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How to Transfer Ownership of PDM Files

SOLIDWORKS 2026 introduced Transfer Ownership, a new capability enabled by Automatic Synchronization of Vault Views. This enhancement allows users to transfer checked-out file ownership between users or machines without needing to check files in or perform an Undo Checkout. Copies of all checked-out local files are now automatically synchronized to the PDM archive server, allowing ownership to be transferred while preserving all changes made locally.

 

This new transfer ownership functionality greatly reduces the risk of data loss, minimizes downtime, and simplifies workflows when switching computers or recovering work from unavailable users.

 

IMPORTANT Considerations Before Implementing Transfer Ownership

      • Transfer works without approval from the original user and occurs instantly once requested if the file is not currently open in SOLIDWORKS (otherwise an error displays indicating it’s open in another application).
      • There is no confirmation for the user requesting the transfer or notification sent to the previous owner of the file. The file ownership is simply transferred silently in the background and then reflected in the PDM vault view.
      • Transfer can only be performed one file at a time. For multiple files, you may consider still using Undo Checkout depending on how many changes have been made that will be lost.

Common Uses and How it Works

      • Moving between workstations (office to home and back)
      • Recovering files from a failed or unavailable computer
      • Accessing work from a user who is out of office
      • Preventing loss of unsaved or locally modified changes

 

When a file is checked out and modified:

      • File changes are automatically synchronized to the archive server in the background
      • The file can then be accessed from another machine or user
      • Ownership can be transferred without needing the original user or workstation as long as the file is NOT open in SOLIDWORKS.

 

Once ownership is transferred, the new user can:

      • Open the file
      • Continue editing
      • Check in the file with all preserved changes

Required Permissions

To use Transfer Ownership, the following Folder and State permissions must be enabled for the logging in PDM user performing the transfer:

      • Can transfer ownership of files checked out by current user
      • Can transfer ownership of files checked out by other users

 

Folder Permissions

Viewing engineering properties window with correct selections for folder permissions selected

State Permissions

Viewing State Permission selections in Engineering Properties popup

Alternatively, you can assign the State Permissions in the Workflow

Viewing State Permission workflow alternative graphic

How to Transfer Ownership of Files

  1. Locate the checked-out file in the vault (select one file at a time).
  2. Right-click the file and select Transfer Ownership. The transfer occurs immediately without additional confirmation. The option will be grayed out if permissions are not assigned or if more than one file is selected. An error will display if the file is open in SOLIDWORKS.
Viewing navigation walkthrough to transfer ownership selection
  1. A History comment is added for the transferred file.
Viewing highlighted history that confirms ownership transfer
  1. Open the file and continue working. The file can then be transferred again or checked in once done.

Summary

The Transfer Ownership feature in SOLIDWORKS PDM 2026 provides a safer, more flexible way to manage checked-out files across users and machines. By leveraging automatic synchronization, users can recover and continue work without risking data loss or relying on workarounds. When properly configured with the correct permissions, this functionality helps streamline collaboration, reduce downtime, and ensure critical design work is never lost.

Technical Support

Get help from our team by Calling us at 800-364-1652. You can also get assistance by clicking the Technical Support button or the Email Our Experts button below. 

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Last Updated On
byRick Braine
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