# Admin FAQ
Source: https://foliosolutions.net/docs/reference/admin-faq
Common admin questions about Folio Docs — setup, storage, security and sharing, automation, and templates.
Short answers to the questions Salesforce administrators ask most, each linking to the full detail.
## Setup and requirements
How long does it take to get up and running on Folio Docs?
About as long as a cup of coffee. Folio Docs was designed from the ground up to be quick and easy to administer, and every setting ships with a default already configured to our recommendation — so the end-to-end time to install the package and have it set up and ready for people to use is a single sitting, not a project. See [Install the Package](/docs/getting-started/installation) and [Follow the Setup Checklist](/docs/getting-started/setup-checklist).
What takes longer is the tailoring: building sophisticated automations with [Invocable Apex](/docs/admin/automation-invocable-apex) actions, or building out a library of [Templates](/docs/admin/admin-panel/templates). How long depends on your organization's needs.
What does Folio require in my org?
Two things: your org must be on a **supported Salesforce edition** — Enterprise, Unlimited, Performance, or Developer — and **Lightning Web Security must be enabled**. LWS is on by default in most orgs, and it's a hard dependency — with it off, Folio Docs will not work. Professional and Group/Team Editions aren't currently supported, as they don't include Apex by default. See [Check the Prerequisites](/docs/getting-started/prerequisites).
Which permission sets do users need?
The **Folio Docs License** permission set license for everyone, plus one permission set each: **Folio Docs User** for end users, **Folio Docs Administrator** for anyone managing it. Admins do not need Folio Docs User as well — Folio Docs Administrator already contains it. See [Assign Permissions](/docs/getting-started/licenses-and-permissions).
Does the Folio Docs Administrator permission set let me change every setting?
No. The **Folio Docs Administrator** permission set gets you into the Admin Panel, but several org-level settings also require Salesforce system permissions — **Customize Application**, and **Modify All Data** for Asynchronous Processing. A Folio admin without those system permissions sees the affected settings as read-only. See [Who can change what](/docs/admin/admin-panel/settings#who-can-change-what).
What's the minimum to get value out of Folio?
Choose your Linkable Objects, select Linkable Fields, and turn on Background Jobs. See [Admin Panel Settings](/docs/admin/admin-panel/settings).
Can I turn off email digests without turning off Background Jobs?
Yes. **Send Email Digests** under [Notification Email Digest](/docs/admin/admin-panel/settings#notification-email-digest) is its own switch. Set it to **Disable** and leave Background Jobs enabled — every other scheduled job keeps running and no digest email is ever sent. It's the only background job with an individual off switch.
Which address do email digests come from?
An **Organization-Wide Email Address** you choose under [Notification Email Digest](/docs/admin/admin-panel/settings#notification-email-digest). Only verified, unrestricted addresses are offered — the address must have **Allow All Profiles to Use this From Address** enabled, or it won't appear and digests can't send from it. A dedicated address such as `folio-alerts@yourcompany.com` is the recommendation, though a shared `systems@` or `operations@` works. Give it the display name **Folio Notifications** either way — that name is what recipients see in their inbox. Without a valid sender, digests don't send and the Admin Panel shows a failure banner.
Folio's background jobs stopped running. What happened?
Most likely the user who enabled **Background Jobs** was deactivated. Salesforce runs scheduled jobs as the user who scheduled them, so deactivating that user stops all nine of Folio's. Any system administrator can fix it by setting Background Jobs to **Disable** and then **Enable** again, which reschedules everything under them. A lost Folio license or a frozen account does **not** cause this — only deactivation. See [Asynchronous Processing](/docs/admin/admin-panel/settings#the-user-who-enables-it-owns-the-schedule).
Do I have to enable Background Jobs?
Yes. It schedules search indexing, Team member sharing, the Dashboard's usage data, version history consolidation, email digests, the [Recycle Bin](/docs/admin/admin-panel/recycle-bin) purge, and log, export, and notification cleanup. With it off, search results go stale and retention never runs. See [Asynchronous Processing](/docs/admin/admin-panel/settings#asynchronous-processing).
## Data and storage
How much Salesforce storage will Folio consume?
Less than most people expect. Salesforce charges ~2 KB per record regardless of content, so a long Document costs the same as a short one. See [Data Storage in Folio](/docs/reference/data-storage) for the full arithmetic and the retention settings that control growth.
Does document length affect storage?
No. A one-line note and a 20-page account plan are both ~2 KB.
How do I control long-term storage growth?
Notification, export, log, and version retention are all in the **Data Retention** section of the Admin Panel's Settings tab. Versions are roughly two-thirds of all records Folio creates, so **halving version retention roughly halves the footprint**. See [Which objects grow fastest](/docs/reference/data-storage#which-objects-grow-fastest).
Does shortening version retention delete Documents?
No. It removes older change-history snapshots only. Every Document and its current content is untouched.
Where does Folio's data live?
In your Salesforce org, in custom objects from the managed package. There is no external service and no separate data store.
Who should run import and export jobs?
A **Salesforce Administrator with View All Data and View All Fields**. Both jobs run in the context of the user who starts them, so an export returns only the Documents and related records that user can see — and still reports success — while an import can only resolve record references against records and fields they have access to.
The **Folio Docs Administrator** permission set opens the Migration tab. It does not grant org-wide visibility, and those are separate things. See [Who should run migration jobs](/docs/admin/admin-panel/migration#who-should-run-migration-jobs).
Do imported files stay in my org after they're converted?
Only if you want them to. Importing `.docx` or Markdown files stores each upload as a Salesforce ContentDocument, which is then converted into a Folio Document. Select the **After import: Delete the uploaded files** checkbox on the import screen and successfully converted uploads are removed, so you aren't holding a copy of every document in file storage as well as data storage.
Files that fail to convert are kept rather than purged, so you can investigate and retry. See [Import and export files](/docs/reference/data-storage#import-and-export-files).
Do exported files accumulate in my org?
No — they're purged on a schedule. Exports are compressed into zip files and stored as ContentDocuments, and **Document Export Retention** in the Admin Panel's Data Retention settings purges them automatically. The default is **6 months**, and it's admin-configurable.
See [Data Retention](/docs/admin/admin-panel/settings#data-retention).
## Security and sharing
Does Folio respect Salesforce sharing?
Yes. Folio never grants a user access they don't already have in Salesforce. Live Field write-back respects object-, record-, and field-level security, and Get actions run in the running user's context unless the calling flow is set to system context.
Can I share a Document with a Queue or a Role?
**A Queue, yes** — directly in the Sharing panel, through the Share Document action, or automatically when a linked record it owns has an Auto-Share Level of Read or Edit. A Queue can also *own* a Document outright. Either way the Queue must list **Folio Document** among its supported objects first.
**A Role, no.** Roles cannot receive a Document share by any route; use a Public Group. See [Queues](/docs/admin/admin-panel/settings#queues).
What happens when a user deletes a Document?
By default it's **archived**, not destroyed — the record stays and admins can recover it. Hard delete is **disabled** by default and configurable. See [Delete Permissions](/docs/admin/admin-panel/settings#delete-permissions).
How do I restore a user's deleted Document?
From the [Recycle Bin](/docs/admin/admin-panel/recycle-bin) tab of the Folio Admin app:
1. Open **Folio Admin** and go to the **Recycle Bin** tab. It lists every archived Document in the org, whoever owned it, newest first.
2. Find theirs — search by title, owner, or whoever deleted it. The **Archived Date** and **Archived By** columns tell you when it went and who did it.
3. Click the row to read it first, if two titles look alike. It opens read-only.
4. Click **Restore**.
It's back immediately, with content, comments, Tags, related records, sharing, and version history intact, and **the owner is notified** that you restored it.
For a bulk restore, set `folio__Is_Archived__c` back to `false` on the records directly — see [Update Data in Bulk](/docs/admin/bulk-data-updates).
How long do I have to restore a deleted Document?
**6 months by default**, then a nightly job purges it permanently — along with its comments, versions, and links. The window is **Archived Document Retention** in the [Data Retention](/docs/admin/admin-panel/settings#data-retention) section of the Settings tab; set it to `0` to keep archived Documents indefinitely. Nothing is purged at all while [Background Jobs](/docs/admin/admin-panel/settings#asynchronous-processing) is disabled.
Can I tell who deleted a Document?
Yes. The [Recycle Bin](/docs/admin/admin-panel/recycle-bin) records **Archived By** and **Archived Date** on every row, stamped at the moment of deletion. Documents archived before those stamps existed fall back to their last-modified user and date.
Does @-mentioning someone give them access?
Yes, in both cases, but the access differs.
When a user is **@-mentioned in a Document body**, they get access at the level set for the **User** object under Choose Linkable Objects — None, Read, or Edit. If User isn't among your Selected Objects, people can't be @-mentioned in Document bodies at all.
When a user is **@-mentioned in a comment**, they get read-only access, so the link in their notification opens the Document for them.
See [Special case: the User object](/docs/admin/admin-panel/settings#special-case-the-user-object).
## Automation and real-time updates
Which objects get real-time updates without setup?
**Account, Contact, Opportunity, and Case.** For any other object, add an after-save record-triggered Flow calling **Folio: Refresh Document from Record Changes**. See [Set up Real-Time Updates](/docs/admin/real-time-updates).
What happens if I skip the record-triggered Flow for an object?
Documents linked to that object still show current data on page load. The Flow is only needed for changes to appear live in Documents users are actively viewing at that moment.
What can I automate from Flow?
Eleven packaged invocable actions covering querying, creating, cloning, sharing, tagging, linking, transferring, and deleting Documents. See [Automate with Invocable Apex](/docs/admin/automation-invocable-apex).
How do I read an error from a Folio invocable action?
Add a Fault Path and read `{!$Flow.FaultMessage}`. **No action has an `errorMessage` output**, and the `success` output is only ever `true`. See [Handle Invocable Apex Errors](/docs/admin/invocable-apex-errors).
Why did my whole batch fail because of one bad record?
Bulk batches don't partially succeed — one bad request rolls back the entire invocation. Filter inputs upstream.
Can I bulk-load Folio data?
Yes, on three objects: Document Shares, Junctions, and Tags. Never bulk-delete Documents directly — use the **Folio: Delete Document** action. See [Update Data in Bulk](/docs/admin/bulk-data-updates).
## Templates and tags
Can end users create Templates?
No. Only users with **Folio Docs Administrator** can create, edit, or delete Templates. Users create Documents *from* them.
A Template isn't showing up for users. Why?
It's almost certainly still in **Draft**. Only **Active** Templates can be used, from the UI or from automation. See [Template Status](/docs/admin/admin-panel/templates#template-status).
What's the difference between a Linkable Field and a Live Field?
A **Linkable Field** is the admin setting permitting Folio to reference a Salesforce field. A **Live Field** is one of the things that permission unlocks — an inline chip showing that field's value. The same setting also feeds the Salesforce components. See [Choose Linkable Fields](/docs/admin/admin-panel/settings#choose-linkable-fields).
Can users remove a Tag that came from a Template?
No. Tags and related records inherited from a Template are locked on the resulting Document. Choose them deliberately.
**Related:** [End User FAQ](/docs/reference/user-faq) · [Data Storage in Folio](/docs/reference/data-storage) · [Admin Setup](/docs/admin) · [Browse the Glossary](/docs/reference/glossary)
---
# End User FAQ
Source: https://foliosolutions.net/docs/reference/user-faq
Common questions from people using Folio Docs day to day — editing, Salesforce data in Documents, comments, and notifications.
Short answers to the questions users ask most, each linking to the full detail.
## Working in a Document
Can two people edit the same Document at once?
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](/docs/user-guide/concurrent-editing).
It says someone is editing, but nobody else has it open.
Check your own other browser tabs. The edit lock belongs to the tab, not the person.
Can I recover something I deleted?
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](/docs/admin/admin-panel/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.
Can I see or restore an earlier version?
Yes. Open the **⋯** menu → **Version History** to browse, compare any two versions, and restore. See [Browse Document Version History](/docs/user-guide/version-history).
How long are old versions kept?
12 months by default, configurable by your admin.
Why didn't my markdown shortcut work?
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](/docs/user-guide/formatting-documents#markdown-shortcuts).
Why is Table missing from the / menu?
Your cursor is somewhere a table isn't allowed, such as inside a callout or a column. See [Where blocks can go](/docs/user-guide/formatting-documents#where-blocks-can-go).
How do I print or export a Document?
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.
## Salesforce data in Documents
Why don't I see an option in the @ menu?
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](/docs/user-guide/at-commands#which-options-youll-see).
Why can't I insert a Workbench from @?
A Workbench isn't anchored to a record — it shows records owned by a set of people. Insert it from the `/` menu with `/wb`.
Why can't I edit a Live Field value?
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.
A merge field shows as red text. What's wrong?
It failed to resolve. That's a Template configuration problem — let your admin know which Template it came from.
Why can't I remove a Tag from my Document?
Tags with a lock icon came from the Template the Document was created from and can't be removed individually.
## Comments and notifications
Can I comment if I only have read access?
Yes. Anyone who can open a Document can comment on it. Commenting and editing are separate capabilities. See [Collaborate with Comments](/docs/user-guide/comments).
I'm in Viewing mode and can't select text to comment.
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](/docs/user-guide/comments#three-places-to-start-a-comment).
Why can't I @-mention a user in the Document body?
Your admin hasn't made the **User** object a Linkable Object, so body [User Mentions](/docs/user-guide/at-commands#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](/docs/admin/admin-panel/settings#special-case-the-user-object).
Does mentioning someone in a comment share the Document with them?
Yes — a [User Mention](/docs/user-guide/at-commands#user-mentions) 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.
How do I get notified of activity in my Document?
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](/docs/admin/admin-panel/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](/docs/user-guide/notifications#what-triggers-a-notification).
**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](/docs/user-guide/notifications#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.
I have a lot of notifications — how do I get through them?
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](/docs/user-guide/folio-docs-home#notifications).
Do I get notifications by email?
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](/docs/user-guide/notifications#email-digests).
Can I move a comment to a different part of the Document?
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.
**Related:** [Admin FAQ](/docs/reference/admin-faq) · [End User Guide](/docs/user-guide) · [Browse the Glossary](/docs/reference/glossary)
---
# Data Storage in Folio
Source: https://foliosolutions.net/docs/reference/data-storage
How much Salesforce data storage Folio consumes, why document length doesn't affect it, and the retention settings that control long-term growth.
**Salesforce charges roughly 2 KB per record for custom objects, regardless of how many fields are populated or how much text they contain. A Folio Document with 50,000 characters of body text consumes the same ~2 KB as an empty one. Long text area fields do not increase data storage consumption.**
## How Salesforce charges for Folio records
Salesforce sizes data storage per record, not per byte, and gives ~2 KB as the estimate for most standard and custom object records.
A few standard objects are documented exceptions to that rate. **None of them are custom objects, so none of them apply to Folio.** Every object Folio creates is a custom object governed by the flat ~2 KB per record rule.
**Length makes no difference.** A one-line note, a 20-page account plan, and the longest document Folio can hold are all charged the same ~2 KB. Storage is driven by record count, not content, which is why the [retention settings](#which-objects-grow-fastest) are the control that matters.
See Salesforce's [record size overview](https://help.salesforce.com/s/articleView?id=000318951&language=en_US&type=1) and [estimated record size by object](https://help.salesforce.com/s/articleView?id=000383664&language=en_US&type=1).
## Does a managed package change anything?
No. Folio's objects are second-generation (2GP) managed package custom objects and consume data storage identically to custom objects built in-house. There is no ISV surcharge, no separate allocation, and no different accounting.
## How much storage Folio uses
### Model assumptions
These are illustrative assumptions, not measured values. Substitute your own and re-run the arithmetic.
| Assumption | Value |
| --- | --- |
| Enterprise Edition allocation | 10 GB base + 20 MB per user license |
| Per record | ~2 KB |
| Version snapshots per actively edited Document | ~20 |
| Version retention window | 18 months (conservative; default is 12) |
| Comments per Document | ~3 |
| Junctions per Document | 1 |
| Stars per Document | ~0.33 |
| View Preferences per Document | ~2 |
| Folio Log overhead | ~10% |
| Horizon | 3 years |
Live Documents and their comments accumulate indefinitely. Version records roll off at whatever [Document Version Retention](/docs/admin/admin-panel/settings#data-retention) is set to, so they only ever represent the most recent window of editing activity, and deleted Documents roll off at [Archived Document Retention](/docs/admin/admin-panel/settings#data-retention) — the nightly purge removes them and everything hanging off them.
This model assumes an **18-month** window, which is deliberately conservative — the shipped default is **12 months**, and a shorter window means fewer records. Over a 3-year horizon an 18-month window leaves roughly half the Documents still carrying versions, averaging about **10 version records per Document**.
1 Document + 10 versions + 3 comments + 1 junction + 0.33 stars + 2 View Preferences ≈ 17.3 records, plus ~10% for logging ≈ **19 records, or about 38 KB per Document**.
### Usage tiers
| Tier | Documents per user per year | Per user over 3 years |
| --- | --- | --- |
| Light | 15 | ~1.7 MB |
| Typical | 40 | ~4.6 MB |
| Heavy | 100 | ~11.4 MB |
### Share of Enterprise Edition allocation
Two separate numbers drive this. **Allocation** is granted per Salesforce user license, across the whole org. **Consumption** comes only from Folio-licensed users. Orgs above a few hundred seats rarely license Folio to everyone, so the two rarely match.
The table below models that. Folio seat counts are illustrative — substitute your own.
| Salesforce users | Folio seats | Light | Typical | Heavy |
| --- | --- | --- | --- | --- |
| 50 | 50 | ~1% | 2% | 5% |
| 100 | 100 | ~1.5% | ~4% | ~9% |
| 500 | 250 | ~2% | ~6% | ~14% |
| 1,000 | 400 | ~2% | ~6% | ~15% |
| 2,000 | 500 | ~2% | ~5% | ~11% |
Percentages are of total Enterprise Edition data storage allocation. The Heavy column models every Folio user creating 100 Documents a year for three years, and is the high end of the range rather than an expectation.
Allocation is a fixed 10 GB base plus a linear per-user increment, while Folio consumption is purely linear and applies only to Folio seats. Both effects favor larger orgs, which is why the percentages flatten rather than climbing with headcount.
**If Folio is licensed to every Salesforce user, the percentages rise.** A 1,000-seat org with 1,000 Folio seats at Heavy usage reaches roughly 38%, and a 2,000-seat org about 45%. That combination — org-wide licensing at sustained heavy authoring — is the genuine worst case.
Version records are roughly two-thirds of all records Folio creates.
*The usage tiers are Folio's own model. No credible public benchmark exists for documents created per employee per year.*
## Will you need to buy more storage?
Almost certainly not.
At ~2 KB per record, 1 GB holds roughly 500,000 records. At ~19 records per Document, reaching 5 GB would take about **138,000 Documents** — 1,380 per person in a 100-user org. Folio is very unlikely to be what pushes an org past its allocation.
If you ever do need additional data storage, pricing depends on your contract. Your Salesforce account executive can give you accurate figures for your org.
## Images in Documents
Images are the exception to the per-record model.
**Images count against file storage at actual size.** An image uploaded into a Document is stored as a Salesforce ContentDocument record. It counts against file storage rather than data storage, and file storage is charged by byte size — a 2 MB screenshot consumes 2 MB.
**File storage allocations are more generous.** Enterprise, Performance, and Unlimited receive 10 GB base plus 2 GB per user. For a 50-user Enterprise org that is 110 GB, or roughly 56,000 images at 2 MB each. See [Salesforce Files storage allocations](https://help.salesforce.com/s/articleView?id=sf.files_storage.htm&language=en_US&type=5).
**Removed images are cleaned up.** An asynchronous job deletes the underlying file when an image is removed from a Document, usually within five minutes. Because the cleanup runs asynchronously, storage usage does not drop the instant the image is deleted.
## Import and export files
Import and export both use Salesforce **ContentDocuments** as their transport, so both consume **file storage** rather than data storage. Both also ship with cleanup, so the files don't accumulate. For how the feature itself works, see [Admin Panel — Migration](/docs/admin/admin-panel/migration).
### Importing
When you import `.docx` or Markdown files, each uploaded file is stored as a ContentDocument, then processed and converted into a Folio Document record.
The import screen has an **After import: Delete the uploaded files** checkbox. Select it and successfully converted uploads are removed once they've become Folio Documents, so the org doesn't hold a copy of every document in file storage as well as data storage.
**Files that fail to convert are kept even with the checkbox selected.** Failures are rare, but the source file is retained rather than deleted so you can investigate and retry.
### Exporting
Exporting from the Export tab processes Folio Documents into the target file type in batches, compresses them into zip files, and stores those zips as ContentDocuments.
**Document Export Retention** in the Admin Panel's [Data Retention](/docs/admin/admin-panel/settings#data-retention) settings purges export zips automatically after the configured period. The default is **6 months**, and it's admin-configurable.
Export archives are the kind of file that would otherwise sit in your org indefinitely after being created once for a migration. The retention setting handles that without anyone having to remember.
## Which objects grow fastest
Folio ships retention controls for the objects that accumulate. All are in the [Data Retention](/docs/admin/admin-panel/settings#data-retention) section of the Admin Panel's Settings tab.
| Field | Default | Controls |
| --- | --- | --- |
| **Notification Retention** | 6 months | How long [Folio notifications](/docs/user-guide/notifications#what-triggers-a-notification) are kept |
| **Document Export Retention** | 6 months | How long [export zip files](#exporting) are kept |
| **Document Version Retention** | 12 months | How long [Document version snapshots](/docs/user-guide/version-history) are kept |
| **Archived Document Retention** | 6 months | How long deleted Documents stay in the [Recycle Bin](/docs/admin/admin-panel/recycle-bin) before being purged |
| **Debug/Info Logs**, **Warn Logs**, **Error Logs** | 7 / 30 / 90 days | Folio Log retention, set separately per level |
| Usage event rows | Two closed months | Not configurable — the raw facts behind the Dashboard, kept until the monthly rollup supersedes them |
All are edited under **Advanced Settings** on the Admin Panel's Settings tab. Setting any value to `0` keeps that kind of record forever.
Document versions are the fastest-growing object, at roughly two-thirds of all records Folio creates. A single actively edited Document can accumulate dozens across its retention window, though Folio merges older snapshots to limit this — see [How history is consolidated](/docs/user-guide/version-history#how-history-is-consolidated).
Because versions dominate the record count, **halving the retention window roughly halves Folio's total storage footprint**. Reducing **Document Version Retention** from 12 months to 6 is the highest-leverage adjustment available.
**Shortening version retention does not delete Documents.** It removes older change-history snapshots only. Every Document, along with its current content, is untouched — users lose the ability to compare against or restore from versions older than the window, and nothing else.
Folio Log can also grow in a busy org, which is why **Debug/Info Logs** defaults to 7 days while **Error Logs** is kept for 90.
**Retention only takes effect when [Background Jobs](/docs/admin/admin-panel/settings#asynchronous-processing) is enabled.** The cleanup work runs as scheduled jobs. With Background Jobs disabled, versions, alerts, logs, and archived Documents grow without limit regardless of the retention values. Check this first when auditing storage.
## Allocations by edition
> **Salesforce's own documentation is the source of truth for these figures.** Allocations change, and the tables below can fall out of date. Check [data storage allocations](https://help.salesforce.com/s/articleView?id=sf.overview_storage.htm&language=en_US&type=5) and [Files storage allocations](https://help.salesforce.com/s/articleView?id=sf.files_storage.htm&language=en_US&type=5) before relying on them for planning.
**Data storage**
| Edition | Base | Per user |
| --- | --- | --- |
| Professional | 10 GB | 20 MB |
| Enterprise | 10 GB | 20 MB |
| Performance | 10 GB | 120 MB |
| Unlimited | 10 GB | 120 MB |
| Developer | 5 MB | — |
**File storage**
| Edition | Base | Per user |
| --- | --- | --- |
| Professional | 10 GB | 612 MB |
| Enterprise | 10 GB | 2 GB |
| Performance | 10 GB | 2 GB |
| Unlimited | 10 GB | 2 GB |
| Developer | 20 MB | — |
Performance and Unlimited receive six times the per-user data storage of Enterprise, so the percentages above drop substantially on those editions. Smaller orgs have less headroom on paper but proportionally fewer users and Documents, so the ratio largely holds.
## Check your own usage
From **Setup**, enter `Storage Usage` in the Quick Find box and select **Storage Usage**. The page shows your data and file storage allocations, current usage, and a breakdown of record counts and storage consumed by object. Folio's objects appear there alongside everything else.
**Related:** [Browse the Glossary](/docs/reference/glossary) · [Admin Panel Settings](/docs/admin/admin-panel/settings) · [Browse Document Version History](/docs/user-guide/version-history) · [Understand the Folio Data Model](/docs/getting-started/data-model)
---
# Browse the Glossary
Source: https://foliosolutions.net/docs/reference/glossary
Short definitions for Folio terms used across the Help Center.
## Admin & configuration
- **Archived Document:** a Document soft-deleted when hard delete is disabled — its `Is Archived` flag is set to `true` so the Document is hidden from end users but retained in the backend ([Use the Admin Panel](/docs/admin/admin-panel)).
- **Owner:** the User or Queue that owns a Folio Document. A Queue owner's members hold the owner's access for as long as they are in the Queue, and the Queue must list **Folio Document** among its supported objects ([Queues](/docs/admin/admin-panel/settings#queues)).
- **Auto-Share Level:** the per-Linkable-Object setting that grants the linked record's Owner — a User or a Queue — automatic **Read**, **Edit**, or **No** access to Documents linked to that record ([Queues](/docs/admin/admin-panel/settings#queues)).
- **Background Jobs:** the single Asynchronous Processing setting that schedules all nine of Folio's background jobs — search indexing, junction name sync, Team member sharing, usage rollup for the Dashboard, version history consolidation, email digests, the archive purge, and log, export, and notification retention cleanup. Should be on for Folio to work properly ([Admin Panel Settings](/docs/admin/admin-panel/settings#asynchronous-processing)).
- **Folio Admin page:** the dedicated Lightning app page where administrators configure Folio ([Use the Admin Panel](/docs/admin/admin-panel)).
- **Invocable Apex action:** a Folio Apex action callable from Salesforce Flow to automate Document workflows — create, clone, share, tag, link, transfer, and more ([Automate with Invocable Apex](/docs/admin/automation-invocable-apex)).
- **Junction:** the record that links a Document either to a Salesforce record or to a Tag. A single Junction is one or the other, never both ([Update Data in Bulk](/docs/admin/bulk-data-updates#junction-object)).
- **Lightning Web Security (LWS):** the Salesforce platform security architecture Folio Docs is built on. It must be enabled in the org — this is a hard dependency ([Check the Prerequisites](/docs/getting-started/prerequisites)).
- **Linkable Field:** the admin setting that permits Folio to reference a Salesforce field. It is what makes that field available to Live Fields *and* to the five Salesforce components — distinct from a **Live Field**, which is one inline node type that a Linkable Field enables ([Admin Panel Settings — Choose Linkable Fields](/docs/admin/admin-panel/settings#choose-linkable-fields)).
- **Linkable Field Write-Back:** the org-wide toggle that permits editing Salesforce fields from inside a Document. It is the first of the [two gates](/docs/admin/admin-panel/settings#the-two-gate-rule) write-back requires; the second is **Enable Write-Back** on the individual field ([Admin Panel Settings](/docs/admin/admin-panel/settings#linkable-field-write-back)).
- **Linkable Object:** a Salesforce object enabled in the Admin Panel so users can link Documents to it, reference it from inline mentions, and use it in the Salesforce components ([Admin Panel Settings — Choose Linkable Objects](/docs/admin/admin-panel/settings#choose-linkable-objects)).
## Documents & home
- **Document:** a Folio Docs rich-text artifact, typically long-lived, with Live Fields, sharing, and templates where enabled.
- **Archived Document:** a Document that was deleted while hard delete is disabled. It leaves every user-facing view but the record survives, listed on the [Recycle Bin](/docs/admin/admin-panel/recycle-bin) tab until an admin restores it or the retention window purges it.
- **Email digest:** a recurring email of a user's unread Notifications, grouped by Document. Enabled org-wide by an admin, with each user choosing hourly, twice daily, daily, or off ([Email digests](/docs/user-guide/notifications#email-digests)).
- **Folio Docs home page:** the Lightning page for searching Documents across the org, labeled **Folio Docs** in the Salesforce UI ([Browse the Folio Docs home page](/docs/user-guide/folio-docs-home)).
- **Notification:** an alert for an @-mention, a comment reply, thread activity, or a Document being shared with you, transferred to you, restored to an earlier version, or brought back from the [Recycle Bin](/docs/admin/admin-panel/recycle-bin). Delivered in-app, and by [email digest](/docs/user-guide/notifications#email-digests) where an admin has enabled it ([Collaborate with Comments](/docs/user-guide/comments)).
## Comments
- **Anchor:** the specific block a comment thread attaches to. Threads follow that block through editing, but are deleted with it ([Collaborate with Comments](/docs/user-guide/comments#how-threads-anchor-to-content)).
- **Re-Anchor mode:** the mode entered from a comment's anchor icon, where hovering highlights each block in orange and clicking one moves the comment — and its full thread — to that block ([Collaborate with Comments](/docs/user-guide/comments#moving-a-thread-to-a-different-block)).
- **Resolve:** marking a comment thread closed with the green check. Resolved threads are read-only until reopened, and both events are recorded in the thread ([Collaborate with Comments](/docs/user-guide/comments#replying-resolving-and-reopening)).
- **Thread:** a comment and its replies, anchored to one block of a Document ([Collaborate with Comments](/docs/user-guide/comments)).
## Editor & formatting
- **Callout:** a highlighted block available in seven styles — Info, Note, Success, Tip, Quote, Warning, and Error — insertable directly with `!!warn`, `!!tip`, and so on ([Formatting Documents](/docs/user-guide/formatting-documents#callout-styles)).
- **Document Type:** the picklist on a Document record marking it as either **Document** or **Template** ([Understand the Folio Data Model](/docs/getting-started/data-model)).
- **Expanded view:** a full-screen overlay of a Document that hides the surrounding Salesforce page for distraction-free reading and editing ([Document Editor — Open / exit expanded view](/docs/user-guide/document-editor#open--exit-expanded-view)).
- **Folio Document Editor:** the block-style editor Lightning Web Component placed on Salesforce record pages and used inside the Folio Docs home page, with a header, left sidebar, document body, outline pane, utility bar, and footer ([Using the Folio Document Editor](/docs/user-guide/document-editor)).
- **Edit lock:** the right to edit a Document, held by one tab at a time. A tab in Editing mode sending a heartbeat (roughly every 10 seconds) holds it; when it goes stale, every viewer is offered the chance to take over and whoever accepts first gets it ([View and Edit at the Same Time](/docs/user-guide/concurrent-editing)).
- **Merge Field Picker:** the floating `{}` panel in the Template Builder used to insert global merge fields (dates, running user, template and document names) and Folio mention merge fields (Record Links and Live Fields) ([Admin Panel Templates](/docs/admin/admin-panel/templates#the-merge-field-picker)).
- **Mode selector:** the control on Folio's print / download / save page that sets how Record Links and Live Fields render in the output — Plain Text (the default), Plain Text + Record Details, Folio Styling, or Folio Styling + Record Details ([Document Editor — 3-dots overflow menu](/docs/user-guide/document-editor#3-dots-overflow-menu)).
- **Change Into:** the node handle option that converts a block to another type. The list offered depends on the block and is filtered against what its container allows ([Using the Folio Document Editor](/docs/user-guide/document-editor#the-handle-menu)).
- **Copy Link to Block:** a node handle option producing a direct link to one block of a Document, for pointing someone at a section rather than the whole page. Documents only ([Using the Folio Document Editor](/docs/user-guide/document-editor#the-handle-menu)).
- **Node handle:** the control that appears in the left margin when you hover a block. Drag it to move the block, or click it for that block's menu — Copy, Cut, Paste, Delete, and a set of options built for that block type ([Using the Folio Document Editor](/docs/user-guide/document-editor#the-node-handle)).
- **Outline pane:** the auto-generated, jump-navigable table of contents built from a Document's headings ([Using the Folio Document Editor](/docs/user-guide/document-editor)).
- **Slash command:** typing `/` in the editor opens a menu of block types and Salesforce components; navigate with **↑/↓** and select with **Enter** ([Formatting Documents](/docs/user-guide/formatting-documents#the--menu)).
- **Tag:** a free-form label applied to a Document via the Related & Tags drawer or popout; new Tags are created inline as you type, and uniqueness is case-insensitive ([Admin Panel Tags](/docs/admin/admin-panel/tags)).
- **Presence:** the viewer initials shown in the editor header indicating who else currently has a Document open ([View and Edit at the Same Time](/docs/user-guide/concurrent-editing)).
- **Utility Bar:** the group of per-Document controls in the upper-right of the Document Header — viewer initials, the Editing/Viewing toggle, notifications, info, Wide View, transfer ownership, sharing, Related & Tags, expanded view, and the overflow menu ([Using the Folio Document Editor](/docs/user-guide/document-editor#2-utility-bar)).
- **Viewing mode:** an editor mode that locks the Document body from edits while still allowing write-back–enabled Live Fields and Salesforce components to be edited where the user has Salesforce field access. Releases the edit lock ([Using the Folio Document Editor](/docs/user-guide/document-editor#view-mode)).
- **Version snapshot:** a saved point in a Document's history. Snapshots are recorded per 5-minute window, then consolidated by a nightly job — 5-minute snapshots merge into hourly after 24 hours, and hourly into daily after 3 days. Numbering reflects the granularity: `v1` daily, `v1.1` hourly, `v1.1.1` five-minute ([Browse Document Version History](/docs/user-guide/version-history)).
- **Wide View:** a toggle that expands the Document body to fill the available window width instead of the standard paper-like width ([Document Editor — Wide View](/docs/user-guide/document-editor#wide-view)).
## Mentions & linked data
- **Live Field:** a green inline chip in a Document showing a current Salesforce field value; editable when write-back is configured. Rich Text, Long Text, and Text Area fields render as a full-width node instead of a chip ([Insert Mentions with @](/docs/user-guide/at-commands#live-fields)).
- **Inline mention:** one of the three chip types inserted in a Document body — a **Record Link**, a **Live Field**, or a **User Mention**. Distinct from the five **Salesforce components** ([Insert Mentions with @](/docs/user-guide/at-commands)).
- **Record Link:** a blue inline chip linking to a Salesforce record. Inserting one also creates a relationship between the Document and that record ([Insert Mentions with @](/docs/user-guide/at-commands#record-links)).
- **Folio_Docs_Info field set:** a field set an admin creates on an object, under exactly that API name, to add org-specific fields to the details panel of chips pointing at that object — related records, Record Links, User Mentions, and Live Fields ([Add Fields to Chip Details](/docs/admin/chip-details-field-sets)).
- **User Mention:** a gray inline chip with the **@** symbol, mentioning a person — in a Document body or a comment. A body User Mention shares the Document with the mentioned user and requires **User** to be a Linkable Object; mentions in comments always work and grant read-only access ([Insert Mentions with @](/docs/user-guide/at-commands#user-mentions)).
- **Related List:** one of the five Salesforce components — a live, filterable list of child records under a parent record ([Insert Mentions with @](/docs/user-guide/salesforce-components#related-list)).
- **Salesforce component:** one of the five live Salesforce elements embeddable in a Document — **Status Bar**, **Record Preview**, **Related List**, **Workbench**, and **Kanban Board**. Four can be inserted from the `@` menu; all five from the `/` menu ([Use Salesforce Components](/docs/user-guide/salesforce-components)).
- **Status Bar:** a Salesforce component rendering a record's picklist path as a clickable progress path ([Insert Mentions with @](/docs/user-guide/salesforce-components#status-bar)).
- **Record Preview:** a Salesforce component showing a highlights panel of key fields from one record ([Insert Mentions with @](/docs/user-guide/salesforce-components#record-preview)).
- **Workbench:** a Salesforce component listing records owned by a chosen set of users, groups, or queues. The only component that can't be inserted from `@`, since it isn't anchored to a single record ([Use Salesforce Components](/docs/user-guide/salesforce-components)).
- **Kanban Board:** a Salesforce component showing records in picklist lanes, in either Parent Record mode or Assigned mode ([Insert Mentions with @](/docs/user-guide/salesforce-components#kanban-board)).
- **Write-Back:** editing a Salesforce field's value from inside a Document — via a Live Field or a Salesforce component — and saving it to the record. Requires **Linkable Field Write-Back** org-wide plus **Enable Write-Back** on the field, and always respects standard object-, record-, and field-level access ([@ menu — Write-back](/docs/user-guide/at-commands#write-back)).
## Permissions
- **Folio Docs License:** the permission set license that entitles a user to Folio. Everyone needs it — users and admins alike — and the number you can assign is capped by the seats your org has purchased ([Assign Permissions](/docs/getting-started/licenses-and-permissions)).
- **Folio Docs User:** the permission set for an end user of Folio Docs. It grants access to the Folio Docs editor and all core features ([Assign Permissions](/docs/getting-started/licenses-and-permissions)).
- **Folio Docs Administrator:** the permission set for an admin of Folio Docs. It grants everything **Folio Docs User** does, plus access to the **Folio Admin** page and Folio package settings — so an admin needs this one instead of, not in addition to, Folio Docs User ([Assign Permissions](/docs/getting-started/licenses-and-permissions)).
- **Enabled Folio Docs user:** anyone holding either Folio permission set. Whenever Folio requires a user to be one — owning a Document, being a share target, being @-mentioned, or being named by an invocable action — **Folio Docs User** and **Folio Docs Administrator** both qualify ([Enabled Folio Docs users](/docs/getting-started/licenses-and-permissions#enabled-folio-docs-users)).
## Templates
- **Source Object:** the Salesforce object type a Template is configured for. Required on every Template, though it may be set to **None**. It determines which records are selectable as the Source Record, and drives every Record Link and Live Field merge field, the record behind Status Bar and Record Preview components, the Parent Record of a Related List, and the parent record of a Kanban in Parent Record mode ([Admin Panel Templates — Source Object](/docs/admin/admin-panel/templates#source-object)).
- **Source Record:** the specific Salesforce record passed in when a Template is instantiated; supplies the values for the Template's Mentions ([Manage Templates](/docs/admin/admin-panel/templates)).
- **Template:** admin-defined starter Document with merge-field placeholders ([Admin Panel Templates](/docs/admin/admin-panel/templates)).
- **Template Status:** a Template's **Draft**, **Active**, or **Archived** state. Only **Active** Templates can be used to create Documents, from the UI or from automation ([Admin Panel Templates — Template Status](/docs/admin/admin-panel/templates#template-status)).
**Index:** [Help Center home](/docs) · [Getting Started](/docs/getting-started) · [Admin Setup](/docs/admin) · [End User Guide](/docs/user-guide)