Workflow States

[MMartens]

While investigating permission settings in my workflow, I encountered a peculiarity in my file view. When my test user account is added to a group with limited file access, the state column on certain files shows as WIP even though the file is in the Release state.

But when the test user account is added to my engineering group, the state column shows the correct state.

I was confused while making sure my limited file access users were only able to view the files they were supposed to because the file list view was saying the files were WIP when they were actually Release.

[bnemec]

A couple of things come to mind. First, is it looks like you have search all versions enabled. Thankfully you have the "Found In Version" in view in your screen shot so this can be seen. Note it in the upper right corner, version 2 state = WIP and version 5 state = Released. The data card will show the values for the version that is cached locally. I would consider turning off "Search All Versions" majority of the time as it leads to all kinds of confusing search results; unless the user is fully aware that they may be seeing old versions.

I'm a bit confused on the limited permissions as it looks like it's not showing files in Released state but will show WIP; so I'm guessing it's not for a view only type user. Curious, what type of user can see WIP but not Released?

[MMartens]

The problem persists in the standard file listing even when I haven't performed a search and on top of that there isn't an actual cached version.

As for the confusion, the file shown is in the Release state. I know because when i view the file history the last transition indicates it went there. For some reason the file listing is not showing the correct state.

[bnemec]

Can you explain the permissions for the group with limited access? Maybe screen shot of the State(s) permissions and Folder(s) permissions?

Also, what version of PDM are you using?

[MMartens]

Folder permissions for the folder in the screen shots though these are actually inherited from an upper level folder.

State permissions for Release.

State permissions for WIP.

Solidworks PDM 2023 SP5

[bnemec]

I did a quick test (we're on 2023SP5 as well) and duplicated the behavior in your first screen shots by turning off permission to read file in Released state and granted permission to read file in WIP, and had to turn on show working versions. Both in search and vault view that user would see an old version of the file when it was in WIP, but the data card and version tabs would show that the file is in released state. My test user has read permission for only the WIP state, when I browse to a folder there are no other states shown, only WIP. Even though most of the files in that folder are in other states. Key thing to keep in mind is that state and variable values may be different in different areas of the search tool or vault view as those different areas can display data from different versions.

What doesn't line up is that your user has read permission for Release state, but not in WIP, yet it's showing opposite behavior, unless things changed between screen shots.

When there is no version cached locally the data card shows variable values for latest version.

Also, that user shouldn't be able to see "working versions" per the folder settings. IIRC, depending on your revision control settings in the workflow, any version that isn't stamped with a revision is a "working version"

[jcapriotti]

Folder permissions for the folder in the screen shots though these are actually inherited from an upper level folder.

Are you using "Increment Revision" in your workflow. If so, where all are you setting it?