Managing Your Data with Vault 5 for 3ds Max

AUTODESK 3DS MAX 9
® ®

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Contents

Chapter 1

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

Chapter 2

Data Management . . . . . . . . . . . . . . . . . . . . . . . . . 3
Key Terms . . . . . . . . . . . . About Autodesk Vault . . . . . Autodesk Vault Explorer . Autodesk Vault Add-ins . Microsoft Office Add-in . Data Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4 .5 .6 .6 .7 .7

Chapter 3

Using Autodesk Vault Explorer . . . . . . . . . . . . . . . . . . . 9
Key Terms . . . . . . . . . . . . . . . . . . . . . . . Working with Autodesk Vault Explorer . . . . . . . . Starting and Logging Into Autodesk Vault Explorer . Managing Vault Folders . . . . . . . . . . . . . . . . Creating the Folder Structure . . . . . . . . . . Creating Library Folders . . . . . . . . . Managing Vault Files . . . . . . . . . . . . . . . . . File Status Icons . . . . . . . . . . . . . . . . . Adding Files to a Vault . . . . . . . . . . . . . Moving Files within Vaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 . 10 . 11 . 11 . 11 . 12 . 13 . 14 . 17 . 17

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Attaching Files in the Vault . . . . Renaming Files Within Vaults . . Labeling Files . . . . . . . . . . . Managing File Versions . . . . . . . . . Understanding Check Out . . . . Understanding Check In . . . . . Understanding Undo Checkout . . Displaying the Version History . . Getting Latest Versions . . . . . . Getting Previous Versions . . . . . Viewing Previous Versions . . . . Displaying Other Files Used . . . . Displaying Where Files are Used . Publishing DWF Files . . . . . . . . . . Performing Searches . . . . . . . . . . . Performing Basic Searches . . . . . Performing Advanced Searches . . Packaging Files with Pack and Go . . . . Customizing Vault Explorer . . . . . . .

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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 . Using a Shared Workspace . . . . . . . . . . . . . . . . . . . . . Setting a Shared Working Folder . . . . . . . . . . . . . . . Rules For Using Shared Working Folders . . . . . . . . . . . Creating Regular Folders in Vault Explorer . . . . . . . . . . . . . Creating Library Folders in Vault Explorer . . . . . . . . . . . . . Working with Dependent Files in Vault . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 . 38 . 38 . 39 . 39 . 40 . 41

Chapter 5

Using Vault from Microsoft Office Applications . . . . . . . . . 43
Integrating with Microsoft Office Word . Checking Out Files . . . . . . . . . Checking in Files . . . . . . . . . . Undoing Check Outs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 . 45 . 46 . 47

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

iv | Contents

Introduction

1
In this chapter

This guide is intended to help Autodesk 3ds Max and VIZ system administrators set up Autodesk Vault Explorer so that Autodesk 3ds Max and VIZ users can use vault from within 3ds Max or VIZ.

Documentation Set

1

The concepts apply to Vault with 3ds Max and VIZ despite this omission. 2 | Chapter 1 Introduction . NOTE Though Autodesk Vault is compatible with Autodesk 3ds Max and VIZ. ■ 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. neither product is listed in the help file. 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).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.

Data Management 2 In this chapter ■ ■ ■ Learn about the Autodesk® data management system and its configurations. Key Terms About Autodesk Vault Data Management 3 .

A general purpose application for interacting with a vault on the Autodesk Data Management Server. A system for data management and version control. add any file to the vault. The vault server is configured using Autodesk Vault Manager. and perform most other filebased operations.Key Terms Term Autodesk® Data Management Server Definition The server used in conjunction with Autodesk® Vault for storing files and version data. 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. Autodesk Vault Autodesk Vault Explorer client data management server vault 4 | Chapter 2 Data Management . depending on your level of permission. Applications that access the Autodesk Data Management Server. The server must always be online for clients to access the vault. You can browse the complete vault structure. The central location where all the vault data is stored and from which it is retrieved. The logical combination of a vault database and a vault file store that contains all of the information managed by Autodesk Vault. A means to organize and track files and design modifications through the design process.

The server stores the master data files of all design information. FEA. CAM. Microsoft® Word. or any other file used in the creative process. but not simultaneously. The clients provide access to the files stored on the server. Autodesk Inventor.Term Definition Each installation of Autodesk Vault can maintain several independent vaults. AutoCAD®. About Autodesk Vault | 5 . Files can be Autodesk 3ds Max or VIZ (. A single client can connect to several different vaults. Design teams use Autodesk Vault for version control and to store and share all types of engineering files and related data.max files). Microsoft® Excel. Autodesk Vault consists of two components: the Autodesk Data Management Server and vault clients. 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. About Autodesk Vault Autodesk Vault is a workgroup data management system for sharing design data across a project team. Autodesk® DWF™ (Design Web Format).

add any file to the vault. You can browse the complete vault structure. 6 | Chapter 2 Data Management . There are add-ins available for Autodesk and non-Autodesk design applications. 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. and perform most other file-based operations. depending on your level of permission.Autodesk Vault Explorer Vault Explorer is a general purpose application for interacting with a vault on the Autodesk Data Management Server.

and other types of data within any of the Microsoft Office applications: Word. Microsoft Office Add-in | 7 . Team members have access to the files and data stored on the server.NOTE As a general rule. Autodesk recommends that you use integrated clients whenever possible. spreadsheets. Data Management All versions of files checked into the vault are retained. such as the assembly relationships. providing a living history of the project. along with any file dependencies. Microsoft Office Add-in The Microsoft® Office Add-in performs basic vault functions on documents. After a file is checked back into the vault. team members can refresh their local copies. They check out files to prevent more than one member from editing the same file at the same time. Excel. and the history of files. if an integrated client is available for a particular application. managing files using that client minimizes loss of data. and PowerPoint®.

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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 .Using Autodesk Vault Explorer 3 In this chapter ■ ■ Manage files using Autodesk® Vault Explorer. the general purpose interface to Autodesk® Data Management Server.

Key Terms Term check in Definition Returning a modified file to the vault. The copy of the vault source file placed in the local working directory. ■ ■ ■ ■ ■ ■ Start Vault Explorer Manage folders Manage files Manage file versions Perform searches Package files 10 | Chapter 3 Using Autodesk Vault Explorer . The most recent version of a file stored in the vault. An older version of a file stored in the vault. Previous versions of a file are retained and are accessible at any time. Retrieving a read/write copy of a file stored in the vault for editing. check out latest version local copy previous version Working with Autodesk Vault Explorer Use Autodesk Vault Explorer to manage folders and files within a vault. The previous version is retained in the file history.

the server name. On the desktop. and the name of the computer. 2 Click OK. The root directory in a vault is represented as $/. 1 In the Log in dialog box. Starting and Logging Into Autodesk Vault Explorer | 11 . Managing Vault Folders Use Vault Explorer to create the folder structure for the vault. double-click the Autodesk Vault icon. click Programs ➤ Autodesk ➤ Autodesk Data Management ➤ Autodesk Vault Explorer. password. ■ NOTE You may save your account information to automatically log into the vault upon next use. enter your user name.Starting and Logging Into Autodesk Vault Explorer Start Vault Explorer ■ On the Microsoft® Windows® Start menu. Creating the Folder Structure Autodesk Vault Explorer is used to create the folder structure for the vault.

Create a folder 1 Right-click the Vault Explorer ($) folder. 3 Click OK. and then select New Folder. and then click New Library Folder. 2 In the New Folder dialog box. Additional subfolders might be created automatically when you add files to the vault using the Vault add-in Creating Library Folders 1 To add a library folder. specify a name for the folder. The folder is created below the root level of the vault. right-click the root level directory ($). 12 | Chapter 3 Using Autodesk Vault Explorer .

2 In the New Library Folder dialog box. The following terms refer to related files: Children Parent Files on which the selected file depends. You can create library folders directly from the root level of the vault or below another library folder. ■ For Autodesk 3ds Max and VIZ. Managing Vault Files | 13 . checking a file out. Any non CAD files can be added to a vault using Vault Explorer. When getting a file. Managing Vault Files Manage project files using Vault Explorer. the files related to a selected file can be included. File relationships are maintained among files stored in the vault. use the Autodesk Vault add-in which you can install from the 3ds Max or VIZ installer. Files that are dependent on the selected file. or checking a file in. enter a name.

but the version you are working on is older than the latest version in the vault. and make sure the Don't Get Local Copy option is selected. check the file out. This typically means that another user made changes since your last update. This typically means that the local file was changed without checking it out. Checked out of the vault. Checked in to the vault and the version you are working on is the same as in the vault. Icon Description Not in the vault or the file has missing parent/child relationships. To save the changes. Use the Add Files command to add the item to the vault or resolve the missing links. Also referred to as the Latest Version.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. but the version you are working on is newer than the latest version in the vault. 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. Use Get Latest Version to update to the latest available version. Checked in to the vault. 14 | Chapter 3 Using Autodesk Vault Explorer . to documents and spreadsheets.

but the version you are working on is newer than the latest version in the vault. Use Get Latest Version to update to the latest available version. Also referred to as the Latest Version. Use Get Latest Version to update to the latest available version. Checked out to another user. Check with the other user before proceeding. but kept the file checked out.Icon Description Checked out to you and the version you are working on is the same as in the vault. This typically means that you made changes to the model since the last time you checked out the file. and the local copy is older than the latest version. but the version you are working on is newer than the latest version in the vault. but have not checked it back in. 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. Checked out to another user. and another user checked out this file. This typically happens if the user checked in saved changes to the vault. and the version you are working on is the same as in the vault. This typically means that you started with a version from the vault that was older than the latest. but the version you are working on is older than the latest version in the vault. Checked out to another user. but the version you are working on is older than the latest version in the vault. but the local copy is newer than the latest version. This typically happens if the other user did not check changes back into the vault. File is checked out by someone else in a setup where the working folder is shared on the network. Also referred to as the Latest Version. Checked out to you. File Status Icons | 15 . and checked it out to promote it to the latest. Checked out to you.

Has third-party OLE linked files. 2 By default. Turn on the Use large status icons check box to display large icons. Expand the tree to see what files are linked. This icon can also mean that you need to set a project folder mapping in the Map Folders dialog box. You must resolve the errors to add the files to the vault. and 2) an attachment isn't in the same folder as the file it is attached to. Choose between the large and small icons 1 Select Tools > Options in Vault Explorer. This is displayed in the Autodesk Inventor browser only. An an error occurred when adding your project to a vault. 16 | Chapter 3 Using Autodesk Vault Explorer . This is a requirement for files that are attached to Autodesk Inventor documents. The files within this folder are not intended to be edited when used in context of another assembly.Icon Description Has attachments. the small icons are used to indicate status. This is common in two cases: 1) you created a new file but have not saved it to disk yet. File doesn't exist in the expected working folder. Library folder. Expand the tree to see what files are attached.

After adding a file to the vault.Adding Files to a Vault 1 Right-click a vault folder. and then click Add Files. Moving Files within Vaults 1 Ask all users to check in their local data and delete the local copies. 3 Drop the file in the new location and select Move from the context menu. You can manually add attachments among any two or more files within the vault. 5 After the vault files are moved and broken links are resolved. you can check out all the files that are linked. 3 Click OK. to reflect the new file organization. 2 In the Add files dialog box. drag one or more files from the existing location to a new location. Attaching Files in the Vault An attachment among files links them in the vault. Using attachments. When you want to view or modify a copy of the file. 2 Using Autodesk Vault Explorer. you can delete the local copy. use Autodesk Vault to retrieve a version of the file and check it out. select the file to add to the vault. ask all users to log into the vault and get the latest version of the top-most file to their working folders. and work on them as a unit. Adding Files to a Vault | 17 . 4 Check out the Autodesk Inventor files and resolve any broken links.

5 A file browser is displayed. then click Attachment. To select multiple files. click OK. Browse to and highlight the files you wish to attach. 3 The Attachments dialog box displays the current attachments. you can attach a set of images to a Microsoft® Office Word document. use a crossing window or hold down CTRL or SHIFT. Remove an attachment 1 Select the file in the vault from which to remove an attachment. 2 In the Vault menu. The selected files are listed in the Attached File list in the Attachments dialog box. select the file to remove. 3 In the Attachments dialog box.You can attach different file types. For example. Attach a file 1 Select a file in the vault for which you want to define an attachment. 6 Click Open. 4 Click Attach. 7 When you finish all attachments. 18 | Chapter 3 Using Autodesk Vault Explorer . click Attachments. click Attachment or right-click the file to which you want to add an attachment. 2 On the Vault menu.

the most recent checked in version of every file in the project is assigned that label. Renaming Files Within Vaults As a project grows. 5 Click OK to detach the selected files and close the Attachments dialog box. For more information on labels. Labeling Files In Vault Explorer. see Labeling Files in the Autodesk Vault Explorer Help. For more information about renaming vaulted files. You must use Autodesk Vault Explorer to rename files so that file relationships are maintained. There is no limit to the number of labels that can be assigned to a project. make sure all the files in the folder are checked into the vault. it might become necessary to rename files within a vault. Use Autodesk Vault Explorer to reorganize files and folders on the server. it may become necessary to move files and change the folder structure within a vault. Never move files that are located in the working folder. As a project grows. Renaming Files Within Vaults | 19 . see the Help within Autodesk Vault Explorer. NOTE Reorganizing files is only performed using Autodesk Vault Explorer. you can label development milestones such as customer proposals. design reviews.4 Click Detach. You cannot create more than one label with the same name. extract labeled files from the vault using Pack and Go. A folder cannot be renamed if any of its files has an external dependency. If you want to rename the folder. you can establish baselines and track progress for work-in-progress files. You can also rename labels. When you create a label. Using labels. A new version of the file is created in the vault with the selected files removed from it. or concept variations so they can be easily identified. and restore labeled files.

Check out a file to edit 1 In Autodesk Vault Explorer. but they can retrieve read-only copies. 20 | Chapter 3 Using Autodesk Vault Explorer . Labels help identify the contents of the label. 2 In the New Label dialog box. right-click a file. enter a comment to describe the label.Label a file 1 Click File ➤ New Label. Label names can contain any alphanumeric text. excluding \ / : * ? " < > |. Managing File Versions Understanding Check Out When you check out a file. 3 Optionally. 4 Click OK. and then click Check Out. No one else can modify a file you check out until you check it back into the vault. Only one member of a team can check out a file at one time. enter a name for the label that indicates the milestone for that project. the read-only attribute of the local copy changes to read/write. and you can edit it.

and click Check Out Entire Folder. you can add a comment. 4 Click OK. Understanding Check Outfilesediting | 21 .2 In the Check Out dialog box. NOTE You can also right-click a folder. 3 As you check files out and in. No other team members can check out a file that is currently checked out. Use the advanced options to check out the parents and children of the selected file. use comments to add information for managing versions and to track the actions performed during the last working session. However. 5 A check mark next to a file indicates that the file is currently checked out for editing. others can get read-only previous versions and latest checked in versions of files that are currently checked out.

right-click on a file. When a file is checked in. Delete the local copy upon check in if you check in the file. Use the Settings options to check in the parents and children of the selected file. you can: ■ ■ Check in the file with your changes. Add a comment containing information about changes made in the file. ■ ■ ■ 22 | Chapter 3 Using Autodesk Vault Explorer . Check in your changes and keep the file checked out for further editing. it becomes the latest version and is accessible to others. The file properties CheckOutMachine and CheckOutLocalSpec specify the required location of the file.Understanding Check In Check In returns the local copy of the file to the vault with the changes that have been made. and click Check In. Check in a file 1 In Vault Explorer. You must check in files from the working folder from which they were checked out. you cannot check them back into the vault but you can undo the check out. 2 In the Check In dialog box. If files are moved from the working directory.

click Check in Entire Folder. and then select Undo Check Out. The file becomes the latest version and other team members can check it out. NOTE You can right-click a folder.3 Click OK. Understanding Undo Checkout Undo Checkout removes the checked out status on the file. Understanding Undo Checkout | 23 . The information for the file in Vault Explorer indicates that the file is checked in. right-click a file. The latest version of the file that was checked in is restored to the vault. Undo a Checkout 1 In Vault Explorer.

2 To make the local file the same as the file in the vault. The file has been returned to the vault. Any changes made to the local copy are lost. 3 Click Settings to specify whether or not the children of the selected file are included.A prompt indicates that undoing a checked out file results in a loss of changes. 4 Click OK. select Replace working copy. NOTE You can right-click on a folder and then select Undo Check Out Entire Folder. 24 | Chapter 3 Using Autodesk Vault Explorer .

As you add more properties to a file. Where Used. 1 Select a file in Autodesk Vault Explorer. Versions. and View. Displaying the Version History | 25 . You can use the version information and properties to help manage and search for data. more fields are available for customizing the views within the tabs. Uses. Autodesk Vault tracks properties associated with the data. 2 Click the Version tab in the preview pane. You cannot modify it until you check it out using Autodesk Vault Explorer or the Vault add-in.Displaying the Version History In addition to tracking versions. Version and file information for the selected file is displayed in the bottom pane under four tabs. Getting Latest Versions Get Latest Version retrieves a read-only copy of the most recent design data that is checked in. Each heading at the top of the pane represents a property field for the file. The files stored in the current vault are listed in the main pane of the Vault Explorer.

The most recent version is copied to the local working folder. Click Settings to get the parents and children of the selected file. you are prompted about overwriting data. right-click the file or folder. right-click a file or project. Get a previous version of a file or project 1 In the Vault Explorer window. click OK. 26 | Chapter 3 Using Autodesk Vault Explorer . You can only create a new version of a file. 2 In the Get Latest Version dialog box. Historical versions can never be modified. and then click Get Previous Version. and then click Get Latest Version. 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.Get the latest version of a file or folder 1 In the Vault Explorer window. If the most recent version in the vault is different from the copy currently in the working folder.

Viewing Previous Versions | 27 . 4 Click OK. you must check it out. and then specify which related files are retrieved as well. 2 Click View tab in the preview pane.dwf file of the selected file will be displayed using Autodesk DWF Viewer. To modify the file. A read-only copy of the file is placed in the local working folder. You can view the file but you cannot modify it. 3 Choose the file version which you want to view by the version slider in the View tab. The associated .2 In the Get Previous Version dialog box. 3 If the file has parents and children to get. select a version of the file or project to retrieve. click Settings. Viewing Previous Versions 1 Select a file in Autodesk Vault Explorer.

Displaying Other Files Used 1 Select a file in Autodesk Vault Explorer. 2 Click the Uses tab in the preview pane. 28 | Chapter 3 Using Autodesk Vault Explorer . and the children and attached files are listed in a hierarchy as shown in the following illustration. Other files used by the currently selected file. The selected model is shown at the top.

A list of parents in which the selected file is used is displayed. Displaying Where Files are Used | 29 . Each assembly using the part is listed as follows.Displaying Where Files are Used 1 Select a file in Autodesk Vault Explorer. The component is listed at the top. 2 Click the Where Used tab in the preview pane.

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.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. Automatic .dwf publishing. For more information on automatic . 3 In the Condition list. you can search the content of files as well. For more information on searching.dwf files. specify a condition by which to search. You can also specify a default folder location for the published . 2 Enter your search criteria. The results of the search are displayed at the bottom of the Advanced Search dialog box. 30 | Chapter 3 Using Autodesk Vault Explorer . The Property list contains all the properties associated with the files stored in the current vault. For more information on enabling content indexing. see Autodesk Vault Explorer Help. Click Find Now. and then click the Advanced tab. If the Content Indexing Service is enabled on the Autodesk Data Management Server.dwf attachments are only created for files that have changed or for files that do not have .dwf files published already. Performing Advanced Searches 1 On the Tools menu. select a document property. select Advanced Find. Performing Basic Searches 1 On the Tools menu. select Advanced Find. 2 In the Property list. see Autodesk Vault Manager Help. and then click the Basic tab. The .dwf publishing can be turned off to save room and keep the size of the vault down.

5 To add the search criteria to the list of stored searches. Retrieve a previous version of a design and copy it into an isolated folder. Send the package to a mail recipient. Use Pack and Go to: ■ ■ ■ ■ ■ Archive a file structure. Isolate a group of files for design experimentation. Packaging Files with Pack and Go Pack and Go packages a file and all of its referenced files in a single location. 6 Click Find Now. while retaining links to referenced files. Packaging Files with Pack and Go | 31 . click Add. All files that are referenced by a selected file are included in the package unless otherwise specified in the Pack and Go dialog box.4 Enter a value to be used in the search criteria. The results of the search are displayed at the bottom of the Advanced Search dialog box. Click File ➤ Pack and Go. Package a set of files 1 Select a file from the file list in Autodesk Vault Explorer. Copy a complete set of files.

This may require that you manually resolve the renamed files in their native systems.dwf file. 32 | Chapter 3 Using Autodesk Vault Explorer . Specify the destination for the package. a single .zip file or create a DWF package. any file sharing the same name as another file is automatically renamed to avoid file name collisions.dwf file with each file represented as a page in the . either a folder on the local computer or a mail recipient. 3 You can: ■ Package the files to a . Select which version of the files to package.2 The Pack and Go dialog box shows a list of the files to be packaged. 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. Determine the structure of the files being packed. You can flatten all files and place them in a single folder.

an empty e-mail window is displayed with e package included as an attachment. Customizing Vault Explorer In Vault Explorer. Select Show working folder location in title bar to display the location of the working folder in the user interface. Customize your work environment 1 Click Tools ➤ Options. see Autodesk Vault Explorer Help. When you double-click a file in the vault. 5 Click OK .4 Click Settings to select which related files will be included in the package and whether or not .dwf files. the default action is to display the read-only file in a new window. see Autodesk Vault Explorer Help. you can customize your work environment. If the destination for the package is a mail recipient. For more information on packaging files. For more information on customizing your workflow and suppressing recurring prompts. In the Options dialog you can do the following: ■ ■ Select Use large status icons to display large icons.dwf files are included. as well as when prompts appear you can greatly streamline your workflow. Select Show hidden files to display the hidden files in the file list such as . If Edit is selected as the ■ ■ Customizing Vault Explorer | 33 . By suppressing dialog boxes for certain commands and controlling the default responses to various prompts.

. select the checkbox next to it. Click OK. select an action from the drop-down list. A list of prompts appears. ■ Configure prompts. the file is checked out of the vault and opened in the associated application for editing. To modify the default response to a prompt click the dropdown menu in the Response cell. To do this Click Prompts. 34 | Chapter 3 Using Autodesk Vault Explorer . there are four dialog suppression options. To change the default action.. Click OK. 2 In the Dialog Suppression Panel.default. Click the settings button and adjust the default settings. To suppress a dialog. Go to the Frequency cell to adjust when and how often a prompt appears.

Customizing Vault Explorer | 35 .

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you will perform a few tasks in Autodesk Vault Explorer so that the Vault plugin works as needed in Autodesk 3ds Max or VIZ. As the system administrator.Using the Vault Add-in from Autodesk 3ds Max and VIZ 4 In this chapter ■ After Autodesk Vault is installed and configured you will be able to access Autodesk Vault from Autodesk 3ds Max or Autodesk VIZ. About the Vault Add-in for Autodesk 3ds Max and Autodesk VIZ Using a Shared Workspace Creating Regular Folders in Vault Explorer Creating Library Folders in Vault Explorer Working with Dependent Files in Vault ■ ■ ■ ■ 37 .

creating folders. A shared working folder cannot be assigned to a subfolder. A few specific tasks such as setting up shared workspaces. For more information on configuring a shared workspace. These tasks are explained in this chapter. A shared working folder is highly recommended in a team situation. Assign the working folder location to the root level ($) of the vault. because it enables you and your team to keep all files up-to-date. 38 | Chapter 4 Using the Vault Add-in from Autodesk 3ds Max and VIZ . and creating libary folders are performed from Autodesk Vault Explorer.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. 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. Setting a Shared Working Folder To use a shared workspace. AutoCAD Products You can choose to work in a local or shared working folder according to your design requirements. the system administrator should pre-set a consistent working folder for all project members to use. see the Vault Explorer Help.

To create folders in 3ds Max or VIZ simply create a new folder when saving a file. 1 If a file is currently checked out to another user. The following guidelines will help prevent you from overwriting the changes made by someone else. For more information on working in a shared working folder. see Vault Explorer Help. 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. 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. Follow the instructions here to create a folder in Autodesk Vault Explorer. 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. and vice versa. Always make sure you log into the vault before you do any operations to the files in a shared working folder.Rules For Using Shared Working Folders Using a shared workspace means multiple users may be working on the same files. The root directory in a vault is represented as $/. All your vault operations are protected as long as you log into the vault prior to working on the files. Rules For Using Shared Working Folders | 39 . 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.

Add a library folder in Autodesk Vault Explorer 1 In Autodesk Vault Explorer. browse to the file you want to add. Create a library folder ■ In Autodesk Vault Explorer. 3 In Windows Explorer. it becomes a library file. library folders are particularly useful when working in a team. you could have a folder that has all the textures. 4 In the Add files dialog box. 5 Click OK. and drag it to the new library folder. and then click New Folder. You can create a folder off of the root ($) for each additional project. In Autodesk 3ds Max or VIZ. 40 | Chapter 4 Using the Vault Add-in from Autodesk 3ds Max and VIZ . 2 Enter a descriptive name for the vault project. For more information about creating library folders and working with library files. the file you want to add is displayed. When you check a file into a library folder in the vault. 1 Right-click $. The root working folder remains the same. see MISSING XREF. and then click New Library Folder. The library folders can be used to organize the team’s files. right click the root ($) and then click New Library Folder. 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. right-click the root level directory. For example. Click OK. You create new library folders in Autodesk Vault Explorer. Creating Library Folders in Vault Explorer Library files do not change often and are frequently reused.NOTE You can define library folders for read-only parts. 2 Enter a descriptive name for the new library folder.

Working with Dependent Files in Vault Vault keeps track of dependencies between files. You can check files back into the vault from within AutoCAD. to record the changes in the vault. Highlight the library file name. However. On the Vault toolbar. AutoCAD Mechanical. double-click the Library folder. when you open the scene in Vault. AutoCAD Mechanical.Attach a library file from the Vault to a drawing 1 Start with a file from the vault opened in AutoCAD. and then select Attach from Vault. right-click the background. Click Open. AutoCAD Mechanical. As you work on AutoCAD. This means that when you load a scene in Autodesk 3ds Max or VIZ. if a TGA file or a DOC file were associated with a MAX scene. 4 Insert an instance of the library file into the current drawing. you can save changes to your local copy. click Attach from Vault. and then check the library file into the vault. Mechanical Desktop. or Mechanical Desktop. NOTE You must check the host file into the vault to create a relationship between the host file and the library file. click Attach. For example. and then click Attach from Vault. all of the associated files are loaded at the same time. On the toolbar in the Xref Manager window. ■ In the Xref Manager. all of the associated files are checked out with the scene. ■ ■ 3 In the Select file dialog box. 5 Save the drawing. or AutoCAD Electrical files. 2 Use one of these methods to attach a file from a vault. Mechanical Desktop and AutoCAD Electrical. you must check the file back in. Working with Dependent Files in Vault | 41 .

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Using Vault from Microsoft Office Applications 5 In this chapter ■ Integrating with Microsoft Office Word 43 .

44 | Chapter 5 Using Vault from Microsoft Office Applications . 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. contact the vault administrator. PowerPoint®. If an account has not been set up for you. see Autodesk Vault Help available from the Help menu in each of the Microsoft Office applications. iParts. Integrating with Microsoft Office Word To manage files that are stored in the vault using the Vault Add-In for Microsoft Office. contact the vault administrator. Microsoft® Outlook® launches Word in the background if you use Word as the your email editor/viewer. and so on. For example. For more information about using the Vault add-in for Microsoft Office. If you do not know the name of the vault server.Learn how to manage non design-related files in Microsoft® Word. Log into a vault 1 Open a Microsoft Office application. NOTE Office applications are frequently launched in the background by other applications. 2 Click the Login button in the toolbar or click File ➤ Autodesk Vault ➤ Log In. and Microsoft® Excel using the Autodesk® Vault add-in for Microsoft® Office. you must log into the vault database. Autodesk Inventor® launches Excel in many workflows such as parameters.

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. You can check out any number of files. you must first check it out of the vault. 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. enter a comment and specify whether or not to get the latest version. No one else can check out a file that is checked out until it is checked back in to the vault. or click Log In to log back into the Vault. 6 Click OK. Checking Out Files | 45 . 2 In the Check Out dialog box. Checking Out Files To make changes to a file. 1 Select File ➤ Autodesk Vault ➤ Check Out. Log out of a vault 1 Click File ➤ Autodesk Vault ➤ Log Out.

Check in a file 1 Save the file. 46 | Chapter 5 Using Vault from Microsoft Office Applications . you can save changes to the local copy. If the file is not saved. 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. Checking in Files As you work on Microsoft Office files. you are prompted to save the changes. 3 In the Check In dialog box. you must check the file in. To record the changes in the vault. 2 Click File ➤ Autodesk Vault ➤ Check Out.3 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.4 Click OK. Undoing Check Outs | 47 .

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30 customizing searches 30 managing 4. files 28 D data 4. 13. 20 managing 13 moving 19 removing attachments 18 used in models 28 S server components 4 sibling files 13 status of files 14 structures.Index A Advanced Search dialog box 30 attachments. 6. 18–20. undoing 23 children. sibling 13 editing iv. 13. 23. undoing 23 child files 13 client components 4 M models. file status 14 L libraries 40 folders 40 C check files out and in 20 checkouts. 13 dialog boxes 30–31 Advanced Search 30 Pack and Go 31 P Pack and Go dialog box parent files 13 31 R root directory in vaults 11 F file status icons 14 file versions 25–26 displaying history 25 getting previous 26 files iv. parent. 41 checkouts. 30 searching for data 30 folder structures 19 changing 19 I icon reference. 28. file 18 Autodesk Vault 4 components 4 Autodesk Vault Explorer 4. 13. folder 19 U Undo Checkout command 23 V vault 4 49 | Index . 41 checking in and out 20.

vault projects 39 folders. tracking 25 19 50 | Index . creating new 39 vaults 19. 41 checking in files in Inventor 41 folder structures 19 moving file locations version control 4 versions.

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