Do Transition Dialog Box

Changes the workflow state of items and files.

To display the Do Transition dialog box:

Right-click items and files, select Change State, and select a transition.

The items and files must be checked 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 list, changes the focus to the next file or item with a warning or the previous file or item with a warning.

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

Levels Displays file references for the entire file or item hierarchy (Show All Levels) or just the top level of the file or 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 or File List

To show or hide columns, right-click in the list and select Columns > column_name.

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.

File name

Displays item ID or file name.

Warnings Result of validation, either blank, a warning, or an error.

This column is blank if the validation is successful.

For parallel transitions that require more than one approval, the Warnings column indicates:

  • The number of additional users that must approve the transition.
  • A warning with text indicating why the file or item cannot be transitioned. For example, that the transition is already pending for a referenced file.
To quickly locate files or items with warnings, use the Next Warning and Previous Warning toolbar buttons or Ctrl + the up-arrow or down-arrow on the numeric keypad.
Change state

Select items and files to transition.


Latest version number of the item or file in the vault.

Found in

Vault folder containing the item or file.


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


History (Parallel transitions only)

Transition comments and notification comments made by users who have already approved the transition.

Comment Stores a comment within the file or item history about the change state operation.
Notification comment

Stores a comment within the file history for state transitions with dynamic notifications.

When dynamic notifications are enabled, a user list lets the user performing a state change select notification recipients.

Administrators configure dynamic notifications for transitions.

Notifications for a parallel transition are held and sent as one notification when the file changes state on the last approval.
Notification list (Parallel transitions configured for dynamic notifications only)

Lists users who can receive notifications for this transition.

Type a substring in the Filter field to hide recipients whose names do not contain the substring.

Shortcut Menu Options

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

Columns Lets you add or remove 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 files or items with references, turns on a second check box to the right of parent files.

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

Use the right check box to select or clear the parent file or 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 files or items, so that you can use a single keystroke to check or clear the Get column.
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 Change state column.
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.
Change State on All Files Selects all files or items in the Change state column.