Archive Search

Search for and view the records you've archived in the Archive managed package. Archive Search doesn't enforce role hierarchy, sharing, or visibility rules, so limit access to admins. Standard users use the Archive Widget.

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

Before you use Archive Search, keep these points in mind.

The Archive Policy permission set automatically grants access to Archive Search.
Users with Archive Search access can view all records. Limit this permission to admins.
Archive Search provides read access to the entire archive.
Archive Search doesn't enforce role hierarchy, sharing, or visibility rules. Standard users use the Archive Widget, which enforces these rules.

Archive Search FAQs
Frequently Asked Questions related to Archive Search in the Archive managed package.

Use Archive Search

Go to the Archive Search tab.
Enter your search criteria.
- To search a specific field, select an object and a field from the dropdown list.
- To search all indexed fields, enter an ID or text string in Term.
Note To avoid an error message, enter a term for a specific field.

Optionally, to specify the date range, select a value from the dropdown list.

Value	Description
Adjust Date Range	Adjust the default date range. Valid values include: Created Date: Time and date when the record was created. Last Modified Date: Time and date when the record was last updated. Own Archive Date: Time and date when the record was archived.

Value

Description

Adjust Date Range

Adjust the default date range. Valid values include:

Created Date: Time and date when the record was created.
Last Modified Date: Time and date when the record was last updated.
Own Archive Date: Time and date when the record was archived.

The default To Date is the current day, and the default From Date is one week ago.

To begin the search, go back to Term and press Enter.
Archive Search shows results based on your Salesforce global search settings.

Note The number of results is an approximation. To see the exact count, select Show more results at the end of the list.

Search Limitations

Limitation	Description
Boolean Operators	Boolean operators such as `AND` or `OR` aren't supported. A result appears only when both values in the search match.
Case Sensitivity	Search isn't case-sensitive, except for field-level searches that end in an asterisk (`*`). For most of those searches, enter the term in lowercase.
Email Addresses	Search matches only the whole email address.
Excluded Objects	Archive Search excludes some objects by default. They don't appear as searchable options, even when their records are archived. For example, `LiveChatTranscriptEvent` isn't searchable.
Filtered Objects	Objects with these suffixes aren't searchable: `Feed` `History` `Relation` `Role` `Share`
Fuzzy Searches	For how fuzzy searches work, see Fuzzy Searches.
Indexed Fields	Only indexed fields are searchable. Non-indexed fields appear in Archive Settings \| Search \| Archive Search Layout, marked with an asterisk in the Available Fields list.
Record Retrieval	To find a record, search for its 18-character Salesforce ID.
Related Records	View up to 200 related records. To view all related records, search by the root record in the Search filter. Related records appear in the order in which they were archived, not in a preset order or the order set by the root record's page layout.
Search Result Memory Limit	As the Archive Search widget formats result rows, it monitors the total memory used by the Apex transaction and stops if usage exceeds 95% of the available heap, approximately 9.5 MB. This shared limit applies across all returned rows, selected fields, and processing overhead. It doesn't apply to individual fields or response size. Large fields such as `EmailMessage.HtmlBody` consume more memory and can reduce the number of results returned. To optimize results, select only the fields you need and avoid large text fields when possible.
Regular Expressions	Searches such as `ab*c` aren't supported.
Subset Search	Searching for a subset of a word or term isn't supported. The Contains function isn't available.
Time Zone	The `Lightning-formatted-date-time` is based on your system's time zone.

For more information on indexing, see Manage Indexed Fields.

Fuzzy Searches

Archive splits each text value into separate searchable pieces, called tokens, and stores them in lowercase. When you search with an asterisk (*) at the end of a term, Archive removes the asterisk and looks for tokens that match within two character edits of what you typed.

Archive splits at spaces, hyphens, and most punctuation. It keeps letters and digits together and keeps underscores and periods inside a token.

R-0001 becomes r and 0001.
INV-2024-0042 becomes inv, 2024, and 0042.
Acme Corp and Acme-Corp both become acme and corp.
ABC123 stays one token: abc123. So does CASE00012345.
abc_123 stays one token: abc_123.
john.smith@example.com becomes john.smith and example.com.
Archive splits text in languages written without spaces, such as 東京支店, into single characters.

For most fields, a search ending in * isn't a "starts with" search. Archive compares your term against each token individually. An edit is one added, removed, or changed character. In field-level searches, uppercase counts as an edit because tokens are lowercase.

2024* finds INV-2024-0042, because 2024 is one of its tokens.
acm* finds Acme, because acm is one edit away from acme.
INV* finds nothing, because INV is three edits away from the token inv.
INV-2024* finds nothing, because Archive compares INV-2024 separately against each token, and none match within two edits.
corp* doesn't find Acme Corporation, because corporation is seven edits from corp.
acme* also finds Acne Group, because acme is one edit away from acne.
For most fields, * on its own finds nothing.

To get relevant results, use one of these approaches.

Search for the exact value, such as INV-2024-0042.
Search for a single token, such as 2024.
Narrow your search.

These ID fields require an exact match and don't support fuzzy search:

AccountId
ActivityId
CaseId
ContactId
CreatedById
Id
LastModifiedById
LeadId
OwnerId
ParentId
policy_id
RelatedToId
WhatId
WhoId

Archive Search FAQs

Frequently Asked Questions related to Archive Search in the Archive managed package.

Q. Why can't I see the Archive Search tab?

A. Make sure that you have Archive Search permission set on your org.

Q. How can I improve my Search?

A. Try these methods.

Locate the record ID and search for it.
Search for the owner ID of the record, rather than the Owner display name, which is not searchable.
If you still can't find what you're looking for, please contact Support and provide these details.
- Search term(s)
- What you were expecting to see (sObject type, number of records, or missing child/root records).
- When you think the result was archived (audit file/request ID, if available)

Q. I can't find a particular record in Archive. What could be the problem?

A. It can take up to two hours to see archived data in the Archive Search Results due to a sync process between the Archive DB and the search engine.

Q. Are any sObjects not searchable?

A. These sObjects aren't searchable: Relation, History, Share, Feed.

Q. Can I search within an Email Message?

A. You can search for the email subject or sender name, but searching for the email content isn't supported.