Cumulus Vault expands the functionality of your base Cumulus installation. By retaining and tracking assets in multiple versions, it adds a new dimension to your asset management solution.
This new dimension comes into play when you would like to preview, mail, copy and delete assets controlled by Vault. Since these assets may exist in multiple versions, you may have to make a choice between the different versions available.
Cumulus makes it easy for you to make this choice. It even enables you to pre-set your decision to best suit the way you work. If you want to preview, mail, copy or print an asset controlled by Vault, you can have Cumulus always get the latest version – without asking you any further questions. Or if you’re more interested in a previous version, you can have Cumulus provide you with a list of all versions that are available – complete with check-in times, users and comments – to make sure you get the right one.
You have a similar option when deleting assets. You can have Cumulus prompt you to select the version you would like to delete, or, if you’re trying to free up a lot of storage space at once, have Cumulus delete all versions without any further questions.
The sections that follow explain how to define these version settings and then use them when working with your assets.
Defining Asset Version Handling
When you use standard Cumulus commands to access assets controlled by Vault, the assets you access may exist in multiple versions. Which version you use is up to you – but Cumulus provides the information to make the decision easy for you. You can even pre-set how you want these versions handled to best suit the way you work.
How asset versions should be handled is defined on the Cataloging tab of the Asset Handling Set you use to access the asset. (For the different options, see “Cataloging Tab” .)
Deleting Assets Controlled by Vault
One option for deleting asset versions from Vault is to use the Version History dialog (see “Managing Versions” ). To delete a record and its asset including all asset versions, use the Delete command in the Edit menu.
NOTE: You need to have permission to delete records from this catalog in order to use this function. To find out if you have this permission, ask your Cumulus Administrator.
Previewing, Mailing or Printing Assets Controlled by Vault
To preview a version of an asset controlled by Vault:
1. Select the record whose asset version you would like to preview, mail or print.
2. Select Asset > Preview or Mail To or Print.
If your version setting is Always Get Latest Version, Cumulus opens the preview window with the latest version of the selected asset or mails or prints the latest version of the selected asset.
If your version setting is Ask for Version to Get, Cumulus prompts you to choose the version you would like to preview/mail/print. Select the desired version and click OK to preview/mail/print it.