Configuring Vault : Implementing Cumulus Vault : Preparing Catalogs for Vault
   
Preparing Catalogs for Vault
To make a catalog work with Vault, you have to add the version control record fields to the catalog. These fields are:
• Check out Location – Contains encoded information on where the asset has been checked out to, i.e., the location to which it has been saved on the user’s file system. You must add this field for Vault to be able to copy and track assets.
• Check out Date – Contains information on the date and time the asset was checked out.
• Check out User – Contains information on who checked the asset out.
• Version History – Contains information on each version of an asset, i.e., when it was checked out and in as well as by whom. This field is a text field and can be edited by the user (if allowed).
NOTE: Check out Duration
If the Check out Date field is also contained in the catalog, the Version History field contains information on the check out duration at the end of each entry. This information is only available via this field. If this information is deleted from this field it cannot be reconstructed.
NOTE: Reconstructing Data
If the content of the Version History field was completely deleted, the field is treated as containing no value and will be filled with the information stored on the server upon the next checking or record update.
The fields Check out Date and Check out User also enable catalog users to view whether or not an asset is currently checked out and, if so, by whom. But to view the contents of these fields, they have to be added to the Record View Sets. (For information on adding fields to a view, see “Adding a Field to a Record View” .)
To add version control fields to your catalog:
 
1. Make sure the collection window containing the catalog is the active window in Cumulus.
2. Select  Cumulus /  Edit > Preferences.
3. Click Catalog Settings.
The Catalog Settings window is displayed. If the active collection window contains more than one catalog, select the catalog you want to edit under Catalogs.
4. Click Record Fields. This displays a list of the current record fields included in the catalog.
5. Click the Add Field button. This opens the dialog Add Field.
6. Click the Modules tab.
7. Select Cumulus Application.
8. Select the field(s) you want to add. Version control fields are: Check out Location, Check out Date, Check out User, Version History
TIP: Using Catalog Template
Under Modules, you can use also use the Catalog Template Fields for Asset Version Control for adding the fields.
9. Click OK. This brings you back to the fields list to which the fields have been added.
10. Click Apply to save your changes.
The catalog can now work with Vault, but there are no assets in Vault for it to work with. The next step is to have Cumulus place assets under Vault’s control whenever they are cataloged.