PDM - What are Private State Files?
Private State files in SOLIDWORKS PDM are files that have been added to a PDM local vault view but not yet checked in for the first time. Saving or copying a file to a local vault view creates a record in the PDM Database and adds a copy of the file in the PDM Archive as version 1. Only users with permission to view Private State files can access the file until it is checked into PDM for the first time.
Private State files can be opened on another computer or even copied from PDM by a user with permission to view Private State files. This allows users to access Private State files if a computer fails or a user is removed prior to the initial check in operation.
Private State File Limitations
- Only a Check-in or Undo Check Out (admin only) operation adds the file to a workflow, which is then visible/accessible to other PDM users.
- Private State files cannot be transitioned through a workflow because they do not yet Belong to a workflow state.
- PDM Copy Tree and Move Tree tools DO NOT include Private State files as referenced files, since the file has not yet been checked into PDM.
Who can View Private State Files?
Admins and users with proper permissions can view Private State files added by other users.
In PDM Standard, only the PDM system admin user can view Private State files in other users’ local vault views.
In PDM Professional, the PDM system admin user as well as other users can view Private State files in other users’ local vault views when the proper permission is set as shown below.
SOLIDWORKS PDM Administration tool > User or Group > Folder Permissions > May see files before initial check in (Private State).
How to Identify a Private State file
Private State files display differently for the user which added the file compared to users who can view the file in their local vault views. The image below displays what a Private State file looks like when logged in as any other user other than the one which added the file. In this case, an engineering user is logged in and the Private State file was created by the Admin user.
- The file’s name and information is displayed as italicized text
- The Check Out By column displays the file’s owner.
- The State column displays <Private State>
- The Version Number column displays an icon
to represent a file that is not in the vault. - The Preview, Data card, Version, Bill or Materials, Contains, and Where Used tabs display the message, ‘This information is not available because the file has never been checked in.’
Private State files for your user will not have any indicators that it is Private State other than the Checked Out By column is your PDM user and the State column will be blank, since the file has not yet been checked into PDM.
The image below displays the same file as above as Private State file when logged in as the user which added the file. In this case, the Admin.
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- Checked Out By: Admin
- State: is blank
Why Users Should Check In Private State Files
Best practice is to check in files as soon as they are ready to be added to the PDM Archive. This will add the files to a workflow which can then be accessed by other users with proper permissions as well as cached to any local vault view and modified as needed.
Avoid Loss of Data
If any unexpected behavior occurs on the system where the local vault view and Private State file resides, then only users with permission to view Private State files will have access to retrieve the files. If the file was checked in, any user could simply retrieve the archived version and continue with their design.
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- The PDM admin user can perform an Undo Check out of Private State files. This operation releases the files ownership and checks the file into the initial state of the assigned workflow. Only the admin user has this permission to undo check out of Private State files, and it cannot be assigned to other users.
- Other users with permission to view Private State files can, at least, create a copy of the Private State files manually by copying and pasting the file either within or outside the PDM local vault view. These newly copied files can then be added to the local vault view and checked in as normal. Note: PDM Duplicate File rules apply if configured for your vault. You will need to change the name of the copied file until the Private State file is checked in or deleted.
- The PDM admin user is also the only user which can delete Private State If there are Private State files that were never checked into PDM by a user or local vault view which is no longer available and the files are also not needed, the PDM admin can delete them from any other local vault view. If Private State files are deleted from the local vault view, they can be recovered from the SOLIDWORKS PDM root folder Properties > Deleted Items tab.
File Already Exists
PDM users without sufficient permission to view Private State files may receive a warning ‘File already exists’ when adding a file to a folder where a Private State file of the same name already exists in someone local vault view though is not visible to the currently logged in user. Checking in Private State files ensures all users with proper state permissions can view the files and avoid wasting time tracking down Private State files.
Lastly, be sure to discuss the topic of Private State files with your users, so they are all aware of Private State files, their limitations, and best practices for checking in files regularly.