How to Manage Versions and Revisions in SOLIDWORKS PDM
30-Second Summary
Visibility Levers
Two controls (Show Working Versions, Always Open Latest) dictate what users see.
Decision Matrix
Four combinations cover every scenario, from full history to revision-only access.
Role Mapping
Engineers need drafts; manufacturing needs released data; auditors need everything.
Setup Steps
Configure folder permissions, adjust reference settings, test, and document.
Maintenance
Quarterly reviews and user training keep the vault error-free and audit-ready.
1. Why Granular Visibility Prevents Costly Mistakes
Designs rarely leap from concept to shop-floor approval in a single step.
Iterations, reviews and regulatory checks generate a digital paper-trail that proves what changed and why.
If the wrong people see the wrong file – an unapproved drawing on the shop floor, or a half-finished model in purchasing – the result can be scrap parts, re-ordered material, or even a failed audit.
Tight control over who sees working versions versus released revisions eliminates those risks.
2. Versions, Revisions, and Working Copies – A Quick Primer
| Term | Meaning | How It Is Created |
|---|---|---|
| Version | Automatic snapshot each time a file is added or checked-in. | System-generated. |
| Revision | Official release state (e.g., A, B, C). | Applied via workflow transition or manual stamp. |
| Working Version | Any numbered version without a revision stamp. | Exists between design edits and approval. |
Knowing these three items makes the two visibility controls easy to master.
3. Your Two Levers for Visibility
3.1. Folder-Level Toggle: “Show Working Versions” Explained
- Location: Administration Tool → Users/Groups → Folder Permissions
- Scope: Specific folders – engineering can differ from purchasing.
- Effect: Tick this box and the user sees every numbered version, including drafts. Clear it and they see only released revisions.
Typical ON roles: Engineers, QA reviewers, auditors
Typical OFF roles: CNC operators, buyers, external vendors
3.2. Vault-Wide Setting: “Always Open Latest” Demystified
- Location: Users/Groups → Settings → Reference Dialog
- Scope: Entire vault for that user or group.
- Effect: When enabled, PDM fetches the newest version automatically and removes the Get Version command – users cannot browse history.
Turn it off for anyone who must compare, rollback or branch earlier designs; on for roles that should never touch interim data.
4. Four Visibility Scenarios – And What Each User Sees
| Always Open Latest = ON | Always Open Latest = OFF | |
|---|---|---|
| Show Working Versions = ON | User always lands on the newest numbered version—revision or not. | Full history of every version and revision is available. |
| Show Working Versions = OFF | User lands on the newest revision only. | All revisions are visible, but interim versions remain hidden. |
5. Mapping Visibility Rules to Common Job Roles
| Department / Role | Show Working Versions | Always Open Latest | Rationale |
|---|---|---|---|
| Product Design | ON | OFF | Designers frequently roll back and compare history. |
| Quality & Review | ON | ON / OFF* | Need interim files for traceability; defaulting to latest is optional. |
| Manufacturing | OFF | ON | Shop-floor must build only from released drawings. |
| Purchasing | OFF | ON | Prevents orders from being placed on non-approved specs. |
| Regulatory Auditor | ON | OFF | Requires full history for compliance investigations. |
*Choose based on whether reviewers prefer an uncluttered interface.
6. Hands-On Setup Walk-Through
1. Open the Administration Tool and log in as a vault admin.
2. Select or create the relevant Group (e.g., Manufacturing).
3. Navigate to Folder Permissions.
4. Tick Read file contents
5. Tick or clear Show working versions for each folder.
6. Still within that group, click Settings → Reference Dialog.
7. Tick or clear Always work with latest version of files
8. Save. Repeat for each group.
9. Test: Log in as a sample user from every group and confirm the Actions → Get Version menu behaves as expected.
7. Best-Practice Checklist for Clean Data Trails
- Train new hires on the visibility matrix on day one.
- Use groups, not individual overrides – simpler audits and fewer mistakes.
- Stamp every release through a workflow transition so no “floating approvals” exist.
- Run quarterly permission reviews with IT, engineering and QA present.
- Document changes: keep a date-stamped PDF of each permission matrix revision in the vault.
8. Troubleshooting Common Permission Missteps
| Symptom | Likely Cause | Quick Fix |
|---|---|---|
| Get Version missing from menu | Always Open Latest enabled | Disable for that user/group. |
| Interim drafts appear on shop prints | Show Working Versions enabled on manufacturing folders | Clear the checkbox on those folders. |
| Auditors report gaps in approval history | Versions released without revision stamps | Verify workflow transition adds stamps automatically. |
| Designers overwrite released files | Working on wrong version | Combine training with checkout rules that force latest revision. |
9. The Bottom Line
The simplest way to avoid costly rework and audit headaches is to give every user exactly the level of history they need – no more, no less.
By pairing the folder-specific Show Working Versions permission with the vault-wide Always Open Latest setting, SOLIDWORKS PDM lets administrators tune visibility with surgical precision.
Implement the matrix, document your choices, and revisit them as teams evolve. Your reward is a vault that designers trust, auditors approve, and manufacturers rely on.
10. Frequently Asked Questions
Q1. Can I let a subcontractor see drafts but block check-outs?
Yes. Place them in a group with Show Working Versions ON but remove Check out file permissions.
Q2. Will disabling Always Open Latest slow load times?
No. The setting only affects which cached file is selected, not network transfer speed.
Q3. Can I apply these settings per file type?
Directly, no. Instead place different file types (e.g., DXF for laser, STEP for CNC) in dedicated folders with tailored permissions.
Q4. What if there is no released revision yet?
With Always Open Latest ON and Show Working Versions OFF, PDM still delivers the newest numbered version so work can continue.
Q5. How do I see who accessed a specific version?
Use the History dialog—every Get, Check-out, and Check-in event is recorded for full traceability.
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