# Admin FAQ

Common admin questions about Folio Docs — setup, storage, security and sharing, automation, and templates.

Short answers to the questions Salesforce administrators ask most, each linking to the full detail.


## Setup and requirements

<details class="docs-faq">
<summary>How long does it take to get up and running on Folio Docs?</summary>

About as long as a cup of coffee. Folio Docs was designed from the ground up to be quick and easy to administer, and every setting ships with a default already configured to our recommendation — so the end-to-end time to install the package and have it set up and ready for people to use is a single sitting, not a project. See [Install the Package](/docs/getting-started/installation) and [Follow the Setup Checklist](/docs/getting-started/setup-checklist).

What takes longer is the tailoring: building sophisticated automations with [Invocable Apex](/docs/admin/automation-invocable-apex) actions, or building out a library of [Templates](/docs/admin/admin-panel/templates). How long depends on your organization's needs.

</details>

<details class="docs-faq">
<summary>What does Folio require in my org?</summary>

Two things: your org must be on a **supported Salesforce edition** — Enterprise, Unlimited, Performance, or Developer — and **Lightning Web Security must be enabled**. LWS is on by default in most orgs, and it's a hard dependency — with it off, Folio Docs will not work. Professional and Group/Team Editions aren't currently supported, as they don't include Apex by default. See [Check the Prerequisites](/docs/getting-started/prerequisites).

</details>

<details class="docs-faq">
<summary>Which permission sets do users need?</summary>

The **Folio Docs License** permission set license for everyone, plus one permission set each: **Folio Docs User** for end users, **Folio Docs Administrator** for anyone managing it. Admins do not need Folio Docs User as well — Folio Docs Administrator already contains it. See [Assign Permissions](/docs/getting-started/licenses-and-permissions).

</details>

<details class="docs-faq">
<summary>Does the Folio Docs Administrator permission set let me change every setting?</summary>

No. The **Folio Docs Administrator** permission set gets you into the Admin Panel, but several org-level settings also require Salesforce system permissions — **Customize Application**, and **Modify All Data** for Asynchronous Processing. A Folio admin without those system permissions sees the affected settings as read-only. See [Who can change what](/docs/admin/admin-panel/settings#who-can-change-what).

</details>

<details class="docs-faq">
<summary>What's the minimum to get value out of Folio?</summary>

Choose your Linkable Objects, select Linkable Fields, and turn on Background Jobs. See [Admin Panel Settings](/docs/admin/admin-panel/settings).

</details>

<details class="docs-faq">
<summary>Can I turn off email digests without turning off Background Jobs?</summary>

Yes. **Send Email Digests** under [Notification Email Digest](/docs/admin/admin-panel/settings#notification-email-digest) is its own switch. Set it to **Disable** and leave Background Jobs enabled — every other scheduled job keeps running and no digest email is ever sent. It's the only background job with an individual off switch.

</details>

<details class="docs-faq">
<summary>Which address do email digests come from?</summary>

An **Organization-Wide Email Address** you choose under [Notification Email Digest](/docs/admin/admin-panel/settings#notification-email-digest). Only verified, unrestricted addresses are offered — the address must have **Allow All Profiles to Use this From Address** enabled, or it won't appear and digests can't send from it. A dedicated address such as `folio-alerts@yourcompany.com` is the recommendation, though a shared `systems@` or `operations@` works. Give it the display name **Folio Notifications** either way — that name is what recipients see in their inbox. Without a valid sender, digests don't send and the Admin Panel shows a failure banner.

</details>

<details class="docs-faq">
<summary>Folio's background jobs stopped running. What happened?</summary>

Most likely the user who enabled **Background Jobs** was deactivated. Salesforce runs scheduled jobs as the user who scheduled them, so deactivating that user stops all nine of Folio's. Any system administrator can fix it by setting Background Jobs to **Disable** and then **Enable** again, which reschedules everything under them. A lost Folio license or a frozen account does **not** cause this — only deactivation. See [Asynchronous Processing](/docs/admin/admin-panel/settings#the-user-who-enables-it-owns-the-schedule).

</details>

<details class="docs-faq">
<summary>Do I have to enable Background Jobs?</summary>

Yes. It schedules search indexing, Team member sharing, the Dashboard's usage data, version history consolidation, email digests, the [Recycle Bin](/docs/admin/admin-panel/recycle-bin) purge, and log, export, and notification cleanup. With it off, search results go stale and retention never runs. See [Asynchronous Processing](/docs/admin/admin-panel/settings#asynchronous-processing).

</details>

## Data and storage

<details class="docs-faq">
<summary>How much Salesforce storage will Folio consume?</summary>

Less than most people expect. Salesforce charges ~2 KB per record regardless of content, so a long Document costs the same as a short one. See [Data Storage in Folio](/docs/reference/data-storage) for the full arithmetic and the retention settings that control growth.

</details>

<details class="docs-faq">
<summary>Does document length affect storage?</summary>

No. A one-line note and a 20-page account plan are both ~2 KB.

</details>

<details class="docs-faq">
<summary>How do I control long-term storage growth?</summary>

Notification, export, log, and version retention are all in the **Data Retention** section of the Admin Panel's Settings tab. Versions are roughly two-thirds of all records Folio creates, so **halving version retention roughly halves the footprint**. See [Which objects grow fastest](/docs/reference/data-storage#which-objects-grow-fastest).

</details>

<details class="docs-faq">
<summary>Does shortening version retention delete Documents?</summary>

No. It removes older change-history snapshots only. Every Document and its current content is untouched.

</details>

<details class="docs-faq">
<summary>Where does Folio's data live?</summary>

In your Salesforce org, in custom objects from the managed package. There is no external service and no separate data store.

</details>

<details class="docs-faq">
<summary>Who should run import and export jobs?</summary>

A **Salesforce Administrator with View All Data and View All Fields**. Both jobs run in the context of the user who starts them, so an export returns only the Documents and related records that user can see — and still reports success — while an import can only resolve record references against records and fields they have access to.

The **Folio Docs Administrator** permission set opens the Migration tab. It does not grant org-wide visibility, and those are separate things. See [Who should run migration jobs](/docs/admin/admin-panel/migration#who-should-run-migration-jobs).

</details>

<details class="docs-faq">
<summary>Do imported files stay in my org after they're converted?</summary>

Only if you want them to. Importing `.docx` or Markdown files stores each upload as a Salesforce ContentDocument, which is then converted into a Folio Document. Select the **After import: Delete the uploaded files** checkbox on the import screen and successfully converted uploads are removed, so you aren't holding a copy of every document in file storage as well as data storage.

Files that fail to convert are kept rather than purged, so you can investigate and retry. See [Import and export files](/docs/reference/data-storage#import-and-export-files).

</details>

<details class="docs-faq">
<summary>Do exported files accumulate in my org?</summary>

No — they're purged on a schedule. Exports are compressed into zip files and stored as ContentDocuments, and **Document Export Retention** in the Admin Panel's Data Retention settings purges them automatically. The default is **6 months**, and it's admin-configurable.

See [Data Retention](/docs/admin/admin-panel/settings#data-retention).

</details>

## Security and sharing

<details class="docs-faq">
<summary>Does Folio respect Salesforce sharing?</summary>

Yes. Folio never grants a user access they don't already have in Salesforce. Live Field write-back respects object-, record-, and field-level security, and Get actions run in the running user's context unless the calling flow is set to system context.

</details>

<details class="docs-faq">
<summary>Can I share a Document with a Queue or a Role?</summary>

**A Queue, yes** — directly in the Sharing panel, through the Share Document action, or automatically when a linked record it owns has an Auto-Share Level of Read or Edit. A Queue can also *own* a Document outright. Either way the Queue must list **Folio Document** among its supported objects first.

**A Role, no.** Roles cannot receive a Document share by any route; use a Public Group. See [Queues](/docs/admin/admin-panel/settings#queues).

</details>

<details class="docs-faq">
<summary>What happens when a user deletes a Document?</summary>

By default it's **archived**, not destroyed — the record stays and admins can recover it. Hard delete is **disabled** by default and configurable. See [Delete Permissions](/docs/admin/admin-panel/settings#delete-permissions).

</details>

<details class="docs-faq">
<summary>How do I restore a user's deleted Document?</summary>

From the [Recycle Bin](/docs/admin/admin-panel/recycle-bin) tab of the Folio Admin app:

1. Open **Folio Admin** and go to the **Recycle Bin** tab. It lists every archived Document in the org, whoever owned it, newest first.
2. Find theirs — search by title, owner, or whoever deleted it. The **Archived Date** and **Archived By** columns tell you when it went and who did it.
3. Click the row to read it first, if two titles look alike. It opens read-only.
4. Click **Restore**.

It's back immediately, with content, comments, Tags, related records, sharing, and version history intact, and **the owner is notified** that you restored it.

For a bulk restore, set `folio__Is_Archived__c` back to `false` on the records directly — see [Update Data in Bulk](/docs/admin/bulk-data-updates).

</details>

<details class="docs-faq">
<summary>How long do I have to restore a deleted Document?</summary>

**6 months by default**, then a nightly job purges it permanently — along with its comments, versions, and links. The window is **Archived Document Retention** in the [Data Retention](/docs/admin/admin-panel/settings#data-retention) section of the Settings tab; set it to `0` to keep archived Documents indefinitely. Nothing is purged at all while [Background Jobs](/docs/admin/admin-panel/settings#asynchronous-processing) is disabled.

</details>

<details class="docs-faq">
<summary>Can I tell who deleted a Document?</summary>

Yes. The [Recycle Bin](/docs/admin/admin-panel/recycle-bin) records **Archived By** and **Archived Date** on every row, stamped at the moment of deletion. Documents archived before those stamps existed fall back to their last-modified user and date.

</details>

<details class="docs-faq">
<summary>Does @-mentioning someone give them access?</summary>

Yes, in both cases, but the access differs.

When a user is **@-mentioned in a Document body**, they get access at the level set for the **User** object under Choose Linkable Objects — None, Read, or Edit. If User isn't among your Selected Objects, people can't be @-mentioned in Document bodies at all.

When a user is **@-mentioned in a comment**, they get read-only access, so the link in their notification opens the Document for them.

See [Special case: the User object](/docs/admin/admin-panel/settings#special-case-the-user-object).

</details>

## Automation and real-time updates

<details class="docs-faq">
<summary>Which objects get real-time updates without setup?</summary>

**Account, Contact, Opportunity, and Case.** For any other object, add an after-save record-triggered Flow calling **Folio: Refresh Document from Record Changes**. See [Set up Real-Time Updates](/docs/admin/real-time-updates).

</details>

<details class="docs-faq">
<summary>What happens if I skip the record-triggered Flow for an object?</summary>

Documents linked to that object still show current data on page load. The Flow is only needed for changes to appear live in Documents users are actively viewing at that moment.

</details>

<details class="docs-faq">
<summary>What can I automate from Flow?</summary>

Eleven packaged invocable actions covering querying, creating, cloning, sharing, tagging, linking, transferring, and deleting Documents. See [Automate with Invocable Apex](/docs/admin/automation-invocable-apex).

</details>

<details class="docs-faq">
<summary>How do I read an error from a Folio invocable action?</summary>

Add a Fault Path and read `{!$Flow.FaultMessage}`. **No action has an `errorMessage` output**, and the `success` output is only ever `true`. See [Handle Invocable Apex Errors](/docs/admin/invocable-apex-errors).

</details>

<details class="docs-faq">
<summary>Why did my whole batch fail because of one bad record?</summary>

Bulk batches don't partially succeed — one bad request rolls back the entire invocation. Filter inputs upstream.

</details>

<details class="docs-faq">
<summary>Can I bulk-load Folio data?</summary>

Yes, on three objects: Document Shares, Junctions, and Tags. Never bulk-delete Documents directly — use the **Folio: Delete Document** action. See [Update Data in Bulk](/docs/admin/bulk-data-updates).

</details>

## Templates and tags

<details class="docs-faq">
<summary>Can end users create Templates?</summary>

No. Only users with **Folio Docs Administrator** can create, edit, or delete Templates. Users create Documents *from* them.

</details>

<details class="docs-faq">
<summary>A Template isn't showing up for users. Why?</summary>

It's almost certainly still in **Draft**. Only **Active** Templates can be used, from the UI or from automation. See [Template Status](/docs/admin/admin-panel/templates#template-status).

</details>

<details class="docs-faq">
<summary>What's the difference between a Linkable Field and a Live Field?</summary>

A **Linkable Field** is the admin setting permitting Folio to reference a Salesforce field. A **Live Field** is one of the things that permission unlocks — an inline chip showing that field's value. The same setting also feeds the Salesforce components. See [Choose Linkable Fields](/docs/admin/admin-panel/settings#choose-linkable-fields).

</details>

<details class="docs-faq">
<summary>Can users remove a Tag that came from a Template?</summary>

No. Tags and related records inherited from a Template are locked on the resulting Document. Choose them deliberately.

</details>

**Related:** [End User FAQ](/docs/reference/user-faq) · [Data Storage in Folio](/docs/reference/data-storage) · [Admin Setup](/docs/admin) · [Browse the Glossary](/docs/reference/glossary)