administrator.

44 | Chapter 5 Using Vault from Microsoft Office Applications

 5 Enter the name of the vault database to which you have access. You can
select the name of the database from the list or click the expansion button
to see the complete list of databases.

6 Click OK.

Log out of a vault

1 Click File ➤ Autodesk Vault ➤ Log Out. The Log out was successful
dialog box is displayed indicating that you are no longer logged into the
vault

2 Click Close to completely exit the Vault, or click Log In to log back into
the Vault.

Checking Out Files

To make changes to a file, you must first check it out of the vault. No one else
can check out a file that is checked out until it is checked back in to the vault.
You can check out any number of files.

1 Select File ➤ Autodesk Vault ➤ Check Out.

2 In the Check Out dialog box, enter a comment and specify whether or
not to get the latest version.

Checking Out Files | 45

 3 Click OK.

Checking in Files
As you work on Microsoft Office files, you can save changes to the local copy.
To record the changes in the vault, you must check the file in.

Check in a file

1 Save the file. If the file is not saved, you are prompted to save the changes.

2 Click File ➤ Autodesk Vault ➤ Check Out.

3 In the Check In dialog box, enter a comment and specify whether you
want to keep the file checked out for further editing or close the file and
delete the local copy.

46 | Chapter 5 Using Vault from Microsoft Office Applications

 4 Click OK.

Undoing Check Outs

Cancel changes to the selected files both in the vault and in the local folder.
You will be given the option to retrieve the latest version of the file from the
vault overwriting any changes you have made to the document locally.

Undoing Check Outs | 47

Index
A folder structures 19
changing 19
Advanced Search dialog box 30
attachments, file 18
Autodesk Vault 4
I
components 4 icon reference, file status 14
Autodesk Vault Explorer 4, 6, 13, 30
searching for data 30
L
C libraries 40
folders 40
check files out and in 20
checkouts, undoing 23
child files 13 M
client components 4
models, files 28

D
P
data 4, 13, 30
customizing searches 30 Pack and Go dialog box 31
managing 4, 13 parent files 13
dialog boxes 30–31
Advanced Search 30 R
Pack and Go 31
root directory in vaults 11
F
S
file status icons 14
file versions 25–26 server components 4
displaying history 25 sibling files 13
getting previous 26 status of files 14
files iv, 13, 18–20, 23, 28, 41 structures, folder 19
checking in and out 20, 41
checkouts, undoing 23
children, parent, sibling 13
U
editing iv, 20 Undo Checkout command 23
managing 13
moving 19
removing attachments 18 V
used in models 28
vault 4

49 | Index
vault projects 39 folder structures 19
folders, creating new 39 moving file locations 19
vaults 19, 41 version control 4
checking in files in Inventor 41 versions, tracking 25

50 | Index