Configuring Vault

Configuring Vault
Cumulus® Vault is a revision control system that gives your workgroup added data security and up-to-the-minute information on the status of each asset. As its name suggests, Vault enhances the security of your team’s assets – controlling who accesses them, how and when (via check in and check out). It also gives you more ways of working with your assets in Cumulus, providing version retention and tracking, at-a-glance version information, and integration into the existing Cumulus environment. Additionally, Cumulus Vault enables Client users to access assets independent of platforms. Another Cumulus Vault feature enables you to set up Vault exclusive catalogs. All assets added to such a catalog are handed over to Vault and their asset storage location is Vault exclusively.
This chapter addresses the Administrator. It covers activating and administering the Vault Server as well as configuring Cumulus catalogs to be controlled by Cumulus Vault. Information on using Vault to check assets in and out as well as on managing asset versions are provided in the Client User Guide.
How Cumulus Vault Works
As the Cumulus Vault Administrator, it’s up to you to configure Cumulus Vault to meet the needs of your workgroup. But before you jump in, it’s good to get a basic idea of how your Cumulus catalogs interact with Vault. And if you don’t want to miss out on any of the technical details, you can read “Behind the Scenes”, to find out what’s going on in the background.
Cumulus Vault can control and monitor access to all assets. Think of it as the Cumulus librarian. Users check assets out for editing and check them back in again when they’re through. Every time an asset is checked out, Vault automatically gives the user the latest version to ensure that revisions remain up-to-date.
Vault allows only one user at a time to check out an asset, preventing multiple edits that can result in conflicting – and confusing – versions. If another user attempts to check the asset out, Vault informs the would-be editor which user has the file. When a user checks an asset back in, Vault saves the updated file as a new version without overwriting previous versions. It keeps all back revisions, making it possible to track changes to an asset during the production cycle – a concept referred to as a revision control system. It also provides information on all versions: Who made the changes? When? With Vault, these questions are easy to answer, making last week’s edits just as accessible as today’s.
Cumulus Vault consists of the Vault Server and Vault Client software.
Vault Server
Cumulus Vault is a revision control system that controls and tracks the access to your team’s assets. Vault also provides a place to store your team’s assets, in all of their versions.
As Vault Administrator, you define where Vault keeps your workgroup’s assets by configuring the Vault Server. This location can be wherever you want it to be, with one restriction: the physical location must be a local disk on the computer running the Vault Server. It’s up to you to create the folder that will actually house the assets. You then tell the Vault Server to store the assets in this Vault Server Storage location. You may even tell the Vault Server to store the assets in automatically created subfolders. And when setting up catalogs to work with Vault, you can create special folders inside the Vault Server Storage folder, so called Vault Folders.
For information on setting up the Vault Server, see “Configuring the Vault Server".
Vault and Catalogs
Every Cumulus catalog can work with Cumulus Vault. For those that do, either all of its assets are stored in Vault – and are subject to its control – or only selected ones. Cumulus Vault enhances the possibilities of using a central location for a catalog. As the Cumulus Vault Administrator, you define for each catalog whether and how it is going to interact with Vault.
The first step is to prepare a catalog to work with Vault, which is done by adding special version control fields to the catalog. The fields that belong to Cumulus Vault are Check out Location, Check out Date, Check out User and Version History. They enable Clients to check an asset out to a particular location and provide information describing who checked out which version when. For information on adding these version control fields to catalogs, see “Preparing Catalogs for Vault".
The next step is to set up the catalog to hand over its assets to Vault whenever they are cataloged. You can either tell the catalog to hand over all assets, or let each user decide whether the assets they’re cataloging should be placed under Vault’s control. You then specify Vault as the central location for the catalog. (Central Location is Cumulus-speak for a location to which Cumulus copies assets during the cataloging process; e.g. a folder on your file server or an FTP server.) For information on specifying Vault as Central Asset Location for a catalog, see “Linking Catalogs to Vault".
A further consideration is whether users have the permissions required to check assets out of and into Vault. For information on these permissions, see “User Access to Vault".
Once assets are stored in Vault, users can retrieve them by checking them out, a procedure that locks the associated record in the catalog for other users. When an asset is checked back in, Cumulus moves it as a new version to Vault, and unlocks and updates the associated record in the catalog. Previous versions of the asset are retained in Vault so that users can view their histories or access them, if they become useful again.
Vault and Asset Handling Sets
Once you decide to employ Cumulus Vault, you should adjust the Asset Handling Sets that your workgroup uses. At least the Asset Handling Sets must have the Asset Storage module Cumulus Vault activated. And if you have set a catalog to let each user decide whether cataloged assets should be placed under Vault’s control or not, the Copy to Central Asset Location option must be activated also. In addition, Asset Handling Sets include the Vault settings for version handling. For more information setting up Asset Handling Sets for Vault, see “Configuring Asset Handling Sets for Vault".
Behind the Scenes
From a technical perspective, Cumulus Vault is an Asset Storage module that interacts with the Cumulus application. Asset Storage modules manage the access to an asset’s location (where it’s stored on a file system) and provide Cumulus with information on the asset. In the case of Vault, this information is provided in the form of the version control fields (Check out Location, Check out Date, Check out User and Version History).
When you specify Vault as a Central Location, Cumulus works with the assets placed there only via the Vault Asset Storage module. This module enables check out, check in and version tracking by means of the special version control fields mentioned above.
When an asset is cataloged to Vault, an entire folder for the asset is created in the folder you specified as the Central Location for the catalog. This folder has the same name as the asset itself and contains two files for each asset version: one is the asset itself ( with the extension .data) and the other is an information file ( with the extension .info) containing the contents of the version control fields described above. Except for the file extension, each of these files has the same name: a serial number starting at one for the first cataloged version. Note that when assets are cataloged to Vault, no corresponding folder category will be automatically created under the Sources master category.
Every time a user checks an asset out of Vault, Cumulus copies the latest version – based on its serial number – to the location the user specifies. It then locks the associated record in the catalog so that no other users may check the asset out.
When the asset is checked back in, Cumulus moves the updated version back to that asset’s folder in Vault. It renames the latest version, raising the previous serial number by one. It then re-catalogs that version to update the associated record in the catalog. Finally, Cumulus unlocks the record so that other users may access the asset.
Cumulus Vault Servers fully support the storing and versioning of resource forks, file types and file creators.
Installation
The Vault Client software is included in the Cumulus Client software. The Vault Server software is included in the Cumulus Server software.
Vault Server on Another Computer
The Vault Server does not have to be on the same computer running the Cumulus Server. You can decide to have the Vault Server running on ar computer other than the Cumulus Server. The computer you select for the Vault Server will not only manage Client access to Vault but also physically store all versions of all assets controlled by Vault, so it should have enough storage space available. You can also have the Vault Server running on a different computer, and it will still communicate seamlessly with your Cumulus Server.
If you decide to have the Vault Server running on a computer other than the Cumulus Server, you have to install the Cumulus Server software on that computer.
When selecting the computer for the Vault Server, keep in mind that not only will it store all assets – and all versions – under Vault’s control, but also that every Client will need continuous TCP/IP access to it for checking these assets in and out.
Whichever route you choose, this documentation refers to the installation as a Vault Server.
How to Make Vault Work
In order to make Vault work with your Cumulus configuration, you have to perform the following tasks:
Configuring the Vault Server
You configure the Vault Server by telling it where to store the assets that are to be controlled by Cumulus Vault. Only the Cumulus Vault Administrator can configure the Vault Server, meaning that there has to be a user account that functions as the Vault Administrator.
Specifying the Cumulus Vault Administrator
To configure the Vault Server, there has to be a user account which functions as the Cumulus Vault Administrator.
If the Vault Server is running on the same computer as the Cumulus Server, you can give any existing user the Vault Administrator permission.
However, if the Vault Server is not on the same computer as the Cumulus Server, you need to specify the Vault Administrator on this computer. You may even have to set up a user who is given the Vault Administrator permission.
In both cases use the User Manager module of the Server Console to do so:
 
1.
From within the Cumulus Client, select File > Administration > Server Console, or connect to the Web Server Console via a Web browser
2.
3.
Select User Manager.
4.
Edit the user’s description who is supposed to be the Vault Administrator and under Server Permissions, select the Administrator Permissions to assign the Vault Administrator permission.
5.
Click OK to save the defined properties.
In order to make it easy for the Vault Administrator user to perform all administrative tasks, this user should also have the following permissions for the catalogs that use Vault:
Activating Vault and Specifying the Vault Storage­ Location
As the Vault Administrator, it’s up to you to create and specify the location of the main Vault folder where Vault will store the assets it controls. Where this location actually exists is up to you, with one restriction: it must physically be on a local disk of the computer running the Vault Server.
There are a couple of things to keep in mind when creating the folder to house your team’s assets:
First, create this main Vault Storage folder on the computer running the Vault Server, and then configure the Vault Server application by telling it where this folder is. You can structure this main Vault Storage folder when setting up catalogs for Vault. Use this way to create any subfolders in the main Vault folder, only. When you create new folders inside the main Vault Storage folder when setting up catalogs. These folders are created as special folders for Vault and called Vault Folders. Such a special Vault Folder contains an XML file that describes it and that is necessary for certain functions, e.g. the exclusive assignment of a catalog to Vault as its central asset location.
When configuring the Vault Server you are offered to have Vault Folders automatically structured when a certain number of days or assets is reached. For better performance we strongly recommend you to make use of the functions that automatically create subfolders.
To configure the Vault Server:
 
1.
From within a Cumulus Client, select File > Administration > Server Console, or connect to the Web Server Console via a Web browser.
2.
3.
4.
Select Vault Server.
The Cumulus Vault Server Setup window is displayed.
5.
Under General, enable Activate Vault Server.
6.
In the Vault Storage Folder field, enter the path to the folder on the Vault Server computer into which the assets shall be placed when cataloged.
NOTE: Vault Server for Mac OS X
As the Vault Server for Mac OS X is based on UNIX technology you have to use UNIX path and file naming conventions for administration.
7.
Do Not Use Automatically Created Subfolders
All assets will be stored directly in the Vault folders.
This option is only available while none of the subfolder options is activated. Once the automatic creation of subfolders is activated, there is no point of return.
NOTE: If you decide on this option and later decide on using subdirectories, all assets stored directly in Vault folders will be moved to a special subdirectory called Default. This will also happen to assets stored in Vault with former versions of Cumulus Vault when you decide to use subdirectories with the current Cumulus Vault version.
Use
Enter the complete path of an existing subfolder or a folder to be created within the Vault Storage Folder (using the path naming conventions of the operating system where your Vault Server is installed).
Remember, that for better performance we strongly recommend you to activate this option.
NOTE: If you don’t enter a name and leave the default unchanged, new cataloged assets are stored in the same Default folder as the assets that were automatically moved there after the use of automatically created subfolders was activated.
Create a New Folder After ... Days
Enter the number of days (1 to 10,000) after which a new subfolder will be created to house the assets to be cataloged hereafter. This number is the minimum number of days before a new subfolder will be automatically created.
Create a New Folder Upon Reaching ... Assets
Enter the maximum number of assets (1 to 10,000) a subfolder may contain before a new subfolder will be created to house the assets to be cataloged hereafter. (Due to Cumulus TAG files or other metadata files, the actual number might differ.)
NOTE: These automatically created subfolders are named after their creation date and time (YYYY-MM-DD_hh-mm-ss).
8.
Under Version Limitations, decide on the handling of versions. You can either keep all versions or limit the versions of an asset kept in Vault. If you activate the option Only Keep, enter the number of latest versions you want to be kept in Vault. If you also want the oldest version to be kept, enable the option Additionally Keep Oldest Version.
9.
Click Save Changes.
Once you have configured the Vault Server you should go on and set up your Cumulus catalogs to work with Vault.
Implementing Cumulus Vault
You implement Cumulus Vault by setting up your Cumulus catalogs to work with Vault. There are two things that you need to do with a catalog to subject its assets to Vault’s control:
Prepare the catalog by adding the special version control record fields to all records of the catalog. (See “Preparing Catalogs for Vault”.)
Link the catalog to Vault by having its assets placed there whenever they are cataloged. You can either store all of a catalog’s assets in Vault, or let the users decide which assets are to be stored there. (See “Linking Catalogs to Vault”.)
Another consideration is user access to the assets controlled by Vault. You need to make sure that the desired users can work with these assets. To find out how, see “User Access to Vault".
If a catalog is configured to work with Vault, you also have the option of handing over already cataloged assets to Vault. For more information, see “Adding Already Cataloged Assets to Vault".
Configuring catalogs to work with Vault is similar to configuring catalogs in general. You first log on as Cumulus Administrator to the Cumulus Server, then open the desired catalog and specify its properties.
Opening a Workgroup Catalog
The following is a brief review of opening a catalog:
 
1.
From any Cumulus Client, select File > Connect to Server.
2.
3.
Click OK. The Catalog Access window opens.
4.
Once the catalog is open, you are ready to add the record fields required to work with Cumulus Vault.
Preparing Catalogs for Vault
To make a catalog work with Vault, you have to add the version control record fields to the catalog. These fields are:
Check out Location – Contains encoded information on where the asset has been checked out to, i.e., the location to which it has been saved on the user’s file system. You must add this field for Vault to be able to copy and track assets.
Check out Date – Contains information on the date and time the asset was checked out.
Check out User – Contains information on who checked the asset out.
Version History – Contains information on each version of an asset, i.e., when it was checked out and in as well as by whom. This field is a text field and can be edited by the user (if allowed).
NOTE: Check out Duration
If the Check out Date field is also contained in the catalog, the Version History field contains information on the check out duration at the end of each entry. This information is only available via this field. If this information is deleted from this field it cannot be reconstructed.
NOTE: Reconstructing Data
If the content of the Version History field was completely deleted, the field is treated as containing no value and will be filled with the information stored on the server upon the next checking or record update.
The fields Check out Date and Check out User also enable catalog users to view whether or not an asset is currently checked out and, if so, by whom. But to view the contents of these fields, they have to be added to the Record View Sets. (For information on adding fields to a view, see “Adding a Field to a Record View".)
To add version control fields to your catalog:
 
1.
2.
Select  Cumulus /  Edit > Preferences.
3.
Click Catalog Settings.
4.
Click Record Fields. This displays a list of the current record fields included in the catalog.
5.
Click the Add Field button. This opens the dialog Add Field.
6.
Click the Modules tab.
7.
Select Cumulus Application.
8.
Select the field(s) you want to add. Version control fields are: Check out Location, Check out Date, Check out User, Version History
TIP: Under Modules, you can use also use the Catalog Template Fields for Asset Version Control for adding the fields.
9.
Click OK. This brings you back to the fields list to which the fields have been added.
10.
Click Apply to save your changes.
The catalog can now work with Vault, but there are no assets in Vault for it to work with. The next step is to have Cumulus place assets under Vault’s control whenever they are cataloged.
Linking Catalogs to Vault
When a catalog is linked to Cumulus Vault, assets can be handed over to Vault when they are cataloged by any user. As the Cumulus Administrator, you link a catalog to Vault by telling Cumulus essentially two things.
First, you have to configure Cumulus to be able to add assets to Vault when they are cataloged. You do this by specifying Cumulus Vault as a central location for the catalog. You even have a couple of options for specifying when assets should be handed over to Vault:
Always – All assets added to the catalog are handed over to Vault. Should be considered the default setting, because it ensures that all of the catalog’s assets are subject to Vault’s access and revision control.
As Set in Asset Handling Set (i.e., at the users’ discretion) – You let each user specify (with the Asset Handling Set they employ) whether or not to catalog assets to Vault. Useful if only certain types of assets – as your workgroup defines them – need to be subject to access and version control.
Always and Exclusive – All assets added to the catalog are handed over to Vault and their asset storage location is Vault exclusively. A catalog that is set to this option will have a forced 1-to-1 relation with its Vault Folder: every record in the catalog represents an asset stored in the corresponding Vault Folder and each asset in this Vault Folder is represented by a record in this catalog. This is the guiding principle for all functions performed. For example this means that assets managed by this catalog cannot be moved and that deleting the records representing them will always delete the assets as well. A catalog that is set to this option is called a Vault exclusive catalog.
NOTE: After the Always and Exclusive option has been activated for a catalog, all assets already contained in the catalog will be copied to the corresponding Vault Folder and their records will be updated to reflect the new asset storage location.
Second, you have to tell Cumulus where to store the assets to be controlled by Vault, in effect tell Cumulus which computer in your network is running the Vault Server. You specify this computer by its network name or TCP/IP address. At this point, you don’t need to specify the actual folder on the Vault Server computer, since you already specified it when you configured the Vault Server.
To link a catalog to Vault:
 
1.
2.
Select  Cumulus /  Edit > Preferences.
3.
Click Catalog Settings.
4.
Click General.
5.
6.
7.
Select Cumulus Vault and click OK.
8.
Select the computer running the Vault Server from the Computer field. This is the computer that contains the folder you specified as the Vault location (see “Configuring the Vault Server"). You can click the arrow button to the right of the field for a list of currently active Vault Servers in your network.
9.
10.
If you decided on Use Vault Server Directly, your next step is to click OK.
If you decided on Use Vault Folder, the list for selecting this folder is activated. Then your next step is to select the Vault Folder you want the asset to be stored in and click OK.
If you want a new Vault Folder to be created for storing the assets of this catalog, click New Folder. A dialog for entering a name for the folder is displayed. It contains the name of the catalog as default.
NOTE: If a catalog is set exclusive for a Vault Folder this folder cannot be used as a central asset storage location for any other catalog. If you want a catalog to be set exclusive, you have to create a new Vault Folder for it.
11.
Always and Exclusive (available with Vault only)
12.
Click Apply to save your changes and select the next catalog you want to set up for Vault.
OR
Click OK to save your changes and close the Preferences window.
When users catalog assets to this catalog from now on, the asset can be placed or will be placed into the folders inside the Vault Server folder you specified when you configured the Vault Server.
Configuring Asset Handling Sets for Vault
The Asset Handling Sets your workgroup users use have to be configured for Vault. Asset Handling Sets are important for Vault in the various aspects:
For cataloging they are important as the user must use Asset Handling Sets with the Asset Storage module Cumulus Vault activated for cataloging assets to be placed under Vault’s control. And Asset Handling Sets are very important for cataloging if you have set a catalog to let each user decide whether the assets they’re cataloging should be placed under Vault’s control or not. The user decides this by selecting an Asset Handling Set. If the user employs an Asset Handling Set with the Copy to Central Asset Location option and the Asset Storage module Cumulus Vault activated for cataloging, the cataloged assets are placed under Vault’s control.
For asset access they are important, as the user must use Asset Handling Sets with the Asset Storage module Cumulus Vault activated for accessing assets that are stored in Vault.
For asset version handling they are important, as they include the Vault settings for version handling. Since Vault controlled assets may exist in multiple versions, you may have to make a choice between the different versions available when you preview, mail, and copy assets controlled by Vault. Cumulus makes it easy for you to make this choice. It even enables you to pre-set your decision to best suit the way you work. This setup is defined in an Asset Handling Set. By selecting an Asset Handling Set, the user decides on the way of asset version handling.
See the help system of the Cumulus application for information on how to set up Asset Handling Sets in general. The Vault chapter of the Cumulus application help system provides information on how to set up Asset Handling Sets for asset version handling.
With Vault we recommend you to have your Cumulus users using shared Asset Handling Sets only. As these Asset Handling Sets can be centrally administered. You can also restrict the users’ access to certain Asset Handling Sets only. However, whichever way you choose, make sure that at least the Asset Handling Sets selected in the User Settings of your users have the Cumulus Vault module activated.
If you ever decide that you want to change the Vault Server for this catalog, you can return to the Catalog Settings and click Browse to specify a new computer. However, then you have to redirect the assets. Cumulus provides a special utility for redirecting Vault assets. For information on this utility, see “Redirecting Asset References".
User Access to Vault
Users’ access to assets controlled by Vault is catalog-specific, since they access these assets via Cumulus catalogs.
You have to assign those users who are to work with Vault the corresponding permissions. You assign individual user permissions with the User Manager module of the Server Console.
If you want users to be able to check assets out, check them back in, undo a check out and move assets out of Vault, they have to be assigned the permissions:
If you also want users to be able to delete records, you have to assign them the Delete Record­ permission.
If you also want users to be able to delete assets – and individual asset versions – from Vault, you have to assign them the Delete Record­ permission and the Delete Asset permission.
In Vault exclusive catalogs you can only delete a record along with its asset only. If you want users to be able to delete records from such catalogs you have to assign them the Delete Record­ permission and the Delete Asset permission.
For a detailed description of user permissions, see “Catalog Permissions".
NOTE: Permissions on Records from a Vault Exclusive Catalog!
If a user has a catalog housing records that derive from a Vault exclusive catalog (Central Asset Location set to Always and Exclusive) the user’s permissions on these records are the user’s permissions given for the catalog the records derive from. For example: Even if a user has all permissions for catalog A her/his permissions for records that derive from catalog B (which is a Vault exclusive catalog) are the user’s permission for catalog B.
Adding Already Cataloged Assets to Vault
Linking a catalog to Vault means that assets cataloged to it in the future can be handed over to Vault. But what about the assets your workgroup has already cataloged? They too can be placed under Vault’s control, as many of them as you want at a time.
NOTE:  
In order to be able to add already cataloged assets to Vault, the Client you’re connecting from must have access to the assets themselves – wherever they may be stored in the network.
To add already cataloged assets to Vault’s control:
 
1.
2.
3.
Select Asset > Move To.
4.
Select Cumulus Vault and click OK.
5.
In the Computer field, select the computer running the Vault Server and click OK.
Now that you’ve got Cumulus Vault running just the way you want it, you can let the Clients start working with it—and let Vault take care of the rest. If you are also going to be working with the assets controlled by Vault, you can find all you need to know about how in the Client User Guide.
Administration Utilities
Cumulus provides several utilities for special Vault administration tasks. The utilities can either be started via the Actions menu (when Vault Server is selected) or via buttons in the Vault Server Setup window.
Managing Non-cataloged Assets Stored in Vault
Due to whatever reason, Vault may contain assets which are not cataloged. You can search for these and either delete them or add them to a catalog. As you can only search catalog for catalog, this function is most helpful when you manage all assets stored in Vault via one catalog.
To manage non-cataloged assets stored in Vault:
 
1.
From within a Cumulus Client, select File > Administration > Server Console, or connect to the Web Server Console via a Web browser.
2.
3.
Select Vault Server.
The Vault Server Setup window is displayed.
4.
Click the Unreferenced Assets button.
The Choose Server Connection dialog is displayed.
5.
Enable the Use Other Connection option.
In the Server field, enter the server name or the IP address of the computer running the Cumulus Server managing the desired catalogs.
Click Connect and Next.
The Select a Catalog dialog is displayed. It lists the catalogs that are managed by the Cumulus Server chosen in the previous dialog and which the logged on user has access to.
6.
The Select a Folder dialog is displayed. It lists the folders inside the Vault Storage folder.
7.
NOTE: If you don’t select a folder, the level of the Vault Storage folder will be scanned – including all automatically created subfolders but not the Vault Folders.
8.
Click Next to start the process.
9.
TIP: You can also click in the Task column to select the task to be performed on an asset.
10.
Select the entry for the asset to be cataloged and click Choose Asset Handling Set. A list shows those Asset Handling Sets that have Cumulus Vault activated as Asset Storage module and that are available to the user you are logged on with.
11.
When the tasks for all assets are defined and all Asset Handling Sets are chosen, click Start. The assets are processed as defined. A list informs you on the tasks that were performed.
12.
Click Close to quit the utility.
This function was designed for clearing assets which are in Vault but not cataloged. However, you may also use this function for cataloging assets in Vault to other catalogs.
Update Folder Information
Folders set up as central asset location for catalogs are called Vault Folders. Vault Folders are located in the folder chosen as Vault Storage Folder. Each asset that is copied to the central asset location is copied to the selected Vault Folder. How does Cumulus recognize such a Vault Folder? A Vault Folder contains an XML file that holds the information Cumulus needs. To see and update this information, Cumulus provides a utility.
To update the information on Vault folders:
 
1.
From within a Cumulus Client, select File > Administration > Server Console, or connect to the Web Server Console via a Web browser.
2.
3.
Select Vault Server.
The Vault Server Setup window is displayed.
4.
Click the Update Folder Info button.
The Select a Folder dialog is displayed. It lists the Vault folders of the Vault Server you are connected to.
5.
Catalog Name – Name of the catalog
Catalog Server – IP address of computer running the Cumulus Server managing the catalog.
Exclusive – If the catalog is a Vault exclusive catalog this option shows a check mark.
Delete Catalog Entry – This option can be activated in order to delete the entry for this catalog from the Vault Folder’s information. This is useful for catalogs that were deleted and no longer exist.
6.
If you want to delete the entry for this catalog, activate the Delete Catalog Entry option and click Start.
7.
Click Close or Cancel to quit the utility.
Redirecting Asset References
Asset references contain information on the server the assets are stored on; e.g. IP address and/or server name. Therefore they have to be updated when the server changes. Canto provides utilities to help make the process of updating the records easy and trouble-free.
The utility will scan selected catalogs for records ’pointing’ to the former Vault location and then update these records to reflect the new location of the Vault assets. Without this utility, the records would still 'point' to the former Vault Server. The utility does not overwrite, move or otherwise affect asset files at all.
To update the asset references of assets kept in Vault after the Vault Server has changed:
 
1.
From within a Cumulus Client, select File > Administration > Server Console, or connect to the Web Server Console via a Web browser.
2.
3.
Select Vault Server.
The Vault Server Setup window is displayed.
4.
Click the Redirect Asset References button.
The Choose Server Connection dialog is displayed.
5.
Enable the Use Other Connection option.
In the Server field, enter the server name or the IP address of the computer running the Cumulus Server managing the desired catalogs.
Click Connect and Next.
The Select a Catalog dialog is displayed. It lists the catalogs that are managed by the Cumulus Server chosen in the previous dialog and which the logged on user has access to.
6.
The Specify Vault Server Names dialog is displayed.
7.
In the Old Server Name to Replace field, enter the DNS name or IP address of the computer where your former Vault Server was installed. As default, Cumulus prompts the name of the first Vault Server computer which it finds in the selected catalog’s records.
8.
In the New Server Name to Write field, enter the DNS name or IP address of the computer where your current Vault Server is installed.
9.
In the New Alternate Server Name to Write field, you can optionally enter the alternate information on the computer where your current Vault Server is installed – the information you did not enter in the New Server Name to Write field above (DNS name or IP address).
10.
11.
Click Start. The utility will search the selected catalog(s) for records that ’point’ to the former Vault location. Then it will check whether the corresponding assets exist in the new Vault location and finally will update the assets’ references. A list informs you which assets’ references were redirected.
NOTE: If you cancel the function, it will be stopped but the updates of the already processed records are kept.
12.
Click Close to quit the utility.