prevent Checking out released file without changing the state

[JimishG]

Hello All, 

How can I as an admin stop my team members from checking out the released file without changing the life cycle state?

Currently, they are able to check out the released file without changing the state from released to work in progress. They modified the files and checked them back in. After checking the files back in, the vault still says that the files are released and we can see the modification. Is there a way to differentiate which version was initially released and then which are the modified versions after releasing the file without changing the state? 

I appreciate your help in advance!

Jimish Gandhi

[Gabriel_Watson · Accepted solution]

Change the permissions on the lifecycle state-based security for Everyone to only include Read and Download at your Released state. Admins can be included as a new row with higher permissions, but everyone else shouldn't:
https://help.autodesk.com/view/VAULT/2024/ENU/?guid=GUID-EEC9F632-6ED8-4671-8487-69436A0E1AD0

You only need to preserve the ability of people (Everyone or select groups/users) to change states on files, so they can change state to WIP and have modify permissions there.

You should be able to toggle "Show all versions" in the History tab and customize your columns to show who checked in and when, for each version, regardless of state. If you also include the "State" as a column, then it is easy to spot the first released version and others after. Keep an eye for any version checked in by the Job Processor though, as those are not user-driven.