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Populating the Vault

Question asked by Tim R on Aug 14, 2008
Latest reply on Sep 2, 2008 by John Burrill

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Hi,
Since I seem to be the PDM Administrator by default: I have a few questions before I go ahead and the start the process. We have a folder on one of our network drives/servers named "vault" where our most recent Soldworks files are located. As I currently understand it.. The Server portion needs to be installed on that server and a location for the vault chosen. Can I choose as location for the vault the current folder named that or will that give me problems? Would it be better to create a new folder for the PDM vault location and check all our current most recent files into it? Also, is a network drive the best place for the vault or would my workstation be a better choice? There are only a couple more engineers here.

Projects.. How do you recommend setting up projects? Right now what we call the vault folder has folders aranged by part number 10-, 11-, and so on. We could also name projects after our major product lines?

-Tim

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Tim R Aug 19, 2008 7:22 PM
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Alright, I am going to attempt to answer my own question here. I have been asked to handle the PDMWorks workgroup install and was hoping to get some advice on how to do it.. I work for a smaller company. In the engineering department using Solidworks there is one other engineer and the head of the department engineer working here (3 total). We have a local server where we would like to install the vault on.. I can run the vault admin from my work station right? We have a folder labeled vault already where we would like it to stay.. When installing the PDM Works server software, I am planning on renaming this folder to "vault.old" - calling the PDM vault, "Vault" and doing bulk check-in from separate subfolders to separate "Project" folders. Is that the way to populate the PDM vault location?

-Tim
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- Rodney Hall @ Tim R on Aug 19, 2008 8:11 PM
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  Install the vault service and the Vault folder on the same machine. this can be any workstation or server that will handle the load and file space requirements. I run my vault on my local workstation (Dell 690, 4-gb Ram). The Vault admin tool can be installed on any number of machines that you want to use to login to administer the vault.
  
  I have the vault admin installed only on my vault machine. You can bulk check in the files you have into the vault. Make a backup of your data before hand. Practice with your new vault data before you "go live"! If you are not sure about this, call your VAR. They may come in one day to consult for free to get you off on the right foot.
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  - John Burrill @ Rodney Hall on Sep 2, 2008 9:13 PM
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    Echoing what Kenneth said, bulk check-ins are highly problematic.
    However, in some cases, they're essential.
    What cases?
    Well, if you have a large number of files (think 15K large), or if you have an ISO audit scheduled or some other mandate to switch to a revision-managed system or if you bought another company and have to incorporate their drawings.
    If this is the position you find yourself in, then let me impart a couple pieces of advice that apply to any documentation system (PDMWorks or otherwise) that make batch-checkin workable
    1) define the system before you populate it: identify what features you're going to use and which ones you're going to pass on and write out an implemenation plan that explains your thinking (otherwise you'll constantly check and uncheck that 'enable lifecycle' control) and rolls and priveleges.
    2) Normalize your data before you check it in: this is the step that's never in the manual. Take the time to go through every model and drawing make sure it has the properties you consider vital to project definition. If you're bringing AutoCAD drawings into this thing, go through them and make sure they have the right title-blocks and atttributes(especially if you're going to capture revision information from them). If you're going to have a strict interpretation of the filenames (and you don't actually have to), then it's on you to make sure every file is named properly. PDMWorks can assign projects based on folder names: make sure the folder names are the names you want. It really helps to have some VB programming experience to help you sort through the files and wash them, but however you go about it, make your dataset perfectly translatable before you import it. Make sure your assemblies are saved with the references fully resolved. Yes, it takes a lot of time. You can half-ass to the nth-degree when you control files by Windows explorer. GiGo applies here.
    3)always test the system with an offline dataset. Take a 1% sampling of your files, copy them to a temp directory and work on getting those to import and work correctly. I promise you won't get it the way you want it on the first try.
    4)when you batch import, use medium sized batches. If you have 15000 documents, import them 3000 at a time and check the import log after every batch. Strive for 100% accountabilty on import and test every aspect of the system after each batch.
    5)train the users on the system either by handouts or by demo's or by a formal class
    6)write an ECN to import the files (oh ECN's are so time consuming and expensive). This creates a placental barrier between the old system and the new one so if there's a suspected foul-up, you can tell if it happened in the implementation or was simply carried through it. It also means that you can set a go-live date that the engineering team will be privvy to.
    7) make modification of the system a controlled process. You can be flexible about making changes, but you should require that they be documented.
    Good luck
    John
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- Kenneth Barrentine @ Tim R on Aug 19, 2008 8:20 PM
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  Tim R wrote:
  
  [snip]
  1- I can run the vault admin from my work station right?
  2- We have a folder labeled vault already where we would like it to stay.. When installing the PDM Works server software, I am planning on renaming this folder to "vault.old" - calling the PDM vault, "Vault" and doing bulk check-in from separate subfolders to separate "Project" folders. Is that the way to populate the PDM vault location?
  [snip]
  
  1- Yes
  2- Yes. I've never been a fan of bulk checkin. I would checkin what you need when you need it. The vault will slowly populate it self. Controlling revs is the biggest issue with bulk checkin.
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Kenneth Barrentine Aug 19, 2008 8:15 PM
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Tim R wrote:

[snip]
1- Can I choose as location for the vault the current folder named that or will that give me problems?
2- Would it be better to create a new folder for the PDM vault location and check all our current most recent files into it?
3- Also, is a network drive the best place for the vault or would my workstation be a better choice?
4- How do you recommend setting up projects?
5- We could also name projects after our major product lines?
[snip]

1- Yes, but I would ... see 2-
2- Yes
3- Network (If on your pc you will take a performance hit. If on your pc and you crash or need to restart you need to make sure no one is accessing the vault. Best place is on a "dedicated" workstation/server.) We use a plain XP box for PDMW Vault Service and Vault folder. MAX of 10 users can connect to XP box.
4- No recommendations (whatever floats your boat).
5- You could
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Populating the Vault

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