This article relates to processes and features available only in Vault Professional.
In an instance where files are locked due to administrative control, item, lifecycle or folder security restrictions most users will not have access to edit (migrate) data. In this situation migration will fail due to file restrictions.
To this end a user needs to be created for migration purposes and made an exception to lifecycle rule restrictions. Although the administrative account could be used for this purpose it may be more practical to create a specific migration account.
For details on creating a new Vault User please see Managing Users. In this example a user named "Migration" is created with Document Editor (Level 1) permissions as a minimum. This user should be password protected and ideally be disabled after migration to prevent breaches in lifecycle state securities.
Vault Professional folder level security.
If your company leverages Vaults folder level security then it is important that the Migration user is permitted access to all folders with read and Modify permissions.
Please note that folder Access Control Lists actively restrict access to all users not explicitly granted access. This means once any user has been explicitly granted permission to a folder all other users are restricted.
See Setting Folder Membership article for more details on this and the procedure used to add the Migration user to any restricted folders.
Vault Professional File Lifecycle Management.
Following procedure defined in Edit Lifecycle State Security we need to add the Migration user to the security tab of each lifecycle scheme.
On the Definitions tab select the Lifecycle Scheme(s) associated with your Inventor data and ensure that the migration user is added to each lifecycle state (such as Released) with permission to read and modify documents.
This user will now be able to create new versions of restricted files. In this case the file will now have 2 "Released" versions of the file at the same revision - much the same as using the Quick Change style workflow.
Vault Professional - Item restrictions
Following procedure defined in Configure Item Lifecycle Security add the "Migration" user to item lifecycle security and add permission for this user to Read and Modify documents attached to items. There should be no requirement during the migration process to delete any data so as a precaution you should Deny this permission.
Please note that any file migrated as part of this process will have a new instance created in Vault but the item will still reference the un-migrated file. Updating item links is a secondary process that needs again to be run separately as a batch job or completed on demand.
All items regardless or their status and due to workflow efficiencies consume linked document updates manually. Released Items will need to be placed into Work In Progress in order to permit updates of the attached documentation, care should be taken here to ensure unnecessary revisions are not created as part of the update process.
For more information see topics around Item Management see Item File Link Types.