Whether or not cataloged assets are controlled by Cumulus Vault depends first of all on whether the catalog that manages them is set up to work with Vault. If your Cumulus Administrator sets up a catalog to work with Vault, assets can be placed under Vault’s control when they are added (i.e., cataloged) to that catalog. During the cataloging process, Cumulus hands the assets over to the location that Vault controls.
Your Cumulus Catalog Administrator sets up a catalog to work with Vault in one of the following ways:
• Always – whenever users catalog assets to that catalog, they are handed over to Vault. In this case, all you need to do is catalog the assets. (See the Cumulus Client User Guide for information on cataloging assets.)
• Always and Exclusive – whenever users catalog assets to that catalog, they are handed over to Vault and their asset storage location is Vault exclusively. In this case, all you need to do is catalog the assets. For your information: A catalog that is set to the Always and Exclusive option has a forced 1-to-1relation with Vault: every record in the catalog represents an asset stored in Vault and each asset in the Vault folder assigned to this catalog is represented by a record in this catalog. This is the guiding principle for all functions performed. For example, this means that assets managed by this catalog cannot be moved and that deleting the records which are representing them will always delete the assets as well.
NOTE: Catalog Housing Records from a Vault Exclusive Catalog! If you have another catalog housing records that derive from a catalog set to Always and Exclusive, the permissions you have on these records (and their assets) are the permissions you are given for the catalog the records derive from. For example: you have all permissions for catalog A but if catalog A houses records from catalog B which is a Vault exclusive catalog, then the permissions for records may differ if you don’t have the same permissions for both catalogs.
If you don’t know which of your workgroup’s catalogs are set up to work with Vault and how, ask your Cumulus Administrator. You should also ask your Cumulus Administrator which Asset Handling Sets were adjusted for the use with Vault. The Asset Handling Sets you use with Vault must have the Asset Storage module Vault AssetStore activated. And if a catalog is set to let each user decide whether cataloged assets should be placed under Vault’s control or not, the Copy to Central Asset Location option must also be activated. If working with assets stored in Vault, you should take care that the Asset Handling Sets defined in your User Settings for cataloging and asset access are adjusted for the use with Vault. Asset Handling Sets also include the Vault settings for version handling. For details on how to set up Asset Handling Sets for version handling, see “Defining Asset Version Handling” .
If you’ve already cataloged assets to a catalog before it was placed under Vault’s control, and now want to hand them over to Vault, you can do that, too. You don’t have to re-catalog them, but can simply move them to the location which Vault stands guard over. To find out how, see “Adding Already Cataloged Assets to Vault” below.