Categories
Categories in Vault Professional can be useful for setting up fixed lifecycles and properties that are applied to a selection of files or folders. Often, you may want to automate the process of assigning these categories depending on where the path of the data is, for example, a “Research and Development” folder may have a specific location on the Vault and in that location, you do not want to be burdened with the usual complex lifecycle applied to you production data.
My category called “R&DWORK” has a purple glyph and a “Quick Lifecycle” associated with it.
Next I selected a folder of interest: A ‘Research and Development’ folder in which I want all data to belong to a unique category (R&DWORK), created especially for it.
Creating the rule
If you head over to Tools>Administration>Vault Settings>Behaviours, you will find the rules option
Here, you can automate the process of assigning a category based on certain criteria.
Start by defining what rules you want automate: files or folders. In this case, I want to ensure that any design or document I check-in to the Research and Development folder, is automatically assigned the “R&DWORK” category I created earlier.
The reason I wan to do this is because this category has a special “Quick lifecycle” that doesn’t have much approval or states. It is either ‘Work in progress’ or ‘released’. It also contains custom property fields that I have assigned to indicate that these are not production ready….
Rule criteria
I have simply used the criteria to ‘check the folder path‘ contains the words “Research and Development”. Thus, any time a file is checked in to that location, the category is automatically set to R&D.
Now, when working from Inventor or adding non-CAD data manually, Vault will automatically assign the “R&DWORK” category if it is checked in to the Research & Development folder.
Note: This will NOT retroactively apply to files already in that folder. To do that, you can simply do a custom search for all files in that folder and change their category.
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