End User FAQ

No — one editor at a time. Everyone else can view and comment. When the editor stops, whoever accepts the offer banner first takes over. See View and Edit at the Same Time.

Check your own other browser tabs. The edit lock belongs to the tab, not the person.

Usually yes, with an admin’s help. In most orgs deleting archives the Document rather than destroying it, and archived Documents wait in the Folio Recycle Bin until an admin restores them. Restoring brings back everything — content, comments, Tags, related records, sharing, and version history — and you’re notified when it’s back.

Ask reasonably promptly: archived Documents are purged for good after a window your admin sets, 6 months by default.

Deleting looks the same either way. The confirmation popout asks whether you’re sure and nothing more, so it doesn’t tell you whether your org archives or deletes outright. If your org allows hard delete, deleting is immediate and permanent with nothing to recover. Your admin knows which setting is in force.

Yes. Open the ⋯ menu → Version History to browse, compare any two versions, and restore. See Browse Document Version History.

12 months by default, configurable by your admin.

Markdown prefixes need a trailing Space. Typing # alone leaves a literal #; # then Space makes a Heading 1. The code block is the exception. See Markdown shortcuts.

Your cursor is somewhere a table isn’t allowed, such as inside a callout or a column. See Where blocks can go.

Open the ⋯ menu → Print, Export as…, or Save to Files as… Both Export as… and Save to Files as… offer PDF, DOCX, and Markdown. Choosing PDF opens a new tab to render it first; DOCX and Markdown complete without one.

The options offered depend on what your admin has configured for that object. It’s configuration, not a malfunction. See Which options you’ll see.

A Workbench isn’t anchored to a record — it shows records owned by a set of people. Insert it from the / menu with /wb.

Write-back needs two settings enabled by your admin, and it never exceeds your own Salesforce access. If you can’t edit the field on the record, you can’t edit it from a Document.

It failed to resolve. That’s a Template configuration problem — let your admin know which Template it came from.

Tags with a lock icon came from the Template the Document was created from and can’t be removed individually.

Yes. Anyone who can open a Document can comment on it. Commenting and editing are separate capabilities. See Collaborate with Comments.

Viewing mode has no text-selection commenting. Click the comment button that appears in the node handle’s place beside the block, or use the comment button in the upper-right under the Related & Tags drawer. See Three places to start a comment.

Your admin hasn’t made the User object a Linkable Object, so body User Mentions aren’t available. You can always mention a user inside a comment instead — that works in every org. See Special case: the User object.

Yes — a User Mention in a comment grants them read-only access so the notification link opens for them. Mentioning a record in a comment shares nothing and creates no relationship.

Automatically — there’s nothing to subscribe to. Folio notifies you when you’re @-mentioned, when someone replies on a thread you’re in, when a thread you started is resolved or reopened, and, if you own the Document, when someone comments on it. You’re also notified when a Document is shared with you, transferred to you, restored to an earlier version, or brought back from the Recycle Bin. You’re never notified about your own actions.

Only Folio Admins can restore a deleted Document. Depending on your organization’s settings a deleted Document may be recoverable, but the Recycle Bin it waits in is an admin-only tab — so reach out to an admin if you need something restored.

They arrive in two places in-app: the bell in the Document header for the Document you’re in, and the Notifications tab on the Folio Docs home page for everything across the org. Both update live. For the full list of triggers, see Notifications.

To get them by email as well, open the Notifications tab, click the Notification Settings gear, and pick how often — every hour, twice daily, once daily, or off. Digests carry only what you haven’t read yet, grouped by Document, with links straight to the comment or Document. See Email digests. If the panel says digests are disabled, your admin hasn’t turned them on yet; your choice is saved for when they do.

They’re grouped by Document on the Folio Docs home page. Each group header shows the Document with a total and unread count, and clicking it expands or collapses the group.

Use the checkbox in a group header to select just that Document’s notifications, or Select All at the top for everything, then mark read, mark unread, or archive in bulk. Comment notifications show a preview of the comment. See Notifications.

Yes, if your admin has email digests enabled — hourly by default, and you can change or switch it off yourself under Folio Docs home → Notifications → Notification Settings. Digests carry only what you haven’t read, grouped by Document. See Email digests.

Yes. Click the anchor icon on the comment to enter Re-Anchor mode, then click the block you want. The whole thread moves with it.