View Archived Records

Note This content relates to Archive. For Salesforce Archive, see Store Data Externally with Salesforce Archive.

When a record is archived, Archive 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 respected based on the viewing user's profile, while Dynamic Forms aren't supported for archived records. Users can access archived records via Archive Search or the Archive Widget, depending on their permissions and configuration.

Record Types

• Preservation: Record Types are preserved during archiving.
• Field Availability: 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.
• Functionality: Record Types continue to function as expected in Archive, allowing users to distinguish between different record configurations.

  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.

Page Layouts

• Support: Page Layouts are supported for archived records.
• Profile-Based Assignment: Archive respects profile-based Page Layout assignments, meaning the layout a user sees when viewing an archived record is determined by their Salesforce profile.
• Consistency: Layout behavior in Archive is consistent with how layouts are assigned and displayed in Salesforce.

  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.

Dynamic Forms

• Non-Support: Dynamic Forms allow record pages to display fields and components conditionally, based on user input or field values. However, Archive doesn't support displaying archived records using Dynamic Form layouts.
• Standard Layouts: Archived records are displayed using the standard Page Layout associated with the user's profile.
• Dynamic Actions: Dynamic Forms and Dynamic Actions aren't rendered when viewing archived records.
• Unarchiving: To interact with or view a record using its Dynamic Form layout, you must unarchive the record.

Note Although Dynamic Forms and standard Page Layouts are both assigned via the Lightning App Builder, only Page Layouts are supported for viewing archived records.

Accessing Archived Records

Users can access archived records through two primary methods: Archive Search and the Archive Widget.

Archive Search

• Functionality: Archive Search allows users to locate and view archived records across the organization.
• Permissions: Users must have the "Archive Search" permission set assigned to access this feature.
• Search Capabilities: Users can search by record ID, owner ID, and other searchable fields.

  Note that some objects, such as Relation, History, Share, and Feed, aren't searchable.

• Data Availability: Archived data becomes searchable within two hours after archiving due to sync processes.
• Search Scope: Archive Search provides access to all archived data.
• Sharing Rules: Archive Search doesn't respect Salesforce Sharing Rules. All users with access to Archive Search can view all archived records, regardless of sharing settings.

Archive Widget

• Functionality: The Archive Widget allows users to view archived records directly within Salesforce record pages.
• Widget Types
  • CustomListRelatedRecordArchivedWidget: Displays a list of related archived records.
  • CustomSingleRelatedRecordArchivedWidget: Displays a single related archived record.
• Installation: The widget can be added to Lightning Record Pages or Visualforce pages, depending on the Salesforce interface in use.
• Permissions: Users must be assigned the Archive View Archived Records permission set to access the widget. Additionally, sharing settings must be configured to Public Read Only for the relevant objects.
• Restriction Rules: Widget Restriction Rules can be applied to control end user visibility of specific archived records based on Salesforce Sharing Rules. This ensures that users only see records they have access to, aligning with the organization's data security policies.

Note Unlike Archive Search, the Archive Widget respects Salesforce Sharing Rules, providing a more controlled access to archived records.

Important Considerations

• Configuration Reflection: Archive reflects the record's configuration at the time of archiving, including Record Type and related field values.
• Layout Consistency: Layouts seen in Archive are consistent with what the user would see in Salesforce—excluding any layout configured via Dynamic Forms.
• Unarchiving for Accuracy: For the most accurate representation of a record using Dynamic Forms, perform an unarchive operation.
• Access Configuration: When configuring access to archived records, consider the differences between Archive Search and the Archive Widget regarding data visibility and sharing rule enforcement.