Setting State Access Rights

You can assign access permissions to define what operations users or groups can perform on files in a given workflow state. For example, you can define that all users can add or check out files, but only project leaders can delete files.

1. From the workflow editor, click the state you want to edit.
2. In the state's Properties dialog box, on the Permissions tab, click Add Users/Groups.

   The Add Users/Groups dialog box opens, listing all the users and groups defined in the vault.

3. To select groups or individual users to have permissions to files in this state:
   1. Select one or more groups or expand All Users or a group to select individual users.
      Type a string in the Filter field to display only users and groups whose names contain that string.

   2. Click OK.
4. To assign permissions, on the Permissions tab, in the left column, select a user or group.
   To assign the same rights to multiple users or groups, use the Shift and Ctrl keys, or drag and select to make multiple selections.

5. In the right column, select check boxes to grant rights or clear check boxes to remove rights.

   Add or rename file	Can add a file to the vault or rename a vault file.
   Check out file	Can check out a file for editing.
   Delete file	Can delete a file. Deleted files typically go to the Enterprise PDM recycling bin.
   Destroy	Can purge deleted files from a folder's Properties - Deleted Items tab. Also, a user with this right can bypass the Enterprise PDM recycling bin by pressing the Shift key when deleting a file.
   Edit version free variable data	Can update version free variables without checking out files.
   Increment revision of a file	Can increment the revision number assigned to the file's current state.
   Permit or deny group-level access to files	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.
   Read file contents	Can read file versions that have been in the selected state.
   Restore file from cold storage	Can recover files that have been archived in cold storage.
   Share file to another folder	Can share file versions that have been in the selected state.

6. Click OK.
7. To save your changes, click Save or File > Save.