Administration

Users with the ADMIN role get an Administration entry in the navigation menu. The deeper subjects have guides of their own.

Section	What it is for	Guide
Users	Create users, assign roles, activate and deactivate	Users and groups
Groups	Group membership, group folders, group tags	Users and groups
Root View	Browse the entire filesystem, regardless of ownership	below
Audit	Who did what, when	below
Deduplication	Find duplicate files	below
Settings	Every configurable value	Settings reference
Hooks	Register your own PL/SQL against product events	Hooks
Embed Tokens	Tokens that let another application render ADM content	Embedding
Job Log	Whether the scheduled maintenance is running	Jobs and maintenance
Tags	Tags and tag groups	Search and taxonomy
RAG Collections	AI Pack: collections, sync status, debugging	RAG configurations
AOE service logs	Diagnose failed Office edits	Editing documents

Administrators see everything

The ADMIN role bypasses the per-object permission checks — an administrator can open any file in the system. The audit log is the record of what administrators did with that access. Keep the number of administrators small.

Root View

The Root View browses the whole filesystem — every user’s home folder, every group folder, every trash folder — as a tree.

It is the tool for the questions ordinary navigation cannot answer:

• Where did this file actually end up?
• What is in a departed user’s home folder?
• Who is this folder shared with, before I move something into it?
• Which folders are system-managed? (They are flagged; see The filesystem.)

Clicking the audit column on any folder or file jumps straight to that object’s audit history.

Audit

Every consequential action is recorded in adm_audit_log: the action type, who did it (user_id), when (action_date), which document or folder, and which channel they came through (user_access: APEX, DB, REST or EMBED).

Around forty action types are recorded, covering:

• Documents — create, new version, delete version, restore version, rename, move, trash, restore, permanent delete
• Folders — add, rename, move, trash, restore, permanent delete, permission change
• Sharing — internal shares created and deleted, share links created, modified, and used
• Users and groups — user created, activated, deactivated; group created; members added and removed
• Records management — retention added and removed, legal hold placed and lifted, retention deletion carried out
• Tags — added, updated, removed
• Storage — object storage uploads and deletions

Reach it from Administration → Audit, or from the audit column of any row in the Root View.

For reporting, use adm_report_audit_log_v, which adds categorised actions and time-based fields:

-- everything one user did in the last week
select action_date
     , action_type
     , user_access
     , document_name
     , folder_path
     , action_details
  from adm_report_audit_log_v
 where user_id = 'JDOE'
   and action_date > systimestamp - 7
 order by action_date desc;

The audit log grows, and nothing prunes it

There is no retention job for adm_audit_log: it is the compliance record. On a busy system it becomes one of the largest tables in the schema. Give it room, and if your own policy allows archiving old rows, you have to write that job yourself.

Deduplication

The deduplication page finds files whose content is identical — same checksum — across the filesystem, which is how you recover the storage lost to the same attachment being uploaded by fifteen people.

Caution

Duplicates are not automatically merged: two copies in two folders may have two different sets of shares, tags and comments, and two owners who each believe the file is theirs. Review before deleting, and remember that deleting only sends the copy to the trash — the space is not reclaimed until the trash is emptied.

Also refer to

• Users and groups
• Settings reference
• Jobs and maintenance
• Records management
• Object storage
• The filesystem
• Managing the filesystem from the database