Setting State Access Rights

You can assign access permissions to define the operations that 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.

To assign state access rights:

  1. From the workflow editor, click the state that 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.
      Enter a string in the Filter field to display only users and groups whose names contain that string.
    2. Click OK.
  4. On the Permissions tab, select a user or group in the left column to assign permissions.
    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

    Add a file to the vault or rename a vault file.

    Check out file

    Check out a file for editing.

    Delete file

    Delete a file. Deleted files go to the SOLIDWORKS PDM recycling bin.


    Purge deleted files from a folder's Properties - Deleted Items tab. A user with this right can bypass the SOLIDWORKS PDM recycling bin by pressing the Shift key when deleting a file.

    Edit version free variable data Update version free variables without checking out files.
    Set Revision

    Use the Set Revision command for files in the selected state.

    Move File (SOLIDWORKS PDM Professional only) Move files that are in the selected state. Users must have Move File Folder permissions.
    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 do not see the file, regardless of the folder or state permissions.

    Read file contents

    Read file versions that are in the selected state.

    Restore file from cold storage Recover files that are archived in cold storage.
    Share file to another folder (SOLIDWORKS PDM Professional only)

    Share file versions that are in the selected state.

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