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Posted August 21, 2009
With Vault 2010 we now have the possibility to export and import settings of the Vault, saving valuable time and standardizing installations. It is only available from Vault Workgroup and upwards as the settings mainly focuses on the Document Revision side.
The functionality is found in the ADMS Console by right clicking on a Vault. Here a setup can be exported from or Imported to an existing Vault. Likewise a Configuration can be used as base when creating a new Vault, by using the option “Use a custom configuration file” when creating a new Vault:
The type of data objects and settings exported and imported are:DWF publish optionsLifecycle DefinitionsCategoryRevision schemesUser Defined PropertiesThere is no export or import of Category Assignment Rules, or any settings related to Item management. Only objects not already existing in the target Vault are imported. Existing object with same name will not be imported or modified. No Users or Groups set in the Life Cycle Definitions security for the states and the transitions will be imported, but will have to be defined BEFORE import.
This functionality can greatly help shorten the time for the administrator to setup a new Vault and keep a standardized approach, but a few things need to be considered when starting to set the “Base” definition Vault. A Best practice for Export and Import will look like this:
Prepare before Export:Make your modifications in A COPY OF the standard life cycle schemes – or if you already have started – just make a copy before export.Assign Permissions on state and transition security to GROUPS and not individuals. Likewise assign Roles to the Groups rather than individual users.
Create New Vault:Start by Creating the GROUPS (and you need one generic user to be added to the Group) in the new vaultImport the configuration and make any fine tuning of names and needed roles for the specific customer PLUS establishing the Category Assignment Rules.Then you are ready to add files with Autoloader, as the files will then automatically end up in the right categories at load time. Remember also that the Default states (WIP vs. Released) can temporarily be changed if importing a number of already Released files.
Bottom line is – the already defined Life Cycle Scheme settings in Vault goes a long way in satisfying most customer needs, but a little thinking ahead and preparing a number of “standard customized” configurations can save you a lot of time (and increase your service revenue).
-Brian Schanen
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