Show information about a document or folder

The Info dialog shows what ADM knows about one document or one folder. It is also the place where you manage legal holds and retention. It opens as a modal dialog over the file browser and over the Document Actions component.

Open the Info dialog

Open the row menu of a document or a folder and choose one of these entries:

Entry	Result
Get info	Opens the dialog on the General tab.
Legal hold…	Opens the dialog on the Governance tab.
Retention…	Opens the dialog on the Governance tab.

Get info is on the menu of every document and folder. Legal hold… and Retention… appear when you have edit rights on the item. They do not appear for an item that is in the trash or protected by a system folder. Both entries change data, so a read-only session does not offer them. An editor who is not an owner sees both entries, but the Governance tab then shows no controls to change a hold or a retention, because these changes need owner rights.

Read the header and the tabs

The header shows an icon, the name of the item, and a line with its kind and size, for example PDF document · 2.4 MB. A folder shows Folder and the number of files and folders in it. A long name wraps to more lines.

The dialog shows only the tabs that apply to the item and to you. The tabs stay in one row. If the window is too narrow for all tabs, the row scrolls sideways. Only the area below the tabs scrolls. The header, the tabs and the Close button stay in place.

Tab	Item	Content	Who sees it
General	Document, folder	Path, type, size, version, created and updated by and at, owner, description, comment count. A folder shows the number of files and folders in it and their size, if the folder rollup setting is on. Above the maximum number of documents of that setting the numbers are partial.	Everyone who can view the item
Tags	Document	The tags of the document. You can edit them.	Everyone who can view the document. Only users with edit rights can change tags.
Sharing	Document, folder	The users and groups that have the item, and the number of link shares.	Everyone who can view the item sees the tab. Only owners, editors and administrators see its content.
Governance	Document, folder	The effective legal hold and retention, and the controls to change them.	Everyone who can view the item. The controls depend on your rights.
Versions	Document	One row per version, newest first, with version number, size, creator and date.	Everyone who can view the document
Audit	Document, folder	The audit entries of the item: action, user, source, date and details, newest first, paged.	Users with owner rights on the item, and administrators
Storage	Document	Location, object key, checksum, checksum state and migration status of the latest version. Read-only.	Administrators

The size of a folder adds up the latest version of each document in it. The audit entries of a folder are the entries of the folder itself. They do not include the entries of the documents and folders below it.

Edit the tags of a document

Open the Tags tab of the document. You need edit rights, and the document must not be in the trash.
To change the value of a tag, edit the value field of its row.
To remove a tag, choose the remove button of its row.
To add a tag, enter a name and an optional value, then choose Add.
Choose Save tags.

ADM stores tag names in lowercase and removes spaces at both ends. Each name must be unique in the document. You cannot tag a folder.

Keep unsaved changes

The Tags tab and the Governance tab keep what you enter when you open another tab. A tab with unsaved changes shows a dot, and the footer shows Unsaved changes. A command on another tab does not delete the draft.

If you close the dialog or open another page while changes are unsaved, the dialog asks first:

Keep editing returns to the dialog with your changes.
Discard changes closes the dialog and drops the changes.
Save and close saves the tags and closes the dialog. This button appears only when every unsaved change can be saved with one choice. A legal hold or a retention is never placed this way, because each one has its own checks and confirmations.

Read the effective legal hold and retention

The Governance tab shows the result for the item, not only what is set on the item itself.

Legal hold. The tab states if the item is under a hold. It names the reason, for example the hold of the folder /Legal/Matter 2026-17 with its reason, who placed it and when. A hold marked as system can be lifted by an administrator only.
Retention. The tab shows the latest end date and the end action. It lists the folder rules that cover the item, with their period and path. A folder shows its rules, because a folder rule has no end date of its own: each document gets its end date from its creation date plus the period.

A hold or a rule that comes from a folder above the item is not changed on this item. Open the Info dialog of that folder to lift or remove it. See Combine several rules for how ADM combines the rules.

Place and lift a legal hold

Open Legal hold… on the item, or open Get info and select the Governance tab.
For a folder, enter a Reason, for example the matter name. A document hold has no reason.
If you are an administrator and the hold must be a system hold, select System hold (only an administrator can lift it).
Choose Place legal hold.

To lift a hold that is on the item itself, choose Lift legal hold. An administrator must lift a system hold. If an administrator places a system hold on an item that has a normal hold, the hold becomes a system hold (the button is then Make it a system hold).

Place, extend and remove a retention

Open Retention… on the item, or open Get info and select the Governance tab.
For a document, enter the date in Protect until. For a folder, enter the Period after each document is created and the unit (day, month or year). The period counts from the creation date of each document.
Select the When it ends action: Delete it or Release it. See Retention on a document for the meaning of each end action.
Enter a Category (optional).
If you are an administrator and the retention must be a system retention, select System retention (nobody can remove or shorten it before it ends).
Choose Place retention.

If the item already has a user retention, the button is Replace retention. The form states that the new retention replaces the current one, and the new end can be earlier.

There is one exception. If you are an administrator and add a system retention to a folder that has a user retention of its own, the button is Place retention. The system retention goes on top of the user retention, and the user retention stays.

To make a retention last longer, choose Extend…. The fields for the new date, or for a longer period of a folder, appear after you choose it. Choose Extend to save, or Cancel to close the fields. To end a retention, choose Remove retention. You can remove the retention of the item itself, unless it is a system retention that still protects something. Nobody can remove or shorten such a retention. An administrator can only extend it. An administrator can remove the system rule of a folder when it protects no document any more, and can remove the system retention of a document after its end date.

Confirm an irreversible action

The dialog asks for a confirmation before an action that cannot be undone. The text of the confirmation states the consequence in words. Choose Back to cancel. The border and the button show what kind of action it is: a system retention shows a warning, a rule that deletes documents at once is red, and removing a retention has no colour.

A system retention stays until its end date.
A folder rule with the end action Delete it on documents that are already past the period makes these documents eligible for deletion at once. The confirmation shows the number of documents. The next run of the daily job deletes them permanently.

Retry a failed read

If the dialog cannot read the item, it shows the error and a Retry button. The tabs that read a list (Versions, Audit, Annotations) do the same. If Show more fails, the rows that you already read stay on the screen. The error appears next to the button, and you can choose it again.

Know which controls you see

The dialog draws a control only when the server says that you can use it. The server also checks the rules again when you choose the control, so a refused action shows the ADM error message.

Control	You see it when
Place legal hold	You have owner rights, the item has no hold of its own, and it is not in the trash. A folder must not be a system folder.
System hold, system retention	You are an administrator. The same rules as for the user version apply. An administrator still sees Make it a system hold when the item has a user hold of its own. On a folder, an administrator can add a system rule on top of a user rule of its own.
Lift legal hold	The item has a hold of its own, you have owner rights, and you are an administrator if the hold is a system hold. A document must not be in the trash.
Place retention	You have owner rights and the item is not in the trash. A folder must not be a system folder and must have no rule of its own. A document must have no hold, own or inherited, and no running system retention.
Extend…	The item has a retention or rule of its own, you have owner rights, and you are an administrator if it is a system retention. A document must not be in the trash.
Remove retention	The item has a retention or rule of its own and you have owner rights. A document must not be in the trash. A system retention that still protects something cannot be removed. For a system rule on a folder you must also be an administrator, and the rule must protect no document.
Tags	You have edit rights, and the document is not in the trash

See Records management for the rules behind these controls and for the PL/SQL calls.