# End User FAQ

Common questions from people using Folio Docs day to day — editing, Salesforce data in Documents, comments, and notifications.

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


## Working in a Document

<details class="docs-faq">
<summary>Can two people edit the same Document at once?</summary>

No — one editor at a time. Everyone else can view and comment. When the editor stops, whoever accepts the offer banner first takes over. See [View and Edit at the Same Time](/docs/user-guide/concurrent-editing).

</details>

<details class="docs-faq">
<summary>It says someone is editing, but nobody else has it open.</summary>

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

</details>

<details class="docs-faq">
<summary>Can I recover something I deleted?</summary>

Usually yes, with an admin's help. In most orgs deleting **archives** the Document rather than destroying it, and archived Documents wait in the [Folio Recycle Bin](/docs/admin/admin-panel/recycle-bin) until an admin restores them. Restoring brings back everything — content, comments, Tags, related records, sharing, and version history — and you're notified when it's back.

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

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

</details>

<details class="docs-faq">
<summary>Can I see or restore an earlier version?</summary>

Yes. Open the **⋯** menu → **Version History** to browse, compare any two versions, and restore. See [Browse Document Version History](/docs/user-guide/version-history).

</details>

<details class="docs-faq">
<summary>How long are old versions kept?</summary>

12 months by default, configurable by your admin.

</details>

<details class="docs-faq">
<summary>Why didn't my markdown shortcut work?</summary>

Markdown prefixes need a trailing **Space**. Typing `#` alone leaves a literal `#`; `#` then Space makes a Heading 1. The code block is the exception. See [Markdown shortcuts](/docs/user-guide/formatting-documents#markdown-shortcuts).

</details>

<details class="docs-faq">
<summary>Why is Table missing from the <code>/</code> menu?</summary>

Your cursor is somewhere a table isn't allowed, such as inside a callout or a column. See [Where blocks can go](/docs/user-guide/formatting-documents#where-blocks-can-go).

</details>

<details class="docs-faq">
<summary>How do I print or export a Document?</summary>

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

</details>

## Salesforce data in Documents

<details class="docs-faq">
<summary>Why don't I see an option in the <code>@</code> menu?</summary>

The options offered depend on what your admin has configured for that object. It's configuration, not a malfunction. See [Which options you'll see](/docs/user-guide/at-commands#which-options-youll-see).

</details>

<details class="docs-faq">
<summary>Why can't I insert a Workbench from <code>@</code>?</summary>

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

</details>

<details class="docs-faq">
<summary>Why can't I edit a Live Field value?</summary>

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

</details>

<details class="docs-faq">
<summary>A merge field shows as red text. What's wrong?</summary>

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

</details>

<details class="docs-faq">
<summary>Why can't I remove a Tag from my Document?</summary>

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

</details>

## Comments and notifications

<details class="docs-faq">
<summary>Can I comment if I only have read access?</summary>

Yes. Anyone who can open a Document can comment on it. Commenting and editing are separate capabilities. See [Collaborate with Comments](/docs/user-guide/comments).

</details>

<details class="docs-faq">
<summary>I'm in Viewing mode and can't select text to comment.</summary>

Viewing mode has no text-selection commenting. Click the comment button that appears in the node handle's place beside the block, or use the comment button in the upper-right under the Related & Tags drawer. See [Three places to start a comment](/docs/user-guide/comments#three-places-to-start-a-comment).

</details>

<details class="docs-faq">
<summary>Why can't I @-mention a user in the Document body?</summary>

Your admin hasn't made the **User** object a Linkable Object, so body [User Mentions](/docs/user-guide/at-commands#user-mentions) aren't available. You can always mention a user inside a comment instead — that works in every org. See [Special case: the User object](/docs/admin/admin-panel/settings#special-case-the-user-object).

</details>

<details class="docs-faq">
<summary>Does mentioning someone in a comment share the Document with them?</summary>

Yes — a [User Mention](/docs/user-guide/at-commands#user-mentions) in a comment grants them read-only access so the notification link opens for them. Mentioning a *record* in a comment shares nothing and creates no relationship.

</details>

<details class="docs-faq">
<summary>How do I get notified of activity in my Document?</summary>

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

**Only Folio Admins can restore a deleted Document.** Depending on your organization's settings a deleted Document may be recoverable, but the [Recycle Bin](/docs/admin/admin-panel/recycle-bin) it waits in is an admin-only tab — so reach out to an admin if you need something restored.

They arrive in two places in-app: the **bell** in the Document header for the Document you're in, and the **Notifications** tab on the Folio Docs home page for everything across the org. Both update live. For the full list of triggers, see [Notifications](/docs/user-guide/notifications#what-triggers-a-notification).

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

</details>

<details class="docs-faq">
<summary>I have a lot of notifications — how do I get through them?</summary>

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

Use the checkbox in a group header to select just that Document's notifications, or **Select All** at the top for everything, then mark read, mark unread, or archive in bulk. Comment notifications show a preview of the comment. See [Notifications](/docs/user-guide/folio-docs-home#notifications).

</details>

<details class="docs-faq">
<summary>Do I get notifications by email?</summary>

Yes, if your admin has email digests enabled — hourly by default, and you can change or switch it off yourself under **Folio Docs home → Notifications → Notification Settings**. Digests carry only what you haven't read, grouped by Document. See [Email digests](/docs/user-guide/notifications#email-digests).

</details>

<details class="docs-faq">
<summary>Can I move a comment to a different part of the Document?</summary>

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

</details>

**Related:** [Admin FAQ](/docs/reference/admin-faq) · [End User Guide](/docs/user-guide) · [Browse the Glossary](/docs/reference/glossary)