AUTODESK® VAULT 2011
CHECKLISTS FOR PROJECT IMPLEMENTATION
Introduction
The following series of punchlists/checklists are meant to support you in managing a Vault
implementation. This is a good guideline to ensuring all aspects are considered during a Vault
install. Of course, as every customer is unique, they need to be adjusted to your situation.
Most of the topics described are valid for Vault Workgroup 2011, Vault Collaboration 2011 and
Vault Professional 2011. However, some features (e.g. Items) are only available in the higher levels
of the Vault product line (e.g. Vault Professional).
Usage
Use each checklist in different stages where usefull, e.g. to gather the requirement, to check
whether all requirements are implemented and to document your efforts each step of the way.
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CHECKLISTS FOR PROJECT IMPLEMENTATION
Checklist Requirement Overview
Topic
Which departments are involved?
Project Management
Purchasing Dept.
Shop floor Dept.
Sales/Marketing Dept.
IT Dept.
Software
Who uses Vault?
Used applications
Inventor
ACAD Mechanical
Office
Other
How many files (stock data)? (Total)
Inventor Parts
Inventor Assemblies
Inventor Drawings/IPNs
iParts/iAssemblies
ACAD DWG
Office documents
Other
File Categorization
Standard parts
Company standard parts
Purchased parts
Enginieering
Office
Base (default Vault category)
Other
File-/Project structure
Numbering scheme (defaut)
No Scheme 2 for …………….
No Scheme 3 for ………….…
Title block definition
Additional fields/properties
Templates for each application
Revision Scheme
Lifecycle for files
Plotting
Reports
BOM report
Drawing lists
General routne jobs
Items Categorization
Part/Assembly
Standard parts
Company standard parts
Purchased parts
Change Order (ECO)
ERP System
Collaboration with externals
Backup
Yes
Remark
Backup? Hardware
See separate table “Used/Required Software”
See separate table “Users and Groups”
See separate table “Property Mapping”
See separate table “Property Mapping”
State detailed description on separate page
See separate table “Revison Scheme”
See chapter “Lifecycle”
State detailed description on separate page
State detailed description on separate page
See separate table “ECO”
State detailed description on separate page
State detailed description on separate page
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Installation
Checklist Used/Requrired Software
If a full SQL Server already exists, consider installing Vault on that.
Topic
Full SQL Server already existing
Vault Version
Workgroup
Collaboration
Professional
Inventor
AutoCAD (Mechanical)
Autodesk Design Review
Jobserver
Service Packs/Hotfixes
Additional Tools1
Simplification of job creation
Enhancement of Vault UI
Yes
Remark
Licence needed
Licence needed
Licence needed
Licence needed
It is highly recommended to set
the same Working Folder for all
clients.
Filling the Vault
Topic
Autoloader
Resolve missing reverences
DWF creation
Inventor
AutoCAD (Mechanical)
Office documents
Other documents
Import of meta data1
Item creation
Assignment to files
Yes
Remark
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Configuration
Users and Groups
List users which should have access to Vault and assing them to groups, engineering (dept.),
research and design, shop floor or marketing. A user can be assigned to several groups.
User
Group
Remark
Remark:
Users and groups can be
imported from the Active
Directory.
Rights and Permissions
It is recommended to assign roles (rights and permissions) to groups to keep the overview and the
administration simple.
Group
Role
Remark
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File Categories
Which file categories are used, e.g. Enginieering, Office, External? What is the criteria (property) to
differentiate?
Category
Differentiator
Remark
Property Mapping
Specify properties and their mapping to the object group (Change Order, File, Item and Reference
Designator). State the abbreviation(s) for the mapped object group(s) in the coulumn Group:




CO = Change Order
F = File
I = Item
RD = Reference Designator
When a property requires a value (is oligatoray) set a checkmark it in the coulumn Obl.
When the property should be listed in the title block set a checkmark it in the coulumn TB.
If more definintions are needed for the property (like Initial Value) state them in the coulumn
Remark or on a separate paper.
Property Name
Group(s) Obl.
TB
Remark
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Revision Scheme
When documents get revised the index will increase. Per default the system property Revision
contains the revision index with a primary alphabebical format: A.1.1
Checkmark the line of the scheme that is used.
Revision Scheme - Files
Standard Alphabetical Format
Standard Numeric Format
User defined format
Value
A.1.1
1.1.1
Remark
Revision Scheme - Items
Standard Alphabetical Format
Standard Numeric Format
User defined format
Value
A.1.1
1.1.1
Remark
When migrating from an earlier version the Item schemes still start with ‘-‘ then go into
letters/numbers. Since this behavior was existing it was not possible to change it for the users.
Instead it was changed for the default on new vaults.
Lifecycle
What ist he lifecycle for documents when taking a document in review or setting to released?
In default there are 4 lifecycle workflows definded:
Life Cycle
Basic Release Process
Simple Release Process
Flexible Release Process
Long Lead Time Release
Process
None
Available States
Work in Process
For Review
Released
Obsolete
Work in Process
Released
Work in Process
For Review
Released
Quick Change
Obsolete
Work in Process
For Review
Pre-Release
Released
Quick Change
Obsolete
-
In default used for categories
Standard
Office, Standard
Engineering
Engineering
Basic
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Lifecycle Table
State lifecycle for each category wich a checkmark.
Category
Base
Engineering
Office
Standard
Basic
Simple
v
v
v
Flexilbe
Long Lead T.
v
v
None
v
User def.
The “v” indicates that this life cycle state is assigned to the category in the Vault default.
The last 2 lines are for your user definded categories.
Lifecycle Flow Chart
For user definded lifecycle workflows you can use the flow chart below, which shows the Flexible
Release Process?
Just add the lifecycle transitions your customer needs:
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Permission for Status Change
Which group is allowed to change the status on a document? Assign the permissions for the status
transition to groups:
Status
Work in Process
Group
Remark
In Reivew
Released
Quick Change
Obsolete
Draw a new scetch or add the permission for the status transition into scettch below:
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Customization
Customizations are unique for each customer.
It is very common to move task form the client machine to the Jobserver, to save time on the client.
Some examples could be:




DWF creatation with the Jobserver when a document is realeased
Property updated with the Jobserver when a document is realeased
Creation of neutal format with the Jobserver when a document is realeased
Printing/Plotting of all drawings to a project with the Jobserver on request
Customization 1
Y/N
Type
Jobserver
Additional menu/button
Additional tabs
Additional fields
Remark
Description of required customization 1:
Customization 2
Y/N
Type
Jobserver
Additional menu/button
Additional tabs
Additional fields
Remark
Description of required customization 2:
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