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Autodesk Vault

Autodesk Vault is a product data management (PDM) software developed by Autodesk, Inc., that centralizes and organizes design data, documentation, and revisions to support engineering, manufacturing, and construction teams in managing product development workflows.^[1]^[2] It functions as a secure repository for files and related metadata, retaining all versions with dependencies to enable comprehensive project history tracking and prevent concurrent edits through check-in/check-out mechanisms.^[2] The software employs a client-server architecture: the Vault Client (available as thick, thin, or add-in variants) handles user interactions like file operations and searching, while the Vault Server comprises a web server (typically IIS on port 80), a relational database (such as Microsoft SQL Server Express) for tracking properties and history, and a proprietary file store for secure physical file storage.^[2]^[1] Core features include process automation, access controls, revision and design history tracking, multi-CAD collaboration, and remote access options via mobile apps, browser-based clients, Vault Gateway, or Project Sync tools.^[1] Autodesk Vault integrates seamlessly with Autodesk products like Inventor and AutoCAD, as well as Microsoft Office and external business systems through Vault Data APIs, supporting data reuse and streamlined workflows.^[1] It is offered in multiple editions: Vault Basic (included in the Product Design & Manufacturing Collection for essential file management), Vault Professional (for advanced, distributed-team PDM), Vault Office (tailored for non-CAD document handling), and Vault PLM (which extends Professional capabilities with cloud-based product lifecycle management via Autodesk Fusion Manage).^[1] Overall, Vault promotes collaboration by establishing a single source of truth for design assets, minimizing errors and rework while boosting productivity and agility across extended teams.^[1]^[2]

Introduction

Overview

Autodesk Vault is a client-server product data management (PDM) software that enables teams to organize, version, and reuse engineering design data across distributed environments. It acts as a secure central repository for files, tracking dependencies, properties, and histories to facilitate efficient collaboration and reduce errors in design processes.^[1]^[2] The core architecture of Autodesk Vault relies on a Microsoft SQL Server database to store metadata, including file statuses, revision histories, and relationships; a dedicated file store for housing binary files in a hierarchical structure; and the Autodesk Data Management Server (ADMS) as middleware to manage secure communication via a web server. This setup ensures scalable data handling while maintaining access controls and integrity for multi-user scenarios.^[2]^[3] Primary use cases for Autodesk Vault involve managing CAD files, technical documentation, and design revisions in industries such as manufacturing and architecture, engineering, and construction (AEC), where it supports standardized processes and team coordination. The Vault Client user interface mimics a traditional file explorer, providing intuitive navigation through folders, customizable properties, and built-in previews for quick file assessment.^[1]^[2]

Key Components

Autodesk Vault's repository serves as the centralized storage system, comprising a relational database that manages file relationships, metadata, and attributes, alongside a secure file store for housing the actual documents and design files. This structure ensures efficient organization and retrieval of engineering data, with the database typically powered by Microsoft SQL Server to handle queries and maintain data integrity.^[4]^[5] On the server side, the Autodesk Data Management Server (ADMS) acts as the primary administrative console for configuring and managing Vault operations, integrating seamlessly with SQL Server to support database-driven querying and overall system administration. The Vault Server itself hosts the repository and enforces secure access to stored data across networked environments.^[4]^[5] Client-side elements include the Vault Client, which provides users with an interface for essential tasks such as browsing the repository, checking files in and out, and performing basic document operations. Complementing this, Vault Explorer offers advanced navigation capabilities, allowing users to explore folder structures, view file properties, and manage relationships within the Vault environment.^[4]^[5] Security in Autodesk Vault is fundamentally supported by role-based access control (RBAC), which assigns permissions to users or groups to regulate access to files and folders based on predefined roles. Additionally, the check-in and check-out mechanisms prevent concurrent modifications by locking files during editing, thereby reducing conflicts and supporting basic version control practices.^[4]^[5]

Product Family

Vault Basic

Autodesk Vault Basic serves as the entry-level edition of the Autodesk Vault product data management (PDM) software, tailored for small to medium-sized teams that require straightforward file management and version control without the need for advanced reporting or enterprise-scale tools.^[6] It enables users to centralize design data, automate basic documentation processes, and organize files efficiently to support collaborative workflows in design environments.^[1] Key features of Vault Basic include check-in and check-out functionality, which allows team members to lock files during editing to prevent conflicts and ensure controlled access.^[6] It provides version history to track changes, revisions, and file iterations over time, facilitating easy rollback to previous states if needed.^[6] File organization is handled through a folder-based structure for intuitive navigation and storage, while property management supports the assignment and tracking of metadata such as author, date, and custom attributes.^[6] Additionally, simple lifecycle states can be defined to categorize files as in-progress, under review, or released, aiding in basic workflow oversight.^[6] As of the 2025 release, Copy Design functionality is available, allowing users to reuse and copy designs with customizable rules and numbering schemes to accelerate design processes.^[7] Despite its core capabilities, Vault Basic has notable limitations, including the absence of bill of materials (BOM) management, which restricts its use for complex assembly tracking.^[6] It does not support thin client access, requiring users to install the full client software on their machines rather than enabling web-based or lightweight connectivity.^[6] Customization options are also limited, offering fewer avenues for tailoring interfaces, workflows, or integrations compared to higher editions.^[6] For teams needing more robust features, an upgrade path to Vault Professional is available.^[6] Licensing for Vault Basic operates on a subscription model and is provided at no additional cost as an included benefit with eligible Autodesk product subscriptions, such as Inventor Professional, specialized versions of AutoCAD, 3ds Max, and collections like the Product Design & Manufacturing Collection.^[8] Users must have an active subscription to one of these qualifying products to access Vault Basic, ensuring it aligns with Autodesk's ecosystem of design tools.^[1]

Vault Professional

Vault Professional is the advanced edition of Autodesk Vault designed for large organizations seeking robust product data management (PDM) solutions, including comprehensive reporting capabilities and multi-site support to handle distributed teams and complex workflows.^[9]^[10] It builds on the foundational features of Vault Basic, such as basic file versioning and access control, while adding enterprise-grade tools for enhanced data governance and efficiency.^[11] Key exclusive features include Bill of Materials (BOM) management, which enables the creation and maintenance of accurate, multi-level manufacturing BOMs linked to items and files for streamlined assembly tracking.^[9] Custom objects allow administrators to define and manage unique data entities tailored to specific business processes, such as task lists or project trackers, beyond standard files and items.^[12] Support for Inventor iParts and iAssemblies integrates parametric configurations into Vault's item-centric structure, facilitating revision control and reuse in large-scale designs.^[13] The thin client provides web-based access to design data, BOMs, and change orders using standard browser credentials, enabling remote collaboration without full client installation.^[9] Advanced backup and restore options offer selective database archiving for vault and library content, ensuring data integrity during maintenance.^[9] Multi-site replication simplifies data synchronization across global locations, supporting distributed engineering environments.^[9] Additionally, integrations with ERP and PLM systems, such as through the Vault Connector to Fusion Manage, facilitate seamless data exchange for end-to-end product lifecycle management.^[14] Customization is enhanced via the Vault API, which allows developers to extend functionality and integrate with external applications, and the job processor, which automates background tasks like file conversions and notifications to offload CAD workstations.^[9]^[15] Reporting tools in Vault Professional enable administrators to generate custom templates and export data on files, items, and BOMs using built-in utilities, providing insights for compliance and decision-making.^[10]^[16] For scalability, Vault Professional supports deployments for tens of thousands of users and handles terabytes of data, making it suitable for enterprise-scale operations with high-volume design and documentation needs.^[17]^[18]

Vault Office

Vault Office is an edition of Autodesk Vault focused on managing non-CAD documents and related data for teams in engineering, manufacturing, and office environments. It provides secure storage, version control, and collaboration tools for documents like PDFs, Word files, and spreadsheets, without requiring CAD integrations.^[11] Key features include thin client access for web-based viewing and editing of documents, lifecycle workflows for document approval processes, and integration with Microsoft Office applications for direct check-in and check-out. It supports property-based searches and basic reporting but lacks advanced PDM features like BOM management or multi-site replication. Vault Office is available in two variants: for workgroup users (limited to smaller teams) and as a client add-on for Vault Professional users.^[19] Licensing for Vault Office requires a separate subscription and is not included with CAD product bundles, targeting users who need document management alongside design teams using higher Vault editions.^[1]

Vault PLM

Vault PLM extends Vault Professional with cloud-based product lifecycle management (PLM) capabilities through integration with Autodesk Fusion Manage. It is designed for organizations requiring comprehensive PLM processes, including requirements management, change management, and quality compliance across the product development lifecycle.^[20] Key features build on Vault Professional, adding cloud connectivity via the Vault Connector for bidirectional data synchronization between on-premises Vault and Fusion Manage. It supports item management, where BOMs and files are linked to PLM items for full traceability, and enables distributed teams to access PLM data remotely. Available in Professional and Enterprise tiers, the latter offers expanded storage, administrative tools, and third-party integrations.^[21] Licensing for Vault PLM is subscription-based, combining Vault Professional with Fusion Manage access, and is suited for enterprises aiming to bridge PDM and PLM.^[14]

Core Functionality

Data Management and Version Control

Autodesk Vault manages the file lifecycle through a structured process that ensures controlled access and updates to design data. Users check out files from the central repository to obtain a writable copy in their local working folder, preventing simultaneous edits by multiple team members.^[22] Once checked out, the file can be edited in supported applications like Autodesk Inventor, with changes saved locally before check-in.^[22] To return the file to the repository, users perform a check-in operation, which requires adding descriptive comments to document the modifications made.^[23] If no substantive changes occur during editing, the version remains unchanged upon check-in.^[23] For incomplete work, an undo checkout option reverts the file to its pre-checkout state in both the vault and local folder, optionally replacing the local copy with the vault version or deleting the working copy.^[24] Version control in Autodesk Vault operates automatically to track iterative changes, providing a reliable audit trail. Each check-in increments the file's version number sequentially, starting from 1, creating a new iteration only if modifications are detected.^[25] Automatic file numbering schemes enforce consistent naming conventions, such as sequential integers appended to prefixes during "Save As" operations within vault-integrated applications, reducing errors from manual entry.^[26] For parallel development scenarios, Vault enables the creation of file copies or use of lifecycle states to manage divergent versions separately.^[25] History tracking maintains a comprehensive log of all versions, including previews, timestamps, user details, and change comments, accessible via the file's history tab for reviewing past states without altering the current file.^[25] Property management enhances data organization by associating metadata with files, folders, and items. Administrators define custom attributes, known as user-defined properties (UDPs), which include types like text, numbers, dates, or booleans, and can set them as mandatory or assign default values.^[27] These properties support inheritance through mapping, where a master property's value propagates to subordinate ones, ensuring consistency across related files; for instance, item-level properties can override and synchronize with file properties.^[27]^[28] Search and filtering capabilities leverage these properties, with indexed UDPs enabling quick queries via the basic search field or advanced filters based on criteria like compliance status, displayed with visual icons in the vault client interface.^[27]^[28] To maintain data integrity, Autodesk Vault includes mechanisms for resolving conflicts and tracing dependencies. During check-in, potential issues like unresolved references or duplicate names are flagged, allowing administrators to use tools such as Find Duplicate Names or Design Assistant to rename components and resolve errors before finalizing the operation.^[29]^[30] Where-used queries provide dependency mapping by listing all parent files referencing a selected file, including counts of direct and total usages across versions, helping identify impacts before deletions or modifications.^[31] This feature, available in Vault Professional, complements the "Uses" tab for viewing child dependencies, ensuring relational integrity in complex assemblies.^[31]

Collaboration and Workflow Tools

Autodesk Vault supports concurrent access through a check-out and check-in model that prevents multiple users from editing the same file simultaneously. When a user checks out a file, it becomes locked in the vault, ensuring that other team members cannot modify it until it is checked back in, which minimizes conflicts and maintains data integrity during collaborative design processes.^[32] Notifications for these locks are integrated into the user interface, alerting attempts to access or edit locked files, while email alerts can be configured for broader change notifications, such as when files are checked in or states are updated, allowing teams to stay informed without constant manual checking.^[33] Workflow states in Autodesk Vault enable customizable approval processes to manage design reviews and releases systematically. Administrators can define lifecycle states, such as "Work in Progress," "Review," and "Released," to control file transitions and enforce permissions for each stage, tailoring workflows to organizational needs.^[34] Change orders further support this by progressing through states like "Open," "Work," "Check," "Review," and "Approved," where approvers can review modifications, and the system requires either single or unanimous approval before advancing to release management, ensuring controlled propagation of changes to related items.^[35] Email notifications are automatically sent to participants upon state transitions in these workflows if they are subscribed, facilitating timely collaboration across teams.^[36] The Copy Design wizard facilitates design reuse by allowing users to duplicate entire assemblies, parts, and drawings while automatically updating internal references to the new copies, enabling efficient adaptation of existing designs for new projects without manual rework.^[32] This tool supports renaming and restructuring of the duplicated files, preserving relationships and version history from the originals to streamline iterative development. Reporting tools in Autodesk Vault provide basic audits and change logs to track user activities, such as check-ins, check-outs, and file modifications, offering visibility into collaborative actions for accountability and troubleshooting.^[37] These logs can be configured on the server to capture detailed events and exported to formats like Excel for analysis, helping teams review workflows and ensure compliance without delving into full version histories.^[37]

Integrations and Supported Applications

Autodesk Design Applications

Autodesk Vault provides native integrations with key Autodesk design applications, allowing users to manage files directly from within their CAD and BIM workflows without switching between tools. These integrations are facilitated through application-specific add-ins that embed Vault's data management capabilities into the design environment.^[38] For the 2025 release, Vault supports add-ins for Inventor Professional 2025, AutoCAD 2025, Revit 2025, Civil 3D 2025, AutoCAD Mechanical 2025, Plant 3D 2025, and Navisworks 2025. These add-ins enable seamless operations such as opening files directly from the Vault repository, saving and checking in designs with version control, and automatically synchronizing file properties between the design application and Vault. Additionally, the integrations support the generation of visualization files, such as DWF formats, to facilitate review and markup without altering the original design data.^[39]^[38]^[40] The primary benefits of these integrations include enhanced file referencing, where dependent files like assemblies in Inventor are automatically resolved and updated from the central Vault storage, reducing errors in complex projects. In Inventor workflows, for instance, Vault handles assembly management by tracking relationships and preventing conflicts during multi-user edits, ensuring design integrity across teams.^[38]

Office and Third-Party Tools

Autodesk Vault provides dedicated add-ins for Microsoft Office applications, enabling non-CAD users to manage documents directly within familiar tools. These add-ins support Microsoft Word, Excel, PowerPoint, and Outlook 2016 and 2019 desktop versions offered by Microsoft Office 365, allowing seamless integration with Vault servers.^[39] Users can store Office files as attachments to Vault items, facilitating organized storage and retrieval of supporting documentation alongside engineering data.^[41] Additionally, the add-ins support property linking, where Vault file properties—such as metadata like author, revision, or custom attributes—are mapped to Office document properties, ensuring consistency and enabling automated updates when properties are edited.^[42] Core functions include checking in and out individual documents, undoing checkouts, retrieving revisions, and updating properties from within the Office ribbon interface.^[41] Beyond Microsoft Office, Vault offers basic support for various third-party file types, particularly non-CAD formats such as PDFs, images, and other common document extensions, allowing these to be stored, versioned, and shared within the Vault repository.^[9] In Vault Professional, enhanced third-party integrations include ERP connectors that enable data exchange with enterprise systems like SAP through APIs, supporting bidirectional synchronization of product data, bills of materials, and metadata.^[43] These connectors, often certified by SAP, streamline workflows by automating the transfer of engineering information to ERP modules, reducing manual errors and improving traceability across business operations.^[44] For remote access, Vault includes a mobile app available on iOS (version 12+) and Android (version 8.0+), which connects to Vault Professional servers via Autodesk ID authentication.^[45] The app supports viewing 2D and 3D designs, checking non-CAD files in and out, approving and signing documents, participating in change orders, and sharing data via links, making it suitable for on-the-go collaboration without full CAD editing capabilities.^[46] Complementing this, the Vault Thin Client serves as a web-based interface accessible via any modern browser, offering read-only features for searching, viewing, and downloading files, including browser-based previews of supported formats.^[47] This web client enables quick access to released data for review and sharing, particularly useful for stakeholders without installed clients.^[47]

History and Development

Origins and Early Development

Autodesk Vault originated from truEVault, a product developed by truEInnovations, Inc., a company founded in 1999 by Brian Roepke and Dean Brisson. The software was designed as an affordable engineering data management solution to meet the product data management (PDM) needs of CAD users, particularly focusing on version control and file organization for Autodesk Inventor files. truEInnovations aimed to provide a cost-effective tool for small to medium-sized engineering firms to handle their design data without the expense of enterprise-level systems. truEVault was announced and launched in February 2002, initially as an add-on certified for seamless integration with Autodesk Inventor, enabling users to check in and out files directly from the CAD environment while maintaining relationships between assemblies and components.^[48] In December 2002, Autodesk acquired certain assets of truEInnovations for approximately $1.7 million in cash, integrating the technology into its Manufacturing Solutions Division to enhance data management capabilities within the Inventor Series environment. Following the acquisition, Autodesk rebranded and released the software as Autodesk Vault 1.0 in early 2003, marking the beginning of its evolution as a dedicated PDM tool tailored for CAD workflows. This initial version retained the core focus on Inventor integration, providing centralized storage, version tracking, and basic collaboration features to streamline engineering processes and reduce errors from file duplication. The acquisition allowed Autodesk to leverage truEVault's foundation to address broader PDM challenges, such as secure file sharing and revision history for design teams.^[49]^[48] Subsequent early releases expanded Vault's scope. Vault 2.0, launched in January 2004, introduced support for AutoCAD through dedicated add-in clients, allowing users to manage 2D drawings alongside 3D Inventor models in a unified repository and enabling subscription-based access for broader adoption. Building on this, Vault 3.0 arrived in June 2004, with enhancements to the SQL Server backend for improved database performance, scalability, and data integrity in multi-user environments, while continuing to prioritize Inventor 9 compatibility. These updates solidified Vault's role as an accessible PDM solution for CAD-centric teams, emphasizing reliable version control and integration over complex enterprise features.^[48]

Version Timeline and Major Releases

Autodesk Vault's version timeline reflects a progression from foundational data management tools to sophisticated product data management systems, with major releases emphasizing scalability, collaboration, and integration enhancements. Following its acquisition by Autodesk in 2002, the software underwent significant evolution, culminating in streamlined editions and advanced features by the 2020s.^[1] In the mid-2000s, Vault 5.0 (2006) introduced workgroup features to enable secure data sharing and team-based organization in multi-user environments.^[50] By 2009, Vault 2010 launched the Professional edition, incorporating bill of materials (BOM) management to support engineering change orders and product structure tracking.^[51] The 2010s saw incremental improvements in replication and search capabilities. Vault 2015 (2014) enhanced multi-site replication, including support for cloud-based file store distribution via Autodesk Vault File Server (AVFS) to improve data accessibility across distributed teams.^[52] Vault 2020 introduced advanced search functionalities, laying groundwork for intelligent data retrieval that evolved into AI-assisted tools in later versions.^[9] In 2022, Autodesk discontinued Vault Workgroup (last new sales July 6, 2022, with renewals until 2023), simplifying the core lineup to Basic and Professional editions, with Vault Office discontinued as of 2023. Vault PLM emerged as a cloud-extended option for Professional users, integrating with Autodesk Fusion Manage for broader lifecycle management. This focused on core functionality for small teams (Basic) and enterprise-scale operations (Professional) with emphasis on scalability through job processors and replication.^[53]^[19]^[20] Recent releases have prioritized design reuse and property management. Vault 2024 (2023) improved Copy Design with a modeless interface, toolbar controls, and options to remove or update BOM objects during copying, streamlining reuse of assemblies and drawings.^[54] Vault 2025 (2024) added PDF property synchronization to align metadata between PDFs and source files, enhancing document control.^[55] The 2025.1 update introduced library file reuse actions in Copy Design, allowing users to select and reuse library components via right-click menus for efficient design adaptation.^[56] Vault 2025.2, released in June 2025, addressed defects including property synchronization issues with linked files and indexing of PDFs, alongside an "Always Reuse Library Files" option in Copy Design for automated library handling.^[57]^[58] Vault 2026, released on March 27, 2025, introduced enhancements including a trash bin for deleted items, improved archive functionality for properties and data, hyperlink support in user-defined properties, job processor priority settings, and automatic account lockout. Subsequent 2025 updates, such as 2025.4 in September 2025, included further defect fixes and minor improvements.^[55]^[59]^[60]

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Autodesk Vault 2015 Readme
To do this, log in to the ADMS Console on the publisher and select each site one at a time and select “Replicate Site Now” via a Right Mouse Button click. This ...ADMS Install Information · Install Information · Vault Client Information
[50]
Vault 2024 Help | Copy Design Interface | Autodesk
Copy Design is now a modeless dialog with a toolbar. It can now remain open while you use the Vault client for other commands as well as add files to be copied.
[51]
Vault Roadmap | Releases - Autodesk
New features in Autodesk Vault 2024 · Copy folder · Automated CAD formats for document control · Peer review for lifecycle state transition · Backup and restore ...
[52]
General Enhancements (What's New in Vault 2025.1) | Autodesk
You can now set reuse action to the selected library files using the actions in the right-click menu: Reuse Library Files; Reuse Branch Library Files. If you ...
[53]
General Enhancements (What's New in Vault 2025.2) | Autodesk
Always Reuse Library Files in Copy Design. "Always Reuse Library Files" option has been added to the copy designs options. This helps to reuse library files in ...Missing: PDF sync
[54]
Vault 2025 Help | 2025.2 Update - Autodesk product documentation
Resolved issue where Get Command Freezes on DWG file after loading it from Project Sync. ... Resolved the issue with editing Vaulted library file when Inventor ...Missing: PDF reuse