Migration from Windows to Enterprise PDM Part 3: Legacy Revision Workflow

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Many companies have several projects stored in their Windows file system prior to an Enterprise Product Data Manager (EPDM) implementation. While it is ideal to leave older projects within the old filing system, it is sometimes important to integrate them into the new PDM system for future use. This is the final entry of a three part blog series entitled Migration from Windows to Enterprise PDM.

It is recommended that you implement in a test vault prior to executing on your production vault. Some instructions are intended for migrating large amounts of data at once. If you are only moving a few documents into the vault, it is still applicable, but some steps may not be necessary.
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Enterprise PDM does not automatically detect the revision levels of legacy data once it is entered into the vault, regardless of what is showing in the datacard. The datacard may display a revision, but if you were to do a new release, it would start at the beginning; this happens because EPDM keeps a revision counter separate of the datacard variable for each file. The only way to remedy is this is through the use of API (programming) or a Legacy Revision Workflow.

Begin by creating a new workflow. Make sure your Conditions are set to either point to a single directory (such as a folder named Migration or Legacy) or exclude everything. If you choose to exclude all files from the workflow, you can move it to the workflow using a Workflow Link. The condition would need to be of type Filepath and the argument would be !=% (does not equal anything).

Create the following state structure. Check Revision is a basic transition with no Actions associated with it. Invalid Revision is an Automatic Transition with no Conditions assigned to it. This will catch files that don’t have a revision or have invalid characters in their revision. They can be fixed while in the Invalid Revision state and then transitioned back into the workflow using Apply Revision. Choose Workflow is an interim state to hold files until you are ready to assign them to a workflow using a Workflow Link. An example below has the option to set it to the Released state in the CAD Files workflow.

 

Next, you need to assign the appropriate revision counters. To do this, first open Choose Workflow, assign the revision counter, and set it to increment the counter by 1. For this example, we are using just an Alpha scheme. This will also work for numeric or dual counters. Make sure to increment all counters at this state or your workflow will not function correctly.

Then, add a transition between Sort and Choose Workflow. This transition must be set to Automatic. In this example, we will set it to revision C. 

In the Conditions tab, choose the Variable: Revision, Comparison: Text Equal To, and Value: C. You may need to set configuration, depending on where the Revision has been stored in your legacy data.

Then, in the Actions tab, add a new action and assign it the Type: Inc. Revision

Finally, in the Revision Numbers tab, fill in the appropriate counter number in the Reset to input so that the preview matches the revision you are trying to set. If a revision number component does not show here, check that the Choose Workflow state has a revision assigned. Additionally, it may be necessary to save your workflow before the Revision Numbers show in the transition.

Continue to make transitions for each possible legacy document revision. Be sure to test the workflow thoroughly including running them once through your regular workflow to make sure they increment to the next revision appropriately. Once complete, you are ready to set the revision counters on your legacy data.

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