Set permissions, Delete, and Mark for archiving

As a result of a state transition, new permissions can be specified, and the object can be deleted, and archived, or both. You can select several options of the Actions tab at the same time.

Set permissions

Do not use automatic permissions

If you select this option, the object bypasses the automatic permissions that would usually be applicable to the object. Use the Set permissions feature to change the effective permissions for the object version.

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

The object permissions in M-Files are version-specific. To get access to the latest object version, you must have at least read access to it. To get access to a previous version, you must have at least read access to that specific version and to the latest version. If you select this option, M-Files ignores the permissions of the latest checked-in version and gives users access to older object versions where they have at least read access rights. The permission settings of the latest version do not change this access.

For example: There is an SOP and its workflow has the states Draft, Waiting for Approval, and Approved. All three states have different permissions. 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). It is moved back to the Draft state for changes and the permissions are changed so that only the document creator can see it. If the option Ignore the permissions of the latest checked-in version for this version is enabled, all users have access to the document version 3, but not to the latest one. If the option is disabled, only the document creator can see the document version 3.