Due to whatever reason, Vault may contain assets which are not cataloged. You can search for these and either delete them or add them to a catalog. As you can only search catalog for catalog, this function is most helpful when you manage all assets stored in Vault via one catalog.
To manage non-cataloged assets stored in Vault:
1. From within a Cumulus Client, select File > Administration > Server Console, or connect to the Web Server Console via a Web browser.
2. The Server Console application is started. Log on to the computer running the Vault Server as a user who has Vault Administrator permission.
3. Select Vault Server.
The Vault ServerSetup window is displayed.
4. Click the Unreferenced Assets button.
The Choose Server Connection dialog is displayed.
5. If the catalogs you want to scan are managed by a Cumulus Server running on the same computer as the Vault Server you are connected to, then you can use the current connection and click Next.
However, check if you are logged on to the Vault Server as a user who has the required permissions for the catalogs to be scanned and has access to the Asset Handling Sets needed for cataloging. If not, you should change the connection as described below. Required permissions are: Open Catalog, Create Record and Delete Asset.
If the catalogs you want to scan are managed by a Cumulus Server running on a different computer as the Vault Server you are connected to, then you have to change the connection and connect to this computer.
To change the connection:
• Enable the Use Other Connection option.
• In the Server field, enter the server name or the IP address of the computer running the Cumulus Server managing the desired catalogs.
• Enter the name and the password of a user who has the required permissions for the catalogs you want to scan.
• Click Connect and Next.
The Select a Catalog dialog is displayed. It lists the catalogs that are managed by the Cumulus Server chosen in the previous dialog and which the logged on user has access to.
6. Select the catalog to be scanned and click Next.
The Select a Folder dialog is displayed. It lists the folders inside the Vault Storage folder.
7. Select the folder to be matched with the catalog chosen in the previous dialog. The selected folder(s) will be scanned as well as its/their automatically created subfolders.
NOTE: If you don’t select a folder, the level of the Vault Storage folder will be scanned – including all automatically created subfolders but not the Vault Folders.
8. Click Next to start the process.
A list shows those assets that are stored in the selected folder but not contained in the selected catalog.
If the list is empty, no unreferenced assets were found. Then you can either quit the utility by clicking Close or go back to previous steps by clicking Previous.
9. Select the desired asset(s) and
• if you want to delete the asset(s) (and all its/their versions) from Vault, click Mark to Be Deleted.
• if you want to add the asset(s) to the selected catalog, click Mark to Be Cataloged.
• if you don’t want to touch the asset, click Mark to Retain Unchanged.
TIP: Selecting Task
You can also click in the Task column to select the task to be performed on an asset.
The assets get marked for the task to be performed.
10. For assets to be cataloged, you should choose an Asset Handling Set for the cataloging:
• Select the entry for the asset to be cataloged and click Choose Asset Handling Set. A list shows those Asset Handling Sets that have Cumulus Vault activated as Asset Storage module and that are available to the user you are logged on with.
• Choose the Asset Handling Set you want to be used for cataloging the selected asset.
11. When the tasks for all assets are defined and all Asset Handling Sets are chosen, click Start. The assets are processed as defined. A list informs you on the tasks that were performed.
12. Click Close to quit the utility.
This function was designed for clearing assets which are in Vault but not cataloged. However, you may also use this function for cataloging assets in Vault to other catalogs.