topic Re: Older db's and Items that were Renamed, There a way to get those Items back? in Vault Forum

Older db's and Items that were Renamed, There a way to get those Items back?

steveh3 — Thu, 23 Mar 2023 14:55:08 GMT

So...for us who have been around Vault 20 years and using items......At one time when you renamed an item, it did not clean up the db for the item that you renamed. For example, item 803110 was renamed to 803112. When you renamed an item, it did rename it, but kept the original item in the db (803110). You could search on 803110 and not find anything in Thick Client, but when you attempt to re-use the item (803110) or create a new one using 803110, it says you can't because item already exists.

Therefore, if you wanted to re-use that item, you can't.

We can't put a new item number on it because it was in our ERP system as 803110. So, we just started putting an "X" behind the item number so that we could use it (Eg 803110X) and be able to easily find all the items that we did this too.

So....is there anyway to clean up those old items where we did this? We are talking ~13 out of 105,000 items. So, not many to deal with.

Any thoughts from the Vault team?

Thanks in advance,

Steve H.

Ynt: Older db's and Items that were Renamed, There a way to get those Items back?

Gokhan_Kaya — Thu, 23 Mar 2023 09:19:24 GMT

Hi @steveh3

Can you see item number 103110 when you search in items ?

Re: Older db's and Items that were Renamed, There a way to get those Items back?

steveh3 — Thu, 23 Mar 2023 11:10:28 GMT

Unfortunately NO.

That was a problem with the rename of an item in earlier versions. If you you renamed an item, it remained in the db even thought you could not see it.

Looking of a way to delete them out of the db so that we can fix the items where we put an "X" on the end of the number and renumber them back to the number they should be.

Best,

Steve

Re: Older db's and Items that were Renamed, There a way to get those Items back?

RajSchmidt — Thu, 23 Mar 2023 14:34:42 GMT

Because the old item (rather the old number) is still in the database. You can find it when you search for the number with the option “only newest” disabled. That’s on the third tab of the search menu.

If you want to get rid of the old numbers you should purge the item.

Re: Older db's and Items that were Renamed, There a way to get those Items back?

steveh3 — Thu, 23 Mar 2023 15:01:03 GMT

Thanks.... @RajSchmidt

Didn't know this option was there. Not sure this is the answer though.

Attempting to translate, and I think you are in the Items tab and Tools/Find....

This is what I see...

Appears you have a third option that I don't have? Hmmm?

I toggled off the setting, and still do not see the item "803110".

Thoughts?

Re: Older db's and Items that were Renamed, There a way to get those Items back?

ihayesjr — Thu, 23 Mar 2023 15:13:58 GMT

@steveh3

First, because you filtered your Advanced Search on Items, you will not see the "Search subfolders" in the Search Options list. That is why yours is different.

However, I don't see a way to find the old number either. I believe that once you uncheck the "Find latest versions only" option, you should be able to find the item with the old number.

I will check internally about this.

Re: Older db's and Items that were Renamed, There a way to get those Items back?

RajSchmidt — Fri, 24 Mar 2023 08:02:02 GMT

Good morning,

@ihayesjr is right. I searched for anything, that’s why I also had the folder option. (I was too lazy yesterday to fire up the English language pack.)

And normally you should find the old revisions. I had a similar issue at a customers a few years ago and could solve it this way.

Re: Older db's and Items that were Renamed, There a way to get those Items back?

steveh3 — Fri, 24 Mar 2023 11:04:07 GMT

Thank you gentlemen.

So, we are tying into the Vault API and we are combing thru the data and finding discrepancies and finding more items than I originally expected. Some users, instead of adding an "X", they added spaces. Right now we are still under 50 items that don't match.

So, when an item doesn't match an item in our ERP, it's throwing an error. I am 99% sure this all stemmed from the item rename.

Any insight on how to fix this would be appreciated.

Best,

Steve H.

Re: Older db's and Items that were Renamed, There a way to get those Items back?

steveh3 — Fri, 24 Mar 2023 11:06:11 GMT

@ihayesjr

I think the support team might have our db there yet.

Best,

steveh

Re: Older db's and Items that were Renamed, There a way to get those Items back?

ihayesjr — Fri, 24 Mar 2023 14:48:44 GMT

We have found a temporary workaround to use. I will have to get the development team to work on it.

How to Navigate Historically Used Item Number (autodesk.com)

Re: Older db's and Items that were Renamed, There a way to get those Items back?

mikeh4 — Mon, 10 Nov 2025 13:55:31 GMT

@ihayesjr ....

So, periodically we still run into this.

I'm pretty sure there was a fix that when you rename an item in Vault, that it was removed from the db. But, we still run into this situation, even on new entries. We tell our users to NEVER rename items, but they still tend to do it. We have a situation now that I can't use the work-around to delete the item, says it does not exist.

We are running 2024.4.1 and here's a video link showing the issue...

https://youtu.be/d2ASP3lMl-Y

Unless I'm missing a step?

Thanks for the help.

Best,

Re: Older db's and Items that were Renamed, There a way to get those Items back?

steveh3 — Mon, 10 Nov 2025 15:40:09 GMT

Above post was by steveh and NOT mikeh.

Re: Older db's and Items that were Renamed, There a way to get those Items back?

ihayesjr — Mon, 10 Nov 2025 23:12:40 GMT

@steveh3

That workaround worked for me. Make sure that you close the Vault client. Make the edit to the shortcut.xml and save it.

Then relaunch the Vault client.

Re: Older db's and Items that were Renamed, There a way to get those Items back?

steveh3 — Thu, 13 Nov 2025 20:32:43 GMT

Still no luck...here's exactly what I'm doing...

https://youtu.be/6pE2tcP3uSo

Re: Older db's and Items that were Renamed, There a way to get those Items back?

ihayesjr — Fri, 14 Nov 2025 20:02:16 GMT

Thanks for the updated video. I am not sure what is happening in 2024. I am using 2026 and can still perform the search from the shortcut.

What 2024 update are you on?

What is interesting in your video is that as soon as you expand the short-cuts node, the short-cut turns red. Mine is not doing this.

Re: Older db's and Items that were Renamed, There a way to get those Items back?

steveh3 — Mon, 17 Nov 2025 21:15:28 GMT

Thanks Irvin....

2024.4.1

I will bring the server up to the latest 2024 update this weekend and see if that makes a difference.

FYI...I just checked, my client is 2024.4.3.

Wondering if that might have something to do with it?

Let me find a machine to the same version as the server and try it.

Stay tuned 🙂

Re: Older db's and Items that were Renamed, There a way to get those Items back?

steveh3 — Tue, 18 Nov 2025 13:16:28 GMT

@ihayesjr

So, found a workstation and updated the Client to exact same version as server. Same result .....item shortcut would turn red.

Then...just for the heck of it I went to our future server (2026.1) which has a restored backup of our current 2024 production server and performed the lookup. Just so happened that the items existed in that restored backup.

I went thru the steps of editing the .xml and this time I got a result which gave me the item that referenced the L312-335. I then went back to 2024 (production server) found the item. It wouldn't let me purge the versions as shown in the video, but since the problem item had not yet been released, I just deleted the problem item and just re-assigned it.

I was then able to rename the item as expected.

So, all is well now :-).

So, in a nutshell, there appears to be a problem with 2024 in using this work around. At least in our db there is.

Appreciate the help!

Best,

Steve H.