Archiving your Salesforce Data

  1. Login to your Vault account.

  2. Go to the SETUP module.

  1. Look for your Salesforce Org from which the data has to be archived. You can use the Search filter to easily filter out the required Salesforce Org.

  1. Navigate to the CONFIGS tab.

  2. Click on ADD ARCHIVE CONFIG. This will allow you to view all the components available in your Salesforce Org and choose the components for which you want to define the archive policy.

  1. Select the components that you need to archive on the next screen.

  1. Using Filters you can define the criteria on which the records will get fetched. For example, if you can define criteria to fetch AccountBrand records that are older than 1000 days and are field Id are not empty.

Validate your query to see whether the criteria set is correct and view the number of records that will be fetched. You can even set the record count limit for your data being fetched. Click on Apply to set the criteria and close the Filter dialog box. For easy identification of objects on which filter is applied, the filter icon is highlighted.

  1. The Hierarchy option will allow you to view all the corresponding child objects for your selected object. These child objects will also get archived once you archive their parent object. Such a hierarchy schema view can be seen using the Hierarchy option.

You may notice in the schema view that some of the objects are auto-selected by default and cannot be unchecked. These are the child objects of its parent object which will be deleted for sure if its parent object is selected for archive policy. However, for other objects which are related to the selected object in some other way, you may have the option to choose them manually for archive.

  1. Once done, click SAVE to close the hierarchy-schema screen. Similar to filter criteria addition, the hierarchy icon gets highlighted corresponding to the object for which hierarchy is selected.

  1. Click NEXT. On the next screen, do the following:

    1. Give the process a name.

    2. Select the email notification checkbox to receive an email notification whenever the objects are getting deleted from your Salesforce Org. If unchecked, data will be automatically deleted without any prior notification.

    3. Select the date and time interval for the archive process to run under the Schedule Archive section. You can set the policy to run either daily, weekly, monthly, or input any duration manually.

    4. You can specify till what time period you want to retain the archived data under the Archive retention period section.

    5. Specify the batch size for components to retrieve records. 10K is the max batch size that you can set per batch. This option is useful in running large jobs that would exceed normal processing limits. As per the Salesforce governor limit, you can deploy or retrieve up to 10,000 files at once or a max size of 40MB. Using Batch Size, you can process records in batches to stay within platform limits. If you have a lot of records, processing records through batches are your best solution.

    6. Enable serial mode for Bulk API: Serial mode processes batch one at a time, however, it can increase the processing time for a load.

  2. Click SAVE CONFIG.

  3. A summary of all the objects, filters, and criteria selected or applied will get displayed before your archive policy gets configured. Click SAVE.

  1. Now go to the ARCHIVE tab.

  2. Select your Salesforce Org for which you configured the archive recently.

  3. Select the Environment.

  4. Select the archive configured recently under Configurations drop-down field.

  5. Click on GET DETAILS to fetch all the existing archive configured for your Salesforce Org. If you've initiated the archival process for the first time in Vault, you will not find any details on this page.

  6. To run on-demand archive before the scheduled archive set, use ARCHIVE NOW button.

  7. On the Start Archive screen, the label name gets auto-populated, however, you have the option to edit the label name and enter the label you desire.

  8. Select your configuration and click ARCHIVE.

  1. You'll be redirected to the Archive page to view the status of the ongoing archive process being run.

  1. For each archive job, the following information will get displayed:

ParametersDescription

Label

An identification name for each archive performed in Vault

Configuration Name

Archive configuration name

Date/Time

The date and time stamp for the archive process took place

Expiry Date

Till which date the archive job will remain with Vault

Duration

Time-taken to complete the archive operation

Records

Total numbers of records archived

API Calls

API call duration (in seconds)

Query

Filter or query that have been used to fetch the records

Data Backup

Backup type for data components i.e., Full backup or Incremental backup

Status

Status of the archive i.e., completed, in progress, or failed

Actions

  1. Summary Report: View the summary info for the archive performed. The report will contain the list of both success and failed components for the job triggered as shown below.

  2. View Log: View the log information for the archive job triggered.

  3. Download Archival Report: Specify the email address to receive the downloadable link to allow mentioned users to download the archive report on their local machine.

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