topic Restrict Lifecycle transition if file is used in Vault Forum

Restrict Lifecycle transition if file is used

andrewiv — Thu, 06 Mar 2025 13:08:44 GMT

I have a purge lifecycle for files that just need to be deleted out of the vault by an admin. Is there a way to stop the transition into that state if the latest version of the file is used in another model file? I would think there should be since we can see where the file is used, but there is no where used property that I can find in the criteria of the transition.

Re: Restrict Lifecycle transition if file is used

ihayesjr — Thu, 06 Mar 2025 16:46:36 GMT

@andrewiv

Sorry, I am not clear on your question. What state is the file in, and do you not want it to transition into?

Why do you want to stop the transition?

For example, if you the file is in "state A" and the last version is used. A user can still transition into "state B" with no effect on to that previous version.

If you always want to keep the last version in a particular state, in the Control tab for that state, you can set it to keep the last version.

Re: Restrict Lifecycle transition if file is used

andrewiv — Thu, 06 Mar 2025 17:00:43 GMT

@ihayesjr

Sorry I wasn't very clear. In our normal lifecycle we have the ability to transition files into a Purge state. That state is reserved for files that we want to delete completely from the vault but I want to stop the transition to that state if the latest version of the file is being used that way I, as the CAD admin, don't have to research the file and make sure that it is truly ready to be deleted.

This would be used in the case that a file has been replaced by another file and we don't want anyone to use the old file so I want to remove it completely. Most often this would be purchased parts that someone modeled up from scratch and then we received a model from the vendor and want to only use that new model going forward so we would delete the original model. I hope that clears things up.

Re: Restrict Lifecycle transition if file is used

ihayesjr — Thu, 06 Mar 2025 17:12:50 GMT

Yes, that helps. You are looking for Transition criteria based on the Parent's state. This is not available.

The last version of a child component will always be "used" by a parent version.

Let me illustrate.

Version 1 Assembly uses version 1 PartA.

You replace PartA with PartB, making version 2 of the assembly.

Version 1 PartA will always be seen as being used by version 1 Assembly.

Re: Restrict Lifecycle transition if file is used

andrewiv — Thu, 06 Mar 2025 17:19:13 GMT

That is what I thought, but when I look at the where used for PartA it won't show anything since version 1 Assembly isn't the latest version. I just would like the ability to stop the transition if the where used shows that the latest version of any assembly is using that file.

Re: Restrict Lifecycle transition if file is used

ihayesjr — Thu, 06 Mar 2025 17:21:59 GMT

The Where Used is being filtered based on the drop-down list.

Click the drop-down menu and select the last revision.

Re: Restrict Lifecycle transition if file is used

andrewiv — Thu, 06 Mar 2025 17:27:41 GMT

Right, but I can't use that as a requirement for a lifecycle transition. I don't want any of my users moving the file into the purge state unless they have done the work to replace it in all assemblies where it was used. If there was a property that gave the where used count using that filter then I could make it a requirement for the transition that the property has to equal zero.

Re: Restrict Lifecycle transition if file is used

ihayesjr — Thu, 06 Mar 2025 17:48:23 GMT

Sorry but no, it is not possible to use that as a transition requirement.

Re: Restrict Lifecycle transition if file is used

andrewiv — Thu, 06 Mar 2025 18:55:21 GMT

Thanks for confirming. I figured it wasn't possible. I have added this to the idea station. https://forums.autodesk.com/t5/vault-ideas/use-where-used-count-as-a-transition-criteria/idi-p/13357129