Sharing with Your Neighbors Using Autodesk Vault Professional

Sharing with Your Neighbors Using Autodesk Vault Professional Craig Godfrey Autodesk, Inc. Adam Peter Autodesk, Inc. PL1742-P Come and learn multiple methods that can be used with Autodesk Vault Professional software to share and collaborate with people outside your company. You already know that Vault will help you collaborate with others within your network. But what about everyone else? Do you work with people on your projects that are not in your network? Of course you do. Do you want to find better ways to collect, control, and collaborate on the project data when you have distributed teams? I think we all know the answer to that question. Attend this class, and we will show you multiple ways to use Autodesk Vault Professional to achieve your goals. Learning Objectives At the end of this class, you will be able to: Package and send data to others Allow others to access your data Publish data to the cloud Collaborate with others About the Speaker Craig Godfrey is a Sr. User Experience Designer for the Data Management group at Autodesk in Novi, Michigan. Craig has worked at Autodesk for 10 years starting in Quality Assurance for AutoCAD Mechanical, Inventor, and the Vault line of products. Before joining Autodesk, Craig was an Applications Engineer for 2 years. craig.godfrey@autodesk.com

Contents Learning Objectives... 1 About the Speaker... 1 Introduction... 3 Objective 1: Packaging and Sending Data to Others... 3 Send Link... 3 Send File... 5 Pack and Go... 6 Publish to SharePoint... 8 Objective 2: Allow others to access your data... 11 SharePoint Integration... 11 Vault Thin Client... 13 Objective 3: Publish Data to the Cloud... 16 Project Sync... 16 Objective 4: Collaborate with Others... 19 Full Vault Replication... 20 Autodesk Vault File Server... 21 Resources... 23 Under the Hood... 23 Cracking the Vault... 24 It s All Just Ones and Zeros... 24 Discussion Forums... 24 2

Introduction In today s business place we are being asked to collaborate with teams all across the globe. It could even be that not all team members are working directly for your company and yet information still needs to be available for the team to get their jobs done. We will cover a wide spectrum of ways to collaborate using Autodesk Vault Professional. At the end of this course you will have knowledge of various commands, integrations, and configurations that will allow you to share Vault data with your neighbors. Objective 1: Packaging and Sending Data to Others The first set of features that we will cover deal with sharing data from within the Vault out to those who do not have direct access to the data. These features are ideal when sharing data is done every so often and does not need to be automated. In most cases you will be using these features to share data when you are using the typical Vault configuration where your Vault is located at a single company site. Send Link The simplest way of sharing information is to send a link to a specific file that is contained in the Vault to any number of e-mail recipients who also have access to the Vault. When the e-mail recipient clicks on the link the Vault Client opens and navigates the user to the files location in the vault. 3

When to use: You need to share a file within the Vault to team members who have access to Vault. There is no need to take the data out of the controlled environment. What you need to use it: Vault Professional An email client configured on your machine (e.g. Outlook) How to use Send Link: 1. In the Vault Explorer client select a single file 2. Go to the File menu, under Send, and select Send Link 3. A new email will be opened and the link to the file is automatically added. Make any edits you need to the subject and body of the email and send to the recipients who need the file. Accessing a Send Link file: 1. Select on the link will open your default browser and download a file called: EntityDataCommandRequest.acr 2. Selecting "Open" will start the Vault Client. Here the recipient will log into the Vault with their credentials. 3. Once they are logged in, the user is taken to the file location in the Vault. 4

Send File Send files directly from a vault to any number of e-mail recipients. When using Send File, the associated visualization file is attached to the e-mail. If no visualization file is available, the source file is attached to the e-mail instead. Note - Files are sent uncompressed. The allowable size for e-mail attachments differs from network to network. Make sure you are not e-mailing an attachment too large for your recipient's e-mail server to process When to use: When recipients do not have direct access to Vault You need to send simple design data where parent/child relationships are not involved such as reports, analysis documents, images, etc... You need to share the current or historic version of a file with someone What you need to use it: Vault Professional An email client configured on your machine (e.g. Outlook) How to use Send File: 1. Select the file or files that you want to send (Ctrl+Click to select multiple files). Note You can select files from the Details Panel or the Preview Panel (History, Uses, or Where Used tabs). You can also select a previous version from the History tab which allows you to send a historical record of a file(s). 2. Once you have your file selected go to the File Menu, under send, and select Send File. 3. A new email will be opened and the file(s) that you had selected are added as attachments. Create your message and send. 5

Note A transmittal document is included automatically as an attachment. You can learn more about modifying the layout of the transmittal in the Vault Help. Pack and Go The previous commands were used to send single files. The Pack and Go command will collect a file and all of its referenced files into a single package and send them to either a folder outside the vault, to a mail recipient, or a SharePoint directory. When to use: Recipients do not have access to the Vault You need to send complex data sets and their dependents You want to experiment with data outside of the Vault process You want to archive a specific set of files outside of the Vault You need to download data to a local directory, shared directory, USB drive, etc... You need to publish data directly to a Microsoft SharePoint Directory You want to package all of the related data that makes up a specific revision/version of a file You need to share files that are large (zip) You need to send the design file itself, its visualization files, or both You need to provide a transmittal report What you need to use it: Vault Professional An email client configured on your machine (e.g. Outlook) Access to a SharePoint site (Optional) 6

How to use Pack and Go: 1. Select the file or files that you want to Pack and Go (Ctrl+click to select multiple files). In this example we will be Packaging the "Master Site Plan.dwg" and its related files. Note - You can select files from the Details Panel or the Preview Panel (History, Uses, and Where Used tabs). Selecting a previous version from the History tab allows you to pack and go a historical. 2. Once you have selected your file(s) go to the File Menu and select Pack and Go. 3. The Pack and Go dialog is opened and ready to be configured. Choose which type of package, where the package will be sent, and what it should contain. 4. Once you have configured the settings select OK. 5. Depending on what you specified as a send location you will either need to fill out your email or choose a destination on the next dialog. Pack and Go Settings: The following settings are available in the Pack and Go dialog: Choose a Package Type Unzipped (Default) Zip File (*.zip) 7

DWFx Package only send visualization files DWF Package only send visualization files Send To Destination Folder (Default) your local machine, machine on the network, USB drive Mail Recipient SharePoint Directory if one has been set up for you by your administrator Revision to Get Depending on where you initiate the Pack and Go you will see that you are sending the "Latest" version/revision of a file or a previous version/revision. You cannot change this setting in the dialog. It is solely based on where the command was initiated. (e.g. select a previous version/revision from the History Panel) Output Structure Keep folder Hierarchy (Default) Copy to a single path allows you to flatten all data into a single folder Additional Settings These settings help define the amount of data that is included in the package Choose what level of dependent files, manual attachments, and library files are included Choose to send the files themselves, their visualization files, or both. Additional Settings Button to the right of the help button As part of the package a user can include a transmittal report. This option is disabled by default. Publish to SharePoint Vault Professional users have the ability to manually publish data stored in the Vault directly to SharePoint. The idea is to provide a simplified and familiar interface for other users to consume Vault data. When to use: Your recipients do not have access to the Vault but can access SharePoint Your company uses SharePoint for company process and Vault files need to be accessed. When data needs to be manually shared from time to time You need to package all of the related data that makes up a specific revision/version of a file 8

You need to share visualization files What you need to use it: Vault Professional Microsoft SharePoint Configuring Publish to SharePoint: In order to publish files to SharePoint the Vault administrator will need to add locations where users can send the files. 1. In your web browser navigate to the SharePoint site where you want to publish Vault files. Copy the address. 2. Go to "Tools > Administration > Global Settings" and choose the Integrations tab. Select the Configure button in the Publish to SharePoint Section. 3. Select New and provide a name to describe the location. In the SharePoint Directly location, paste the location you copied in step 1. You can configure multiple locations to provide your users with various publish locations. 9

Publishing to SharePoint: Once the administrator has configured the publish locations users can us the "Publish to SharePoint" option in Pack and Go to share data with others. 1. Select a single file or multiple files and start the "Pack and Go" command found in the File drop down menu. 2. Configure the Pack and Go settings and choose send to "SharePoint Directory". After selecting OK you are prompted to choose from the pre-configured, by the administrator, SharePoint directories. 3. After selecting a location you are asked to log in with your SharePoint user name and password. 4. If the files contain characters that are not supported in SharePoint you will be prompted. You can choose to have the system modify those characters and continue or you can cancel the operation. 10

5. Once you have chosen to continue the files are uploaded to SharePoint and available to others. Objective 2: Allow others to access your data The first set of Vault commands required someone to manually send data from the Vault to a location or directly to a person. The tools shown in this next objective allow users to access, search, and find the data they need when they need it. These commands require that you configure your firewall to allow remote access. Vault installations are configured to use Port 80 by default (configurable) SSL certificates or VPN can be used to add additional layers of security SharePoint Integration Vault Professional provides a more robust integration with SharePoint 2010 in addition to the basic ability to manually push data from Vault up to SharePoint. SharePoint users can search, 11

list, link, and download visualization files from Autodesk Vault using the SharePoint interface. Essentially SharePoint is used to see into a Vault while providing some additional functionality. To see this feature in action visit the Vault YouTube channel: http://www.youtube.com/user/thevaultknowsall When to use: External team members need to search and view project data but do not have access using the Vault product. Non-Vault users need to use a familiar tool (SharePoint) to find project data that is stored in the Vault. Custom Vault properties otherwise only viewable through Vault need to be viewed by project members. What you need to use it: Autodesk Vault Professional 2014 Microsoft SharePoint 2010 Standard or higher o Business Data Connectivity Service o Search Service Application 12

Microsoft WSE 3 (Web Service Extensions 3 is downloadable from Microsoft.com) Configuring the SharePoint Integration: This configuration is one that will most likely require some help as there are quite a bit of steps and customization that need to be done. The Vault help has detailed steps on this subject and can be found at the link below. Search for the Vault help topic: "Install Microsoft SharePoint Vault Integration" http://help.autodesk.com/view/vault/2014/enu/?contextid=id_exppngref Vault Thin Client The Vault Thin Client will allow you to access Vault data from a web browser. If the Vault Server is configured to allow access through your firewall you can access Vault data from anywhere. With the Thin Client you can perform read-access tasks in a Vault, such as searching the Vault and viewing file history and properties. If you have a Vault Office license, you can also perform file management tasks, such as: Add files to the vault Check files into the vault Check files out of the vault Review items and bills of materials. Note - The new Autodesk Vault Thin Client 2014 has been completely redesigned to provide a superior experience when accessing a Vault through a web browser. The redesign includes Enhanced user interfaces, Customizable view functionality, New BOM interface, and Enhanced report printing. When to use: You need to view files in the Vault You need to download a file from the Vault You need to make updates to single files (no dependents) You don't have access to the full install of the Vault Client You need access to a file in Vault but all your licenses are in use You are inside or outside the office and need quick access to your Vault Accessing Vault from a mobile device What you need to use it: Autodesk Vault Professional 2014 Autodesk Vault 2014 Subscription Release 1 (New Version) 13

Vault Office License (Add, Check In, Check Out) Using the Vault Thin Client: 1. Go to the Vault site following the example of, http://servername/autodesktc, where "servername" is either the IP address or the name of the computer hosting Autodesk Data Management Server. Note - By default the log in is set to be for "Read Only Access". If you have Vault Office licenses uncheck this box for access to file management features. 2. Once logged into the Vault using your user name and password you can navigate by folder/project. 14

3. Selecting on a file will show its details. Here you can view the Uses, Where Used, properties and Visualization files. You can also download the file. 4. If you have licenses of Vault Office, users can perform check-in and check-out operations. 15

Objective 3: Publish Data to the Cloud As we all know the Cloud has become a very popular way to share data and collaborate with others. Autodesk Vault Professional can sync data with Autodesk Buzzsaw allowing you to share and collaborate with others outside of your company site Project Sync Project Sync enables Vault Professional users to synchronize files from a folder in Vault with a folder in Buzzsaw. The synchronization can be manual, configured based on schedule or specific events and works in both directions; files can be automatically uploaded from Vault to Buzzsaw and vice versa, providing simple, reliable, two way communications between project 16

team members. For those who choose to manually sync, the following commands are available in Vault under the actions menu: When to use: You are collaborating with others outside your company External team members need to make edits, track changes, and edit Vault data. You need the data being edited and stored in Vault to be pushed to Buzzsaw You need data being edited and stored in Buzzsaw to be pushed into Vault You need updates (Versions) to be automatically synced to both Vault and Buzzsaw What you need to use it: Vault Professional A Buzzsaw Site and specified folder Project Sync Install (Supports 2012,13,14) Vault Job Server (included with Vault Professional) Installing Project Sync: Whether you log in through the main client or the web client, Project Sync is installed from the Buzzsaw application. The "Connect to the Enterprise" section provides details and the download for this feature. Click the link, extract the files, and install Project Sync. Once installed, the following features are available on your Vault client machine: 17

Project Sync Settings command on the Tools menu. Project Sync commands on the advanced toolbar and on the Actions menu. Project Sync job types are installed on the machine and display in the Job Processor job types list. Configure Project Sync: Since the Project Sync functionality depends on the Vault Job Processor to pull jobs from the Job Server queue, ensure that the Job Server is enabled. You must be an administrator in Vault to enable the Job Server. Note - The job server does not run jobs as soon as a Sync is requested, they are queued. By default the job server is set (configurable) to wake up and run jobs every 10 minutes. This is important to know when setting up the Project sync options in Vault. The administrator can choose between syncing Daily, Continually, or Manually. In reality this setting is for Queuing a job to the Vault Job Processor. For example, continually actually means every ten minutes the job server will wake up and run a sync 1. Once you have installed Project Sync, a Vault Administrator must enable it for use and configure folder mappings for data synchronization. Go to the Tools Menu in vault and select Project Sync Settings. 18

2. Once you have enable the Project Sync feature, configure the Buzzsaw site and user/password information. You will also need to choose which folder in Vault and which folder in Buzzsaw will be used for syncing. Tip - Create a Project Sync user account in Buzzsaw so that it is easy to track files that have been synced using Project Sync. Note - While only one folder can be mapped all sub folders are included during the sync. 3. Configure Synchronization Settings. The synchronization settings allow you to configure how and when synchronization between the Vault and Buzzsaw folders take place. They also allow you to choose how to handle when files on Buzzsaw are deleted. 4. Configure Proxy Server Settings. If a proxy server exists to your work environment, this feature must be enabled and configured to successfully pass data between the Vault and Buzzsaw servers. Objective 4: Collaborate with Others Autodesk Vault Professional can be installed in a number of different configurations to help you collaborate with others. Whether you are looking to share data across long distances or even between companies there is a configuration that can fit your needs. These are only some of the possible configuration that can help you share data with your neighbors. 19

Full Vault Replication Full Vault replication is the automated process of copying data from one server to another server usually located in two different physical location. Because of this configuration users will not have to spend time downloading large CAD files across their Wide Area Network (WAN) connection. With full replication the metadata (SQL) and files (File Store) are both replicated to all sites. The important point is that users should be seeing file status information as close to real time as possible to accommodate remote collaborative design. When to use: Image Full Replication You have offices that need to share data and are far apart (across the country or even global) You are managing large complex data sets in multiple locations were collaborative designing is taking place. What you need to use it: Vault Professional Microsoft SQL Standard or Higher Configuring Full Replication: There are many consideration that go into configuring your Vault for replication. I would recommend consulting the Vault Help, Advanced Configuration Guide, the various Vault blog sites, and of course discussing with you reseller. Each year there is at least one class about Vault replication, so if you re interested to learn more check the AU website for classes on the subject. 20

Autodesk Vault File Server When collaborating with other locations a typical Vault Server install at a single site may not be ideal. A typical install consists of the installing all components (SQL, File Store, and Web Server) at a single site and having everyone connect to that server. While the typical configuration will work it may encounter performance issues based on the distance between sites, connection speeds, etc... The Autodesk Vault File Server can be used to provide a better collaborative experience between multiple sites. Whether these are multiple sites within your own company or between multiple companies. One site will continue to have the typical installation while other sites can simply install the AVFS. Users will then log into their "local" server and have access to the same data. Note - AVFS was not initially released with Vault 2014, but is now available to subscription customers. You will need to download the installer from the Autodesk Subscription site. What you need to use it: Autodesk Vault Professional Server 2014 Service Pack 1 Autodesk Vault File Server 2014 For the configuration being shown you will need to configure your firewall to allow access to Port 80 for Vault. Configuration 1 Sharing Vault Licenses In this configuration Company A is working with a temporary contractor that needs to access, view, and modify your Vault data. Company A already has Vault installed and has configured the firewall to allow access from Company B. The contractor (Company B) installs AVFS and points it to your ADMS (Company A). They also install Vault Client at their site and sign into their local AVFS. Note - In this configuration Company A is sharing their available Vault licenses with Company B When to use: You need to collaborate with others outside your company Working with contractors on a project and they need access to your Vault data. You can share your licenses with your contractors 21

Configuration 1 Sharing Vault Licenses Configuration 2 Each Company using their own Vault Licenses This configuration is much like the first. However, in this case Company A does not want to take on the burden of buying licenses for their employees as well as their contractors. Company B will need to install their own License server at their site. Now when they install AVFS at their site they will point it to their own license server. When to use: You need to collaborate with others outside your company Working with contractors on a project and they need access to your Vault data. Both companies share the cost of the licenses being used to collaborate. Configuration 2 Each Company uses their own Licenses Configuration 3 Accessing Multiple Vaults Building on configuration 1 & 2 this an example where Company A and Company B both use Vault to manage their data but also want to share data with each other. Users at Company B can work on their internal projects as well as access data for their external projects. 22

This configuration is essentially the same as the second. Company A has a Vault Server and Vault Clients installed at their site. Company B also has a Vault Server and Vault clients installed at their site. Both are using their own Vault licenses. The difference here is that Company B has also installed AVFS on a machine at their site that points to company A's ADMS. When to use: Both companies manage their data in Vault You need to collaborate with others outside your company Working with contractors on a project and they need access to your Vault data. Both companies share the cost of the licenses being used to collaborate. Configuration 3 Access Multiple Vaults Resources This section highlights some very helpful resources that available online. Under the Hood This is a blog that is intended for Vault and PLM 360 users. It is managed and contributed to by Allan O Leary, Brian Schanen, and Michelle Stone (Autodesk product experts). This site full of tips and tricks that you are sure to find useful! http://underthehood-autodesk.typepad.com/blog/ 23

Cracking the Vault This is a blog that is intended for Vault users and is run by the Autodesk Vault Support Team. This is a great resource for problem solving. http://crackingthevault.typepad.com It s All Just Ones and Zeros This is a blog for Vault and PLM 360 API developers and is run by Doug Redmond (Autodesk developer). This is a great resource for all things related to the Vault API. http://justonesandzeros.typepad.com/ http://www.youtube.com/user/itsalljust1sand0s Discussion Forums The Autodesk discussion forums provide a place for customers and industry partners to ask and answer questions. These forums are regularly monitored by Autodesk employees. Vault discussion forum - http://forums.autodesk.com/t5/vault-general/bd-p/101 Vault Customization forum - http://forums.autodesk.com/t5/vault-customization/bd-p/301 24