Updating the Vault State property using the IMAGINiT Utilities for Vault Metadata Update

June 29, 2023 Bob Felton


When the need arises to update the Lifecycle State for a large number of CAD files in Vault, the Vault Metadata Update tool in the IMAGINiT Utilities for Vault Server can be configured to do that.


For dozens or hundreds of files that need the State system property updated, it's tedious to select them in batches and change their State in the Vault client.


The Vault Metadata Update tool has three stages of updating a large batch of files' properties in Vault: 

  • Select and export the properties from files in Vault into Excel.
  • Edit the values in the exported properties as needed in Excel.
  • Import the updated data from Excel back into Vault, matched to the files originally selected.

First, to locate and run the Vault Metadata Update, search for 'metadata update' from the Windows search on the Vault Server if you have a standalone license, or on a workstation where the  IMAGINiT Utilities for Vault Server are installed, if you have a network license for the Utilities:

Run the Vault Metadate Update tool from the Utilities' shortcuts folder (or from the search result):

Note: The Vault Client needs to be installed to sign into Vault.

From the File menu, select 'Vault Login'.

Next, select 'File Metadata Export' under Action and then select the folder that contains the files to update. Then Edit the Selected Properties List to include:

  • File Name
  • Lifecycle Definition
  • State
  • Author

Save the Column Configuration with a convenient name, then save the Output File and click OK.

In Excel, edit the State from what it shows to what you need it to show.

For example, Edit the first cell to change 'Work in Progress' to 'Released'. Select and copy to all other cells in that column.

When done editing, save as 'Import.xlsx' in the same folder.

Then under Action, choose 'File Metadata Update'. Locate the Import.xlsx and click Next.

Then match up the File Name, Lifecycle Definition, and State columns from Excel. You can ignore Author as it is just used for reference. Then click OK, then Start at the next screen.

Note the 'Fair Warning' at the next screen after pressing Start. Click Yes if you are ready.

Confirm that all files were updated.

Finally, check in the Vault client that the expected State change has worked.

About the Author

Bob Felton

Sr. Technical Support Specialist, Manufacturing<br><br>Bob Felton has been supporting Autodesk products for over 25 years including core AutoCAD, P&ID, Plant 3D, AutoCAD for Mac, AutoCAD Mechanical, and Vault. His background is in graphics with an Applied Sciences degree and ten years manufacturing experience drafting, as well as technical illustration, image editing, and even patent drafting.

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