Secondary formats from Item BOM

In order to walk through the Item BOM and generate data and files we need to set up the Custom Action "Item Linked File Update"

From Sovelia Vault 2024.1 and onwards

A typical example is to do jobs when an item is released

• item BOM export

• Update the item properties

• trigger any file action sets in the files linked to the item.

  • update properties (copied from item)

  • Synchronize properties

  • Export secondary formats

• update the item from document

• email changes to users

1. Set Up "Item Linked File Update"

In this example we will create a setup as explained below from the Custom Action.

Item User property=Vault System Property "Last Updated By" (This property is mandatory)

User name Property=Any vault property

User Date Property=Any vault property

Drawing Action Set name=Need to be an action set for file (Value Can not be empty, but can be a empty action set)

Part Action set name=Need to be an action set for file (Value Can not be empty, but can be an empty action set)

Assembly Action set name=Need to be an action set for file (Value Can not be empty, but can be an empty action set)

2. Create Item Action set

Now we need a trigger in order to run the custom action. In this action set we run an Item xml BOM from the client directly and then the custom action "Item Linked File Update" from the Job Processor. We could of course run both from the job processor, but we can’t run both from the client as there are needed more access rights than a normal user has.

TIP: You can also add custom action “Update Item from File” as the last action in the file action set to keep the item compliant after the release.

Result

When an Item is released the Job-processor and Sovelia Vault will do the job. To make this work as intended the Vault need to be set up to work with the Sovelia Vault Configuration. For this example, we did some basic settings in Vault that should be considered depending on the workflow.

Workflow where only Items are revised:

• Lock files from Item according to Item access rights. When the item is in a state where it can’t be edited, the files will have the same security.

• Since we dont revise files, we set up the vault to copy Item properties to file. When doing this we can map item revision to revision number in the files so the revision will be correct in title blocks etc.