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Archive Search
To access archived data, use Archive Search in the Archive app to find archived records related to your org.
Important Considerations
- The Archive Policy permission set automatically provides permission to the Archive Search.
- Users with Archive Search access can view all records.
Note We recommend limiting this permission to admins only. - Archive Search provides read access to the entire archive.
- Archive Search doesn't currently enforce role hierarchy, sharing, or visibility rules. Standard users are required to use the Archive widget, where these rules are enforced.
- Archive Search FAQs
Here are some frequently asked questions related to Archive Search in the Archive App.
Use Archive Search
- Go to the Archive Search tab.
-
Enter search criteria by using one of these searches.
- To apply a fuzzy search, the term can have a single value with an
asterisk (
*). - Select an object and field from the dropdown list.
- Search the Archive base for any ID or text string in the Term field.
Note To avoid an error message, enter a term for a specific field. - To apply a fuzzy search, the term can have a single value with an
asterisk (
-
To specify the date range, select one of these values.
Value Description Adjust Date RangeAdjust the default date range as required. Valid values include:
Created Date: Time and date when the record was created.Last Modified Date: Time and date when the record was last updated.Own Archive Date:Time and date when the record was archived.
Default Date RangeThe default To Date value is set to the current day, and the default From Date value is set to one week ago. -
To begin the search, go back to the Term field and click
Enter.
The search results are shown as configured in your Salesforce global search settings.
Search Limitations
| Limitation | Description |
|---|---|
| Boolean Expressions | Searches such as AND or OR
aren't supported. Both search terms are required to consider a
match. |
| Case Sensitivity | Search isn't case-sensitive. |
| Email Addresses | Search is for the whole email address only. |
| Filtered Objects | Objects with these suffixes aren't searchable.
|
| Fuzzy Searches | The asterisk ( These ID fields require an exact value match and don't support fuzzy searching.
|
| Indexed Fields | Only indexed fields are searchable. Non-indexed fields appear in the Archive Settings > Search > Archive Search Layout under the Available Fields list with an asterisk. |
| Record Retrieval | Records are retrieved by searching for their 18-character Salesforce ID. |
| Related Records | Viewing related records is limited to 200 records. To view all related records, search according to the root record in the Search filter. |
| Regular Expressions | Searches such as ab*c aren't
supported. |
| Subset Search | Searching for a subset of a word or term isn't supported. The Contains function isn't available. |
| Time Zone | The Lightning-formatted-date-time is based on your system's time zone. |
For more information on indexing, see Manage Indexed Fields.
Archive Search FAQs
Here are some frequently asked questions related to Archive Search in the Archive App.
Q. Why can't I see the Archive Search tab?
A. Verify that you have Archive Search permission set.
Q. How can I improve my search?
A. Try these methods.
- Search for the record ID.
- Instead of searching for the Owner display name, which isn't searchable, search for the owner ID of the record.
- If you still can't find what you're looking for, contact Support and provide
these details.
- Search terms
- What you expect to see, such as object type, number of records, or root or child records.
- Any materials that reference when the result was archived, such as an audit file or request ID.
Q. I can't find a particular record in Archive. What could be the problem?
A. Due to a sync process between the Archive database and the search engine, it can take up to 2 hours to see archived data in the Archive Search results.
Q. Are any objects not searchable?
A. Feed, History, Relation, and
Share aren't searchable.
Q. Can I search within an EmailMessage?
A. You can search for the email subject or sender name, but searching for the email content isn't supported.
