Set permissions, Delete, and Mark for archiving

Do not use automatic permissions

As a result of this state transition, the object bypasses the automatic permissions that would normally be applied to the object, and the effective permissions for the object version are configured with the Set permissions feature.

Ignore the permissions of the latest checked-in version for this version

The permissions of the objects are version-specific in M-Files. In order for you to access the latest object version, you must have at least read access to it. To access any of the previous versions, you must have at least read access to that specific version and to the currently latest version. Enabling this check box ignores the permissions of the latest checked-in version and grants users access to prior versions of the object to which they have at least read access rights – regardless of the permission settings of the latest version.

This feature merits an example: Let's suppose that we have an SOP and an SOP workflow with the states Draft, Waiting for Approval and Approved. All three states have different permissions, as a draft is shown only to the user who created the document, and an approved document is shown to all users.

The document is now at version 3 and in the Approved state (and thus visible and accessible to all users). As modifications need to be introduced, it is moved back to the Draft state and the permissions are changed so that only the creator of the document can see it. If the check box Ignore the permissions of the latest checked-in version for this version was active when the new version was created, all users would still be able to access the document version 3, but not the newest one. If the check box was not active, however, only the creator of the document would be able to see the document version 3.