Unable to Delete Files from the PDM Vault
When working in a SOLIDWORKS PDM vault, it’s common to want to remove files that are no longer relevant to a project. In a standard Windows File Explorer, you can simply right-click and choose Delete. In SOLIDWORKS PDM, the deletion is controlled by vault permissions and workflow states, which means you may not always have the delete option available.
If you are unable to delete a file, the most common causes are:
- The file is checked out.
- Your PDM user or group lacks delete permissions.
- The file is currently in or has been in a workflow state that restricts deletion.
The sections below explain each cause and how to resolve it.
Checked-Out File
If the file you are trying to delete is currently checked out by a user, it must first be checked back into the vault before it can be deleted. The image below shows the file is checked out by ENG-1 and cannot be deleted.
If the file is checked out by someone who is no longer with the company or on a device that’s no longer accessible, the file will need returned to the vault by performing an Undo Check Out command by a PDM Administrator or user assigned the administrative permission ‘Can undo check out files checked out by other users’.
If the message indicates the file is checked out by your PDM user on your current computer, and you cannot check the file back in, contact MLC CAD Systems technical support for assistance.
Once the file has been checked back in:
- Right-click the file and choose Delete.
- If the delete action fails or you receive a permission-related error, continue to the next section.
Lacking Permissions to Delete Files
If you see a permissions warning when attempting to delete a file, the issue is likely related to your folder or state permissions. The image below indicates the logged in user lacks permissions to delete the file.
If you believe your PDM user should have the ability to delete the file, contact your PDM Administrator to verify your permissions. Two key permission areas control file deletion:
- Folder Permissions
- In the SOLIDWORKS PDM Administration Tool, navigate to Users and Groups.
- Open the relevant user or group profiles.
- In the top pane, select the folder containing the file (or a higher-level folder, since permissions are migrated down).
- In the lower pane, enable the Delete File checkbox.
- Test deleting the file.
- State Permissions
- In the SOLIDWORKS PDM Administration Tool, open the workflow where the file resides.
- In the top-right dropdown, select the workflow, then select the specified state in the top pane.
- In the lower pane, enable the Delete File checkbox.
- Test deleting the file.
If you’re confirmed these permissions and the error persist, review the next section.
Previous State Permissions
If a user still cannot delete a file even after permissions are enabled, the files may have previously passed through a workflow state where deletion was restricted. This behavior can even be seen with the built-in admin (system administrator) user.
To allow deletion regardless of the previous states:
- Open the SOLIDWORKS PDM Administration Tool and access the relevant workflow.
- Double-click the state the file is currently in.
- Enable Ignore permissions in previous states.
- Exit the state and save the workflow.
This ensures users with current permissions can delete the file even if earlier states did not allow it.
Moving Files to a Controlled Folder
If certain users should not have delete rights, a controlled process can be implemented by creating a “To Be Deleted” folder with the vault.
Administrators can:
- Grant users Move permissions (in both Folder and State permissions).
- Allow users to move unwanted files into the “To Be Deleted” folder.
A team lead or administrator can then periodically review and delete files from this folder to maintain vault control and prevent accidental loss of important data.
Recovering or Destroying Deleted Files
When a file is deleted from the vault, it is not immediately removed from the archive server. The file’s data remains stored and can be recovered until it is destroyed.
- Recovering Files
- Returns the deleted file to its original folder.
- The file data remains intact and accessible.
- Destroying Files
- Permanently removes the files from the vault and archive server.
- Once destroyed, the file cannot be recovered without a full archive backup.
To access deleted files:
- In the PDM Vault View, right-click and choose Properties for any specific folder.
- Go to the Deleted Items tab.
- Enable Include items in subfolders.
- Right-click a file (or select multiple files) and choose Recover or Destroy as needed.
- When recovering a file, not the File Location column to see where it will be restored to.
- When destroying a file, confirm carefully as this action is permanent.
Summary
If you’re unable to delete files from your SOLIDWORKS PDM vault:
- Check whether the file is checked out.
- Verify your folder and state permissions.
- Confirm previous state permissions are not blocking deletion.
- Use a “To Be Deleted” folder if direct deletion is not appropriate.
- Understand the difference between recovering and destroying deleted files.
These steps will help you or your PDM administrator restore proper file management and keep your vault organized.
Technical Support
Get help from our team by Calling us at 800-364-1652. You can also get assistance by clicking the Technical Support button or the Email Our Experts button below.