Use where used count as a transition criteria

[andrewiv]

We have a purge state in our lifecycle that signals the CAD admin to remove that file from Vault when moved into that state.  The problem is I would like to limit it so that nothing can go into that state if it is still used in an assembly or referenced by another model.  If we had the ability to set a criteria that the where used count has to be zero then I could make sure that the users are not moving a file into this state before replacing or removing the file from all assemblies that reference it.

[ihayesjr]

Reference forum conversation: Restrict Lifecycle transition if file is used - Autodesk Community

[RajSchmidt]

Wouldn’t it be easier to move that file to an “Obsolete” state? Then you could use the “Does not contain obsolete parts” criteria in the lifecycle transitions. That way you do not have the whole hassle. Your users are forced to replace the part when they change something and you can still track what versions have been used in the past.

[andrewiv]

We do have an obsolete state, and we have the condition set up when moving to the released state that the file does not contain obsolete parts to make sure that released files are good.  But we also do a lot of iteration through the design process and often we end up with files that were previously used but don't get used in the final design and will never be used so we set up the purge state so that they can be deleted from vault and not bloat the server.  We also have the instance where someone models a vendor part because it's not available for download and then later the vendor is able to provide it so the original part is no longer needed.  We might want to keep the original part for reference or we might want to delete it entirely depending on how much work it is to delete it properly.

[RajSchmidt]

I see.

AFAIK you can only finally delete a document if it not used anywhere at all, including older versions. (Apart from the admin-option to delete despite all warnings.)

So, would it be an option that your people move the document to the purge state anyway. And then you go periodically over this and delete everything which is not used.

Other than that I have no real ideas at the moment.

[andrewiv]

That is the process we have now to move it into the purge state and then I go and do research to make sure it isn't used anywhere before I delete it.  That's why I put this here on the idea station.  I would like to be sure that the files are ready to be deleted without having to spend time on looking at each file to make sure it isn't used somewhere.