Check In Dialog Box

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

To display the dialog box, do one of the following:

  • Select the files or folders to check in and click Actions > Check In.
  • Right-click the file name or folder to access the Check In dialog box.

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 file list, changes the focus to the next file with a warning or the previous file 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 hierarchy (Show All Levels) or just the top level of the file 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.

For checkins from SOLIDWORKS only Reload or Close Files after Check In When checking files in from SOLIDWORKS, controls whether the files remain open in SOLIDWORKS or are closed when the check in completes.

Reload Files after Check In - Files remain open in SOLIDWORKS when the check in completes.

Close Files after Check In - Files are closed in SOLIDWORKS when the check in completes.

Select Files Opens the Select Files dialog box, where you can specify a wildcard pattern to select files.
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.

Files to check in

Three types of column set preferences are available based on the assigned administrative permissions: Default Columns, My Columns, and administrator-defined column sets. For more details, see Types of Column Set.

To switch preference, right-click any column header, select Column Sets, and then select your preference.

Select Sort to specify the default and custom columns in tables in ascending, descending, or tree structure order. 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.
Tree structure sorting is available only on File Name.

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

Type Displays a thumbnail preview of the file when you hover over the file type icon.
File Name

Displays selected files and files referenced by them. For assemblies, the list can include drawings, parts, subassemblies, and SOLIDWORKS Simulation files.

The related drawings can be in the current folder or in a folder elsewhere in the vault. By default, SOLIDWORKS PDM checks the entire vault for related drawings. The scope of the search depends on administrative settings.

Displays warnings, if any, as a result of check-in validation.

The error Cyclic reference prevents checking a file in. Warnings such as File not Found, Outside of the vault, or The file is not rebuilt can block a check in if your administrator has configured blocking for warnings.

This column is blank if there are no warnings.

You can click the warning The file is not rebuilt to display a list of references that require a rebuild.
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 Lets you select files for check in.
Keep Checked Out Creates new version in vault, but file remains checked out.
Remove Local Copy Removes file from local disk after check in.
Overwrite Latest Version Overwrites the latest version of the file during check in.

You can select it only if the Check in option is selected. When you select Overwrite Latest Version, the New ver. column is updated with the latest version value.

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. File version to be assigned upon check in. The text is bolded for new versions. A new version is not created if the file has not been locally modified.
Checked out by Shows users who have files checked out. You can only check in files 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 file is checked out.
Referenced as

Specifies how a parent file references a child file: full path, relative path, or file name only.

SOLIDWORKS PDM looks for references without full path names in the location specified for the parent.

References reported as outside the vault are not added to the vault when you check in the parent file. Place the referenced file in the same folder as the parent file or place it in a vault folder and update the parent file to refer to the referenced file using a fixed path.
Found in Vault folder containing the file.
State Workflow state of the file, for example, Submit for Approval or No Approval Required.
Comment Stores a comment within the file history about the check in operation.

Total to Check In

Displays the number and type of files you have selected for checking in.

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 files with references (such as assemblies with parts), 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.

Use the right check box to select or clear the parent file 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, so that you can check or clear the the Check in, Keep checked out, or Remove local copy 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, Keep checked out, or Remove local copy 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 files in the Check in column.
Keep All Files Checked Out Selects all files in the Keep checked out column.
Remove All Local Copies Selects all files in the Remove local copy column.
Overwrite Latest Version on All Files Selects all files in the Overwrite Latest Version column.