In the last post we discussed the phased approach to adding security to files through Lifecycle states to files right after an upgrade to Vault Workgroup (or above). The focus was on immediate benefit of Vault functionality on files in the Base/default category. Now we'll take the next logical step...
Next you might want to get into revision management on your files. A particular file may already have a Revision level in the form of an Attribute, Field, or iProperty that appears in a Title Block. Good news - Vault can bring this value forward and hit the ground running at Rev 'D' for instance.
For Review, Categories can be assigned manually, and with them come any pre-defined Revision schemes (A, B, C, 1, 2, 3), Lifecycles Definitions, and associated Properties. Within the Administration>Behaviors is a rules dialog that acts upon files as they are checked in to Vault for the first time. But we're talking about files that are already in Vault, and in the Base Category. Remember, the Base Category is still a category.
As we did for Lifecycles, we will allow the Standard Alpha and Standard Numeric Rev schemes to be applied to all files in the Base Category. From the Category Management dialog box, with the Base highlighted, choose the Revisions tab in the lower window and click Assign.
Move the Standard Alpha and Standard Numeric from the left to right side - but do NOT make these defaults. These rev schemes only need to be available, not default, otherwise this will have side effects. Close all dialog boxes and apply changes.
Next we'll tackle the process of Revising files. I suggest doing this in a top-down format, targeting the top level file and any dependent children. For Inventor this means targeting the .idw or .dwg, and for AutoCAD files using the parent file when possible. The key is to rev all the files in a 'tree' at the same time, thus binding the revisions together. We'll cover Revision Management in a few other posts later.
I have a few methods I've used in my travels to approach the task of Revising files. I'm a big fan of leveraging the search engine in Vault, and quarantining thee off in a Saved Search folder for processing. Consider using a search of:
File Classification = Design Document
and Revision = is empty
and Checked in date = this week/last month/ etc. you get the idea.
Since you know your files best, handle this on a project or job or customer basis. Just remember to mind the whole tree of files when possible.
Now, select the file(s) and click the Revise command. In this dialog box you'll see a drop down at the top for Primary, Secondary, Tertiary. At the bottom of this list is an option for <From File Properties>, choose this.
A new dialog box appears, and this will be all the properties available in the system. Within the list on the left is your property - Revision, Rev, Rev_No. for instance. Select this property and close the dialog box.
The files in the list now update with the file property. Click OK to close and Revise the files. These have now jumped in at the appropriate rev level, and are considered complaint in Vault.