You configure the Vault Server by telling it where to store the assets that are to be controlled by Cumulus Vault. Only the Cumulus Vault Administrator can configure the Vault Server, meaning that there has to be a user account that functions as the Vault Administrator.
Specifying the Cumulus Vault Administrator
To configure the Vault Server, there has to be a user account which functions as the Cumulus Vault Administrator.
If the Vault Server is running on the same computer as the Cumulus Server, you can give any existing user the Vault Administrator permission.
However, if the Vault Server is not on the same computer as the Cumulus Server, you need to specify the Vault Administrator on this computer. You may even have to set up a user who is given the Vault Administrator permission.
In both cases use the User Manager module of the Server Console to do so:
1. From within the Cumulus Client, select File > Administration > Server Console, or connect to the Web Server Console via a Web browser
2. Log on to the computer running the Vault Server you want to administrate as Cumulus Administrator or the user who has the permission: User Administrator.
3. Select User Manager.
4. Edit the user’s description who is supposed to be the Vault Administrator and under Server Permissions, select the Administrator Permissions to assign the Vault Administrator permission.
5. Click OK to save the defined properties.
In order to make it easy for the Vault Administrator user to perform all administrative tasks, this user should also have the following permissions for the catalogs that use Vault:
• Application Permissions Open Catalog, Create Record, Delete Asset
Activating Vault and Specifying the Vault Storage Location
As the Vault Administrator, it’s up to you to create and specify the location of the main Vault folder where Vault will store the assets it controls. Where this location actually exists is up to you, with one restriction: it must physically be on a local disk of the computer running the Vault Server.
There are a couple of things to keep in mind when creating the folder to house your team’s assets:
• All versions of your Vault-controlled assets from all catalogs will be housed there, so sufficient storage space should be available.
• You can specify a new location for the main Vault folder at any time (end of project, month, year, etc.), but once you do your workgroup will not be able to use Cumulus Vault to access the assets stored in the previous location unless you have made use of a special utility that updates the asset references to the new location .
First, create this main Vault Storage folder on the computer running the Vault Server, and then configure the Vault Server application by telling it where this folder is. You can structure this main Vault Storage folder when setting up catalogs for Vault. Use this way to create any subfolders in the main Vault folder, only. When you create new folders inside the main Vault Storage folder when setting up catalogs. These folders are created as special folders for Vault and called Vault Folders. Such a special Vault Folder contains an XML file that describes it and that is necessary for certain functions, e.g. the exclusive assignment of a catalog to Vault as its central asset location.
Setting up the Vault Server
When setting up the Vault Server you are offered to have Vault Folders automatically structured when a certain number of days or assets is reached. For better performance we strongly recommend you to make use of the functions that automatically create subfolders.
To set up the Vault Server:
1. From within a Cumulus Client, select File > Administration > Server Console, or connect to the Web Server Console via a Web browser.
2. Log on to the Cumulus Server you want to administrate as Cumulus Administrator or the user who has the permission: Vault Administrator.
The modules of the Server Console application are loaded.
3. The Server Console application is started. Log on to the computer running the Vault Server as a user who has Vault Administrator permission.
4. Select Vault Server.
TheCumulus Vault Server Setup window is displayed.
5. Under General, enable Activate Vault Server.
6. In the Vault Storage Folder field, enter the path to the folder on the Vault Server computer into which the assets shall be placed when cataloged.
The path you enter here refers to a location on the computer running the Vault Server. Make sure to observe the conventions for describing paths of the operating system where the Vault Server is installed, regardless of whether you are connecting from a Windows or Mac OS Client.
NOTE: Vault Server for OS X As the Vault Server for OS X is based on UNIX technology you have to use UNIX path and file naming conventions for administration.
7. Under Automatically Created Subfolders, decide on the handling of subfolders by selecting the desired option:
• Do Not Use Automatically Created Subfolders All assets will be stored directly in the Vault folders. This option is only available while none of the subfolder options is activated. Once the automatic creation of subfolders is activated, there is no point of return.
NOTE: If you decide on this option and later decide on using subdirectories, all assets stored directly in Vault folders will be moved to a special subdirectory called Default. This will also happen to assets stored in Vault with former versions of Cumulus Vault when you decide to use subdirectories with the current Cumulus Vault version.
• Use Enter the complete path of an existing subfolder or a folder to be created within the Vault Storage Folder (using the path naming conventions of the operating system where your Vault Server is installed). Remember, that for better performance we strongly recommend you to activate this option.
NOTE: If you don’t enter a name and leave the default unchanged, new cataloged assets are stored in the same Default folder as the assets that were automatically moved there after the use of automatically created subfolders was activated.
• Create a New Folder After ... Days Enter the number of days (1 to 10,000) after which a new subfolder will be created to house the assets to be cataloged hereafter. This number is the minimum number of days before a new subfolder will be automatically created.
• Create a New Folder Upon Reaching ... Assets Enter the maximum number of assets (1 to 10,000) a subfolder may contain before a new subfolder will be created to house the assets to be cataloged hereafter. (Due to Cumulus TAG files or other metadata files, the actual number might differ.)
NOTE: These automatically created subfolders are named after their creation date and time (YYYY-MM-DD_hh-mm-ss).
8. Under Version Limitations, decide on the handling of versions. You can either keep all versions or limit the versions of an asset kept in Vault. If you activate the option Only Keep, enter the number of latest versions you want to be kept in Vault. If you also want the oldest version to be kept, enable the option Additionally Keep Oldest Version.
9. Click Save Changes.
Once you have set up the Vault Server you should go on and set up your Cumulus catalogs to work with Vault.