Update File Data Sheet when creating/updating item

[snappyjazz]

I have setup UPD's and associated them with the file/item category. These UPD's are also mapped; and in the appropriate circumstance, set to create the property. I have rules setup to auto-categorize the files to the right category. When I create an item for the file; those properties are missing their value. If I manually update the file data sheet and then create the item, the item receives the values.

My idea:

When you create/update an item, first update the data sheet then create/update the item. Then all the property info you setup is in play.

[ihayesjr]

@snappyjazz Have you tried setting a default value for the properties? If not, how will the value be determined?

[snappyjazz]

@ihayesjr 

By default value; do you mean initial value? Yes,I have an initial value filled in on the property that I have "Number" and "Equivalence Value" mapped to. Sorry to not clarify this.

[ihayesjr]

Have you thought about using Vault Data Standards to make sure each file has the appropriate properties filled in prior to check in?

[snappyjazz]

From what I can tell, data standards only helps when a file is saved/checked in to vault. It doesn't catch other instances such as copy design.

[ihayesjr]

If you are performing a Copy Design on files that already have a value, then there isn't anything to catch.

I am not really understanding what properties are missing or don't have values in your files. When you perform the assign Item, what property is empty and where is the value coming from?

[snappyjazz]

When our designers copy design an old project from before we had vault pro, they're still assigned to the base category. There could be several thousand files in a project. When they change the category, they have to update the file data sheet to push the property update to the file. If they don't do this manual step, the item name will be serialized rather than use the ERP info we setup.

To answer your question on where the value is coming from. I have a UPD we'll call it "Item Name". We have multiple files we want to go to one item, so I setup an initial value on "Item Name". This is where the value comes from. I have "Number" and "Equivalence Value" mapped to "Item Name".

If I create the Item (before I update the data sheet), the Item name is serialized. If I update the data sheet before creating the item, then the item name receives the value of "Item Name".

[ihayesjr]

Ok, so I think it is becoming clearer to me. What you really need is when you change the category on a file, a Sync Properties is automatically done which will update the file properties (data sheet) with the values coming from the Category properties. Then when you assign the files to an Item, they will get the proper Item.

Is this correct?

[snappyjazz]

@ihayesjr 

In my testing; I changed the file category, and now the properties of the old and new category are on the file. Now there is a mess of frivolous properties on the file. This could interrupt the expected behavior I'm after with this idea. 

[ihayesjr]

But that is what is happening in your current workflow which is being performed manually. When you change the file from the Base category to the new category, all of the properties that were on the file from the Base category is carried over. I just stating to do this automatically.

Are you stating that you want to old properties associated to the Base category be removed from the file and then add the properties associated with the new category?

[snappyjazz]

@ihayesjr 

We want to keep the base category with as little or no properties as possible. So I wasn't seeing the frivolous properties until I switched between two categories that have different properties.

To answer your question:

Yes, it would be helpful to have the old properties to be removed from the file and then add the new properties from the category.

Thanks for helping me sort this out.