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Posted September 27, 2009
As Vault and Productstream are for more than just CAD, users can not only check in Microsoft Office files, but write back Properties into the file. The following steps will take you through property configuration in Ms Word and Productstream. Our example uses Office 2007 and Productstream 2009.
In Word, click the Office Button>Prepare>Properties.
Populate the property that you want to write back to or create a custom one by clicking the Document Properties down arrow, then Advanced Properties.
In this example, we create a property called “PWB” and give it a default value.
Go to the Autodesk Vault Toolbar (Ribbon in Office 2007), Log in to Vault and check the document into Vault. From the Tools pull down menu, click Administration>Properties.
As the PWB Custom property is populated it will be indexed. Locate the property and see that it’s “State” is marked as not In Use, and Basic Search is “Not Searched”.
Whilst the property is selected, Click Edit and change “State” to “In Use”, and “Basic Search” to “Searched”.
Exit the “Property Definition” dialogue box. You will see a message about performing a Re-Index. Take the time to log into the ADMS and re-index this Vault database to expose this new property.
In Vault Explorer, locate the file and Customize the View to show the Custom “PWB” property. See that the cell has the value entered earlier.
Next, In Tools>Administration click Items. Then Properties. This opens the Item Property Wizard.
Create a new Item property called “doc_prop”, Ensure the Data Type is the same as that in the doc, in this example “Text”. Select:
- “Display On Item” = “Yes”
- “Data Source” = “Item”
Click OK to exit. Then click “Mapping”>“From Item To File”, Find the Property Name “PWB”, Click Add. Select the “doc_prop” Item Property and click Add. Then OK, and Close.
Next “Assign Item” on the Document and go to Item Master to find it. Right Click and Edit the Item. In the Properties area, notice that our new property exists and you can select the “Value” and enter some text. (NOTE: If we had set the Data Source as File, we could not edit this field).
When you have entered your text, Click “Save and Close”. If you still have the document open from before you might need to click the “Refresh Status” button to enable the “Update Property” in the Autodesk Vault toolbar. Alternatively, delete the local copy and use “Open From Vault”.
When prompted Check the file out by clicking “Yes” or “Yes to All”. Remember, you can set this to be an automatic and silent prompt.
When prompted you should click “Yes” to update the files property from the Item. Check to see that the property has indeed been updated.
Finally to complete the round trip, check this file back in to Vault and see that the PWB File Property has been updated - from Productstream!
Thanks to Richard for this helpful tip!
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