Setting up Autodesk Vault requires careful planning, as it is a powerful tool for managing design and engineering data within your organization. This guide will give you a high-level overview of the setup process, from system requirements to configuration.

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Step 1: Review Autodesk Vault System Requirements

Before installing Autodesk Vault, ensure that your hardware and software meet the necessary system requirements. Autodesk Vault has different versions like Vault Basic, Vault Workgroup, and Vault Professional, so confirm which version you will be using.

General System Requirements:

• Operating System:
  • Windows Server 2016, 2019, or 2022 (for Vault Server)
  • Windows 10 or 11 (for Vault Client)
• Processor:
  • 2.5–2.9 GHz or faster (multi-core preferred)
• RAM:
  • 8 GB minimum (16 GB recommended for larger setups)
• Database:
  • Microsoft SQL Server 2019 Express for Vault Basic (comes bundled)
  • Microsoft SQL Server 2019 Standard or higher for Vault Workgroup and Professional
• Disk Space:
  • 100 GB or more for storage (depends on the size of the data to be managed)
  • SSD recommended for better performance
• Network:
  • A wired network connection (Gigabit Ethernet recommended) is preferred for stable communication between the server and clients.
• Web Server:
  • IIS (Internet Information Services) should be enabled on the Vault server.
• Autodesk Software Compatibility:
  • Autodesk Vault is primarily used alongside tools like AutoCAD, Inventor, Revit, and others. Make sure the versions of Autodesk products you are using are compatible with the Vault version you plan to install.

Step 2: Prepare the Vault Server

1. Install Prerequisites:

• SQL Server: Install Microsoft SQL Server if using Vault Workgroup or Professional. If using Vault Basic, SQL Server Express will be installed automatically during setup.
• IIS (Internet Information Services): Ensure IIS is enabled on the server. This is required to host Autodesk Vault.
• Ensure the following roles are enabled:
  • Web Server
  • ASP.NET
  • Windows Authentication

2. Install Autodesk Vault Server:

• Download the Vault Server installer from Autodesk.
• Run the installer as an administrator.
• Select the installation type: Vault Basic, Workgroup, or Professional.
• Follow the installation wizard, specifying the SQL Server instance, Vault database, and necessary network configurations.
• During installation, choose where to store the Vault data (this should be a high-performance storage area).

3. Vault Server Configuration:

• After installation, configure Vault settings such as data location, backup schedules, and user access permissions.
• Configure the Vault database and set up the SQL Server with appropriate permissions.

Step 3: Install Autodesk Vault Client

Once the server is set up, users can install Vault Client on their workstations to interact with the server.

1. Download and Install Vault Client:

• The Vault Client installer can be downloaded from Autodesk.
• Install the client on any workstation that will interact with Vault.

2. Connect to Vault Server:

• Open the Vault Client on the user’s workstation.
• During the first launch, enter the Vault Server URL (usually something like http://servername:80/Vault) to establish the connection.
• Log in using your Vault credentials (this will be set up during Vault configuration on the server).

Step 4: Set Up Users and Permissions

Vault allows you to assign roles and permissions to users, giving them different levels of access to files and workflows.

1. Create User Accounts:

• In the Vault Client or Vault Administration tool, create users and assign them roles.
• Common roles include Administrators, Designers, Engineers, and Viewers.

2. Assign Vault Roles:

• Define roles like Vault Admin, Content Center Manager, or CAD User. These roles determine the level of control a user has over files and data in the Vault.

3. Configure Folder Permissions:

• Set permissions on folders within Vault, restricting access to specific teams or users.
• For example, you may want to restrict project folders to only engineers or designers.

Step 5: Configure Vault Workflows (Optional for Advanced Users)

For Vault Professional and Workgroup, you can configure advanced workflows and lifecycles for design data.

1. Set Up Lifecycles:

• Define the different stages of your design workflows, such as Work in Progress (WIP), Released, and Obsolete.
• Assign specific actions that users can take at each stage (e.g., Engineers can edit in WIP but not in Released).

2. Configure Item Master and BOMs:

• For manufacturing and engineering firms, set up Item Masters and Bill of Materials (BOMs) to manage complex data related to product designs and manufacturing processes.

Step 6: Backup and Maintenance

Regular backups of the Vault database and files are essential to prevent data loss.

1. Configure Automated Backups:

• Set up regular automated backups for both the Vault file store and the SQL database.

2. Monitor Server Health:

• Use Autodesk Vault monitoring tools to keep an eye on server performance and storage usage. Regular maintenance checks should be performed to ensure the system is running optimally.

Step 7: Training and Deployment

Once the Vault setup is complete, train your team on using the Vault Client to ensure they understand how to check in and check out files, create versions, and manage workflows.

1. User Training:

• Provide basic training on file check-in/out processes, version control, and project collaboration within Vault.
• Make sure users know how to search for files, view file history, and manage CAD files efficiently.

2. Pilot Run:

• Run a pilot project with a small team to iron out any issues before full deployment.

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Final Notes:

Autodesk Vault is a powerful tool that, when properly configured, will streamline your data management and improve collaboration within your team. It’s recommended to work with IT Troubleshooter for complex implementations or for Vault Professional setups, as they can ensure best practices are followed during setup.