Find your documents again: Recent and color labels

The file browser has two personal places in its folder tree: Recent and Labels. Recent lists the documents you worked with last. Labels lists the documents and folders that you marked with a color.

Both lists belong to you. No other user sees your Recent list, your colors, or the names you give to the colors. This is also true for administrators.

Open the documents you used last

Select Recent in the folder tree. The list shows the newest document first. The column Last used shows when you last worked with the document and what you did, for example opened, downloaded or uploaded.

ADM adds a document to Recent when you do one of these things:

• View or preview the document.
• Download the document.
• Create the document, for example with an upload.
• Add a new version, merge versions, or restore an old version.

Each document appears once. A new action moves the document to the top.

Recent has these limits:

• The list keeps the newest 50 documents by default. An administrator can change the number with the setting RECENT_DOCUMENTS_LIMIT. See the settings reference.
• A document that you can no longer see is not shown. This includes a document in the trash, an archived document, and a document whose share ended.
• A document that you opened through a share link or an embedded view is not added.
• You cannot sort Recent. The order is always newest first.

Remove documents from Recent

1. Select one or more documents in the Recent list.
2. Open the context menu and select Remove from Recent.

The document stays in its folder. To remove every entry, open the context menu of Recent in the folder tree and select Clear Recent.

Mark documents and folders with a color

ADM has seven colors: red, orange, yellow, green, blue, purple and gray. You can put one or more colors on a document or a folder. A colored dot next to the name shows each color.

Add or remove a color

1. Select one or more documents or folders.
2. Open the context menu and select Color labels.
3. Select a color. A check mark shows that every selected item has the color.

To remove the color, select it again. If only some of the selected items have the color, the entry shows (some). Select it once to add the color to all selected items. Select it again to remove it from all.

You can also press Ctrl+Shift+L (Cmd+Shift+L on macOS) to open the color menu for the selected items.

You need the right to view an item to put a color on it. You do not need the right to edit it. Items in the trash cannot get a color.

Find the marked items

Select Labels in the folder tree. It has one entry for each color. Each color entry lists the documents and folders that carry the color. You can sort and filter these lists as you do in a folder.

To search for marked documents, open the search filters and select one or more colors under Color labels. You can combine colors with a search text and with other filters.

Rename the colors

You can give each color a name that is meaningful to you, for example “To review” for red.

1. Select Labels in the folder tree.
2. Open its context menu and select Rename colors…. The dialog also opens from the empty Labels list.
3. Enter a name of up to 50 characters for each color you want to change.
4. Save the dialog.

To return a color to its default name, clear the field. The new names show in the menus, in the folder tree, and in the search filters.

Know what other users can see

• Your Recent list, colors and color names are private. Other users see no dot on an item that you colored.
• ADM keeps a color on an item when you lose access to it, but does not show it. The color shows again if you get the access back.
• When a document or folder is deleted for good, its colors and Recent entries are deleted with it.
• Colors and Recent are not available in an embedded file browser.
• When an administrator renames a user with adm_user_api.migrate_user, the lists move to the new name.

Use the lists in your own APEX application

Three views return the lists of the current ADM session: adm_my_recent_documents_v, adm_my_color_labels_v and adm_my_color_label_names_v. The package adm_user_items_api adds and removes colors and names. Both read the user from the ADM context, so an application must establish a context first. See Querying ADM from SQL.