Vault Revision & Lifecycle setup

[simon_lamb2587Y]

Hi Everyone,

We have finally got Vault Pro 2025 after years of pushing the company to get Vault, however, before I can roll this out to the rest of the company, I need to setup the Revision & Lifecycle.

As a company, we use A1, A2, A3 etc for Internal drawings and C1, C2, C3 etc for Issued for Construction / Issued.

Can anyone point me in the direction of a step by step guide / Video without all of the Technical explanations.  I have done a search, but I haven't found anything that explains what I need to achieve.

Many thanks

[johan.degreef]

Revisions don't work as expected for us, so we abandoned that.

Models and drawing are revised in Vault, but we need to manually put it on the drawings.

If the A1, A2, C1, C2 are in your drawing names, I would look at auto numbering schemes.

Use 1 drawing for 1 model, same filenames... xxxx.ipt = xxxx.dwg

Start from "Flexible lifecycle" that came with the Vault installation. Copy it and test with that to modify as needed.

This lifecycle has a "quick change" state, that don't bump revision, when needing small edits.

If you start with an empty Vault, you can test model and drawing creation/modification, before letting other users in.

Vault is a blessing if you are with some users working on the same files, copying previous designs etc, so good to have it!

my 2cents.

[jorgen.bjornes]

If you have two different revision schemes on the same product, and need to jump from one to the other at any point, I believe you need to set up two different lifecycles with two different revision schemes. When you move from internal to construction you would have to change lifecycle on the files.

I've done this a couple of times, but if you have many files this will soon become messy and hard to manage. It might be a good idea to have your reseller help you set up and test thoroughly before rolling out to users.

I'm happy my current revision is simple (1, 2, 3, 4, etc) 🙂

[a.breuerTL7RD]

Hallo,

Can you send me an example of how it should look exactly?

for example, if you have 4 internal revisions (A4) and 2 released revisions (C2).

[Gabriel_Watson · Accepted solution]

Start by creating a new Revision scheme (Tools tab > Administration > Vault Settings > Behaviors tab > Revisions... > New...). There, click on Scheme Format > New..., and make a scheme that has only two letters as Values: A and C. This can be picked then for your Primary Scheme Format (the first letter) used in the new revision scheme we are building.

Now, use "Numeric" for Secondary and Tertiary (not going to be used), and hit OK.

At Vault Settings > Lifecycles..., select the Flexible cycle and hit "Copy..." to create your own lifecycle, then make sure to create states (plus sign on the left panel) as needed. Here you will need two "loops" which are basically WIP -> Internal Release -> For External Review -> Construction/Issued Release, with transitions (left side of that window) build to go back from each of those back to the previous state. This allows you to have an internal release mini-cycle AND an external release master cycle above it.

At the same screen, select the "Internal Release" state and go to Transitions to select those coming OUT of the Internal Release and going down to WIP (or other below). Click Edit for those an change the "Actions" (tab) to select "Bump SECONDARY revision". That makes the drawing move from A.1 to A.2, A.3, etc. every time it goes to an internal release but comes back to WIP for edits.

Now select the transition from Internal Release state to another above (For External Review, or "Construction/Issued Release" state, if the path you have is straight that way) and Edit > Actions > select "Bump PRIMARY revision". What that does is change the revision scheme from A to C on the major letter once things bubble up to the upper cycle going for construction (no longer an internal drawing).

Finally, fix the transition from Construction/Issued Release state back to "For External Review" to include an action of bumping the SECONDARY revision scheme number. That will make your drawing bump from C.1 to C.2, C.3, etc.

Other tweaks you will need are just setting up your Category to assign your new Lifecycle AND Revision scheme as default. Vault Settings > Behaviors > Categories > Copy or make a new category then under "Lifecycles" at the bottom, assign your new lifecycle, and do the same for the revision scheme.

The only issue with this approach is that Vault will set the first version and revision of a file as purely "A", until you switch from internal release back to WIP to make it A.1, A.2, etc. But the cool thing is that Vault will respect the transition from Released -> For External Review and change the A.X number to a "C".

Related idea you may wish to vote for:
https://forums.autodesk.com/t5/vault-ideas/common-revision-scheme-requirement/idi-p/8000042

[BassEngineer]

There are a couple of ways you can handle this. 

1- If I'm understanding correctly, the "A" and "C" are constant in your revision scheme of A1,A2,A3 and C1,C2 and C3. The numeric portion of the revision is the only character that changes when a revision is bumped.  If this is the case just use 1,2,3 as your revision scheme and use an iproperty (or custom iproperty) to define it as "Internal" or "Construction" then add it to your title block. You can even use "A" and "C" as text in the title block as constants right next to the REV NUMBER so it looks seamless to the user. But this will need some input from the user to make the right selection whether it is "Internal", "Construction", "A" or "C".

2- Another way to handle this is to create two Categories each with its own custom revision scheme of A1,A2,A3 and the other C1,C2, or C3.  In addition I would create an iproperty (or custom iproperty) that defines whether the drawing is "Internal" or "Construction", then the rule could look at this property, and put it into the correct category which has the custom revision scheme.

[simon_lamb2587Y]

Hi,

It is exactly as you have put it...

4 internal revisions = A4 and 2 released revisions = C2.

[simon_lamb2587Y]

I have just created a TEST Vault so I will try it on there first and let you know.

Thanks, I will get to you