Check in Dialog Box

You check in items after editing to make them available to users with appropriate rights. Until you check in an item, changes are saved in your local version only.

To display the Check in dialog box:

Right-click items and select Check In.

Toolbar Buttons

Some commands accessed from toolbar buttons are also available on the shortcut menu.

Next Warning / Previous Warning Only shown when warnings are present in the Warnings column.

In the item list, changes the focus to the next item with a warning or the previous item with a warning.

Clicking a warning icon expands the hierarchy if it is collapsed and the warning is on a referenced item.

Levels Displays item references for the entire item hierarchy (Show All Levels) or just the top level of the item hierarchy (Top Level Only).

The setting defaults to the most recent setting you used.

You can also expand or collapse the hierarchy using the and controls in the File name column.

Select Files Opens the Select Files dialog box, where you can specify a wildcard pattern to select items.
Open File List Open All opens a list of files in Microsoft Excel.
Open Visible opens a list of visible files in Microsoft Excel.
Save File List Export All exports the list of all files as a comma-separated .txt file.
Export Visible exports the list of visible files as a comma-separated .txt file.

Item List

To change the columns that are displayed, right-click any column heading and select columns to display them or clear columns to hide them. You can add up to 10 columns based on SOLIDWORKS PDM variables by clicking More and choosing variables from the Choose Columns dialog box.

You can sort the default and custom columns in tables in ascending, descending, or default order by clicking column headers. Column sorting is useful within large datasets. If you sort a column in ascending or descending order, the column is highlighted in green and an arrowhead appears. When you sort a column in a table, SOLIDWORKS PDM removes the file structure hierarchy. Sorting turns off Show Tree Lines and Show Reference Selection Control.

Drag a column head to change the position of a column.

File name

Displays item ID.

Expected operation result:
info Additional status information.
warning Warning conditions exist. Your administrator can configure which warnings block operations.
error Operation is blocked.
To quickly locate files with warnings or errors, use the Next Warning and Previous Warning toolbar buttons or Ctrl + the up-arrow or down-arrow on the numeric keypad.
Check in

Select items to check in.

Keep checked out

Select to continue editing. Your current changes are checked in (creating new versions in the vault), but the item remains checked out.

Local ver.

The first number is the local (cached) version, or a hyphen (-) if locally modified. The second number is the latest version in the vault. For example, 4/6 means version 4 of 6.

New ver.

Version number after check in. The text is bold if the operation will create a new version. A new version is not created, for example, if the item is not locally modified.

For non-latest child items, choose which version to link to by clicking and selecting:
  • Use Local Version to link to the local (cached) version.
  • Use Latest Version to link to the latest version in the vault.
Checked out by

Shows users who have items checked out. You can only check in items that you have checked out.

If you hover over a user name, a pop-up window displays user information such as log in status, number of files checked out, and a link to email the user.

Checked out in

Computer and local folder where the item is checked out.

Referenced as

Specifies how a parent item references a child item. For items, the reference is always a full path.

Found in

Vault folder containing the item.


Workflow state of the item, such as Under Editing or Waiting for approval.


Type a description of your changes.

Comment is not active if the check-in will result in no new versions.
Use the History command to add or change comments for any version.

Shortcut Menu Options

Right-click in the file list to access these menu options:

Columns Lists column heads so you can display or hide columns.

Currently displayed columns are indicated by a check mark.

Click More to open the Choose Columns dialog box, where you can add up to 10 additional columns by selecting SOLIDWORKS PDM variables on which to base column heads.

Show Reference Selection Controls For items with references, turns on a second check box to the right of parent items.

Use the left check box to select or clear only the parent item.

Use the right check box to select or clear the parent item and all of its references.

If all check boxes are not in the same state, the added check box displays .

Select All Selects all items, so that you can check or clear the Check in or Keep checked out columns.
Select Files Displays a dialog box where you can specify wildcards to select a group of files. You can then use a single keystroke to check or clear the files in the Check in or Keep checked out columns.
Show Tree Lines Adds tree lines to the File name column.
Change Thumbnail Preview Size Changes the size of thumbnail previews as Small, Medium, or Large. By default, Medium is selected.
When you select the size in one table, SOLIDWORKS PDM sets the same size in applicable tables and on tabs. The thumbnail previews for non-SOLIDWORKS files may not be clear when you select Medium or Large.
Check In All Files Selects all items in the Check in column.
Keep All Files Checked Out Selects all items in the Keep checked out column.