Foundation Library Update Process

Foundation Library Update Process

This article details steps for updating the Microvellum Foundation Library.  There are two ways to go about updating your existing library.  This document will list out the basic steps for each of the two scenarios.  Several factors will need to be considered to determine which method will make the most sense for you.  It is recommended to review the accompanying video which goes into more details about this process.

Assumptions

  1. You are updating a previous version of the Foundation Library to a new one.  If you have some other library like a v50.7 or the AU Premium Library, this document is not applicable.
  2. You have not made any changes to your product or subassembly files.  If you’ve added new products or renamed them, that’s fine. They will remain unaltered.
  3. You have a moderate to advanced skill level with using Microvellum.  You should have a familiarity with where things are in MV and comfortably know your way around the library data.  You should also have a good comfort level with working your way around spreadsheets.  If you are new with MV or struggle understanding elements of this document, it might be a good idea to contact your account manager and discuss getting some training or having a certified service provider work alongside you during this process. 

Option A

Option A is for users who have made very few changes to their library products, template spec groups, or materials.  This method involves installing the newest library (new configuration), remapping template variables, importing existing projects & processing stations, and finally bringing over any custom products or custom materials.  The benefit of this process is it allows for a clean new start with a new factory database.
  1. Using the Database Management tool, select and export the following items to a safe location that can be later accessed:
    1. Any projects you wish to bring forward.
    2. Any new materials you have created.  This includes reviewing sheet stock, solid stock, buyout, edge banding, and hardware items.
    3. Any custom Products or Subassemblies that you would like to carry over to the new library.  Keep in mind that they might need some adjustments when brought into the new environment.  They will also lack any advancements or corrections the new library contains.  Sometimes it’s best to recreate the product again.  It depends on how much time you have invested into them.
    4. Any customized reports or labels. If you are not sure they are “stock” or not, just keep in mind that you might have to come back and retrieve them later.
    5. Any processing stations that you use. Exporting these should also include your custom tool files. So exporting the individual tool files shouldn’t be necessary.
    6. Any old work orders you may want to have easy access to.
    7. In the unlikely event that you have custom graphics or Activity Stations, be sure to grab those too.
  2. Download & install the newest library version.
  3. Open MV and select the newly created configuration matching the version number of the new library.
  4. Since the Foundation Library is set up to accommodate either imperial or metric, it ships with some potentially redundant specification groups and materials.  To avoid confusion, we recommend you delete the template spec group(s) & materials you will not be needing (Metric or Imperial).  The Unitless spec group is for formula materials and can also be deleted unless you have opted to use formula materials.
  5. Using the Database Management tools, import the items from step 1 above.
  6. The most challenging part of this process involves remapping all your changed template variables.  Depending on how many of these you originally changed from the stock setting will affect how long and tedious of a step this will be.  Typically, the fastest method is a side-by-side comparison of the workbooks.  Below is a list of workbooks you may need to review.  This is when keeping good notes as to all the changes you’ve made will come in handy:
    1. Project Wizard (W)
    2. Global Variable (G)
    3. Door Variables (D)
    4. Hardware (H)
    5. Cutparts (M)
    6. Edge Band (E)
  7. The easiest way to display a side-by-side view of two different libraries is to have a second session of Microvellum running at the same time.  This is best achieved by using the Microvellum Production application.  Open this and select your old configuration (library).
  8. On the “Company Data” tab, select Library Specification Groups, then select Open Workbook Designer.
  9. Returning to the main Toolbox UI, open up the Library Specification Groups window.  This should have a red title bar at the top indicating it’s the Template or Library level (not a project).  Using the “Open Workbook Designer” button on the upper left will open up all six of the components.
  10. With a bit of window arrangement, you can set up a side-by-side comparison for each of the workbook components.  Reviewing the accompanying video for this part will be very helpful.  The more familiar you are with viewing your data in this manner will go a long way in making this process easier.
  11. Paging down one by one you can compare the two workbooks and copy over any of your specific changes.  Beware of cells with formulas as it could be possible a new formula has been changed to correct something.  So you do not want to be overzealous in copy-pasting everything over. You will also need to take care and notice if any variables (rows) have been inserted, thus causing everything to shift.
  12. A critical area to copy over would be your tool numbers located inside your global variable file (G).  These cells should be green to help identify them.
  13. For the Cutparts (M) and Edgeband (E) components, unless you are using formula materials, the pointers within these will simply need to be remapped.  You could do this automatically via copy/paste from spreadsheet to spreadsheet.  However, the workflow for this gets much too technical and is outside the scope of this document.  If troubles arise with getting your materials restored correctly, reach out to MV’s technical support or an MV service provider for help.
  14. Once everything has been transferred over, it is important to perform an end-to-end test in a “sandbox” environment as much as reasonably possible. Make sure you are confident in your library data before proceeding to live production.

Option B

Option B is for users who have made more extensive changes to their library and perhaps have gone a long time since making an update.  Option B has some similarities to option A with the biggest difference being you will keep your existing database intact. The process is a bit reversed as you will be bringing in new products & variables into your existing environment.  In some cases this can be a much quicker process than Option A, however, there are numerous things to consider.  You will want to analyze your unique situation and perhaps seek out advice from your account manager or even the Microvellum Community forums to determine whether option A or B is right for you. 
  1. Backup your Microvellum Factory Database.  You should have a backup procedure in place, and this would be a good time to make sure it’s properly set up.
  2. Download & install the newest library version.
  3. Using the Database Explorer tool, select and export (click and drag) all new Products and Subassemblies to a location on disk that can be later accessed.
  4. Switch back to your main configuration (production library) and open Database Explorer.
  5. In the center & right windows, browse to the folder location containing files exported in step 3 above.
  6. Selecting one category at a time, click and drag the product .cutx files from the library & subassemblies folders on the right to the corresponding locations in the left window.  This process can be tedious but is critical to not miss any folders.  Review video for tips and other related information that can be helpful.
  7. A faster workflow than steps 3-6 above is to use the Database Management tool to export out the new products & subassemblies, then use the same tool to import them into your existing database.  It is highly recommended to review each of the categories afterward to verify the merging was successful. 
  8. For the specification group files, we will first need to review the “Foundation Library Workbook Changes.xlsx” document.  In this file, the MV library developers document in great detail exactly what changes have been made to the spec group files.  This includes new/edited global variables, material pointers, project wizard prompts, etc.
  9. Returning to the main Toolbox UI, open up the Library Specification Groups window to access the Workbook Designer tool.  This will open all seven relative workbooks at a time (six spec group components and one Factory).
    1. Project Wizard (W)
    2. Global Variable (G)
    3. Door Variables (D)
    4. Hardware (H)
    5. Cutparts (M)
    6. Edge Band (E)
  10. The easiest way to display a side-by-side view of two different libraries’ workbooks is to have a second session of Microvellum running at the same time.  This is best achieved by using the Microvellum Production application.  Open this and select your old configuration (library).
  11. On the “Company Data” tab, select Library Specification Groups, then select Open Workbook Designer.
  12. Reviewing the changes noted inside the “Foundation Library Workbook Changes.xlsx” document, locate each of the items and manually merge them into your existing template workbooks.  Be sure to properly insert & define each new variable or prompt.
  13. Once everything has been transferred over, it is important to perform an end-to-end test in a “sandbox” environment as much as reasonably possible.  Make sure you are confident in your library data before proceeding to live production.






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