Does archived data show on reports in salesforce


Make sure that reports can query archived data. Select Include Archived Data in Report when setting up the report. On the Analyze & Act tab, select Reports.

Note Archived activities aren’t included in reports. If you modify an archived activity such that it no longer meets the archival criteria, it’s no longer considered archived. Salesforce archives the activity again when it meets the criteria in the future.


Table of Contents

Why should you archive data in Salesforce?

Data archiving reduces storage cost and also keep your sensitive data safe. Many enterprises eventually run into data storage limitations within Salesforce, and purchasing additional Salesforce storage space is not economical when you add the operational burden.

Do we have to write code for data retrieval in Salesforce?

This retrieval of data is just display of data in Salesforce There has to be code written in Salesforce for pushing data from Salesforce to External Database during archival, but do we have to write code at the database level as well to store and retrieve data?

How to manage data storage in Salesforce?

You can even view your total storage in Salesforce divided by data and file storage. When it comes to archiving the data, understanding the data usage metrics is very imperative. You must have relevant tools to evaluate the data volume and track trends. You can create re-usable dashboards to determine which data to archive.

How much data can Salesforce connect bring to an organization?

Remember Salesforce Connect uses OData 2.0, OData 4.0, Cross-Org, and Apex Custom adapters. Keep in mind when using either adapter, an org is limited to 20,000 OData callouts per hour and 1,000 OData callouts per hour for Developer Edition. One More Thing… Salesforce Connect can bring up to 100 tables of data from a single source integration.


Can you report on archived activities in Salesforce?

After the feature is enabled, you can create reports containing archived activity Ids dating back to the number of days the feature was requested. To create the report: a) Click on the reports tab. b) Then click on create new custom report.

What is an archived record in Salesforce?

Archiving lets you continue to store files in Salesforce without them being in a library or exposed in search results. Deleting files moves them to the Recycle Bin, where files remain for 15 days before being permanently, automatically deleted. Within 15 days of deleting a file, you can restore it from the Recycle Bin.

How do I find archived records in Salesforce?

There are few ways you could get all the records in the TASK and EVENT object. Salesforce archives activities (tasks and events) that are over a year old. You can use queryAll() to query on all TASK and EVENT records, archived or not. You can also filter on the isArchived field to find only the archived objects.

Does Salesforce auto archive tasks?

Salesforce doesn’t archive recurring tasks or events in a series. Salesforce doesn’t delete archived activities, but you can manually delete them.

How do I unarchive a record in Salesforce?

You only need to call update() using just records by Id value (you just “touch” the record). They will be restored upon saving.

How do I delete archived items in Salesforce?

Archive Products Go to the Product Record page. Then select Delete; you will be asked Are you sure?, select Yes.

How do I archive files in Salesforce?

To archive or delete content files:On the Libraries, Content, or Subscriptions tab, click the name of the file you want to remove.On the Content Details page, click Edit | Archive Content or Edit | Delete Content.

What happens to records when they are deleted in Salesforce?

Deleted records remain in the Recycle Bin for 15 days, and can be restored during that time. To permanently remove your deleted items before the 15-day period, administrators and users with the “Modify All Data” permission, can click Empty your Recycle Bin or Empty your organization’s Recycle Bin.

How do I find deleted records in Salesforce SOQL?

Query deleted records in Salesforce can be accessed via a SOQL query in APEX as below. The above is used to query deleted records in Salesforce from the Account object. If you have access to Salesforce Workbench, you can Query Deleted Records in Salesforce by just enabling the ‘Include Deleted and Archived Records’.

How long do activities stay in Salesforce?

Activities Get Archived Consider yourself warned. This can be extended to up to 10 years by logging a case. Salesforce will consider extensions beyond the 10-year maximum in very limited cases that have a compelling business reason.

How do I archive tasks?

Archive a taskOpen the task you want to archive.Click the ellipsis … in the upper-right corner of the task.Select Archive from the dropdown menu.

How do you unarchive on leap?

Restore an Archived MatterOpen the archived matter.Click. on the top-right corner and select Archive Management. The Archive Management window will open.In the Archive Details section, click Unarchive. Once a matter has been restored, it will appear on the Matter List as a current matter.

Why is data storage important in Salesforce?

Data storage is a concern because of records that are stored but are not actively being used. There are several ways data management on the Salesforce Platform can be controlled. A great way to archive your data is to use Heroku Connect.

How many tables can Salesforce connect?

Salesforce Connect can bring up to 100 tables of data from a single source integration. For example a customer is using multiple data sources for different objects.

How to move data between archive tables?

Moving the data between the archive tables and the connect tables is as simple as using INSERT and DELETE. But if you’re interested in adding your own logic, you can use DML operations.

Can you merge two Salesforce orgs?

Most users have multiple orgs. If you’ve ever tried to share the data between them, you may have had some difficulties attempting to merge. One way to mitigate these problems is to use Salesforce Connect and the hub-and-spoke model. In this model, all of the data flows from the hub org to all of the spokes, or secondary orgs.

Why is data important for business?

Data is crucial for organizations to make business decisions based on facts and for more accurate targeting. One of the most significant ways of operating a business today is by managing the large data volume and identifying less used data that can be archived to a safe and secure storage location for future use.

Does Salesforce have storage?

Though Salesforce offers storage space, it is limited by edition. You can even view your total storage in Salesforce divided by data and file storage.

Does Salesforce have data backup?

Though Salesforce offers some data backup & archiving, it is not necessary that it will archive the data your organization needs. The type of data that is important might differ from business to business. It is important to find a tool which can successfully archive the data you want. The tool or application must be user-friendly, cost-effective, agile, and efficient. Your selected app must target the kind of data to be archived, the ability to retain data as long as you want, the ability to access the archived data without any hassle, an option to restore whenever required, and must offer you seamless user experience.

Why do we need to archive Salesforce?

The most obvious requirement to archive Salesforce data is to reduce storage overheads. Salesforce doesn’t include a comprehensive archiving mechanism, instead industry experts recommend incorporating a third-party archiving application or delete aging data as needed. Many companies eventually run into Salesforce data storage limitations and face the need to either delete or archive data to free up space. Purchasing additional storage can cost $125 per month for 500 MB per year. For most organizations, this option isn’t economical, especially if email and other Salesforce group collaboration applications are used. However, the need to archive Salesforce data goes way beyond addressing inherent storage limitations.

Who is Bill from Archive360?

Bill is the Vice President of Global Compliance for Archive360. Bill brings more than 29 years of experience with multinational corporations and technology start-ups, including 19-plus years in the archiving, information governance, and eDiscovery markets. Bill is a frequent speaker at legal and information governance industry events and has authored numerous eBooks, articles and blogs.

What tool to use to schedule backups?

Use a tool like Data Loader to schedule backups.

Can institutions determine which data is being actively used in Salesforce?

Institutions often can’t determine which data is being actively used in their Salesforce orgs.

Can you access archived data without restoring it?

Ensure the location you choose to store archived data has its own reporting tools so you can directly access the data without restoring it.

Should Salesforce backups be encrypted?

If data is encrypted in your Salesforce org for regulatory or other reasons, backup copies should be encrypted too.


As your business grows, you’re going to be gathering more and more clients, which means you’re collecting more and more data about them as well – new Opportunities to do business with them, new Activities every time they send an email or give you a phone call, and new Cases to help them out on their journey with your business.

What Is Data Archiving?

Imagine it this way: you have a pig-shaped money box, like the one you likely had as a child. Every day, you diligently save your hard-earned coins by putting them in the moneybox. Eventually, there comes a point in time where your money box is full – which is great! The only problem is that you want to keep saving. You have a few options:

Data Archiving Solutions

There are a number of data archiving methods and best practices that you’ll need to consider when creating a data archiving strategy and selecting the right Salesforce data archiving tool for your business.

Differences Between Data Backup and Archive

The difference between a data backup and data archive is quite simple: when you backup your data, you’re taking a copy that can be accessed if things go wrong.


So, there you have it! Now you know all about Salesforce Data Archiving, methods of how to archive your Salesforce data off the platform, as well as some best practices in doing so. You’re also now aware of the difference between data backup and archiving, and how to put together a data archiving strategy that best suits your business.

What is Salesforce archive?

An archive includes historical, rarely-used Salesforce data located out of production. Upon archiving, the information moves to for future use. Archiving is about selecting subsets of data from production environments to move to external, long-term storage.

What is standard archiving in Salesforce?

Then standard archiving – That is really just about keeping that historical data archive – moving data off the standard Salesforce platform into cold storage where it is available if needed.

Why do you need a Salesforce backup?

You can use your data backup as a copy of your entire Salesforce production/sandbox environment to quickly restore in the event of accidental data loss or corruption caused by human error, bad code, or malicious intent.

Can Bing be used for Salesforce?

Bing your big data to Salesforce for custom Lightning apps with all of your data. This means leveraging big objects to store data from multiple applications, not just Salesforce, and then being able to create custom applications on the Salesforce Platform using that big data. Maybe for a 360 degree view of the customer or an operational risk management application.


Learning Objectives

Retaining, Archiving, and Accessing Data

  • Whether you’re using Sales Cloud, Service Cloud, Marketing Cloud, or you’ve built connected apps, a substantial amount of data is likely to be generated and pushed into your org at any given time. This presents some challenges. Data is gold, and deleting it can be out of the question because of its value. If you’ve ever encountered cases like these…

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Use Case: Retaining, Tracking, and Managing Data

  • A large retail customer wants to archive old data to free up space in their org, and still be able to retain that data with the option to unarchive it for up to 7 years. To resolve these business challenges, Robert Bullard, from Get Cloudy Consulting, recommends using Heroku Connect, Postgres, and Salesforce Connect. Within this architecture, there are three parts that are all proc…

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Consolidating Multiple Salesforce Organizations

  • Most users have multiple orgs. If you’ve ever tried to share the data between them, you may have had some difficulties attempting to merge. One way to mitigate these problems is to use Salesforce Connect and the hub-and-spoke model. In this model, all of the data flows from the hub org to all of the spokes, or secondary orgs. On the other hand, Heroku Connect also helps t…

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Use Case: Consolidating Siloed Department ORG Data

  • A large retail chain has come to Cloudy Consulting in need of a way to centralize customer data from two sales orgs and a service org they own. Meanwhile, they are also interested in creating an individual customer experience for each line of business (LOB) they offer. After reviewing the customers needs, Robert decides to use Heroku Connect, Salesforce Connect, and the add-on H…

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One More Thing…

  • Salesforce Connect can bring up to 100 tables of data from a single source integration. For example a customer is using multiple data sources for different objects. Although there is no maximum on the amount of connections that you can have, there are Salesforce Connect licenses that are needed for each source you’re integrating with. If you have multiple source systems an…

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  1. Trailhead:Salesforce & Heroku Integration
  2. Salesforce Documentation:High Data Volume Considerations for Salesforce Connect
  3. Salesforce Documentation:OData Callout Rate Limit Considerations for Salesforce Connect
  4. Salesforce Documentation:Hub and Spoke Model

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