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Run an Archive Field-Level Security (FLS) Report
To identify which fields to include or exclude during the archive process, run a Field-Level Security (FLS) Report in the Archive app.
To archive a specific field's data, the Authenticated User profile needs read permission for that field. Otherwise, the data doesn't appear in your archived records. The FLS report shows which fields have this permission gap.
Run an FLS Report
- Go to the Archive home page.
- Click FLS Report.
- Click Run Now.
The system generates a list of all fields that the Authenticated User can't read. A summary at the top shows the total number of fields found and the time and date that the report was last run.
The report provides these details.
| Field | Description |
|---|---|
| Acknowledged By | Admin who acknowledged the field's exclusion. |
| Acknowledge Date | Time and date an admin formally acknowledged the field's exclusion from archives. |
| Field Name | API name of the field. |
| Identified On | Time and date the report discovered the permission issue for the field. |
| Object Name | Name of the object associated with the field. |
Resolve FLS Discrepancies
After reviewing the FLS report, you have the option to include or exclude each field.
Include Fields in the Archive
To include fields in the Archive:
- Under the Setup tab, click Profiles.
-
Update the Archive Authenticated User profile directly.
Alternatively, create and assign a permission set that grants read access to the required fields.
We recommend granting the Authenticated User read permission to all fields on the objects that you plan to archive. Granting this permission ensures the most complete record retention.
Exclude Fields in the Archive
If a field's data isn't required for your archives, you can formally acknowledge its exclusion.
To exclude fields in the Archive:
- From the FLS report, locate the field that you want to exclude.
-
Click the dropdown arrow on the right side of the field's row and
select Acknowledge.
This action creates a clear audit trail by automatically populating the Acknowledge Date and Acknowledged By fields.
After making changes, run the report to verify that the issues have been resolved.
Example Scenario
An admin wants to archive old Case records. Their Case object has a custom field
named $Internal_Notes__c$, but the Archive Authenticated User
profile doesn't have read access to the $Internal_Notes__c$
field.
To pinpoint the problem, the admin runs the Archive FLS report, which lists
$Internal_Notes__c$ as a field that can't be read.
To solve the problem, the admin grants permission for the Archive Authenticated
User to read the $Internal_Notes__c$ field. If this permission
isn't granted, the archived Case records are incomplete, as all data from the
$Internal_Notes__c$ field is missing.
