Search with the Archive Agent

Retrieve Accurate Results

• Always Specify the Object at the Start of Your Query: The most important rule for a successful search is to start your query \by specifying the object you want to search. This context helps the system understand where to look for your data. You can use either the object's name, for example, Case, Account, or its API name, such as $My_Custom_Object__c, at the beginning of your query.

  Examples:

  • Find Accounts Find Archived Accounts where the address is in California.
  • Find archived cases where the priority is high and owned by John Doe.
  • Search for archived Project__c with name.
  • Find archived opportunities owned by John Doe and their created date was between Jan 2024 and June 2024.
• Phrase Your Search Queries for Accuracy: The way you phrase your search queries can significantly affect the results. Use clear and specific language to make sure that the Archive Agent understands your criteria.
• Combine Criteria: Use logical operators like AND and OR to combine multiple criteria.
  • The OR operator can be used only within a specific filter. For example, search archived cases where case origin is email OR web.
  • The AND operator can be used only between filters. For example, search archived cases where priority is high AND case origin is email.

Work Within the System's Limitations

• The Archive Agent only shows a maximum of 100 records in the results list for any single query.
• If your search criteria match more than 100 records in Archive, you only see the first 100. The system doesn't show a Next Page button or indicate that more results exist.
• If you suspect your query returns more than 100 records, or if you can't find the specific record you're looking for, make your search more specific.
  • To narrow the results, filter by more fields. For example, add a filter for $Status or $OwnerId.
    

    Note The maximum number of permitted filters is 6.
  • Filtering by the $CreatedDate or $LastModifiedDate range can be effective.

In-Depth Search on Returned Records

When a query returns a list of up to 100 records, you can perform an additional in-depth search on that local result set. This additional search isn't a new query to Archive but rather a simple text search on the data currently shown on the page. To highlight keywords or values quickly within the returned records, use your browser's built-in find feature, Ctrl+F on Windows or Cmd+F on Mac.

Key Takeaways

• Always specify the object at the start of your query.
• Use clear and specific language to ensure accurate results.
• Understand and work within the system's limitations.
• Refine your search to manage large result sets.
• Use in-depth search for more filtering on returned records.