Vault office 2024 Set up to view only released files

[Tony_Yates]

Hi Guys,

How do I set up vault office so that the user only sees released files?

regards,

Tony

[Gabriel_Watson]

You can't filter that by what type of app is being used (VPro or VOffice). So it is business as usual... you will need to set your lifecycle state (and user/groups) permissions in a way that "Everyone" or any groups that include Vault Office users only have "Read" permission for those Released files.

[Tony_Yates]

Hi Gabriel,

I am just trying that now. We have a user group called view only. I have changed the security on that group in WIP to Read-deny. 

Hopefully this is the way to go.

regards,

Tony

[Gabriel_Watson]

That should work if all VO users are members of the View ONLY group, and if you do the same for all other lifecycle states besides "Released" (although I am not sure which one you have there would be the Released state you mentioned before).

In Vault, setting DENY permissions is a bit "harsh" and heavy-handed. Usually, it is best to ALLOW Everyone or the groups you like to access what you need them to access, and implicitly deny access to states and lifecycles (and folders) by not setting users and groups with the Allow permissions where that matters. But that can be a tad complicated too, although more elegant.

By the way, you can always check if this works by right-clicking a file in question in WIP state, then go to Details > Effective Permissions, and add the View ONLY group to see what their access would look like.

[ihayesjr]

That is not going to work. Permissions are always on the latest version of the file. So, if you have some earlier version at Released, but the last version is at WIP, users will not be able to see the file regardless of the state.

You are not going to be able to accomplish what you are looking for using the thick client.

[Gabriel_Watson]

Yes, to clarify here, my instructions above will work if your goal is to reveal or hide the FILES (with their complete history) altogether. If you intend only to show the Released VERSION, while hiding tip versions in WIP, you should use the Vault Thin client:
https://www.autodesk.com/support/technical/article/caas/sfdcarticles/sfdcarticles/Cannot-seeing-the-...
https://www.autodesk.com/support/technical/article/caas/sfdcarticles/sfdcarticles/Vault-Thin-client-...