How To... Document Revision - Migrate Released Documents in Vault

You updated from Vault 2010 Workgroup/Collaboration/Professional to Vault 2011 Workgroup/Collaboration/Professional.

Issue: You wonder how you can migrate your Inventor files which are controlled using Vault's Document Revision feature and who's State is Released.

Hint: Usually there is no need to migrate the files because Vault has a zero migration impact. It means you don´t need to migrate them via task scheduler.

However, if you decide to migrate the files via task scheduler though the recommended way to do this is as follows:

- Make sure that you are using the state "quick change" in your lifecycle (or add a new status)
- Check your existing files (via Vault search) and make sure that there are no files in state "Quick Change"
- Change all files in state "Released" to state "quick change"
- run the migration through task scheduler
- After the successul migration change the status of the files in "quick change" back to Released.

 

Comments

[Steve Walton]

Vault may not have a migration impact, but IV does. The rule of thumb that I have seen in the IV forum is to migrate IV files no more than two versions at once. So if I skip the migration from IV 2010 to 2011 and I skip the migration from 2011 to 2012, what happens when I need to make a revision to a 2010 file using IV 2013? Or any of my 2009 files that haven't made it to IV 2010?

Please add a migration task that understands Vault Lifecycle states and creates the minimum number of extra file versions.

[Asle Svastuen]

I have found out that it is better to create a user that have edit rights on released files. When using this user it is possible to migrate files while they are released.

[Kevin]

Ashle, Steve,

thx for your comments!
At first of all to Ashle: yes we are very aware of this is way to migrate the files. However we had some reports with problems performing this method to do it. That´s why we suggested this alternative way.

To Steve:
In general it is your decision if you want to migrate files.
With the current configuration it is already possible to migrate the files using Life-cycle states. The key thing is usually the permission on a specific Life-cycle state to have the right to modify files.
However we have already forwarded a request to improve the collaboration between Task Scheduler and Life-cycle.
About migrating files with more than 2 versions: then you would have to migrate in 2 steps.
Also: no one knows how it will looks like in any futuere release of Vault.

[Andrea]

Is there a suggested way to do the state change in a mass-operation way?
Otherwise - if you have to do this manually - and have for example 100.000 released files - you would get old during state change.

[Kevin]

Hi Andrea,

I think it is a good point here. I will soon update this blog post to make it clear how it exactly works for a large amount of released files.

Kevin

[Matti]

What if files are connected to the released Items? Shall I change the Item Security during the Migrating from read to Modify (or clear the check box)