You are here:
View Archived Records in the Archive App
When a record is archived, the Archive app preserves the record's metadata at the time of archiving, including its assigned Record Type and the data available on the layout. Page Layouts are based on the viewing user's profile, while Dynamic Forms aren't supported for archived records.
Record Types, Page Layouts & Dynamic Forms
Characteristics of Record Types:
- Record Types are preserved during archiving.
- The Record Type assigned to a record at the time of archiving determines which fields and picklist values are available when the record is viewed in Archive.
- Record Types continue to function as expected in Archive, so users can
distinguish between different record configurations.
For example, two Case records are archived: one with the Customer Support Record Type, and one with Technical Issue. When users view the archived records, they see fields specific to each Record Type.
Characteristics of Page Layouts:
- Page Layouts are supported for archived records.
- Archive respects profile-based Page Layout assignments. The Page Layout that a user sees when viewing an archived record is determined by their Salesforce profile.
- Page Layout behavior in Archive is consistent with how layouts are assigned and
shown in Salesforce.
For example, two users with different profiles view the same archived Asset record. Each user sees the record with a different field arrangement based on their assigned Page Layout.
Characteristics of Dynamic Forms:
- Dynamic Forms give records the ability to show fields and components conditionally, based on user input or field values.
- Dynamic Forms and Dynamic Actions aren't rendered when viewing archived records. Archived records appear in the standard Page Layout associated with the user's profile.
- To interact with or view a record in its Dynamic Form layout, unarchive the record.
Access Archived Records
Users can access archived records through Archive Search and Archive component.
Characteristics of Archive Search:
- Users can locate and view archived records across the org with Archive Search.
- Users require the Archive Search permission set assigned to access this feature.
- Users can search by record ID, owner ID, and other searchable fields. Note Some objects, such as Feed, History, Relation, and Share, aren't searchable.
- Due to sync processes, archived data becomes searchable within two hours after archiving.
- Archive Search provides access to all archived data.
- Archive Search doesn't respect Sharing Rules. All users with access to Archive Search can view all archived records, regardless of sharing settings.
Characteristics of Archive component:
- Users can view archived records directly within Salesforce record pages with the Archive component.
- Archive component types include:
- Archive Single Objects: Shows a single related archived record.
- Archive Multiple Objects: Shows a list of related archived records.
- Archive component can be added to Lightning Record pages or Visualforce pages, depending on the interface in use.
- To access Archive component, assign users the Archive View Archived Records permission set. Also, configure Sharing Settings to Public Read Only for the relevant objects.
- To control end-user visibility of specific archived records based on Salesforce Sharing Rules, apply Archive Component Restriction Rules. Users only see records that they have access to, which aligns with your org's data security policies.
Important Considerations
- Archive reflects the record's configuration at the time of archiving, including Record Type and related field values.
- Page Layouts seen in Archive are consistent with what the user sees in their org, excluding any layout configured via Dynamic Forms.
- For the most accurate representation of a record that uses Dynamic Forms, perform an unarchive operation.
- When configuring access to archived records, consider the differences between Archive Search and Archive component regarding data visibility and sharing rule enforcement.
