Self-Service Onboarding for the Archive Managed Package

Each phase of this guide offers a smooth transition to an improved storage model. You can define your archive goals, set up user access, and create production policies.

Define Business Use Cases

Lay the foundation by defining key business objectives that guide your archive policies.

• Plan for Success: Work with business teams to understand archiving goals and success metrics.
• Define Archiving Needs: Outline what records need archiving or purging using storage analysis.

Add a Service to the Archive Console (~2 hours)

Purpose: The Archive Console streamlines monitoring, supports multiple orgs, simplifies policy management, and enhances security with BYOK functionality for AWS and Azure.

• Access the Own Platform and log in to the Archive Console.

  Add a new service to the Archive Console.

• Leverage the Archive Console's features to:

  • Monitor activities across multiple Archive services.
  • Create, edit, and import policies.
  • Secure your services using the Bring Your Own Key (BYOK) feature for AWS or Azure.

Create, Test, and Validate Policies (~1 week)

Purpose: Create and test archiving policies in the Sandbox to establish alignment with use cases and expectations.

• Policy Creation (~2 hours): Create Archive policies and Multi-level archiving from the Archive Console, archiving ContentDocuments, EmailMessages with Related Tasks, and more.
• Field Level Security Validation: After running the policy, confirm the Authenticated User's access to all necessary fields.
• Unarchive Testing: Now that we've tested archiving records, let's verify that we can Unarchive a test record.
• Purge vs. Retention: Review guidelines on when to use each policy type.
  

  Note Finalize validation before promoting policies to Production.

Tip Test policies via increasing record size batches (10, 100, 1,000, 10,000 records). To verify that your policies are effective and accurate per your business use case, run test policies with progressively larger data batches.

Define the User Experience (~4 hours)

Configure permissions and the Archive widget to provide end users with intuitive access to archived data within your Salesforce org.

• User Access Planning: Determine who needs policy setup, archive viewing, and unarchived records.
• Archive Widget Setup: Configure the widget for archived data display within Salesforce.
  • Additional Reading: Reference articles on widget controls, restrictions, custom component creation, localization, and Experience Cloud access.
• Search Configuration: Set up Archive Search for user and admin functions.
• Right to be Forgotten (RTBF): Configure GDPR-compliant RTBF features.
• Data Import: Review options for importing data from AWS S3
• Data Export: Review options for exporting archived data to AWS S3 or Azure for extended data analytics.
• Role-Based Access Control (RBAC): Control access to activities within the Archive Console.

Promotion to Production (~1 week)

Move from Sandbox to Production with validated, tested settings.

• Milestone Replication: To ensure consistency, repeat configuration steps in the target Production environment.
• Permission Verification: Confirm the Authenticated User and any additional Administrators performing Archive administrative activities have the Archive Admin permission set. Consider assigning the relevant permission sets to your end users.

Troubleshoot

Find guidance on resolving common issues, reviewing error logs, and using available tools to ensure the smooth operation of archiving policies and processes.

• Abort an Operation: Stop a policy mid-operation if needed.
• Undo an Operation: Restore records from completed Archive operations.
• Reauthentication: Follow reauthentication steps as needed.