Deleting a file in Butterflai is a two-step process. First it moves to trash (soft delete), then you can permanently remove it. This design protects against accidental data loss.
Soft delete: what happens when you delete a file
When you delete a file from the File Manager, it is not immediately destroyed. The file moves to the Trashed section, where it remains recoverable. It no longer appears in the main File Manager view, search results, or AI responses. Shared access is suspended but preserved - if you restore the file, sharing settings return intact.
Viewing trashed files
Navigate to the Trashed section in the Document Library sidebar. Here you see all soft-deleted files with their original name, deletion date, and who deleted them. This gives you a clear audit trail.
Restoring a file from trash
Select a trashed file and click Restore. The file returns to the File Manager in its original state - same name, description, sharing permissions, and AI embeddings. It becomes searchable and accessible again immediately.
Permanent deletion
To permanently delete a file, go to the Trashed section and select Permanent Delete. This action is irreversible. Once permanently deleted, the following are removed:
The file itself (original upload)
All AI embeddings and vector data associated with the file
Any data tables generated from the file (e.g., CSV tables from Excel sheets)
All sharing and permission records
Permanent deletion cannot be undone. Confirm you no longer need the file or any data derived from it before proceeding.
Bulk restore and permanent delete
Select multiple files in the Trashed section using the row checkboxes. The bulk actions toolbar offers both Restore All and Permanently Delete All options. Use bulk permanent delete with caution - it applies to every selected file simultaneously.
What gets deleted
It is important to understand the full scope of permanent deletion. A file in Butterflai is more than just the uploaded document. The system creates AI embeddings for search, extracts text content, and - for structured files like Excel and CSV - generates data tables used in analysis. Permanent deletion removes all of these artifacts, not just the original file.