# End User Guide
Source: https://foliosolutions.net/docs/user-guide
Day-to-day guide for using Folio Docs — the editor, the Folio Docs home page, formatting, mentions, Salesforce components, comments, notifications, templates, and version history.
Welcome. This section is for the people who'll actually use Folio Docs every day — sales reps, customer success managers, support engineers, solution consultants, and anyone whose job depends on knowing the context behind a record.
If you've used any modern document editor, the basics will be familiar. What's different is that your Documents live on the Salesforce records they're about, and they pull in CRM data that stays current on its own — so you spend less time searching for the right document and less time re-typing values that already exist in Salesforce.
**New here?** Start with [What is Folio Docs?](/docs/user-guide/what-is-folio) for a five-minute orientation, then [Using the Folio Document Editor](/docs/user-guide/document-editor) for the tour.
## What's in this section
- [What is Folio Docs?](/docs/user-guide/what-is-folio): a short, end-user-focused intro to Folio Docs.
- [Using the Folio Document Editor](/docs/user-guide/document-editor): a complete tour of the Document Editor — header, sidebar, body, outline, utility bar, and footer.
- [Browse the Folio Docs home page](/docs/user-guide/folio-docs-home): your central hub for searching, filtering, and managing every Document you have access to.
- [Formatting Documents](/docs/user-guide/formatting-documents): the `/` menu — every block type and Salesforce component — plus markdown and typography shortcuts.
- [Insert Mentions with @](/docs/user-guide/at-commands): inline mentions and Salesforce components, inserted from the `@` menu or the `/` menu.
- [Use Salesforce Components](/docs/user-guide/salesforce-components): the five live Salesforce components — Status Bar, Record Preview, Related List, Workbench, and Kanban Board.
- [Collaborate with Comments](/docs/user-guide/comments): commenting, mentions in comments, and resolving threads.
- [Act on Notifications](/docs/user-guide/notifications): what Folio notifies you about, working through notifications in bulk, and the email digest.
- [Use Keyboard Shortcuts](/docs/user-guide/keyboard-shortcuts): speed up editing with keyboard shortcuts.
- [Create Documents from Templates](/docs/user-guide/create-documents-from-templates): how to instantiate a new Document from an admin-prepared template.
- [View and Edit at the Same Time](/docs/user-guide/concurrent-editing): what happens when two people open the same Document, and how editing passes between them.
- [Browse Document Version History](/docs/user-guide/version-history): how versions are recorded, how to compare them, and how to restore one.
## Where to go next
If you run into a question that isn't covered here, ask your Salesforce admin — they may have additional org-specific configuration. You can also chat with the docs via the [Folio Help Center for LLMs](/docs/llms).
**Related:** [Help Center home](/docs) · [Getting Started](/docs/getting-started) · [Admin Setup](/docs/admin)
---
# What is Folio Docs?
Source: https://foliosolutions.net/docs/user-guide/what-is-folio
A short, end-user-focused intro to Folio Docs — what it does, why it's worth using, and where to find your stuff.
Folio Docs is a Salesforce-native app that lives inside your Salesforce org, giving you a full-featured Document editor right where you already work. You write your account plans, close plans, case summaries, meeting notes, and other context on Account pages, Opportunity pages, Case pages, and a dedicated **Folio Docs home page** that gives you a single hub for all your Docs.
If you're a sales rep, implementation manager, customer success manager, support engineer, or anyone else whose job depends on knowing the context behind a record, Folio is built for you.
## What's in it for you
Most documentation tools sit *outside* the CRM. You write something in a third-party tool, paste a link into Salesforce or Slack, and hope future-you can find it later. Folio replaces that with a model where **Documents are linked directly to the records they're about**:
- **Find what you need without hunting.** Every Document is anchored to the Salesforce records it's about. When you're on the Account page, the Documents linked to that Account are right there. When you're on an Opportunity, the close plan is right there. No more digging through Drive, OneNote, Notion, or random Slack threads.
- **Take over a record and inherit its history.** When ownership of an Account or Opportunity changes hands, the new owner automatically gets access to the Documents linked to that record. You don't have to ask anyone to share things with you — the context is already there because it's tied to the record, not the person.
- **Stop re-typing data that's already in Salesforce.** With **Live Fields** and embedded **Salesforce components**, your Documents pull current values directly from the linked record (Stage, Amount, Owner, Renewal Date, custom fields, etc.). When the record changes, the Document updates automatically. No more stale numbers in week-old account plans.
- **Linking, tagging, and sharing are all one click.** Tag a Document so you can find it later on the Folio Docs home page. Link it to additional records in seconds. Share it with a teammate or a public group. None of this requires switching tools.
- **Stay in your flow.** Folio surfaces Documents directly inside the record pages you already use. You don't have to context-switch to write or read them.
In short: instead of *splitting* your work between Salesforce and a separate documentation system, Folio keeps everything in one place — with the records you already work on every day.
## Where to find your docs
There are two main entry points to Documents in Folio. **Both are windows into the same underlying content** — there is one shared store of Documents in your org. Whether you open a Document from the editor on a record page or from the Folio Docs home page, you're opening the **same** Document. Edits made in one place are immediately visible from the other. The two entry points just give you two different ways to find and work with that content depending on what you're doing.
### From a Salesforce record page
Admins place the **Folio Document Editor** component directly on the record pages where your team works (Account, Opportunity, Case, custom objects, etc.). When they do, the editor appears in-context — often on its own tab alongside **Details** and **Related**.
The Document Editor's left sidebar lists every Document linked to that record, so you can switch between them without leaving the page. It's the full editor, not a preview: the same formatting, Salesforce Components, comments, and sharing you'd get anywhere else.
### From the Folio Docs home page
The [**Folio Docs home page**](/docs/user-guide/folio-docs-home) is a dedicated page that gives you a single view of every Document you have access to across the whole org. Open it from the Salesforce **App Launcher** (the 9-dots menu in the upper-left), or, if your admin has added it, from the navigation bar of the apps you use most. If the **Folio Docs** tab isn't on your nav bar, ask your admin to add it.
From the Folio Docs home page you can:
- **Search** across every Document you have access to (titles, body content, Tags, related record names).
- **Filter** by ownership (all, owned by me, or shared with me), starred / not starred, created date, related object, or Tag.
- **Open** any Document directly — and from the expanded view, see a network of related Documents that share linked records with the one you opened.
- **Create** new Documents from buttons next to the search bar.
**Tip:** Don't see the Folio Document Editor on a record page where you wish you did? Ask your Salesforce admin — they control which record pages have the editor placed.
## What's next
Now that you understand what Folio is and how to find your way around, head into the rest of the End User Guide:
- [Using the Document Editor](/docs/user-guide/document-editor) — how the editor is laid out and what every part does.
- [Browse the Folio Docs home page](/docs/user-guide/folio-docs-home) — search and manage every Document.
- [View and Edit at the Same Time](/docs/user-guide/concurrent-editing) — working in a Document alongside colleagues.
- [Collaborate with Comments](/docs/user-guide/comments) — commenting, and how you hear about mentions and replies.
**Related:** [Using the Document Editor](/docs/user-guide/document-editor) · [Browse the Folio Docs home page](/docs/user-guide/folio-docs-home) · [View and Edit at the Same Time](/docs/user-guide/concurrent-editing) · [Browse Document Version History](/docs/user-guide/version-history)
---
# Using the Folio Document Editor
Source: https://foliosolutions.net/docs/user-guide/document-editor
A complete tour of the Folio Document Editor — the header bar, left sidebar, document body, outline pane, utility bar, and footer.
The **Folio Document Editor** is the large-format, fully-featured side of Folio's editor platform — a click-and-drag, rich-formatted, keyboard-shortcut-enabled block editor tuned for structured documentation and workflows. It's where account plans, close plans, executive summaries, technical write-ups, and other long-lived content get written, all in the context of the Salesforce records they describe.
The editor is divided into nine regions:
- 1 **Document Header**
- 2 **Utility Bar**
- 3 **Left Sidebar**
- 4 **Outline Pane**
- 5 **Related & Tags drawer**
- 6 **Document body**
- 7 **Footer**
- 8 **Comments sidebar**
- 9 **Version History sidebar**
This page walks through each of them so you know exactly how to get the most out of the Folio Document Editor. The two sidebars open over the body when you need them, and each has a page of its own for the full detail.
**The editor experience is identical whether you open a Document from the embedded editor on a Salesforce record page or from [the Folio Docs home page](/docs/user-guide/folio-docs-home).** The nine regions, the layout, and every action below behave exactly the same. The only thing that changes between the two entry points is what you see in the [Left Sidebar](#3-left-sidebar) — covered in that section below.
## 1. Document Header
The Document Header runs across the top of the editor and contains:
- **Document title** — click to rename. Saves with **Enter** or clicking anywhere outside the title.
- **Star button** — mark this Document as **Starred** or **Unstarred** for yourself. The star fills in once it's starred. Stars are personal: starring a Document marks it for you only, but anywhere you view it later (the Folio Docs home page, an Account page, etc.) it will show as starred. See [Browse the Folio Docs home page](/docs/user-guide/folio-docs-home) for how starred items surface.
- **Open / close sidebar button** — toggles the [Left Sidebar](#3-left-sidebar) on and off, giving the editor more horizontal room when you want to focus on the body.
- **Save indicator** — a **Saving…** badge appears whenever the Document has edits being saved. It switches to a **green cloud icon** once changes are successfully saved, signalling it's safe to exit without losing data.
- **Save protector** — if you try to close the Document's expanded view while a save is still in flight, Folio shows a **"Saving your Document"** loader until the save is complete, then it exits for you.
## 2. Utility Bar
The Utility Bar sits in the **upper-right corner of the Document Header** and groups the per-Document controls in one place. Left to right, it holds:
- **Viewer initials**
- **Editing / Viewing toggle**
- **Notifications bell**
- **Document information**
- **Wide View**
- **Transfer ownership**
- **Sharing**
- **Related & Tags**
- **Expanded view**
- **The 3-dots overflow menu**
The overflow menu holds **Version History**, **Print**, **Export as…**, **Save to Files as…**, and **Delete**. This section walks through each utility in that order.
### Who else is here
When other users have this Document open at the same time as you, they appear here as small avatars. Each one shows that user's **Salesforce profile photo**, or their **initials** when they haven't set one. **Hover an avatar for the person's full name and what they're doing** — *"Jordan Reeves is viewing"*, or *"…is editing"* when they hold the edit lock.
This matters because **only one person can edit a Document at a time**. An avatar is your first clue that someone else is in the Document and may be holding the edit lock. See [View and Edit at the Same Time](/docs/user-guide/concurrent-editing) for how editing passes from one person to the next, and what the blue, yellow, and offer banners mean.
### View mode
A toggle that switches between **Editing** and **Viewing** mode for the current Document. The active side is filled in — **blue for Editing**, **green for Viewing** — so a glance tells you which mode you're in.
- **Users with Read access** are always in **Viewing** mode — the **Editing** side of the toggle is disabled for them.
- **Users with Edit access** default to **Editing** mode. If they switch to **Viewing**, that preference is remembered: the next time they open the same Document, it loads in the mode they last selected.
> **Editing mode holds the Document's edit lock.** Only one person can be in Editing mode at a time, so switching to **Viewing** when you're done releases the Document for a colleague. See [View and Edit at the Same Time](/docs/user-guide/concurrent-editing).
**What Viewing mode locks down.** In Viewing mode the Document body itself is not editable — text, blocks, and Mentions cannot be modified. **Live Fields** and the **Salesforce components** containing write-back-enabled fields remain editable, however, as long as the viewing user has permission to edit the underlying Salesforce field on the linked record. Write-Back always respects Salesforce object-, record-, and field-level access — Folio will never grant a user edit access they don't already have on the source record.
### Notifications
The **bell icon** shows in-app notifications for this Document — @-mentions, comment replies, thread activity that involves you, and Document-level events like a share or a version restore. Notifications arrive in real time, with no page refresh.
The bell shows normally and when something is waiting. **A red dot on the bell means there's something unread**, and hovering gives you the count for this Document. Click the bell to open the panel, where each notification names who did what, which Document it happened in, and how long ago. Unread ones carry a red dot, and the archive button on the right clears one away.
**For a notification about a comment, click it to jump straight to that comment** in the Document — not just to the Document, but to the thread itself. Viewing the comment is what clears the red dots: the one on the comment, the one on the bell, and the notification in the [Notifications tab](/docs/user-guide/folio-docs-home#notifications) all clear together.
**The popout shows what the Notifications tab shows** — the same type icons, the same quoted comment previews, and a mark-as-read check on unread rows — scoped to the Document you're in. For everything across the org, with grouping, filtering, and bulk actions, use the [Notifications tab on the Folio Docs home page](/docs/user-guide/folio-docs-home#notifications). The full list of triggers is in [Act on Notifications](/docs/user-guide/notifications#what-triggers-a-notification).
### Document information
Hover over the icon to open the Document information panel. It includes:
- **Copy link** — a button that copies a deep link to this Document. Opening that link launches the **Folio Docs** home page with the Document in expanded view, ready to read or edit immediately.
- **Owner** — the user who currently owns the Document.
- **Created by** — the user who originally created the Document.
- **Created date** — when the Document was first created.
- **Last modified by** — the user who most recently edited the Document's content.
- **Last modified date** — when the Document's content was most recently changed. This tracks **content** changes specifically; non-content changes (such as sharing updates) do not bump this timestamp.
- **Template** — either **Not from template** if the Document was created from scratch, or the **name of the source Template** if the Document was instantiated from one.
- **Counters** — the Document body's word and character counts, shown at the bottom of the panel.
### Wide View
Click the **Wide View** button to toggle Wide View on or off. The icon flips to while Wide View is on. Wide View expands the horizontal width of the Document body to fill the full width visible in the window. Disabling Wide View returns the body to a regular Document width — roughly the width of standard printer paper.
### Transfer ownership
**Transfer ownership** — available to the Document Owner and to Salesforce Administrators. Transfer the Document to another User with Folio Docs access, or to a **Queue**. By default the prior owner retains **Edit** access on the Document after the transfer; they're no longer the owner, but they can still view and edit it.
The popout names the current owner, then takes a single User or Queue to hand the Document to. Nothing changes until you click **Transfer**.
**The new owner is notified** when you transfer a Document to them. Transferring to a Queue notifies nobody, and transferring to yourself is silent.
**A Queue can own a Document, and its members hold the owner's access while they are in it.** The Queue has to list **Folio Document** among its supported objects first — if it doesn't appear as a choice, that's why. See [Queues](/docs/admin/admin-panel/settings#queues).
### Sharing
**Sharing** — opens the Sharing panel where you can grant **Edit** or **Read Only** access to Users, Queues, and Public Groups. To share a Document:
1. Click **Sharing** in the Utility Bar.
2. Search for a User, Queue, or Public Group.
3. Choose the access level of either **Edit** or **Read Only**.
4. Click **Done** when you've finished.
The panel keeps People and Groups in separate halves, each with an **Edit Access** and a **Read-Only Access** area. The **Owner** sits at the top of People with Access and can't be changed from here — use [Transfer ownership](#transfer-ownership) for that.
To change the access level of a User or Group, click and drag between the **Edit** and **Read Only** sections for Users and Groups respectively. You cannot drag a User into the Group section or vice versa. To remove sharing with a User or Group, hit the **X** icon in the User or Group's pill container, and sharing will be revoked immediately. Note you cannot share with the user who is already the Owner, since they get de facto access to the Document by virtue of being its owner.
**Group and Queue sharing is dynamic.** When a Document is shared with a Public Group or a Queue, every User in it gets access at the level configured — as long as they have a Folio permission set, either **Folio Docs User** or **Folio Docs Administrator**. Membership is evaluated continuously: add or remove someone and their access on every Document shared that way updates immediately to match.
A Queue must list **Folio Document** among its supported objects to be shared with. See [Queues](/docs/admin/admin-panel/settings#queues).
**Users you share with are notified.** Sharing with a Public Group or a Queue doesn't notify the people in it — only a share aimed at a User produces a notification. See [Notifications](/docs/user-guide/notifications#what-triggers-a-notification).
**@-mentioning a user in the Document body also shares.** Inserting a [User Mention](/docs/user-guide/at-commands#user-mentions) in the body shares the Document with that person at the Auto-Share Level configured on the User object — and it's only possible when your admin has made **User** a Linkable Object. Mentioning a user inside a comment, by contrast, always works and grants read-only access. See [Special case: the User object](/docs/admin/admin-panel/settings#special-case-the-user-object).
### Related Records & Tags
Click the **linked-circles icon** to open the **Related Records & Tags popout**. The popout is where you add or remove related records and Tags for the current Document, split into **Related Records** and **Related Tags** with a count beside each. Click **Add record link** or **Add tag** to open a search field — find a record on a Linkable Object, or find or create a Tag, then select to apply. The **×** on any pill removes that link.
The search-field results can be selected with the mouse or navigated entirely from the keyboard — use the **up** and **down arrow keys** to move through suggestions and **Enter** to submit. Pressing **Enter** on a Tag name that doesn't exist yet immediately creates that Tag and links it to the Document, so users are never limited to the existing Tag list — they can seamlessly create new Tags inline as they go.
### Open / exit expanded view
**Expanded view** is a full-screen overlay of the Document that takes up your whole screen for distraction-free reading and editing — everything else on the Salesforce page is hidden behind it.
**Open expanded view.** Every Document you click into from [the Folio Docs home page](/docs/user-guide/folio-docs-home) opens in expanded view automatically — that's just how the Folio Docs home page presents Documents for editing, no button needed.
When you're working from the embedded editor on a record page, the editor is sized to fit whatever region the admin placed it in (typically a tab on the main content area). That smaller surface is great for in-context editing, but when you want more room, click the **Open expanded view** button to overlay the same Document at full screen, without leaving the record page. Once it's open the icon becomes .
**Close expanded view.** Three ways to close — they all do the same thing:
- Click the **Exit expanded view** button (the same button as Open, with its label flipped).
- Press the **Escape** key on your keyboard.
- Click anywhere outside the Document, in the gray gutter around the popout.
Where closing returns you depends on where you opened the Document from:
- **From the Folio Docs home page:** closing expanded view closes the Document and returns you to the Folio Docs home page.
- **From a record page:** closing expanded view returns you to the record page, with the embedded editor still in view where you left it.
### 3-dots overflow menu
The **3-dots** button at the far right of the Utility Bar opens an overflow menu with five actions, in this order:
- **Version History**
- **Print**
- **Export as…**
- **Save to Files as…**
- **Delete**
**Export as…** and **Save to Files as…** are expanders. Hover either one and a submenu offers three formats: **PDF**, **DOCX**, and **Markdown**.
**Version History** — opens this Document's version history, where you can browse every saved version, compare any two side by side, and restore an earlier one. Folio records versions automatically as you work; there's nothing to turn on. See [Browse Document Version History](/docs/user-guide/version-history).
**Print** — opens a new tab and surfaces your browser's Print dialog. If you cancel or close the dialog, you're still on that page and can act from there.
**Export as…** — generates the Document in the chosen format and sends it to your computer.
**Save to Files as…** — generates the Document in the chosen format and stores it as a **File** inside Salesforce, linked to **every record the Document is linked to**. Nothing downloads.
> **[Salesforce Components](/docs/user-guide/salesforce-components) render as a snapshot.** **Print**, **Export as…**, and **Save to Files as…** all query the five components — **Status Bar**, **Record Preview**, **Related List**, **Workbench**, and **Kanban Board** — and write their current data into the output as it stands the moment you run the action. Those values are fixed in the file from then on. In the Document itself the components keep refreshing from Salesforce, so an exported copy and the live Document drift apart as the underlying records change.
### How each format behaves
The format you pick changes what happens next, and it's the same distinction for both **Export as…** and **Save to Files as…**
**PDF opens a new tab.** Folio renders the PDF in a new browser tab, then performs your action once it's ready — the download, or the save to Files. The extra tab is the rendering step; close it when it's done.
**DOCX and Markdown happen in place.** No new tab.
- From **Export as…**, the file downloads to your computer directly.
- From **Save to Files as…**, the page loads briefly and then a **green success toast** confirms the Document was generated in the chosen format and linked to the same records.
**The Mode selector.** The PDF rendering page carries a **Mode** selector controlling how Record Links and Live Fields appear in the output. The four options, in order:
1. **Plain Text** — linked record names and Live Field values render as plain text. **This is the default.**
2. **Plain Text + Record Details** — plain text plus a bracketed description of what each link or field refers to.
3. **Folio Styling** — renders Record Links and Live Fields with the same pill styling they have in the editor.
4. **Folio Styling + Record Details** — pill styling plus the bracketed description.
Which one you want depends on where the output is going. **Plain Text** reads like an ordinary business document and is the right choice for anything leaving your company. The **Record Details** variants are for internal review, where knowing *which* Opportunity a number came from matters as much as the number. The **Folio Styling** options keep the document looking like it does on screen, which helps when the printout is a reference for people who also use Folio.
The page previews the result as you change Mode, and **Print**, **Download PDF**, **Save to Files**, and **Close** sit alongside the selector — so you can see what each Mode produces before committing to one.
**Exporting many Documents at once?** The overflow menu handles one Document. For bulk export by filter, an admin can use the [Migration tab](/docs/admin/admin-panel/migration#export) in the Folio Admin app.
**Delete** — removes the Document. To prevent accidental deletions, clicking **Delete** first shows a confirmation popout naming the Document by title; it isn't removed until you confirm there.
In most orgs, deleting **archives** the Document rather than destroying it — your admin controls this, and archiving is the default. An archived Document disappears from your view but the Document itself is kept, so a mistaken delete is usually not permanent.
**Ask your admin to restore it.** Archived Documents land in the [Folio Recycle Bin](/docs/admin/admin-panel/recycle-bin) in the Folio Admin app, where an admin can find yours — the list records who deleted it and when — and put it back with everything intact: content, comments, Tags, related records, sharing, and version history. Ask sooner rather than later; archived Documents are purged for good after a period your admin sets, **6 months by default**.
## 3. Left Sidebar
The Left Sidebar lists Documents in context, and is also where you create new Documents directly from the editor.
Each tile carries the Document's title, its **Owner**, and when you **last viewed** it — or *Not yet viewed* if you never have. A Document created from a Template also names the **Template** it came from. The Document you're currently in stays highlighted.
### Create new from the sidebar
Two buttons at the top of the Left Sidebar create new Documents without leaving the editor:
- **New Document** — starts a blank Document. Auto-linked to your current parent record context if you're on a record page; unlinked if you're on the Folio Docs home page (add record links from the [Related & Tags drawer](#5-related--tags-drawer) or by @-mentioning records inline).
- **New from Template** — opens the Template picker. See [Create Documents from Templates](/docs/user-guide/create-documents-from-templates).
### Documents shown in the sidebar
The rest of the Left Sidebar is a list of Documents related to your current context. A core design principle of Folio is to always keep Documents **at your fingertips, in the context where they belong** — that means surfacing not just the Document you opened, but also its **siblings**: other Documents that should naturally be seen alongside it because they share linked parent records. **What you see depends on where you opened the editor.**
### From a parent Salesforce record (Account, Opportunity, etc.)
The sidebar lists every Document linked to that record — what your team has attached or created from this page.
flowchart LR
P["You're on the
Acme Corp account"] --> S["Sidebar shows
every Document
linked to Acme Corp"]
### From the expanded view of a Document opened from the Folio Docs home page
When you open a Document from the Folio Docs home page, the sidebar shows **related Documents** that share at least one linked record with the Document you're viewing — a network-style view.
The Document you initially clicked from the Folio Docs home page becomes the **anchor Document**, and the relationships that pull other Documents into the sidebar all originate from that anchor. For example, if your anchor is linked to both an Opportunity and an Account, the sidebar lists every other Document that shares that Opportunity or Account, giving you the surrounding context without leaving the page.
flowchart LR
D["You opened a Document
called 'Sales Plan – Acme Corp'"] --> R["The Document is linked to
Acme Corp (Account) and
Acme Corp Q3 Renewal (Opportunity)"]
R --> S["Sidebar shows every
Document linked under
either record"]
### Sidebar interactions
- **Open Document** — click any tile to open that Document. The currently viewed Document stays highlighted in the Left Sidebar so you always know which one you're on. Click between tiles to easily switch between Documents.
- **Open / close sidebar button** — toggles the Left Sidebar open or closed. See the [Document Header](#1-document-header) section for more on this button.
- **Star / Unstar** — just like the Star button in the [Document Header](#1-document-header), you can also star or unstar any Document directly from its tile in the Left Sidebar. Stars are personal and follow you anywhere you view that Document.
- **Sorting** — when viewing under a parent record, the sidebar is reorderable via drag-and-drop. You can also drag-and-drop between the starred and non-starred sections to update the star setting at the same time.
- Sort order is saved **only in the context where you applied it.** Sort under "Account A" and the order is preserved next time you're on Account A — but it doesn't carry over to the Folio Docs home page or other contexts.
- You **cannot** drag-and-drop in the Folio Docs home page expanded view — only when viewing under a parent record.
- **3-dots action menu** — opens a small menu on each tile with **Rename**, **Clone**, and **Delete** actions.
## 4. Outline Pane
The Outline Pane is an automatic table of contents built from the headings in your Document. It updates as you add, rename, or remove headings.
- **Jump** — click a heading to scroll to that section. Especially helpful in long Documents.
- **Active tracking** — the outline highlights the section you're currently viewing as you scroll or edit.
For how to add and style headings in your Document body, see [Formatting Documents](/docs/user-guide/formatting-documents).
## 5. Related & Tags drawer
The **Related & Tags drawer** is an inline strip that sits just under the Document Header, keeping the Document's related records and Tags visible in the flow of editing. Expand or collapse the drawer to your preference.
The drawer shows the same Related records and Tags as the [Related Records & Tags popout](#related-records--tags) opened from the [Utility Bar](#2-utility-bar) — they are two views into the same data, and edits made in either location are immediately reflected in the other.
Clicking the **Add** button on the right-most edge of the drawer opens the Related Records & Tags popout for adding new relationships or Tags.
**Visual distinction.** In both the drawer and the popout, **Related records** appear as **blue chips** and **Tags** appear as **white chips**, so you can tell at a glance which is which.
**Template-locked items.** When a Document is created from a Template, any Related records or Tags that were configured on the Template come over with the new Document and are **locked** — they can't be removed from this individual Document. Instead of an **×** on the chip, you'll see a small **lock icon**, indicating the relationship or Tag is enforced by the Template and isn't deletable here. (Removing it would require editing the Template itself; see [Manage Templates](/docs/admin/admin-panel/templates).)
### Related
The Related section lists every Salesforce record this Document is linked to. From here you can:
- **Add a record link** — search for any record on a Linkable Object and select it; the link is created immediately.
- **Remove a record link** — click the **×** next to any linked record to drop the link.
Record links also appear as inline chips in the Document body whenever you @-mention a record there — see [Insert Mentions with @](/docs/user-guide/at-commands). Whether the link was added inline or from the drawer, both views reflect the same underlying relationships.
Clicking a related record chip opens its details panel. It shows the Folio Docs default fields — and your admin can add org-specific fields beneath them with a `Folio_Docs_Info` field set. See [Add Fields to Chip Details](/docs/admin/chip-details-field-sets).
### Tags
Apply Tags to organize Documents and make them findable on [the Folio Docs home page](/docs/user-guide/folio-docs-home). Tags in Folio are simple — there's no "org-wide" vs. "personal" distinction. Every Tag works the same way for everyone.
- **Apply** — type the Tag name. If it doesn't exist, hit **Enter** or click the **+** to create and link it. If it already exists, pick it from the suggestions.
- **Multiple Tags** are allowed per Document.
- **Remove** — click the **×** next to any Tag chip.
**Tag colors.** Tags your admin has assigned a color render in that color everywhere in the org, and can't be recolored. Any Tag showing as **white** has no admin color set — click it to pick your own color for that Tag on that Document, purely for your own organization and preference. See [Admin Panel Tags](/docs/admin/admin-panel/tags#tag-colors).
Tags become powerful on [**the Folio Docs home page**](/docs/user-guide/folio-docs-home), where you can view them, search by Tag name, or filter the entire table by one or more Tags.
## 6. Document body
The body is the main editing surface — a WYSIWYG (**W**hat **Y**ou **S**ee **I**s **W**hat **Y**ou **G**et) block-style editor, meaning the formatting you see while editing is exactly how the Document will look when read, shared, or printed.
**Formatting capabilities:**
- Headings (1, 2, 3)
- Bullet, numbered, and task lists
- Inline formatting — bold, italic, underline, strikethrough
- Links / hyperlinks
- Quote blocks and code blocks
- Slash commands (`/`) for inserting blocks and formatting
- Markdown syntax that converts on the fly (`# `, `- `, `**bold**`, etc.)
- Keyboard shortcuts for all common formatting
- Highlight any text to open a popout formatting menu inline
- Inline images
- Tables with rich formatting
- Callouts, toggles (including heading variants), drawers, and columns
- Font color and text size options
For the full formatting reference, see [Formatting Documents](/docs/user-guide/formatting-documents) and [Use Keyboard Shortcuts](/docs/user-guide/keyboard-shortcuts).
**Salesforce content** — eight things can be inserted into the body, in two families:
**Inline mentions**
- **Record Link** — a blue chip pointing to a Salesforce record.
- **Live Field** — a green chip showing a current Salesforce field value, with optional write-back.
- **User Mention** — a gray chip with the **@** symbol, mentioning a person. Mentioning a user in the body also shares the Document with them.
**Salesforce components**
- **Status Bar** — a record's picklist path, rendered as a progress path.
- **Record Preview** — a highlights panel for a single record.
- **Related List** — an embedded, filterable list of child records.
- **Workbench** — records owned by a chosen set of users, groups, or queues.
- **Kanban Board** — a board with picklist lanes.
Insert the three inline mentions and four of the five components with `@`, starting from a record (or, for a User Mention, a person). Insert any component with `/`, including **Workbench** — the one component `@` can't create, because it isn't anchored to a single record. See [Insert Mentions with @](/docs/user-guide/at-commands) and [Formatting Documents](/docs/user-guide/formatting-documents).
### The node handle
Hover over any block in the body and a **node handle** appears in the left margin. It's the control for moving and managing that block.
**Select a block.** Click the handle to select its block. With a block selected, press **Enter** to insert a new line above it, or **Shift + Enter** to insert one below — the fastest way to start a paragraph above a heading, table, or Salesforce component already on the page.
**Drag and drop.** Drag the node handle to move the block anywhere in the Document it's allowed to go. A heading can move between sections, a paragraph can move into a column, a whole Related List can move down the page.
Where a block can go follows the same container rules as the `/` menu — you can drag text into a column, but not a column into another column, since columns don't nest. See [Where blocks can go](/docs/user-guide/formatting-documents#where-blocks-can-go) for the full matrix.
#### The handle menu
Clicking the handle opens a menu for that block. **The menu is built for the block you clicked**, so it differs from one block type to the next — a table offers row and column controls a paragraph has no use for, and a divider offers almost nothing.
**Always available**
**Copy**, **Cut**, **Paste**, and **Delete** appear on every block. Paste is never greyed out, since your system clipboard may hold content even when you haven't copied anything inside Folio.
**Change Into**
Converts the block to another type — a paragraph into a heading, a bullet list into a task list. What's offered depends on the block you're on:
- **Most text blocks** offer Paragraph, Heading 1–3, Bullet List, Numbered List, Task List, Quote, and Code Block. The block's current type is greyed out, since converting a thing into itself does nothing.
- **Paragraphs, headings, and quotes** additionally offer **Toggle** and **Drawer**.
- **A quote** drops the headings and Paragraph from the list and offers **Unquote** at the top instead.
- **A code block** drops all lists and headings, since a code block holds literal text.
- **Toggles and drawers** convert only into each other, a Paragraph, or a Quote.
Whatever the list, **it's filtered against what the block's container allows**. A toggle already inside a drawer won't offer "Drawer," because drawers don't nest. Inside a table cell, only what a cell accepts survives. See [Where blocks can go](/docs/user-guide/formatting-documents#where-blocks-can-go).
**Change Into isn't offered at all** on tables, images, callouts, columns, dividers, Live Fields, or any Salesforce component — there's no meaningful conversion for them.
**Format** — *editing mode only*
Opens a flyout with **font size**, **text color**, and **highlight**. Available on headings, paragraphs, bullet/numbered/task lists, quotes, and callouts. The row disappears entirely in Viewing mode.
**Align** — *editing mode only*
Sets text alignment. Available on **paragraphs and headings** only, and hidden in Viewing mode.
**Comment**
Starts a comment thread anchored to this block. Available on every block except a divider. In Viewing mode there is no handle menu — a comment button appears in the node handle's place instead; click it to start the thread. See [Collaborate with Comments](/docs/user-guide/comments).
**Copy Link to Block** — *documents only*
Copies a direct link to this block, so you can point a colleague at one section rather than the whole Document. It appears only in Documents, not in the Template Builder, and only on blocks that carry an anchor.
#### Options that appear on specific blocks
**Tables** — **Header row**, **Header column**, **Numbered rows**, and **Preview mode**, each a checkable toggle showing its current state. Header row greys out when the table has only one row, and Header column greys out when every row has a single cell, since a header means nothing in those cases.
**Related Lists and Workbenches** — **Filter Records**, **Settings**, and **Show Header**. These appear **only when the component's header is hidden**; with the header visible the component shows its own controls and these would duplicate them. The middle row reads **Workbench Settings** or **Related List Settings** to match the component.
**Block-level Live Fields** — **Show Header** / **Hide Header**, labeled for the action it will perform. **Edit Field Value** also appears when the header is hidden *and* the field is editable — that is, when write-back is enabled and you have permission to change it. See [Live Fields](/docs/user-guide/at-commands#live-fields).
**Toggles** — **Toggle style**, in editing mode.
**Images** don't use the handle menu for their settings. An image carries its own **settings gear** — in its header when the header is shown, or as a gear in the upper right on hover when it's hidden.
#### What each block offers
| Block | Change Into | Block-specific options | Format | Align |
| --- | :---: | --- | :---: | :---: |
| Paragraph | Full set, plus Toggle and Drawer | — | Yes | Yes |
| Heading | Full set, plus Toggle and Drawer | — | Yes | Yes |
| Bullet / Numbered / Task list | Full set | — | Yes | — |
| Quote | Unquote, plus a subset and Toggle/Drawer | — | Yes | — |
| Code Block | Subset — no lists or headings | — | — | — |
| Toggle | Drawer, Paragraph, Quote | Toggle style | — | — |
| Drawer | Toggle, Paragraph, Quote | — | — | — |
| Callout | — | — | Yes | — |
| Table | — | Header row, Header column, Numbered rows, Preview mode | — | — |
| Related List / Workbench | — | Filter Records, Settings, Show Header — *only when the header is hidden* | — | — |
| Live Field (block) | — | Show / Hide Header; Edit Field Value *when the header is hidden and the field is editable* | — | — |
| Image | — | *Uses its own settings gear instead* | — | — |
| Divider | — | *No Comment either* | — | — |
| Columns / Column | — | — | — | — |
| Status Bar, Record Preview, Kanban | — | — | — | — |
**Copy**, **Cut**, **Paste**, and **Delete** are available on every block in this table.
## 7. Footer
At the bottom of the editor are two small buttons:
- **Shortcuts** — pops up a panel listing every keyboard shortcut available in the editor for quick reference. The shortcuts shown automatically adapt to your operating system, so Mac users see `Cmd`-based combos and PC users see `Ctrl`-based combos. See [Use Keyboard Shortcuts](/docs/user-guide/keyboard-shortcuts) for the full list.
- — opens this Help Center ([foliosolutions.net/docs](https://foliosolutions.net/docs)) — the same site you're reading right now — so users can find documentation without leaving Salesforce.
**Both are also reachable from the `/` menu.** Type `/shortcut` and press Enter to open the shortcuts panel, or `/help` and press Enter to open these help docs in a new tab — without moving your mouse to the footer.
## 8. Comments sidebar
Open the **Comments sidebar** to work through every comment thread on the Document in one place. From here you can:
- **View** every thread, resolved and unresolved.
- **Reply** to a thread to keep a discussion going.
- **Edit** or **delete** your own comments.
- **Resolve** a thread once it's settled, and **reopen** it if the conversation starts up again.
Clicking a thread jumps to the block it's anchored to, so you can read a comment in the context of the text it's about.
**You can also start a new comment from here.** The comments button sits in the upper-right, under the [Related & Tags drawer](#5-related--tags-drawer). Hover it and a **+** appears — click it to start a comment. With the sidebar open, the **New comment** button sits just underneath the Comments header instead. Either way, you first choose the block to anchor the comment to — every comment must be anchored to a Document block — and the empty comment box then appears, ready to type into and save.
For starting threads, @-mentioning people, moving a thread to a different block, and how notifications work, see [Collaborate with Comments](/docs/user-guide/comments).
## 9. Version History sidebar
Open the **Version History sidebar** to see past versions of the Document. Folio captures them automatically as you work — there's nothing to turn on and nothing to save manually. From here you can:
- **View** any earlier version of the Document.
- **Compare** two versions against each other to see exactly what changed.
- **Restore** the Document from an earlier version when you need to undo further back than the editor can.
For how history is captured and consolidated, how long versions are kept, and what restoring does, see [Browse Document Version History](/docs/user-guide/version-history).
**Related:** [Browse the Folio Docs home page](/docs/user-guide/folio-docs-home) · [Formatting Documents](/docs/user-guide/formatting-documents) · [Insert Mentions with @](/docs/user-guide/at-commands) · [Use Keyboard Shortcuts](/docs/user-guide/keyboard-shortcuts) · [Create Documents from Templates](/docs/user-guide/create-documents-from-templates) · [View and Edit at the Same Time](/docs/user-guide/concurrent-editing) · [Browse Document Version History](/docs/user-guide/version-history) · [Collaborate with Comments](/docs/user-guide/comments)
---
# Browse the Folio Docs home page
Source: https://foliosolutions.net/docs/user-guide/folio-docs-home
Search, filter, and manage all your Documents in one place from the Folio Docs home page.
The Folio Docs home page is a Lightning app page that gives users a single place to search, filter, and manage every Document they have access to in the org. Open it by searching for **Folio Docs** in the **App Launcher** (the 9-dots menu in the upper-left of any page in Salesforce), or pin the **Folio Docs** tab to your navigation bar (see [Add Folio Docs to the Navigation Bar](/docs/admin/adding-folio-docs-home-to-navigation)).
If you don't see the **Folio Docs** tab on the navigation bar of the apps you use most, ask your admin to add it and share the [Add Folio Docs to the Navigation Bar](/docs/admin/adding-folio-docs-home-to-navigation) page with them — it walks them through the setup.
## Global search
A single search bar across the top of the Folio Docs home page runs global search across all Documents that you have access to. Search matches against:
- **Title:** Document titles
- **Contents:** body content of every Document
- **Tags:** any Tags applied
- **Related record names:** names of any Salesforce records linked to a Document
Results narrow as you type, and the **×** in the search bar clears the term to bring the full table back.
## Advanced filters
Open the filter panel from the icon at the right end of the search bar, and use advanced filters to narrow the table further:
- **Ownership:** **All**, **Owned by me**, or **Shared with me**.
- **Starred / Not starred:** filter to only your starred Documents, or only the ones you have not starred.
- **Created date:** filter to a start/end date range.
- **Related object:** show all Documents linked to any record of the selected object(s).
- **Tags:** show all Documents related to one of the selected Tags.
- **Created from Template:** show all Documents instantiated from the selected Template(s).
Only the objects, Tags, and Templates actually in use appear as options, so the panel reflects your org rather than a fixed list. Filters combine, and **Clear Filters** resets them all at once.
## Sorting
The table sorts by **Last viewed, newest first** by default, so your most recent work is waiting at the top when you arrive.
Click any column header to sort by that column instead. Once you do, a **Reset to default** option appears — click it to go straight back to Last viewed, newest first, without hunting for the original column.
## Creating Documents
To the right of the search bar are two buttons for creating new content directly from the Folio Docs home page:
- **New Document** — creates a new blank Document.
- **New from Template** — creates a new Document from one of the Templates configured in your org. See [Create Documents from Templates](/docs/user-guide/create-documents-from-templates) for the full walkthrough.
When a Document is created from a Lightning record page (via the embedded Folio Document Editor), it is **auto-linked to that parent record**. When you create a Document from the **Folio Docs home page**, however, it is **not linked to any record by default** — the Folio Docs home page isn't tied to a specific record, so it has nothing to auto-link to. To link it, either use an **@-mention** inside the Document body to reference a record, or open the **Related & Tags** popout and add record links from there.
## Acting on a row
Each row in the Folio Docs home page table represents a Document.
**A blue dot on a row** means the Document has changed since you last viewed it. It's not a notification — notifications use **red** dots — just a heads-up that there's something new in the Document. Opening the Document clears it.
From the table you can:
- **Star / Unstar** directly from the row: clicking the star toggles your personal star on that item.
- Use the **3-dots menu** on the right edge of the row to:
- **Open** the Document
- **Rename**
- **Clone**
- **Transfer ownership** _(only available to the owner or to admins)_
- **Sharing**
- **Delete** — in most orgs this archives the Document rather than destroying it, and an admin can [restore it](/docs/admin/admin-panel/recycle-bin) if you change your mind
Clicking on a row in the table opens the Document in a popout directly from the Folio Docs home page.
## Notifications
The **Notifications** tab on the Folio Docs home page is your org-wide view of everything involving you across every Document you have access to.
- **A red dot on the tab** means you have unread notifications.
- **Click the tab** to open your list.
- **Read and unread are clearly distinguished**, and you can mark one or several at a time as read or unread.
- **Archive** notifications to move them out of the list entirely. Archived items live under **View archive**, and can be pulled back out if you need them.
**Clicking a notification takes you where it happened.** A notification about being @-mentioned in a Document body opens the Document. A notification about comment activity opens that specific comment inside the Document.
**It's the same notification in two places.** Anything unread here also appears on the bell icon when you open the linked Document. Opening it in either location marks it read in both — and viewing the comment a notification points to clears it everywhere at once: the red dot on the comment, the bell's, and the notification here.
### Notifications are grouped by Document
Every notification is grouped under the Document it belongs to, which makes activity on a busy Document easier to manage. Each group has a header showing the Document and a count — total and unread — and clicking that header expands or collapses the group.
**Comment notifications show a preview of the comment**, so you can see what was said without opening the Document.
### Acting on a single notification
Each row carries its own controls on the right edge:
- **The checkmark** marks that notification **read**. It appears on unread rows only — once a notification is read, there's nothing left to mark.
- **The box icon**, immediately to its left, **archives** the notification straight away, with no selection step. In the archive view the same button puts it back.
Clicking the row itself opens whatever the notification is about.
### Acting on several at once
Every row and every group header has a **checkbox on the left**. Tick any combination, then use the buttons that appear at the top of the tab to **Mark as Read**, **Mark as Unread**, or **Archive** everything selected at once. **Unselect** clears the selection.
Selection works at two scopes:
| Control | Acts on |
| --- | --- |
| **Select All** at the top | Every notification in the list |
| The checkbox in a **group header** | Only the notifications for that one Document |
Ticking a group header's checkbox is the quick way to clear out a Document that has generated a lot of activity. A count beside the buttons shows how many are currently selected.
### Filtering by status
The **funnel** button beside **Select All** narrows the list to **Unread only** or **Read only**, or back to **All**. The funnel fills in while a filter is active, so a short list is never mistaken for an empty one.
Filtering pairs with selection: narrow to **Unread only**, hit **Select All**, and mark the whole backlog read in one go.
### Email digest settings
The **Notification Settings** gear at the top right of the tab controls how often Folio emails you your unread notifications — **Every hour** (the default), **Twice daily**, **Once daily**, or **Off**. See [Email digests](/docs/user-guide/notifications#email-digests) for what the email contains.
For the full list of what triggers a notification, see [Act on Notifications](/docs/user-guide/notifications#what-triggers-a-notification).
## The expanded view: contextual sidebar from the Folio Docs home page
When a Document is open in its expanded view from the Folio Docs home page, the Documents that appear in the left sidebar are all other Documents related to any of the records that the initially opened Document is also related to.
This shows you a network of contextual records right where you need to see them. The Document you clicked first becomes the anchor, and the sidebar pulls in every related Document that shares any linked record with it. See [Using the Folio Document Editor](/docs/user-guide/document-editor#3-left-sidebar) for more on how this view behaves.
**Related:** [What is Folio Docs?](/docs/user-guide/what-is-folio) · [Using the Document Editor](/docs/user-guide/document-editor) · [Collaborate with Comments](/docs/user-guide/comments) · [Create Documents from Templates](/docs/user-guide/create-documents-from-templates)
---
# Formatting Documents
Source: https://foliosolutions.net/docs/user-guide/formatting-documents
The / menu — every block type and Salesforce component, plus markdown shortcuts and typography auto-replacements.
Folio's editor gives you the block types you'd expect from a modern document tool — headings, lists, tables, images, code blocks — plus callouts, toggles, drawers, columns, and task lists. It also does something a generic editor can't: it inserts live **Salesforce components** directly into the page.
The editor's own placeholder says it best: **`/` for formatting & Salesforce components, `@` for mentions.**
There are three ways to format:
- **The `/` menu** — type `/` for every block type and Salesforce component. This page covers it in full.
- **Markdown shortcuts** — type familiar syntax like `# ` or `- ` and the editor converts it as you go.
- **Keyboard shortcuts** — see [Use Keyboard Shortcuts](/docs/user-guide/keyboard-shortcuts).
**This page covers the `/` menu itself.** For the components it can insert, see [Use Salesforce Components](/docs/user-guide/salesforce-components). To insert Record Links and Live Fields, type `@` — see [Insert Mentions with @](/docs/user-guide/at-commands). The two menus are separate entry points: `/` starts from a position in the page, `@` starts from a record.
## The / menu
Type `/` anywhere in the editor to open the menu.
Use **↑** and **↓** to move, **Enter** to choose, and **Escape** to dismiss. Type to filter. The menu shows at most **24 items** at a time, and is organized into three labeled sections rendered in this order.
Four items — **Callout**, **Table**, **Columns**, and **Toggle** — offer variants you reach with **←** and **→** before pressing Enter. See [Choosing a variant with the arrow keys](#choosing-a-variant-with-the-arrow-keys).
### Formatting
| Item | Shortcut |
| --- | --- |
| Text | — |
| Heading 1 | `#` |
| Heading 2 | `##` |
| Heading 3 | `###` |
| Bullet List | `-` |
| Numbered List | `1.` |
| Task List | `[ ]` |
| Toggle | `>>` |
| Quote | `>` |
| Callout | `!!` |
| Drawer | `/dr` |
| Code Block | ` ``` ` |
| Image | `/img` |
| Table | `/tbl` |
| Columns | `/col` |
| Link | `/lnk` |
| Divider | `---` |
### Salesforce Components
The `/` menu is also how you insert **Salesforce components** — live CRM data embedded in the page rather than pasted into it.
| Item | Shortcut |
| --- | --- |
| Status Bar | `/sb` |
| Record Preview | `/rp` |
| Related List | `/rl` |
| Workbench | `/wb` |
| Kanban | `/kb` |
**See [Use Salesforce Components](/docs/user-guide/salesforce-components)** for what each one shows, how to configure it, and which fields it can display. Four of the five can also be inserted from the `@` menu, anchored to a record you pick; **Workbench is `/`-only**.
### Help
| Item | Shortcut |
| --- | --- |
| Keyboard Shortcuts | `/shortcut` |
| Help | `/help` |
The Help section is always visible and always renders last.
Scrolling the menu from top to bottom passes through all three sections in order:
## Filtering the menu
Items match on their title **and on a keyword list**, so several spellings reach the same item:
- `/sb`, `/status`, `/path`, `/stage`, `/progress` → **Status Bar**
- `/tbl`, `/table`, `/grid`, `/rows` → **Table**
- `/cmp`, `/component`, `/sf`, `/salesforce`, `/sfdc` → the **Salesforce Components** section
Two section filters are worth knowing, because neither is discoverable on its own:
- **`/fmt`** (or any prefix of "formatting") filters to the **Formatting** section only, hiding the Salesforce components.
- **`/sf`** or **`/cmp`** does the inverse, surfacing the components.
## Choosing a variant with the arrow keys
Four items in the `/` menu aren't a single choice — they're a row of options. Highlight the item, then use **←** and **→** to move along that row and **Enter** to insert the variant you landed on. Press Enter without arrowing and you get the default.
| Item | Default | Other options |
| --- | --- | --- |
| **Callout** | Info | Note, Success, Tip, Quote, Warning, Error |
| **Table** | 3×3 | 5×5, 8×8, 10×10 |
| **Columns** | 2 columns | 3, 4, 5, or 6 columns |
| **Toggle** | Plain text | Heading 1, Heading 2, or Heading 3 as the toggle's title |
This is the fastest way to get what you want in one step, such as a 5×5 table or a Warning callout. Other than using this shortcut, you can still insert a default component and modify it as a next step, but that takes a few more clicks.
Every one of these also has a typed equivalent if you'd rather not arrow: `!!warn` for a Warning callout, `>>h2` for a Heading 2 toggle. See [Markdown shortcuts](#markdown-shortcuts).
## Where blocks can go
Folio's containers each accept some block types and not others. The same rules govern every way of placing a block — the `/` menu, drag and drop with the [node handle](/docs/user-guide/document-editor#the-node-handle), **Change into** on the node handle, and paste — so a block you can't insert somewhere is also a block you can't drag or paste there.
These rules describe what **Folio will let you build**. They're deliberate editorial limits rather than storage limits, so they're best read as "Folio won't let you insert this here" rather than "a Document can never contain this."
### What each container accepts
| Container | Accepts |
| --- | --- |
| **Document body** | Everything |
| **Drawer** | Everything **except another drawer** |
| **Callout** | Text, headings, lists, dividers, images, code blocks, quotes, toggles, and block Live Fields |
| **Column** | Text, headings, lists, dividers, images, quotes, toggles, and block Live Fields |
| **Quote** | Text, headings, lists |
| **Toggle** | Text, headings, lists |
| **Table cell** | Text, lists, toggles |
| **List or task item** | Text, and nested lists |
| **Code block** | Nothing — literal text only |
"Everything" here means headings, text, lists, dividers, images, code blocks, tables, quotes, toggles, drawers, callouts, columns, block Live Fields, and Salesforce components.
### Nesting rules
- **Callouts hold more than you might expect** — code blocks, images, toggles, and quotes all work inside one. What a callout **can't** hold is another callout, a table, a drawer, columns, or a Salesforce component.
- **Drawers are the most permissive container.** A drawer accepts everything except another drawer.
- **Columns** exclude Salesforce components, can't nest inside each other, and live at the document's top level or inside a drawer — never in a quote, toggle, callout, list, or table cell.
- **Toggles and drawers don't nest symmetrically.** Neither nests inside itself, and **a toggle inside a drawer is allowed while a drawer inside a toggle is not.**
- **Tables** go in the document body and drawers only — never inside a callout, column, quote, toggle, or another table.
- **Salesforce components** go in the document body and drawers only — never inside a quote, toggle, list, callout, column, or table.
### How the menu responds
The `/` menu handles an unsupported block three different ways, depending on where your cursor is:
| Your cursor is in | An unsupported block is |
| --- | --- |
| A **callout**, **column**, or **table cell** | **Hidden** from the menu |
| A **quote**, **toggle body**, **list item**, or **task item** | **Still offered** — and inserted immediately *after* the container |
| A **code block** | Not applicable — the `/` menu doesn't open at all |
The middle row is worth noting. Inside a quote you can pick **Table**, and the table is created after the quote rather than inside it. Where an action still makes sense, Folio places the block in the nearest valid position rather than failing silently; where it doesn't, the option isn't offered at all.
### Title rows
The header row of a toggle, drawer, or callout offers exactly what that container's body offers, so the menu doesn't change depending on whether your cursor is in the title or the body. The block you insert lands in the body, since titles hold inline content only.
Move between a container's header and its body with **Tab** and **Shift + Tab**. The same keys move between columns in a Columns block. See [Containers — moving around inside one](/docs/user-guide/keyboard-shortcuts#containers--moving-around-inside-one).
## Callout styles
**Callout** is a single item in the `/` menu, but it has **seven styles**, each with its own icon and color: **Info**, **Note**, **Success**, **Tip**, **Quote**, **Warning**, and **Error**.
There are three ways to get the style you want:
- **Arrow to it in the `/` menu.** Highlight **Callout**, then use **←** and **→** to move through the seven styles and **Enter** to insert the one you want. See [Choosing a variant with the arrow keys](#choosing-a-variant-with-the-arrow-keys).
- **Type it directly:** `!!` or `!!info` · `!!note` · `!!success` · `!!tip` · `!!quote` · `!!warn` · `!!error`. Typing `!!warn` creates a Warning callout in one step.
- **Switch after inserting**, from the callout's own controls.
## Markdown shortcuts
Type these at the start of a line and the editor converts them as you go.
> **Press Space to trigger the conversion.** The prefix on its own does nothing — it's the space *after* it that fires the shortcut. Typing `#` leaves you with a literal `#`; typing `#` then Space turns the line into a Heading 1. The tables below spell the space out, because it's the step people miss.
| Type at line start | Creates |
| --- | --- |
| `#` + Space | Heading 1 |
| `##` + Space | Heading 2 |
| `###` + Space | Heading 3 |
| `-` or `*` + Space | Bullet list |
| `1.` + Space | Numbered list |
| `[ ]` + Space | Task list item |
| `>` + Space | Quote |
| `>>` + Space | Toggle |
| `>>h1` · `>>h2` · `>>h3` + Space | Toggle with a heading as its title |
| `!!` + Space | Callout — see [Callout styles](#callout-styles) |
| `---` + Space | Divider |
| ` ``` ` | Code block — **no Space needed** |
Three behaviors that surprise people:
- **The Space is required.** A prefix typed without a following space does not convert.
- **Code blocks are the exception.** Typing ` ``` ` at the start of a paragraph creates the block immediately, with no Space and no Enter.
- **`>>h1`, `>>h2`, and `>>h3`** create a toggle whose title is already a heading.
URLs auto-link as you type — paste or type `https://…` or `www.…` and the editor turns it into a hyperlink.
## Typography auto-replacements
These fire inline the moment the pattern completes.
| Type this | Becomes |
| --- | --- |
| `-->` | → |
| `<--` | ← |
| `<->` | ↔ |
| `==>` | ⇒ |
| `<==` | ⇐ |
| `–>` (after an en dash was already created) | → |
| `<–` (same) | ← |
| `---` + Space | — (em dash) |
| `--` + Space | – (en dash) |
| `...` | … |
| `(c)` | © |
| `!=` | ≠ |
| `>=` + Space | ≥ |
| `<=` + Space | ≤ |
| `+-` | ± |
**Why some need a trailing space.** `--`, `---`, `>=`, and `<=` are each the beginning of a longer pattern (`-->`, `==>`, `<==`), so they wait for a space rather than firing before you've finished typing the arrow.
**And a note on `---`:** on a blank line it becomes a divider; typed inline within other text it becomes an em dash.
**Related:** [Use Salesforce Components](/docs/user-guide/salesforce-components) · [Insert Mentions with @](/docs/user-guide/at-commands) · [Use Keyboard Shortcuts](/docs/user-guide/keyboard-shortcuts) · [Using the Folio Document Editor](/docs/user-guide/document-editor)
---
# Insert Mentions with @
Source: https://foliosolutions.net/docs/user-guide/at-commands
Type @ to insert Record Links, Live Fields, User Mentions, and record-anchored Salesforce components into a Document.
Type **@** anywhere in the body of a Document to open the **@ menu**. Search for any Salesforce record on a Linkable Object, select it, and Folio asks **"How do you want to link this?"** — offering six ways to bring that record into the page, under two group headings.
**Inline mentions**
- **Record Link** — a chip that links to the record.
- **Live Field** — a chip showing a current field value from the record, optionally editable via write-back.
**Salesforce components**
- **Record Preview** — record highlights panel.
- **Status Bar** — picklist path for the record.
- **Related List** — child records under the record.
- **Kanban Board** — board with picklist lanes, inserted in Parent Record mode with this record as the parent.
It's two steps: pick the record, then pick how to bring it in.
Picking a **person** is a little different: for a User record, the link option offered is a **[User Mention](#user-mentions)** rather than a Record Link — a third chip type of its own, distinct from Record Link and Live Field.
Which objects and fields are available is configured by your admin — see [Choose Linkable Objects](/docs/admin/admin-panel/settings#choose-linkable-objects) and [Choose Linkable Fields](/docs/admin/admin-panel/settings#choose-linkable-fields).
**`@` starts from a record; `/` starts from a block.** Everything on this page is anchored to a Salesforce record you pick. To insert structure — headings, tables, callouts, columns — or a component that isn't tied to one record, use the `/` menu instead. See [Formatting Documents](/docs/user-guide/formatting-documents).
## Which options you'll see
The menu only offers what's actually available for the record you picked, so two people can see different options. That's configuration, not malfunction.
| Option | Shown when |
| --- | --- |
| **Record Link** | Always — except for User records, where a **[User Mention](#user-mentions)** is offered instead |
| **Live Field**, **Record Preview**, **Status Bar** | The record's object has Linkable Fields configured by an admin — and never for Folio Document records |
| **Related List**, **Kanban Board** | The object has at least one linkable child relationship — and never for User Mentions, which are person-links only |
If an option you expect is missing, Linkable Fields or a child relationship has not been configured for that object.
### Workbench is not available from @ — by design
Workbench is inserted from the `/` menu only. Unlike the other Salesforce components, a Workbench isn't anchored to an initiating record — it shows records owned by a chosen set of users, so there's nothing for an `@` mention of a specific record to supply. Insert it with **`/wb`** from the slash menu instead. See [Use Salesforce Components](/docs/user-guide/salesforce-components#workbench).
## Record Links
A **Record Link** is a chip in the body pointing at a specific Salesforce record. It always shows the record's **current** name, so it stays accurate through renames.
The chip is a fully rounded pill in **blue**, with the linked object's icon at the left, before the label:
| Icon | Linked object |
| :---: | --- |
| | Account |
| | Contact |
| | Opportunity |
| | Case |
| | Another Folio Document |
| | Any other Linkable Object — the generic fallback |
There is no User row in this table because mentioning a **User** doesn't produce a Record Link at all — it inserts a **[User Mention](#user-mentions)**, the third chip type.
**Inserting a Record Link creates a relationship.** The record appears immediately in the [Related & Tags drawer](/docs/user-guide/document-editor#5-related--tags-drawer), and the Document becomes visible on that record's page in Salesforce. This is the key difference between a Record Link in the body and a record mentioned inside a comment, which creates no relationship at all — see [Collaborate with Comments](/docs/user-guide/comments#mentioning-a-record).
### To insert a Record Link
1. Type **@** in the Document body.
2. Search for the record and select it.
3. Choose **Record Link**.
4. The chip is inserted at your cursor.
### To open the linked record
Click the chip. A small menu shows the object type and record name, with a link to **open that record in a new tab**.
## Live Fields
A **Live Field** displays a current field value from a linked record — an Opportunity's Stage, Amount, or Close Date — inline in the Document. When the record changes in Salesforce, the Live Field updates. See [Set up Real-Time Updates](/docs/admin/real-time-updates) for how those updates propagate.
Live Field chips are fully rounded pills in **green**, with the Live Field icon at the left. **The color is how you tell the chip types apart at a glance** — blue is a link to a record, green is a value from one, and [gray with an @](#user-mentions) is a person.
Live Fields pointing at **Rich Text**, **Long Text**, or **Text Area** fields are the exception: rather than a chip, they render as a full-document-width node containing the value.
These block-level Live Fields show the field's name as a header above the value. **To show just the value, click the [node handle](/docs/user-guide/document-editor#the-node-handle) on the left and choose "Hide Header."** Useful when the surrounding text already makes clear what the value is, and the label would only repeat it.
### To insert a Live Field
1. Type **@** in the Document body.
2. Search for and select the record.
3. Choose **Live Field**, then pick the specific field.
4. The chip is inserted and displays the current value.
### Write-back
When write-back is enabled for a field, you can edit the value inline and save it straight back to Salesforce. It requires two settings from your admin — the org-wide toggle **and** the per-field one — and it always respects your existing Salesforce access. Folio never grants edit access you don't already have. See [the two-gate rule](/docs/admin/admin-panel/settings#the-two-gate-rule).
**A pencil on the chip is how you spot one.** Hover a Live Field and an editable one shows a pencil; a read-only one doesn't.
## User Mentions
A **User Mention** is what `@` inserts when the "record" you pick is a person. It is its own chip type — the third, alongside Record Link and Live Field — styled in **gray**, with the **@** symbol before the person's name. The same gray @ styling is used for user mentions in [comment text](/docs/user-guide/comments#mentioning-a-person), so a person reads the same way wherever they're mentioned.
**Mentioning a user in the Document body shares the Document with them.** The mentioned person is notified, and gets access at the **Auto-Share Level** your admin configured on the User object — see [Special case: the User object](/docs/admin/admin-panel/settings#special-case-the-user-object).
**Body User Mentions require the User object to be a Linkable Object.** If your admin hasn't added **User** to the Selected Objects in [Choose Linkable Objects](/docs/admin/admin-panel/settings#choose-linkable-objects), `@` can't find people in the Document body at all — the mention simply isn't available. Comments are not gated this way: **you can always mention a user inside a comment**, whether or not User is a Linkable Object. See [Collaborate with Comments](/docs/user-guide/comments#mentioning-a-person).
### To insert a User Mention
1. Type **@** in the Document body.
2. Search for the person and select them.
3. Choose **User Mention**.
4. The gray chip is inserted at your cursor, and the Document is shared with that person at the configured level.
## Salesforce components from @
Four of the five Salesforce components can be inserted straight from the `@` menu, anchored to the record you picked:
- **Record Preview** — a highlights panel of key fields from that record.
- **Status Bar** — that record's picklist path, as a clickable progress path.
- **Related List** — child records under that record.
- **Kanban Board** — a board with picklist lanes, inserted in **Parent Record mode** with that record as the parent.
In each case the record you selected becomes the component's anchor, so there's nothing further to pick.
**See [Use Salesforce Components](/docs/user-guide/salesforce-components)** for what each one shows, how to configure it, which field types it supports, and how editing from inside a component works.
## Chip actions
Click an inline chip to open its details panel. The panel names what the chip points at and carries the actions for changing it.
**A Record Link panel** shows the **Record** and **Object**, with **Turn into Live Field** to convert the chip in place.
**A Live Field panel** shows the **Record**, **Object**, **Field**, **Data Type**, and current **Value**. **Turn into Record Link** converts it back, and **Change Field** points the same chip at a different field on the same record.
On either panel, the arrow beside the record name **opens that record in a new tab**.
**Your admin can add more fields to these panels.** Beneath the default fields, a details panel can show org-specific fields — an Account's Industry, a User's Department, a custom field — configured per object with a `Folio_Docs_Info` field set. The same applies to User Mention chips and to related record chips in the [Related & Tags drawer](/docs/user-guide/document-editor#5-related--tags-drawer). See [Add Fields to Chip Details](/docs/admin/chip-details-field-sets).
Deleting a Record Link chip from the body does not by itself remove the Document's relationship to that record — manage relationships from the [Related & Tags drawer](/docs/user-guide/document-editor#5-related--tags-drawer).
**Related:** [Use Salesforce Components](/docs/user-guide/salesforce-components) · [Formatting Documents](/docs/user-guide/formatting-documents) · [Using the Folio Document Editor](/docs/user-guide/document-editor) · [Collaborate with Comments](/docs/user-guide/comments)
---
# Use Salesforce Components
Source: https://foliosolutions.net/docs/user-guide/salesforce-components
The five live Salesforce components you can embed in a Document — Status Bar, Record Preview, Related List, Workbench, and Kanban Board.
Salesforce components are what separate a Folio Document from a document that merely *mentions* Salesforce. Each one embeds live CRM data directly in the page — a pipeline board, a list of open cases, a record's stage path — and keeps it current without anyone updating it by hand.
There are five:
| Component | What it shows | `/` shortcut |
| --- | --- | --- |
| **Status Bar** | A record's picklist path, as a clickable progress path | `/sb` |
| **Record Preview** | A highlights panel of key fields from one record | `/rp` |
| **Related List** | Child records under a parent record | `/rl` |
| **Workbench** | Records owned by a chosen set of users, groups, or queues | `/wb` |
| **Kanban Board** | Records in picklist lanes | `/kb` |
## Two ways to insert one
**From the `@` menu**, starting with a record. Type `@`, search for and select a record, then choose the component. The record you picked becomes the component's anchor. See [Insert Mentions with @](/docs/user-guide/at-commands).
**From the `/` menu**, starting with a position. Type `/` and choose the component — or its shortcut, `/rl` for a Related List. You'll pick the record afterward. See [Formatting Documents](/docs/user-guide/formatting-documents).
Use whichever matches how you're thinking. If you're writing about a specific Opportunity and want its stage path, `@` is faster. If you're building out a page structure and know a board goes here, `/` is.
**Workbench is the exception — it's `/`-only.** A Workbench isn't anchored to an initiating record; it shows records owned by a set of *people*. There's nothing for an `@` mention of a specific record to supply, so it can only be inserted from the `/` menu with `/wb`.
## Status Bar
A **Status Bar** renders a record's picklist path — an Opportunity's Stage, a Case's Status — as a clickable progress path inside the Document.
Placed near the top of a plan, it shows the reader the current state of the record before they read the body.
**Field types.** Status Bars work with **picklist, number, currency, and percent** fields only, and only those your admin has made linkable.
**Editing.** With write-back enabled, you can advance the status straight from the Document — click the stage you want and the record updates in Salesforce.
**Insert with:** `@` → pick a record → **Status Bar** → pick the field. Or `/sb`.
## Record Preview
A **Record Preview** embeds a highlights panel for a single record — its key fields laid out as a compact card.
Where a Status Bar shows a record's progress, a Record Preview shows its key values. Use it when a reader needs the details of a record without leaving the Document.
**Fields shown** are controlled by your admin through [Choose Linkable Fields](/docs/admin/admin-panel/settings#choose-linkable-fields).
**Editing.** Fields with write-back enabled can be edited inline from the preview.
**Insert with:** `@` → pick a record → **Record Preview**. Or `/rp`.
## Related List
A **Related List** embeds a live, filterable list of child records under a parent record — *all Open Opportunities under this Account*, *all Cases on this Contact*.
**Configuration.** Two buttons in the upper right of the node control how it behaves.
**Filters** — define up to **10** row filters controlling which child records appear. The **Logic** dropdown above the rows sets how they combine:
- **All conditions must be true** — `AND` across every row.
- **Any condition must be true** — `OR` across every row.
- **Custom logic** — write your own expression using `(`, `)`, row numbers, and the `AND` / `OR` keywords. It's validated before you can save: every `(` needs a matching `)`, every filter row you've defined must appear at least once, and every number must correspond to a row that exists.
**Settings** — column layout and pagination:
- **Show / hide fields** for the displayed columns. Only fields your admin made linkable on the *child* object are available.
- **Records per page** — **5**, **10**, **15**, or **20**.
- **Sort column** and **Sort order** — ascending or descending.
Every Related List is configured independently, so two lists of the same object in the same Document can show different columns.
**Where the controls live.** With the component's header shown, its controls sit in that header. **With the header hidden, use the [node handle](/docs/user-guide/document-editor#the-handle-menu)** — it offers **Filter Records**, **Related List Settings**, and **Show Header**. The same applies to a Workbench, where the middle option reads **Workbench Settings**.
**Editing.** Columns backed by write-back-enabled fields can be edited inline, right in the list.
> **Both objects must be linkable.** For a Related List of Cases under an Account, your admin must have enabled *both* Case and Account as [Linkable Objects](/docs/admin/admin-panel/settings#choose-linkable-objects).
**Insert with:** `@` → pick the parent record → **Related List** → pick the child relationship. Or `/rl`.
## Workbench
A **Workbench** lists records owned by a chosen set of **users, groups, or queues** — not records under a parent.
A Related List answers "what's attached to this record." A Workbench answers "what does this person or team own." Use it for a personal working doc, a team standup page, or a queue review.
Because it's driven by ownership rather than a parent record, a Workbench needs no anchoring record at all — which is why it's `/`-only, and why it works in a Template with no Source Object.
**Insert with:** `/wb`.
## Kanban Board
A **Kanban Board** shows records in **picklist lanes** — a pipeline by stage, a support board by status. With write-back enabled, dragging a card between lanes updates the record in Salesforce.
**Two modes**, and the distinction matters:
- **Parent Record mode** — shows child records under a specific parent record. This is what you get when you insert from `@`, with the record you picked as the parent.
- **Assigned mode** — shows records by owner, like a Workbench arranged into lanes. It needs no parent record, so it works in a Template with no Source Object.
**Insert with:** `@` → pick the parent record → **Kanban Board** → pick the child object and the picklist field for the lanes. Or `/kb`.
### Record types are handled for you
Salesforce record types often restrict which picklist values are available — a Standard Opportunity and an Enterprise Opportunity may each allow a different set of stages. The Kanban Board handles this automatically, with no configuration.
**When the board returns records of more than one record type, and those record types enable different picklist values on the lane field, the board splits into a separate group of lanes per record type.** Each group shows only the values its own record type allows, so you never see a lane a given record couldn't legitimately move into.
**Dragging respects the split.** A tile can only be dropped into a lane belonging to its own record type. You can't drag an Enterprise Opportunity into a lane that exists only for Standard Opportunities, because that value isn't valid for that record — so the drop is simply not allowed.
If every record on the board shares a record type, or the record types all enable the same values on the lane field, the board renders as a single set of lanes and none of this is visible.
## What your admin controls
Components can only display what an administrator has made available:
- **[Linkable Objects](/docs/admin/admin-panel/settings#choose-linkable-objects)** determine which objects a component can point at. For a component spanning two objects — a Related List, a Kanban in Parent Record mode — both parent and child must be enabled.
- **[Linkable Fields](/docs/admin/admin-panel/settings#choose-linkable-fields)** determine which fields can appear as columns, tile fields, preview fields, or status fields.
- **Write-back** determines whether you can edit from inside the Document. It needs [two gates open](/docs/admin/admin-panel/settings#the-two-gate-rule): the org-wide setting *and* the per-field one. With either closed, the component still displays data but is read-only.
**Write-back never exceeds your Salesforce access.** If you can't edit a field on a record in Salesforce, you can't edit it from a Document either.
If a component you want isn't offered, that's configuration rather than a bug — ask your admin.
## Staying current
Components re-read Salesforce whenever the page loads, so a refresh always shows current data.
Beyond that, changes can stream in live while you're reading. That works automatically for Account, Contact, Opportunity, and Case; for other objects an admin sets it up per object. See [Set up Real-Time Updates](/docs/admin/real-time-updates).
## Components in Templates
Admins can build components into [Templates](/docs/admin/admin-panel/templates), so a new Document arrives with its boards and lists already pointed at the right records. You can reconfigure them afterward — change columns, adjust filters — without affecting the Template or anyone else's Document.
**Related:** [Insert Mentions with @](/docs/user-guide/at-commands) · [Formatting Documents](/docs/user-guide/formatting-documents) · [Using the Folio Document Editor](/docs/user-guide/document-editor) · [Create Documents from Templates](/docs/user-guide/create-documents-from-templates)
---
# Collaborate with Comments
Source: https://foliosolutions.net/docs/user-guide/comments
Comment on any Document you can open, mention people and records, and resolve or reopen threads.
Comments are how discussion happens on a Document without touching its content. They anchor to specific blocks, update in real time for everyone viewing, and are the source of nearly every notification Folio sends.
## Who can comment
**Anyone who can open a Document can comment on it — including people with read-only access.**
Editing a Document and commenting on it are separate capabilities. A reviewer with read-only access to your account plan can still leave comments on it.
It also means commenting is unaffected by the [edit lock](/docs/user-guide/concurrent-editing). While someone else holds editing, you can still comment freely — which makes comments the natural way to contribute when a colleague is mid-edit.
## Three places to start a comment
- **Highlight text, then click the Comment button.** Highlighting any text in the body surfaces a **Comment** button — click it to start the thread. The highlighted text is a starting point, not the anchor: **the comment is applied to the block the highlighted text is in**, not to the words you selected.
- **From the node handle.** In Editing mode, click a block's [node handle](/docs/user-guide/document-editor#the-node-handle) and choose **Comment** from its menu. In Viewing mode there is no handle menu — instead, just click the comment button that appears in the node handle's place. This works on every block type.
- **From the comment button in the upper-right**, under the [Related & Tags drawer](/docs/user-guide/document-editor#5-related--tags-drawer). Hover the button and a **+** appears — click it to start a new comment. Or, with the comments sidebar already open, click the **New comment** button just underneath the Comments header. Starting from here, you choose the anchor first: **every comment must be anchored to a Document block**, so pick the block you want the comment on, and the empty comment box then appears, ready for you to type into and save.
> **The mode difference matters.** Text-selection commenting is an Editing-mode feature — if you're in Viewing mode and try to highlight text to comment, nothing will happen and the feature will look broken. Use the comment button on the node handle instead, or the comment button in the upper-right.
## Mentions inside comments
Typing **@** inside a comment searches both **people** and **records**. The two have sharply different consequences, and this is the most important thing on the page.
### Mentioning a person
- Search returns **only active users who hold a Folio Docs license**.
- Inserts a **User Mention** — the same chip type as a [User Mention in the Document body](/docs/user-guide/at-commands#user-mentions), styled in **gray** with the **@** symbol before the person's name.
- They receive a [notification](/docs/user-guide/notifications).
- **They are automatically granted read-only access to the Document**, so the notification's link actually opens for them.
**Mentioning a colleague in a comment shares the Document with them.** Re-mentioning the same person does not duplicate the access, and the Document's owner is skipped since they already have it.
**You can always mention a user in a comment.** User Mentions in the Document body require your admin to have made **User** a Linkable Object; comment mentions have no such gate and work in every org. See [Special case: the User object](/docs/admin/admin-panel/settings#special-case-the-user-object).
Read-only access from a mention is exactly that — it does not let them edit the Document.
### Mentioning a record
- Inserts a **reference only** — a link out to that record from within your comment text.
- **It creates no relationship.** The record does not appear in the Related & Tags drawer, is not linked to the Document, and nothing is shared.
This is the opposite of a [Record Link in the document body](/docs/user-guide/at-commands#record-links), which *does* create a relationship. Same `@` key, same search, very different result — the difference is whether you're typing in the body or in a comment.
Mentioned names display the record's or person's **current** name, so renames stay accurate. If a reader lacks access to a referenced record, they see the name as it was stored rather than a broken link.
## How threads anchor to content
- **A comment anchors to a specific block**, and threads track that block through ordinary editing — typing around it, moving it, reformatting it.
- **Copied and pasted content never carries its comments.** Pasting produces new blocks, so threads don't come along.
> **Deleting a commented block deletes its thread.** This is applied when the Document saves. If a thread matters, resolve it — or [re-anchor it](#moving-a-thread-to-a-different-block) — rather than deleting the block it's attached to.
### Moving a thread to a different block
You can re-anchor a comment rather than deleting and rewriting it.
Click the **anchor icon** on a comment to enter **Re-Anchor mode**. Every block you hover over highlights in **orange**; click one and the comment moves to it.
The thread comes with it — every reply, and every resolve and reopen event. Use this when content moves during editing, or when a comment ends up attached to the wrong block, so the discussion is preserved rather than recreated.
## Replying, resolving, and reopening
- **Reply within a thread** to keep discussion together rather than starting a parallel one.
- **Resolve** with the green check in the comment box's upper-right corner.
- **Resolved threads are read-only.** Attempting to reply returns *"This thread is resolved. Reopen it to reply."* Reopen to continue. Editing and deleting existing comments is likewise blocked while a thread is resolved.
- **An edited comment is marked.** Editing your own comment appends **(Edited)** beside its timestamp, so a thread never quietly changes under the people reading it. Everyone involved in the thread — its creator, its participants, and the Document's owner — is notified that you edited it.
- **Resolve and reopen events are recorded in the thread**, so its history shows who resolved it and when.
- **You can edit or delete only your own comments.**
> **Deleting the first comment in a thread deletes the whole thread**, including every reply beneath it — including replies written by other people. Deleting a reply removes only that reply. If a thread has useful discussion in it, resolve it rather than deleting the comment that started it.
## Finding and navigating comments
- **Floating comment boxes** appear beside their anchor blocks and scroll with the Document, showing while their block is on screen. Clicking one focuses it and centers the Document on its anchor.
- **The comments panel** opens from the comments button and has an **Open / All** toggle — Open shows unresolved threads only, All includes resolved ones.
- **Comment pills.** With the panel closed, a small dark-blue pill sits in the right margin beside each block that has an unresolved thread. Hovering shows how many comments it holds and who posted them; clicking opens the panel focused on that thread.
- **Copy Link to Comment** produces a direct link to a specific thread — the way to point a colleague at one comment rather than the whole Document.
- **Copy Link to Block** does the same for a block itself, without involving comments. It's on the [node handle](/docs/user-guide/document-editor#the-handle-menu) menu, and is available in Documents on blocks that carry an anchor.
- **Unread comments carry a red dot.** Any comment written by someone else that you haven't seen yet shows a red dot — whether it's on an open thread, a resolved one, or a reply collapsed out of view. Viewing the comment clears its dot, along with the red dot on the Document header's bell and the notification in the [Notifications tab](/docs/user-guide/folio-docs-home#notifications) on the Folio Docs home page.
**Tip: navigate comments from the keyboard.** With a comment selected, the **↑** and **↓** arrow keys jump up and down through the Document's other comments, and **Enter** starts a reply on the selected comment.
## Comments update in real time
Comment activity propagates to everyone viewing the Document immediately — new comments, replies, edits, deletions, and resolve/reopen all appear without a refresh. There is no setup required.
Together with [View and Edit at the Same Time](/docs/user-guide/concurrent-editing), this is what collaboration looks like in Folio: one person editing, everyone else reading and commenting live.
## Notifications from comments
Comment activity is what generates most Folio notifications — mentions, replies, and threads being resolved or reopened all notify the people involved. How they reach you, how to work through them, and how to get them by email are covered in [Act on Notifications](/docs/user-guide/notifications).
**Related:** [Act on Notifications](/docs/user-guide/notifications) · [Insert Mentions with @](/docs/user-guide/at-commands) · [Using the Folio Document Editor](/docs/user-guide/document-editor) · [View and Edit at the Same Time](/docs/user-guide/concurrent-editing) · [Browse the Folio Docs home page](/docs/user-guide/folio-docs-home)
---
# Act on Notifications
Source: https://foliosolutions.net/docs/user-guide/notifications
What Folio notifies you about, where notifications appear, how to work through them in bulk, and how to receive them as an email digest.
Folio notifies you when something happens that involves you — most of it comment activity, plus a few Document-level events.
## What triggers a notification
**Comments and mentions**
- You're **@-mentioned in a Document body**
- You're **@-mentioned in a comment**
- Someone **replies on a thread you started**
- Someone **replies on a thread you're a participant in**
- Someone **resolves or reopens a thread you started**
- Someone **resolves or reopens a thread you're involved in**
- Someone **edits a comment** on a thread you're involved in — *" edited a comment"*, sent to the thread's creator, its participants, and the Document's owner
- Someone **comments on a Document you own** — only when none of the above already covers you
**Document changes**
- **A Document is shared with you** — *" shared this Document with you"*
- **A Document is transferred to you** — *" transferred this Document to you"*
- **A Document you own is restored to an earlier version** — *" restored this Document to version 12"*, naming the version number shown in the version rail, sent to the owner
- **A Document you own comes back from the Recycle Bin** — *" restored your Document from the Recycle Bin"*, sent to the owner when an admin [un-archives it](/docs/admin/admin-panel/recycle-bin)
> **These reach individual Users only.** Sharing with a Public Group or a Queue never fans out to its members, and a Document owned by a Queue produces no transfer or restore notification — there's no single person to send it to. Sharing done by [automation](/docs/admin/automation-invocable-apex#share-document) notifies the same way.
## Rules that shape what you actually receive
These rules limit how many notifications a single thread generates:
- **You are never notified about your own actions.**
- **The most specific notification wins.** If you're mentioned in a reply on your own thread, you get the mention only — not a mention *and* a reply notification.
- **Repeat activity refreshes rather than stacks.** While a notification is still unread, further activity on the same thread updates it in place instead of adding another.
- **Only active users with a Folio Docs license receive notifications.**
- **Automated actions are credited to "Automation."** When a share or transfer runs under a record-triggered or scheduled Flow, the notification names Automation rather than a person. A screen flow or quick action credits whoever launched it.
## Where they appear
- **The Notifications area on the [Folio Docs home page](/docs/user-guide/folio-docs-home#notifications)**, with a red dot when you have unread ones. This is the org-wide view across every Document you have access to. Notifications there are grouped by Document, with a preview of the comment on each one.
- **The bell icon in the Document header**, with a red dot when any are unread, showing notifications for the Document you're currently in.
- **An [email digest](#email-digests)** of your unread notifications, if your admin has digests enabled.
**Unread is always marked with a red dot** — on the Notifications tab, on the bell, and on the unread comment itself in the Document. Viewing the comment a notification is about clears all three at once: the comment's red dot, the bell's, and the notification in the Notifications tab. (The **blue** dot on a Document row on the home page is a different thing — it means the [Document changed since you last viewed it](/docs/user-guide/folio-docs-home#acting-on-a-row), not that you have a notification.)
**It's the same notification in two places.** Opening it in one location marks it read in both. Both update in real time, with no page refresh.
## Acting on a notification
- A notification about being **@-mentioned in a Document body** opens the Document.
- A notification about **comment activity** opens that specific comment within the Document — not just the Document, but the thread itself.
## Managing them
Mark notifications **read** or **unread**, individually or several at once. **Archive** them to move them out of the list entirely; archived notifications live under **View archive** and can be pulled back out if you need them. The [Notifications tab](/docs/user-guide/folio-docs-home#acting-on-a-single-notification) has the per-row and bulk controls.
Notifications are kept for a period set by your admin — **6 months by default**.
## Email digests
Folio can email you your **unread** notifications on a schedule you choose. Anything you've already read is left out.
### Choosing your frequency
Open the **Notifications** tab on the Folio Docs home page and click the **Notification Settings** gear at the top right. Four choices:
| Setting | What you get |
| --- | --- |
| **Every hour** | A digest on the hour whenever you have unread notifications. **The default** until you choose otherwise. |
| **Twice daily** | Two digests a day |
| **Once daily** | One digest a day |
| **Off — no digest emails** | In-app notifications only |
A digest is only sent when you actually have unread notifications — a quiet hour produces no email.
If your admin hasn't enabled digests, the panel says so, and your choice is saved and takes effect whenever they turn them on.
### What the digest looks like
The email mirrors the Notifications tab. It opens with the Folio Docs lockup and a button that takes you straight into Folio, then lists your notifications **grouped under the Document** they belong to, with each Document's title linking to it. Under each Document, every notification carries **the same icon it has in the app** — mention, comment, resolved, reopened, shared, transferred, version restored, restored from the Recycle Bin — alongside its message, the comment preview where there is one, and a timestamp in your timezone, followed by a link that opens the Document, or the specific comment thread for comment notifications.
The subject line counts what's inside: *"You have 7 unread notifications on Folio Docs."*
**Long stretches are capped rather than sent in full.** A digest carries at most 50 notifications, across at most 20 Documents, with at most 10 per Document; anything beyond that becomes an "and N more" line linking into Folio.
**A digest reaches back 7 days at most.** Nothing older than that is included, however long it has been since your last one, so switching digests on never produces a dump of old history.
**Documents you've lost access to drop out.** Access is re-checked for each recipient at send time, so if a Document is unshared between the notification and the digest, it silently disappears from the email.
**Turning digests on doesn't change the in-app experience.** The Notifications tab and the Document bell work exactly as before; the digest is an extra copy delivered by email. See [Admin Panel Settings](/docs/admin/admin-panel/settings#notification-email-digest) for the org-level switch and sender address.
**Related:** [Collaborate with Comments](/docs/user-guide/comments) · [Browse the Folio Docs home page](/docs/user-guide/folio-docs-home) · [Using the Folio Document Editor](/docs/user-guide/document-editor) · [Admin Panel Settings](/docs/admin/admin-panel/settings#notification-email-digest)
---
# Use Keyboard Shortcuts
Source: https://foliosolutions.net/docs/user-guide/keyboard-shortcuts
The complete Folio editor shortcut reference — key combinations, markdown prefixes, and / commands side by side.
Most blocks in Folio can be created three ways: a **key combination** you press (for example **Cmd + B** on Mac or **Ctrl + B** on Windows, for bold), a **markdown prefix** you type, or a **`/` command**. This page shows all three together, so you can pick whichever fits how you work.
**Modifier keys.** Folio detects your platform and shows **Cmd** / **Option** on Mac and **Ctrl** / **Alt** everywhere else. This page writes them as **Cmd/Ctrl** and **Option/Alt**.
**The in-app sheet** is reachable three ways: the **Shortcuts** button in the [Utility Bar](/docs/user-guide/document-editor#2-utility-bar) footer, or by typing **`/shortcut`** or **`/shortcuts`** in the editor.
## Commands
| Action | Shortcut |
| --- | --- |
| Formatting and Salesforce Components | `/` |
| Mentions — records and people | `@` |
| Keyboard Shortcuts | `/shortcut` |
| Help Docs | `/help` |
| Close any open menu | **Escape** |
## Formatting
| Block | Press | Type to create |
| --- | --- | --- |
| Heading 1 | Cmd/Ctrl + Option/Alt + 1 | `#` · `/h1` |
| Heading 2 | Cmd/Ctrl + Option/Alt + 2 | `##` · `/h2` |
| Heading 3 | Cmd/Ctrl + Option/Alt + 3 | `###` · `/h3` |
| Bullet List | | `-` |
| Numbered List | | `1.` |
| Task List | | `[ ]` |
| Toggle | | `>>` — plain by default; H1/H2/H3 variants via ← → |
| Toggle with Heading | | `>>h1` · `>>h2` · `>>h3` |
| Quote | | `>` |
| Callout (Info) | | `!!` · `!!info` — seven styles via ← → |
| Callout styles | | `!!note` · `!!success` · `!!tip` · `!!quote` · `!!warn` · `!!error` |
| Drawer | | `/dr` |
| Code Block | | ` ``` ` |
| Image | | `/img` |
| Table | | `/tbl` — 3×3 by default; 5×5, 8×8, 10×10 via ← → |
| Columns | | `/col` — 2 by default; 3–6 via ← → |
| Link | Cmd/Ctrl + K | `/lnk` |
| Divider | | `---` |
**Markdown prefixes need a trailing Space.** `#` on its own stays a literal `#`; `#` followed by Space becomes a Heading 1. The prefix alone never converts — the space is what fires it. The one exception is the code block, which converts the moment you type ` ``` `.
Four more behaviors worth knowing:
- **`>>h1`, `>>h2`, `>>h3`** create a toggle whose title is already a heading.
- **Four items carry variants** you reach with **←** and **→** in the `/` menu before pressing Enter — Callout, Table, Columns, and Toggle. Enter without arrowing gives you the default.
- **Callout styles are typed directly.** `!!warn` creates a Warning callout in one step — no need to insert an Info callout and switch it afterward.
- **Code blocks convert instantly** on typing ` ``` ` at the start of a paragraph, with no Enter or Space, unlike every other markdown prefix.
## Text Formatting
| Action | Press | Markdown |
| --- | --- | --- |
| Bold | Cmd/Ctrl + B | `**text**` |
| Italic | Cmd/Ctrl + I | `*text*` |
| Underline | Cmd/Ctrl + U | |
| Strikethrough | Cmd/Ctrl + Shift + X | `~~text~~` |
| Inline Code | Cmd/Ctrl + E | `` `text` `` |
## Salesforce Components
| Component | Shortcut |
| --- | --- |
| Status Bar | `/sb` |
| Record Preview | `/rp` |
| Related List | `/rl` |
| Workbench | `/wb` |
| Kanban | `/kb` |
**Section filters.** Typing **`/sf`** or **`/cmp`** filters the `/` menu to components only. **`/fmt`** does the inverse, filtering to Formatting and hiding the components.
Menu items also match on keywords, so several spellings reach the same item — `/status`, `/path`, and `/stage` all find **Status Bar**; `/table`, `/grid`, and `/rows` all find **Table**. See [Formatting Documents](/docs/user-guide/formatting-documents#the--menu) for the full `/` menu catalog.
**Workbench is `/`-only.** It can't be inserted from `@`, because it isn't anchored to a single record — see [Insert Mentions with @](/docs/user-guide/at-commands).
## Lists and indentation
| Action | Shortcut |
| --- | --- |
| Indent list item | **Tab** |
| Outdent list item | **Shift + Tab** |
Two context-dependent behaviors that cause real confusion:
- **Inside a table cell**, Tab normally moves to the next cell — but when the cursor is in a list inside that cell, Tab indents the list item instead. At maximum indent depth the key does nothing rather than jumping cells.
- **Inside a code block**, Tab inserts a literal tab character.
## Containers — moving around inside one
**Toggles, drawers, and callouts each have a header and a body.** Move between the two with **Tab** and **Shift + Tab** rather than reaching for the mouse — Tab moves forward from the header into the body, Shift + Tab moves back.
The same keys move between **columns** inside a Columns block.
| Action | Shortcut |
| --- | --- |
| Move from a container's header to its body, or to the next column | **Tab** |
| Move back to the header, or to the previous column | **Shift + Tab** |
## Containers — getting out
**Shift + Enter exits the current container** (callout, drawer, toggle) and returns you to the document body. While your cursor is inside a container, Folio shows a **"Shift+Enter to exit"** pill at the lower-right of that container's body. When containers are nested, the hint names the innermost one.
## Inserting a line around a block
Click a [node handle](/docs/user-guide/document-editor#the-node-handle) to select its block, then:
| Action | Shortcut |
| --- | --- |
| Insert a new line **above** the selected block | **Enter** |
| Insert a new line **below** the selected block | **Shift + Enter** |
This is the quickest way to start a new paragraph directly above something already on the page — a heading, a table, a Salesforce component — without clicking into the text and working backward.
## Editing
| Action | Shortcut |
| --- | --- |
| Undo | Cmd/Ctrl + Z |
| Redo | Cmd/Ctrl + Shift + Z |
| Select all | Cmd/Ctrl + A |
## Driving the menus from the keyboard
Both the `/` and `@` menus work the same way:
- **↑** / **↓** to move through items
- **←** / **→** to move through an item's variants, where it has them
- **Enter** to choose
- **Escape** to dismiss
- Type to filter
**Four `/` items carry variants** reached with the left and right arrows — **Callout** (seven styles), **Table** (3×3, 5×5, 8×8, 10×10), **Columns** (2 through 6), and **Toggle** (plain, or an H1/H2/H3 heading as its title). Enter without arrowing gives you the default. See [Choosing a variant with the arrow keys](/docs/user-guide/formatting-documents#choosing-a-variant-with-the-arrow-keys).
## Typography auto-replacements
Folio also converts common patterns as you type — `-->` becomes →, `--` + Space becomes an en dash, `(c)` becomes ©, and more. The full table lives on [Formatting Documents](/docs/user-guide/formatting-documents#typography-auto-replacements).
**Related:** [Formatting Documents](/docs/user-guide/formatting-documents) · [Insert Mentions with @](/docs/user-guide/at-commands) · [Using the Folio Document Editor](/docs/user-guide/document-editor)
---
# Create Documents from Templates
Source: https://foliosolutions.net/docs/user-guide/create-documents-from-templates
Use admin-managed templates to create new Documents quickly with Live Fields pre-resolved from a source record.
Templates let you create new Documents quickly from a starting layout your admin has prepared. Templates can include Live Fields that automatically resolve from a chosen source record the moment the Document is created.
## Create a Document from a template
1. From the Document sidebar, click **New from Template**.
2. Choose a template from the list of templates available for your context.
3. Choose a source record: the Salesforce record that the template’s Live Fields will resolve from. The chosen record will also be linked to the new Document.
4. The new Document is created with body content from the template, Live Fields populated from the source record, and the source record already linked.
You can edit the Document like any other: change the title, edit content, add additional Record Links, share it, and so on.
> **Only templates your admin has marked Active appear in the list.** If a template you expect is missing, it's most likely still a draft — ask your admin.
Some templates don't ask for a source record at all. Those are built without a source object, usually because they're a pure structure — a meeting-notes skeleton, a checklist — with no Salesforce data to pull in.
## What comes pre-filled
Templates can carry several kinds of pre-filled content, and it's worth knowing which is which, because they behave differently once the Document exists.
- **Live values** — Record Links and Live Fields that stay connected to Salesforce. These keep updating as the record changes, so an Amount or a Stage in your Document never contradicts the record it came from.
- **Salesforce components** — Status Bars, Record Previews, Related Lists, Workbenches, and Kanban Boards, generated from the setup your admin configured on the template. These arrive already pointed at the right records. **You can modify them after the Document is created** — change a Related List's columns or filters, adjust a Kanban's lanes — without affecting the template or anyone else's Document.
- **Text stamps** — a record name or field value written in as ordinary text at the moment of creation. These do **not** update afterward. That's deliberate: a stamp records what a value *was*, which is exactly what you want for something like "Amount at time of renewal."
- **Locked pills** — gray pills holding a value that cannot be edited, such as the date the Document was created or the name of the person who created it. You can delete the pill from the Document, but you can't change what's inside it.
Everything else in a template is ordinary text you can edit freely.
Templates may also apply **Tags** and link **Related Records** automatically — so a Document created from an "Account Plan" template may already be tagged and linked before you type anything.
**Tags and related records that come from a template are locked — you can't remove them.** They show a small **lock icon** instead of the usual **×** in the Related & Tags drawer. This is intentional: your admin set them on the template so every Document made from it stays findable and correctly linked.
You can still add your own Tags and related records on top of them, and anything *you* add can be removed normally. Only the ones inherited from the template are fixed. If one of them is genuinely wrong, it's a template change — ask your admin. See [Template-locked items](/docs/user-guide/document-editor#5-related--tags-drawer).
## If something didn't fill in
**Text highlighted in red** means a merge field failed to resolve. That's a template configuration problem, not something you did wrong, and not something you can fix from the Document — let your admin know which template it was.
A value that's simply **blank** usually means the field is empty on the source record, or that you don't have Salesforce access to that particular field. In the second case, a colleague with access will see the value normally in the same Document.
## Where templates come from
Templates are managed by Folio admins in the [Admin Panel](/docs/admin/admin-panel). For how they're authored and maintained, see [Manage Templates](/docs/admin/admin-panel/templates).
**Related:** [Using the Document Editor](/docs/user-guide/document-editor) · [Insert Mentions with @](/docs/user-guide/at-commands) · [Formatting Documents](/docs/user-guide/formatting-documents) · [Browse the Folio Docs home page](/docs/user-guide/folio-docs-home) · [Manage Templates](/docs/admin/admin-panel/templates)
---
# View and Edit at the Same Time
Source: https://foliosolutions.net/docs/user-guide/concurrent-editing
How Folio handles two people opening the same Document — one editor at a time, who's viewing, and how editing passes between people.
Two people can open the same Document at once. Only one of them can edit it at a time.
This page covers how Folio decides who's editing, how to tell who that is, and how editing passes from one person to the next.
## Why one editor at a time
The Salesforce platform does not support real-time co-editing the way a standalone document tool does. Folio gives editing to one person at a time so that everyone's work is preserved exactly as they wrote it.
The tradeoff is that you sometimes wait for a colleague to finish.
## How Folio knows who's editing
Every open Document tab sends a **heartbeat** roughly every 10 seconds. A tab that is in **Editing** mode and sending a fresh heartbeat holds the **edit lock**.
> **The lock belongs to the tab, not to you.** If you have the same Document open in a second browser tab, that second tab is blocked just like anyone else's would be. It's a common source of confusion — if Folio says a Document is being edited and you're certain nobody else has it open, check your own other tabs first.
If a tab stops sending heartbeats — the person closed it, switched to **Viewing**, lost connection, or put their laptop to sleep — the lock goes stale and becomes available.
## What you'll see
Folio surfaces the current state through four things in the editor.
1 **Viewer initials in the header.** The initials of everyone else who currently has the Document open appear in the [Document header](/docs/user-guide/document-editor#1-document-header). This is your at-a-glance answer to "is anyone else in here?"
2 **A blue banner naming who holds editing.** When someone else is editing, a blue banner tells you who. If you try to switch to **Editing** mode yourself, you'll see **"{name} is editing now."**
3 **The offer banner.** When the current editor stops editing or their session goes stale, viewers are offered the chance to start editing.
4 **A yellow refresh banner.** While you're viewing a Document someone else is editing, this appears once their changes are saved, offering to reload the latest content. Their edits don't stream into your view live — you pick them up when you accept the refresh.
## How editing passes to the next person
When the lock holder stops editing or their session goes stale, **every viewer gets the offer banner at the same time**. Whoever accepts it first takes the lock, and everyone else stays in Viewing mode.
To pick up editing, stay on the page and accept the offer when it appears.
**Taking the lock refreshes the Document first.** When you accept the offer, Folio loads the newest saved version before unlocking edits, so you're never editing a stale copy of what the previous person just wrote.
## Working around the one-editor limit
A few habits make this a non-issue in practice:
- **Switch to Viewing mode when you're done.** If you leave a Document sitting in Editing mode, you're holding the lock against everyone else. The [Editing / Viewing toggle](/docs/user-guide/document-editor#view-mode) is in the Utility Bar.
- **Close tabs you're not using.** A forgotten background tab in Editing mode is the most common cause of an unexplained lock.
- **Split long documents into sections people own.** Two people editing two Documents beats two people contending over one.
- **Use comments for feedback.** You don't need the edit lock to comment, so a reviewer can leave notes while the author keeps writing. Comment replies also generate [notifications](/docs/user-guide/notifications#what-triggers-a-notification).
**Related:** [Using the Folio Document Editor](/docs/user-guide/document-editor) · [Browse Document Version History](/docs/user-guide/version-history) · [Collaborate with Comments](/docs/user-guide/comments) · [What is Folio Docs?](/docs/user-guide/what-is-folio)
---
# Browse Document Version History
Source: https://foliosolutions.net/docs/user-guide/version-history
Every Document keeps a version history — how snapshots are recorded and consolidated, and how to compare or restore an earlier version.
Every Folio Document keeps a version history automatically. Folio records versions as you work and consolidates them over time, so the history stays short enough to browse.
## Opening version history
Open the **⋯** overflow menu in the [Utility Bar](/docs/user-guide/document-editor#3-dots-overflow-menu) and choose **Version History**. From there you can browse the list of versions, compare any two, and restore an earlier one.
## How versions are recorded
Each save records a snapshot for the **current 5-minute window**. If you keep working, further saves inside that same window update that same snapshot rather than creating new ones, and each person who edits during the window is added to the snapshot's list of editors.
This is why a solid hour of writing doesn't produce hundreds of versions. It also means a snapshot can carry more than one name — if you and a colleague both edit during the same window, both names appear on it.
## How history is consolidated
A nightly job merges older snapshots so the history stays navigable as a Document ages:
| Age | What happens |
| --- | --- |
| Under 24 hours | 5-minute snapshots are kept as-is |
| Older than 24 hours | 5-minute snapshots merge into **hourly** snapshots |
| Older than 3 days (72 hours) | Hourly snapshots merge into **daily** snapshots |
**Every merged snapshot keeps that period's final content and the names of everyone who edited during it.** So consolidation costs you intermediate steps, not information about what the Document said or who worked on it.
The practical consequence: recent history is fine-grained and older history is coarse. If you need to recover something from a specific moment, do it in the first day while the 5-minute snapshots still exist. After that you can still get the state at the end of an hour, and later the state at the end of a day.
### Version numbering
Version numbers roll up naturally as history consolidates, so the number itself tells you the granularity:
- **Daily** snapshots — `v1`, `v2`, …
- **Hourly** snapshots — `v1.1`, `v1.2`, …
- **5-minute** snapshots — `v1.1.1`, …
A version numbered `v3.2.4` is a 5-minute snapshot from the second hour of the third day of the Document's history.
## Comparing versions
Pick any two versions to compare. The **older** version appears on the left and the **newer** one on the right, with the differences highlighted.
Use the **Hide unchanged** toggle to collapse untouched regions of the Document. On a long document where someone changed one paragraph, this is the difference between reading twelve pages and reading four lines.
## Restoring a version
Restoring returns the Document's content to the state captured in the selected version.
Because restoring is itself a change to the Document, it's recorded in history like any other edit — so restoring the wrong version isn't destructive, and you can restore back to where you were.
**The Document's owner is notified when someone else restores it**, naming who did it and which version it went back to. Restoring your own Document notifies nobody, and a Queue-owned Document generates no restore notification. See [Notifications](/docs/user-guide/notifications#what-triggers-a-notification).
> **You need edit access, and the [edit lock](/docs/user-guide/concurrent-editing), to restore a version.** If someone else is currently editing the Document, wait for the offer banner before restoring.
## How long versions are kept
**Versions older than 12 months are removed by default.** This retention period is configurable by your Salesforce admin, and it can be set to keep versions forever.
If your team has a compliance or audit reason to retain document history longer than a year, that's a conversation with your admin — see [Version history retention](/docs/admin/admin-panel/settings#data-retention) for the setting.
**Related:** [Using the Folio Document Editor](/docs/user-guide/document-editor) · [View and Edit at the Same Time](/docs/user-guide/concurrent-editing) · [Collaborate with Comments](/docs/user-guide/comments) · [Browse the Folio Docs home page](/docs/user-guide/folio-docs-home)
