topic Re: Prevent Assign/Update on released items in Vault Forum

Prevent Assign/Update on released items

stefanbergsten — Wed, 22 Jun 2022 09:54:26 GMT

Today it is possible to update item information on relased items using the Assign/Update Item command in the Vault project explorer even if the user has no modify rights in that item state.

From the item side the item is locked and read-only and all actions are unavailable.

From the project explorer environment in Vault, the user can still, by using the Assign/Update Item command:

Push new versions of the file to the item. Regardless if the user has modify access in the file lifecycle state or not. (No option to cancel the operation when command has been started).
Add new file links, for example an AutoCAD file to an item built from Inventor files.

This causes confusion in downstream processes when exporting files and items to ERP and PLM systems.

Re: Prevent Assign/Update on released items

Hunteil — Fri, 01 Jul 2022 16:00:47 GMT

Uh.... check your permissions. In my Vault, we cannot do this from the file in the project explorer... It acts like it did something, but doesn't. The only time I can do this is if I'm in the Top top admin level user which is constrained to my Project Processor. You must have a permission issue.

For instance, I'm set as an Admin and I cannot even do this.

I think the security you need to look at is in Tools>Settings>Vault Settings>Behaviors>Lifecycles>pick whatever it's using>Edit>Pick your Releases state>Security.... make sure everyone doesn't have modify/delete set to allow... mine is blank. At the bottom, is Options, Ensure 'No State-Base Security' above it is uncheck boxed and 'Security for associated files of items' is check boxed and go into configure and also set that up.... Note: If you're not an admin, report this to the admin so they can fix it themselves. You shouldn't be playing in here. Disclaimer: Messing with anything in this area can be detrimental to your operating workflow, so please be careful and test this out when no one is using the Vault and make sure you can undo any damages. 😉

Re: Prevent Assign/Update on released items - Status changed to: Archived

ihayesjr — Thu, 14 Jul 2022 11:29:16 GMT

Thanks for posting the idea. However, I agree with @Hunteil that the item cannot be updated if the user doesn't have Modify permissions. If this is happening for you, please create a product support case.

Re: Prevent Assign/Update on released items

stefanbergsten — Wed, 17 Aug 2022 08:30:08 GMT

Hi, and thanks for Your replies.

I gave the same answer to my customer when this issue came to my knowledge. Unfortunately, it is not that simple.

The problem is not in updated versions of Inventor files but in linked Word or AutoCAD files. If You have a released Item with linked Inventor files (out of the box behaviour with model as primary and drawing as secondary link), Word file and AutoCAD file linked as secondary link. The user has no Modify rights on item.

If I change Word or AutoCAD file so that a new version is created in Vault. (In this setup the Item is not locking the security of the files.)

When using Update command from the Item side Vault says that action is not allowed as expected.

If I use Assign/Update from Project Explorer on Inventor or AutoCAD file, the versions of the Word and AutoCAD file is updated on the Item without the possibility to cancel or undo. Inventor file version is not updated. This creates major issues in the downstream process when comparing file revisions connected to the Item in Vault to what has been delivered to the ERP and PLM system.

You could of course ask why You are doing Assign/Update in this case, and I totally agree, but it has happened for the customer.

Therefore, we want the system to say No, or at least not update the versions.

Thanks for the warning not to mess around in Vault Admin settings. I have been working as a reseller for the last 22 years so this is actually my job 😉.

I would gladly show the behaviour on my computer no matter Vault version. (I am using 2023.1 and customer 2020).

With kind regards

Stefan Bergsten, Cadcraft Sweden

Re: Prevent Assign/Update on released items

ihayesjr — Wed, 17 Aug 2022 13:18:48 GMT

@stefanbergsten

I am able to reproduce this. Please log a support defect. This should not happen.

Re: Prevent Assign/Update on released items

stefanbergsten — Wed, 17 Aug 2022 13:39:57 GMT

Thanks Irvin! Will do.

Re: Prevent Assign/Update on released items

giovanni_cauzzi — Wed, 09 Oct 2024 14:21:20 GMT

Hello everyone,

I have been following the discussion regarding the assignment of secondary files to a released item. I am surprised to read that some Autodesk collaborators consider this functionality a bug rather than a normal and essential behavior for certain types of operations. In my opinion, it was a fundamental feature that perfectly met the needs of those using cutting lists.

The ability to attach a secondary file to a released item was a consolidated practice, especially considering that components frequently change in length and need to be updated as new parts. The modification now requiring items to be in a modifiable state to allow for assignment of updates creates significant operational difficulties, slowing down and blocking production in many companies.

Once again, we are facing a development error, as has happened three times in the past two years, causing economic damage to companies that use the software.

I firmly believe that Autodesk needs to reconsider this decision and take into account the practical repercussions for businesses. The previous functionality was not only useful but essential for maintaining efficiency and productivity in daily operations.

I hope user feedback will be considered and that a solution can be found to restore this important functionality.

Re: Prevent Assign/Update on released items

giovanni_cauzzi — Wed, 09 Oct 2024 14:31:30 GMT

The ability to link secondary files to released items is essential, and this option has been removed since version 2024.4. Secondary files do not modify the properties of the items, whether in a modifiable state or not, so where was the problem?
There are many things that could be improved, yet we are managing to ruin even those that were functioning correctly.

Re: Prevent Assign/Update on released items

ihayesjr — Wed, 09 Oct 2024 15:19:15 GMT

@giovanni_cauzzi

Thank you for your feedback.

We will review this again.

Re: Prevent Assign/Update on released items

giovanni_cauzzi — Thu, 10 Oct 2024 06:29:06 GMT

Oh, thank you. Could you also tell me what I should do now since my production is halted (the third time in two years) and I have already opened a ticket with Autodesk, but after two days, there has still been no response?

Re: Prevent Assign/Update on released items

Stefano_Taino — Thu, 10 Oct 2024 08:15:21 GMT

I think this feature should be placed under the Vault options. Especially when changing something that has been in place for many years... it is clear that not every company works the same way, making these functional changes as activatable options would avoid this kind of blocks...

fyi this is our current support ticket 23113068

thanks

Re: Prevent Assign/Update on released items

ihayesjr — Thu, 10 Oct 2024 12:38:29 GMT

Thank you for your feedback.

We are working on this to see how we can provide the old and new behavior.

Re: Prevent Assign/Update on released items

Stefano_Taino — Thu, 10 Oct 2024 14:09:30 GMT

Thanks for your support
We are trying to use some workarounds (making the item part editable) but we are talking about numerous components that our assemblies have, so the production of BoM is slowing down a lot, moreover with the virtual components we have an error that block us "Error 0" (already reported in the same ticket). This problem is disrupting our operations globally. How long do you think it will take to develop a hotfix?

thanks again

Re: Prevent Assign/Update on released items

Torsten.Hoeflich — Thu, 28 Aug 2025 08:26:10 GMT

Hello everyone,

since updating to 2024.5 (rolled out in our company in calendar week 34, 2025), we have been facing the same issue of not being able to assign our documents to items.

For example, one workflow that no longer works is as follows. Our engineering department creates AutoCAD Mechanical drawings with part references. Many of the part references refer to repeat parts and fasteners. These parts already have released items. When you try to execute DWG Assign/Update Item, an error message appears and the process is canceled.

I agree with Stefano_Taino: “[...] this feature should be placed under the Vault options [...]” Each company should be able to decide for itself what behavior is desired.

Please provide an update as soon as possible.