Archiving Your Salesforce Data
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Log in to your Vault account.
Go to the Setup module.
Locate the Salesforce Org for which the data has to be archived. You can use the Search filter to easily find the required Salesforce Org.
Navigate to the Configs tab.
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.
Select the components that you need to archive on the next screen.
Using Filters, you can define the criteria for which the records will get fetched. For example, you can define criteria to fetch AccountBrand records that are older than 1,000 days and field Id is 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. To easily identify the objects for which the filter is applied, the filter icon is highlighted.
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 if the parent object is selected for archival per policy. However, for other objects that are related to the selected object in some other way, you may have the option to choose them manually for archival. Visit the Mandatory Child Archival page for more information.
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.
Click Next. On the next screen, do the following:
Give the process a name.
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.
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.
You can specify till what time period you want to retain the archived data under the Archive retention period section.
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.
Enable serial mode for Bulk API: Serial mode processes batch one at a time, however, it can increase the processing time for a load.
Click Save Config.
A summary of all the objects, filters, and criteria selected or applied will get displayed before your archive policy gets configured. Click Save.
Now go to the Archive tab.
Select your Salesforce Org for which you configured the archive recently.
Select the Environment.
Select the archive configured recently under Configurations drop-down field.
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.
To run on-demand archive before the scheduled archive set, use Archive Now button.
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.
Select your configuration and click Archive.
You'll be redirected to the Archive page to view the status of the ongoing archive process being run.
For each archive job, the following information will be displayed:
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
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.
View Log: View the log information for the archive job triggered.
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.
Steps to download files:
Go to the “Files” tab of any archive summary.
Click to open the “Records” icon on the files tab to download the files.
The records window will have the “Download” and “Download Files” options to initiate the download of files.
On clicking download, the following pop-up will be displayed with two options to download.
Selecting "Download CSV" will download a CSV file with all the records.
Selecting "Download Files" allows you to download the file from the Vault backup.
As soon as "Download Files" is initiated:
A message will be displayed. Click "Ok" to continue.
The download progress can be observed with the progress bar that replaces the “Download” button.
Once the download is completed, an email based on the actual state of the download will be triggered to the registered emails in Vault.
For downloading individual files, click on the download icon under the "Download Files" column.
Inconsistent File Download During GDPR Requests: When a GDPR request is initiated within an organization, file downloads may behave inconsistently. This issue will be resolved in the upcoming release.
File Download Issues with Special Characters in File Names: Files with special characters in their names may not function properly in certain environments, particularly on macOS. This issue will be addressed in the upcoming release.
