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Transition Properties Dialog Box
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Adding Transition Conditions
Condition Operators for Workflow Transitions
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Transition Properties Dialog Box

Use a transition's Properties dialog box to change the name or description of a transition, to define the conditions required for a file to pass through the transition, to change revision number counters, and to specify what actions the transition triggers.

You also use this dialog box to specify roles for parallel transitions, assign permission to run transitions, and add notifications to a transition.

To display a transition's dialog box:

Move the cursor over the transition in the workflow editor until a hand icon edit_state appears, then click.


Lists the transition name.


Lets you add descriptive text about the transition.

Type Lets you select the type of transition. Options are:
  • Normal - A file changes state when one user runs the transition.
  • Automatic - The workflow design automatically moves files to another state without requiring user action.

    All files in the source state automatically pass through this transition. If you have added transition conditions, only files matching those conditions will pass. See Example: Automatically Routing Files to Different States.

  • Parallel - A specific number of users must approve the transition before the file changes state.
Automatic transition and Parallel transition are available in SOLIDWORKS PDM Professional only.
Requires users changing file states through this transition to supply their password. When selected, the change-state dialog box includes a Password field. Select this option for every transition that requires electronic sign-off.
If the transition type is Automatic, this option is not available.
Hide when sibling parallel transition is chosen ( SOLIDWORKS PDM Professional only) Hides this transition from users under these circumstances:
  • This is one of several transitions from this source state.
  • One of the other transitions is a parallel transition.
  • The parallel transition has been initiated by a user.

Roles Tab (For SOLIDWORKS PDM Professional only)

The Roles tab is only available when Parallel is selected as the transition type. Use it to add, remove, and edit roles whose members can participate in the parallel state change.

If you import a .cex file for a role or for a parallel transition that includes a role into a vault that already has a role of the same name, the data from the imported role does not replace or combine with the existing role. No messages are displayed.
Add Role Opens the Add Role dialog box to let you create a role and add members.

If roles have already been defined, you can expand the Add Role control and select from them.

Remove Role Removes the selected role from the Role list.

If other transitions use the role, it is still defined in the database and available under Add Role. If the role is no longer being used, it is removed from the database.

Edit Role Opens the Edit Role dialog box for the selected role so that you can modify it.

This dialog box contains the same controls as the Add Role dialog box.

Role Lists the roles whose members can currently run this transition.
Required Users Shows the number of users who must run the transition before the state changes, followed by the number of users in the role.

Make sure that the number of required users is not set higher than the number of users added to the Role for the vault directories where the transition will be used.

Groups can have users with different directory access. When you add users to a role by selecting a group, check how many members of the group have access to the directory where you want the transition to be run. If you require three users to approve the transition for files in folder X, you must add at least three users to the role who have access to folder X.

Permissions Tab

Use the Permissions tab to control which users and groups can send files through this transition.

Tool_Admin_groups.gif Add Users/Groups Opens the Add Users/Groups dialog box, where you can select users and groups that have permission to run the transition.
remove_X Remove Removes the selected user or group from the list of groups who can run the transition.
  Name Lists users or groups with permission to run the transition
  Permission list Selected check boxes indicate permissions that have been granted.

Disallow sequential state changes

Users may not make two sequential state transitions on the same file.

For example, you can use this option to prevent users from approving their own files.


Users can send files through the selected transition.

Users must have this permission even if the transition is automatic.

Conditions Tab

Create conditions to define which files can pass through the transition.

Variable Lists the conditions that prohibit the state change.

Select from a list of variables or select one of the following:

  • Or - Creates an OR container. By default all conditions must be true (AND). Use OR containers to group conditions where only one condition must be true.
  • Category - Matches files and items by category, as specified by Value.
  • Filepath - For files, matches by filename, extension, or path, as specified by Value.
  • Object type - Matches files by object type (BOM, File, or Item), as specified by Value.
  • Revision - Matches files by revision number, as specified by Value.
  • Remove - Available when you select an existing condition. Removes the selected condition.
Comparison Lists the comparison operator for each condition.

Expand the list to choose a text, numeric, or date comparison operator.

These examples show the color differentiation for these operators:

  • comparison_text_does_not_contain Text Does Not Contain
  • comparison_number_less_than Number Less Than
  • comparison_date_not_equal_to Date Not Equal To
  • Yes_No_operator Yes or No Equal To
The comparison operators that are available depend on the variable type you select.
Value Sets the value used to determine which files match the condition.
Configuration Specifies the data card configuration tab to search for the value.

This option is only available when the condition is a variable.

Leave Configuration blank to search all configurations.

Actions Tab

Define events that run as a result of the transition.

The actions run in the order they are listed in the Actions list.

See Adding Transition Actions.

Add Action Opens the Transition Action dialog box, where you can define an event to run as a result of this transition.
Remove Action Removes the selected action.
Edit Action Opens the Transition Action dialog box for the selected action, so you can modify the action.
Move Up Moves the selected action up in the list.
Move Down Moves the selected action down in the list.
Type Indicates the action type selected in the Transition Action dialog box.
Description Shows the description from the Transition Action dialog box.

Revision Numbers Tab

Use the Revision Numbers tab to specify how revision number components defined for the source state increment or reset as files pass through this workflow transition.

See Revision Numbers and Assigning Revision Numbers to Workflow States for details.


Lists the revision number components associated with the destination state.

Increment by Sets the increment number (typically 1) to use when the Set Revision transition action is used.
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 automatically send users a notification when files pass through this workflow transition.


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 notification dialog box appropriate to the selected notification in edit mode.

Notifications List

The notification list contains folder notifications you have created.

To sort the notification list, click on a header.

Notification Lists the type of notification.
Recipients Lists users or groups to receive the notification.
Applies to Shows the file or folder that the notification applies to.
Restrictions Lists restrictions that have been 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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