How to Set Up Delayed in State Notifications for Stuck SOLIDWORKS PDM Files

SOLIDWORKS PDM makes it simple to have a workflow that details each stage of a design’s development and to move it down the workflow appropriately. With SOLIDWORKS PDM, the Delayed in State notifications can help you stay on top of impending deadlines even with the most complex projects.

This can occur for a number of reasons, and at a certain size of vault, it becomes a very large task for administrators to keep tabs on all designs at all times. How would you know if a design has sat in a state too long?  This is where Delayed in State notifications come into play.

What are Delayed in State Notifications?

Delayed in State notifications allow you to be notified when a file sits in a given workflow state for a defined period of time. Perhaps you want to see all designs submitted for approval checked within a business week, or you have a deadline by which the initial work needs to be completed.

With delayed state notifications set up, you will receive a SOLIDWORKS PDM notification whenever this time limit is broken. There are two ways to set up the notifications: in the SOLIDWORKS PDM workflows and on individual files.

How to Create SOLIDWORKS PDM Workflow Notifications

To set up notifications for a workflow, you can use the SOLIDWORKS PDM Administration tool. Once inside of the Administration tool, open an existing workflow for which you want notifications.

The following steps can help configure notifications:

1. Open one of the workflow states by double-clicking or right-clicking and selecting Properties.
2. Select the Notifications tab.

   Viewing a SOLIDWORKS PDM workflow notification

3. Choose Add Folder Notification.
4. A window will appear prompting you to select a folder. You can not select multiple folders, but by selecting the top-level vault, the notifications will apply to all subdirectories. After making your selection, click OK.
   
   

   Selecting a folder for workflow notifications

5. In the Folder Notification window, click the drop-down for Type and choose Delayed in State. Click OK.
   
   

   Setting the Delayed in State notification

6. Specify the number of days to wait before the notification triggers and how many days later you want to resend the notification.
7. The notification can be sent to the file creator, last state modifier, or specific users in the Recipients tab.
   

   Specifying when the notification will trigger

At this point, the Delayed in State notifications will trigger after the defined number of days and be sent to the specified users. The settings can be tweaked if the notifications are being triggered too frequently or not often enough.

How to Create Notifications on Specific Files

Creating notifications for individual files will only send the notice to the user who created the notification. As a result, you can not create notifications for other users or have yourself be notified automatically. If you want automatic notifications, review the above steps about workflow notifications.

To set up notifications on specific files:

1. Right-click on a file in the SOLIDWORKS PDM vault.
2. Hover over Notify to show the available options.
3. Select Me when… to open a new window to further customize notifications.
   

   Setting up notifications on a single file

4. In the Folder Notification window, click the drop-down for Type and choose Delayed in State. Click OK.
5. Specify the number of days to wait before the notification triggers and how many days later you want to resend the notification.
   

   Setting the Delayed in State notification

6. The notification can be sent to the file creator, last state modifier, or specific users in the Recipients tab.
   

   Specifying when the notification will trigger

Enhanced Process Control in SOLIDWORKS PDM

No matter which notification method is chosen, they both allow for flexibility in who receives the notifications. This allows you to determine if all users need to be notified or if a designed monitor is set up.

With SOLIDWORKS PDM, the Delayed in State notifications can help you stay on top of impending deadlines even with the most complex projects. By leveraging automated systems, your team can focus on their work and not worry about slipping timelines.

Need help setting up complex automations or notifications in your SOLIDWORKS PDM vault? Learn more about our data management services here.