The proper care and feeding of your vault
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The Proper Care and Feeding of Your Vault. Younes Yammouri Product Manager. Class Summary. Learn how to prepare and load data into Autodesk® Vault from legacy systems utilizing the new Vault Server side capability. Learning Objectives. At the end of this class, you will know how to:

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The proper care and feeding of your vault

The Proper Care and Feeding of Your Vault

Younes Yammouri

Product Manager

Class summary

Class Summary

Learn how to prepare and load data into Autodesk® Vault from legacy systems utilizing the new Vault Server side capability

Learning objectives

Learning Objectives

At the end of this class, you will know how to:

  • Prepare your data

  • Get your Vault ready

  • Extract data

    • Create behaviors like properties definition

    • Extract data including file references, file history, meta data, links etc.

    • Assign Behaviors to your data

  • Perform Import of multiple data packages into a single Vault

  • Live demo with an example of extracting data tool from a PDM system and loading this into Vault

Let s start with the goal

Let‘s start with the Goal

The proper care and feeding of your vault


  • Ensure a safe transition from 3rd party PDM systems to the Vault

Supported applications and recommended utilities

Supported Applications and Recommended Utilities

  • Supported Applications

    • Autodesk Vault Workgroup, Collaboration and Professional 2012

    • Autodesk Inventor 2011, 2012

    • Autodesk AutoCAD 2009, 2010, 2011, 2012

  • Recommended Utilities to be used

    • Vault Data Transfer Utility

    • Autoloader

    • Design Assistant

    • Task Scheduler

    • DWGTrue View

    • Reference Manager

Supported data and behaviors

Supported Data and Behaviors

Data transfer process

Data Transfer Process

Prepare and clean up your data

Prepare and Clean up your data

Preparing your data

Preparing Your Data

  • Backup your existing Database and Filestore

  • Copy your Data to the Machine where You will run the clean up process

  • Disconnect network drives!

  • Scan the Data

  • Repair your Data

  • Migrate Inventor Data if necessary

Scan data tools overview

Scan Data – Tools Overview

Autocad data

AutoCAD Data

Reference manager

Reference Manager

  • Not found images – Wrong path issue – can be solved using Reference Manager

Dwg trueview

DWG TrueView

You can use DWG TrueView to recognize the DWG file version

Migrate DWG Files older than R12 to a current AutoCAD Version

Inventor data

Inventor Data

Autoloader offline usage

Autoloader Offline usage

  • Install Autoloader only for scanning proposal

  • Use Autoloader to

    • Scan files without Vault

    • Scan from multiple machines

    • Scan without network connection

Autoloader in offline usage scan folder

Autoloader in Offline Usage - Scan “Folder”

Chose the Proper Folder

  • Typically the “Workspace” folder or the folder where the IPJ is located

    Exclude Folders

  • Reduce your initial scan to smaller data sets

  • Remove as much as you like (Autoloader will ensure complete data)

Replace find missing files

Replace / Find Missing Files

Work on These First

  • Most common errors

  • Most other issues will be resolved by solving these

    Sort By the “Status” Column

  • Most errors typically sort to the top of the list

    File Can’t Be Found

  • Locate using the “Last Known” location or other methods


  • Re Scan the data set often to see your progress. Autoloader will only re-scan files with issues

Repair broken inventor references

Repair Broken Inventor “References”

Repair Broken Links Second

  • Open broken assemblies and drawings in Inventor for remaining files

  • Inventor will typically give additional information on how to solve “Issues with Children”

    Useto find referencesmanually (repair)


Export a report for excluded files

Export a Report for Excluded Files

Things You Can’t Fix?

  • Export your data to Excel

  • “My Documents\Data Management Reports”

  • Archive this data

    XML report format

  • Duplicates are not “problem files”

    Leverage Excel “Filters”

  • Filter by “Status”

  • Enable the “Non Blanks” Filter on the first column

Clean up data process

Clean up data Process

Vault configuration

Vault Configuration

Get your vault ready

Get Your Vault Ready

  • Create Categories and assign to the necessary Object type (Files, Folders)

  • Create Properties

    • Categories Assignment

  • Create Lifecycle Definition

    • States, Transitions

    • Categories Assignment

  • Revision Scheme Definition

    • Categories Assignment

    • (Tipp: some PDM Systems start with Revision „“)

Data extraction from legacy system and import into the vault

Data Extraction from legacy System and Import into the Vault

New capabilities vault data transfer utility

New CapabilitiesVault Data Transfer Utility



Bulk Load Data

Services (internal)

Web Services API



Insert Data into Vault application

Bulk load data benefit

Bulk Load Data – Benefit

  • High performance import capability and transfer of original meta data serve side

  • Details

  • Import new files and meta data based on specific data structure

    • Created Vault data keep their original information (system props)

    • One version for all data including properties, category and lifecycle assignment

    • File history are successively imported

Incremental import update existing vaulted files

Incremental Import Update existing Vaulted files

Compare the file checksum and the create (check-in) date of the iteration

  • Identical Iteration

    • Use the existing iteration in creating the new associations

  • Different Iteration in the package

    • If new iterations already exists in Vault -> No Import

    • If no ‘additional’ iterations have been added to the vaulted file -> Add new iteration to the existing file

Data formatting

Data Formatting

  • Vault Data Transfer Utility can read and consume the data within the XML format:

    • Users and Groups

    • Behaviors (Categories, Properties, Lifecycle definition, Revision Scheme)

    • Folders and subfolders

    • Files (versions/revisions)

    • File associations

User groups and roles

User, Groups and Roles

  • Extract Users and Groups information from legacy system

    • Users specific information like user name and assigned Roles, Groups and Vaults

      • User Name, FirstName, LastName, Email

      • Authentication, Access

      • InGroup Name, InRoleName

    • Groups specific information like Group name and assigned Groups Roles and Vaults

      • Group Name, Authentication, Access

      • InGroup Name, InRole Name

Behaviors categories and properties definition

Behaviors – Categories and Properties Definition

  • Categories Definition

    • Class, Name,

    • Description, Color

  • Properties Definition

    • Name, BasicSearch

    • Property Type

    • Assignment

      • Category Name and AssignmentType

      • Default

Behaviors lifecycle revision scheme

Behaviors – Lifecycle & Revision Scheme

  • Lifecycle Definition

    • Name and Description

    • Category assignment

  • State

    • Name, Description

    • Security (User, R, W, D)

    • Control

    • Comments

  • Revision Definition

  • Revision Sequence

Identifier for files and folders

Identifier for Files and Folders

Id Property is a unique identifier within the XML for File Iteration and Folder

Id is stored within the Vault during the Import to support delta migration

Extract folders and subfolders

Extract Folders and Subfolders

  • Folder Information

    • Name, Category and Id

    • Created User and Date

    • Security (ACL)

    • Folder Properties (UDP)

    • Sub folders

    • Support linked files and Folders (Links Target Id)

Files and associations

Files and Associations

  • Files Specific Information

    • In which Folder the file reside

    • File permissions (ACL)

    • Files (revisions/versions)

    • Created User and Date

    • Assigned Behaviors

      • Categories, Lifecycle, State,

      • Revision etc.

    • Files Properties (UDP)

    • File associations for Inventor using RefId

    • File Attachments

    • Folder links (Links Target Id)

Command line utility

Command Line Utility

  • Command line Utility

  • Validate/ Import

  • XML file Path

  • User name, Password, Vault name

  • Syntax: vaultbcp.exe <Import|Validate> <packageFile> <username> <password> <vault>

The proper care and feeding of your vault

Security (User & Groups)

Bulk Load Data


Vault Server

Files, History,Dependencies,

Folders, Subfolders

Summary supported data and behaviors

Summary – Supported Data and Behaviors

Extract tool example

Extract Tool Example

Tool example to extract and prepare data

Tool Example to Extract and Prepare Data

Flexible Behaviors Mapping

Flexible Data Selection

Flexible Folder Mapping to re-organize the Data

Life demo

Life Demo

Vault results

Vault Results


Used Defined Props



System Properties

Folders based on PDM

project structure


Visualization Files

Document References



Tips and tricks

Tips and Tricks



  • Prepare your data

  • Get your Vault ready

  • Extract data

  • Perform Import into Vault

  • Live demo

The proper care and feeding of your vault



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