Use the state Properties dialog box to define state properties, assign access permission and revision numbers, and create notifications.
To display a state's dialog box:
Move the cursor over the state in the workflow editor until a hand icon 
appears, then click.
| Change Icon |
Displays the select Icon dialog box, where you can choose an icon that reflects the purpose of the state.
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| Name |
Displays the name of the state.
Users see the state name when they view a list of the SOLIDWORKS PDM vault files from Windows Explorer or SOLIDWORKS, and in many SOLIDWORKS PDM dialog boxes.
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| Description |
Describes the purpose of the state.
Optional.
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| Initial state |
Makes this state the initial state of the workflow. All new files added to a workflow start in the initial state. Because every workflow must have one initial state, you cannot clear this check box for the first state you add to a workflow. If you do not want the first state in the workflow to be the initial state, create another state and designate it as the initial state.
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| Ignore permissions in previous states |
Applies access rights to the state that override any inherited access rights of previous states.
For example, with this option selected, assigning delete rights to the state lets a user delete a file regardless of the delete rights in previous states. If this option is cleared, the user would need delete rights in each of the previous states.
This option also controls which file versions a user or group sees during the workflow cycle of a document. For example, a user with only read permission in the Approved state cannot see the file listed in the file view until it has reached the Approved state. All versions created in previous states are inaccessible to the user.
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Permissions Tab
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Add Users/Groups |
Opens the Add Users/Groups dialog box, where you can select users and groups to grant access permission for files that are in this state. |
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Remove |
Removes the selected user or group from the list of groups with access permission to files that are in this state. |
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Name |
Lists users or groups with access permissions to files that are in this state. The Admin user is automatically given all access permissions.
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Permission list |
Selected check boxes indicate permissions that have been granted.
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Add or rename file
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Can add a file to the vault or rename a vault file.
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Check out file
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Can check out a file for editing.
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Delete file
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Can delete a file. Deleted files typically go to the SOLIDWORKS PDM recycling bin.
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Destroy
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Can purge deleted files from a folder's Properties - Deleted Items tab. Also, a user with this right can bypass the SOLIDWORKS PDM recycling bin by pressing the Shift key when deleting a file.
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Edit version free variable data
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Can update version free variables without checking out files.
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Set revision
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Can use the Set Revision command for files in the selected state.
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Move File (SOLIDWORKS PDM Professional only)
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Can move files that are in the selected state
Note that users must also have Move File folder permissions.
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Permit or deny group-level access to files
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Only users in the specified groups (if they have sufficient folder and workflow state permissions) can access the file. Other users will not see the file, regardless of folder or state permissions.
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Read file contents
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Can see all file versions that have been created in or transitioned to this state.
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Restore file from cold storage
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Can recover files that have been archived in cold storage.
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Share file to another folder (SOLIDWORKS PDM Professional only)
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Share file version that has been in the selected state.
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Revision Numbers Tab
If using revision numbers, you can assign which revision number to use for this state and specify how the revision number counters are updated.
For example, if using major and minor revision components, you might set the major component to increment by 1 and the minor component to reset to 1.
See Revision Numbers and Assigning Revision Numbers to Workflow States for details.
| Revision Numbers |
Sets the revision number to associate with this state, or <Do not use a revision number>.
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| Name |
Lists the revision components used in the selected Revision Number. |
| Increment by |
Sets the increment number (typically 1) to use when the Set Revision command is invoked. |
| Reset to |
Specifies the number to which the counter is reset. |
| Preview |
Shows how a component of the revision number looks for the specified Reset to value. |
Notifications Tab
Use the Notifications tab to create folder notifications that are automatically sent to users when files in the folder are checked in, checked out, or delayed in this state.
Controls
The controls at the top of the tab let you add notifications to the list, or delete or modify notifications you select from the list.
| Add Folder Notification |
Prompts you for the folder to which to add the notification, then displays the Folder Notification dialog box. |
| Remove Notification |
Deletes the selected notification. |
| Edit Notification |
Displays the Folder Notification dialog box for the selected notification in edit mode. You can edit notifications you have created.
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Notifications List
The notification list contains folder notifications you have created.
To sort the notification list, click on a header.
| Notification |
Lists the notification type. |
| Recipients |
Lists users or groups to receive the notification. |
| Applies to |
Lists the file or folder the notification applies to. |
| Restrictions |
Lists restrictions applied to the notification. Notifications can be restricted to files the user created or files for which the user was the last person to change state.
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