You are here:
Manage Index Fields in the Archive App
Efficient management of index fields in the Archive app is essential for optimizing search and query performance. Archive automatically indexes certain fields based on internal algorithms. However, some fields can't be indexed at all, and others must be configured manually for optimal data retrieval. The Index Fields Setup feature provides admins with visibility into which fields are indexable and permits manual selection to improve search performance.
Key Features
View Non-Indexed Fields
- Identify fields that aren't indexed for each object.
- Understand which fields can be indexed and prioritize indexing accordingly.
Select Fields for Indexing
- Choose multiple fields from one or more objects in a single request.
- Make sure that the selected fields are critical for search and query performance.
Quota Management
- Archive allows up to 1,000 manually indexed fields per org in addition to auto-indexed fields.
- Standard fields, such as
Id,CreatedDate, andRecordTypeId, don't count toward this limit.
Queue Index Requests
- After selecting fields, submit a request to queue them for indexing.
- Only 1 index request can be submitted every 14 days from the last successful index completion date per org.
- If an index request is open, a new request can't be submitted until completion.
Track Progress and History
- Check the status of your submitted index requests.
- View the Number of Indexed Fields and Number of Indexable Fields Remaining to plan future requests.
Auto-Indexed Fields
Auto-Indexed Fields include:
- Standard Fields, such as
Id,CreatedDate, orLastModifiedDate - Custom Picklist and Multi-Picklist Fields
- Custom Reference Fields, such as lookup and master-detail relationships
- Custom Date and DateTime Fields
- Custom Boolean Fields
- Custom Phone and Email Fields
- Certain Custom Text Fields based on internal algorithms
For specific custom text fields or custom fields outside these categories, manual indexing must be requested through the Index Fields Setup feature.
These fields aren't available for indexing.
EmailMessage: 'HtmlBody', 'TextBody'Attachment: 'Body'ContentVersion: 'VersionData'QuoteDocument: 'Document'
- Index Fields Setup
To view, select, and submit fields for indexing in the Archive app, turn on the Index Fields Setup setting.
Index Fields Setup
To view, select, and submit fields for indexing in the Archive app, turn on the Index Fields Setup setting.
Before indexing fields, plan your index usage wisely.
- The 1,000-field quota for manually indexed fields is in addition to auto-indexed fields.
- Index only fields that are essential for search and performance-sensitive queries.
- Use batch submissions to maximize efficiency.
- In Archive Settings, under Search, go to the Index Fields Setup tab.
- To see a list of fields that aren't indexed, select an object.
-
Choose the fields that you want to index.
Turn on to show already indexed fields.Note You must have at least 1 record of the selected object type archived for it to be available for indexing. When in view mode, indexed fields can't be edited.
- Select multiple fields across multiple objects in 1 request.
-
Make sure that indexing is necessary.
When indexed, fields can't be unindexed.
-
After selecting your fields, click Submit All.
The request is queued for processing.Note You can only submit 1 request per 14 days, provided no other request is pending. The countdown begins from the last successful index request completion date.
To avoid the 14-day wait restriction, we recommend grouping multiple fields into a single request.
-
Monitor your quota and request status.
Note There can be a delay after submitting the request to the queue before the indexing process begins. Orgs in trial mode (POC) have their requests prioritized in a separate queue.
- Check the status of your last index request.
- Review how many indexed fields remain in your org's Archive quota.
Example Use Case
Your sales team often queries Opportunity records based on a custom field, Region, and a related Account Type field on the Account object. These fields aren't indexed by default, and query performance is lagging.
To address this issue:
- In Archive Settings, under Search, go to the Index Fields Setup tab.
- Select the Region field on the Opportunity object.
- Select the Account Type field on the Account object.
- Submit the request.
These fields are indexed when the request is processed, improving query performance throughout the system.
