As the orphaned state still exists in your workflow do you have delete and destroy permissions on it?
You mentioned "I can't delete the file(s) because they were in a state that no longer exists within EPDM"
EPDM doesn’t allow to delete a state if there are any files that passed though those states. So you should still have those legacy states in your workflow. See if Admin is missing delete and destroy permission on any of hose. This is option 1 - recommended one.
Second option ( to be used with due care) is flag "ignore permissions in the previous state" that can be set for specific state in Workflow. Note that this is a state specific settings so applicable to all users. I recommend enabling this only for some time when admin can delete the required files and again reset the state
In any case I suggest not to touch DB externally
The file history of the files shows them to have been in a state of 'Library WIP'. Unfortunately the state 'Library WIP' no longer exists in any workflow. So, I can't set its permissions, nor can I set the "ignore permissions in the previous state flag".
Either EPDM allowed the state "Library WIP" to be deleted (less likely), or I renamed it to something else (more likely). In either case, I checked that I have all permissions for all states in all workflows, so it shouldn't really matter.
(In the early stages of development, if I couldn't delete a state or workflow, I would rename it to 'Spare' or something, and then re-purpose it when I could. I'm not sure if you rename a state, if the file's history displays the old state name, or the new/current state name. I suspect the current name.)
History always shows the current name so even if you rename a state , the new name now should appear in the history. As "Library WIP" is displayed in history , it must still exists in some workflow. I recommend you contact your VAR AE for support on this as this may involve running some queries to identify which workflow has this state ( assuming it is difficult to identify in UI) and assign appropriate permissions to "Admin" to be able to delete those files.
I still recommend not touching DB externally.
"Ignore permissions in previous states" should do the trick.
You should probably create a new state called something like "For Delete", mark "ignore permissions in previous states" in it, and make a transition to it with permission only to admin.
Once your files reach this state, you should be able to delete them.
If your files are in multiple workflows, it might be wise to create an "obsolescence" or "Delete" workflow, where you have this "delete state" with "ignore permissions in previous states". then you can link to this workflow from any relevant state in any workflow.
hope this helps...
Yes, "Ignore permissions in previous states" did Work! I've never used the flag before and obviously misunderstood what it meant. Luckily my files were in a state whereby I could move them into an Obsolete state with this flag set.
Thanks a Million!