Get Started with the Archive App

Assign the Archive Admin permission set to yourself and any other admins who manage the app. See Archive Admin Permission Set.

Set up the Archive component, search, and access controls so that your users can work with archived data. See Authenticated User Permission Requirements for Archive.

• Repeat your configuration steps in your production org, including onboarding. On a non-Hyperforce region, complete the authentication process in production too. See Onboarding.
• Confirm that the authenticated user and any other admins who perform Archive Admin activities have the Archive Admin permission set. Assign the relevant permission sets to your end users. See Authenticated User Permission Requirements for Archive.

Resolve common archiving errors and review operation logs to keep your policies running smoothly. See Common Errors and Warnings in the Archive App.

Learn how to abort a policy mid-operation or restore records from completed Archive operations. See Archive Activities Tab.

Your subscription includes separate licenses for file and data storage. To monitor your consumption, manage available space, and stay within your limits, use the Archive Dashboard on the homepage. See Archive Dashboard (Home Tab).

Strategic Data Management

To prevent slow or interrupted performance, your options are to delete data manually or archive it. Deletion removes information permanently. Archiving with the Archive app preserves data access and offers the automation, security, and visibility needed to maintain a lean org without losing historical context.

Automated Lifecycle Management

Build automated policies that reduce the length of time admins spend on data management tasks.

• Custom Retention Rules: Define when records are archived based on custom criteria, such as Closed-Lost Opportunities older than 2 years.
• Scheduled Execution: Set policies to run nightly, weekly, or monthly.
• Relationship Preservation: The app automatically identifies and archives related child records, such as Tasks and Notes, along with the root record.

Continuous Data Access

Archived data remains accessible without cluttering your live org. In this way, admins can retrieve archived data when and where they need it.

• Archive Component: Add an Archive component to standard page layouts so users can view archived related lists directly on a live record.
• Unarchive Options: If business needs change, an authorized user can restore a record and all its original relationships back to the live org with a single click.

Increased Visibility and Compliance

While data storage totals are important, detailed data usage information shows where users spend most of their time. Details about your most and least used data helps you select which data to keep in active production, archive, or delete.

• Storage Analyzer: Visualize object growth and predict when you reach storage thresholds.
• Enhanced Security: Archived data is encrypted and read-only to help meet GDPR, HIPAA, or CCPA requirements.
• Immutable Audit Trails: Protect against accidental modification of historical data while reducing your active data footprint.

When an org exceeds 80% of its storage limit, system performance can degrade. Archiving records before reaching 100% capacity prevents "System Full" errors and ensures faster reporting and indexing.

Archive storage consists of these distinct types.

• Data Storage: Stores the text and field values of a record.
• File Storage: Stores associated attachments and images.

Calculating both types separately makes sure that the Related Files list remains accessible for archived records.

Before you purchase or provision units, calculate your current usage and required buffer.

Scenario 1: Clear an Overage (Usage > 100%)

If your org exceeds its limit, clear the overage and create a buffer to prevent hitting the limit again.

Current State: 115% usage (11.5 GB used of a 10 GB limit).

The Goal: Clear the 1.5 GB overage and add a 2 GB buffer (20% of your limit).

Total Archive Needed: 4 GB (rounded up).

Result: Your live org storage usage drops to 80%, restoring optimal performance.

Scenario 2: Proactive Maintenance (Usage at 80%)

At 80% usage, org performance begins to decrease. Archiving now prevents System Full errors before they occur.

Current State: 80% usage (8 GB used of a 10 GB limit).

The Goal: Move a 20% buffer (2 GB) into Archive storage.

Total Archive Needed: 2 GB.

Result: Your live org storage usage drops to 60%, ensuring faster reporting and indexing.

Q: Why do I need to pay for both Data Storage and File Storage?

A: These two types handle different types of information. Data Storage keeps the actual text and field values of your records. File Storage saves your images and attachments. Keeping these objects separate makes sure that your archived records still show their related files.

Q: Can I edit or report on archived records?

A: No. Archived records are read only and can't be edited or included in standard Salesforce reports. To modify or report on these records, first unarchive them to restore them to the live environment.

Q: Why include a 20% buffer?

A: Archive storage is most effective when it handles more than just the overflow. By archiving your overage plus a 20% buffer, you remove inactive records and files, which keeps your live org fast and responsive.

Q: Why is storage usage over 80% a concern?

A: Orgs with storage usage higher than 80% experience degraded performance. Acting at this stage prevents system slowdowns.

Q: Can I buy half a gigabyte?

A: No. Archive storage is provisioned in whole units (integers). If your calculation results in a decimal, always round up to the next whole number to ensure full coverage.

Q: How do I track Archive storage?

A: You can monitor your usage through these methods.

• After you purchase Archive, the Storage Analyzer is provisioned in your org. This dashboard provides a visual representation of your storage trends and helps you identify which objects are growing most quickly.
• You can track general storage metrics via the automated Salesforce Monthly Account Summary that reports the past month's usage sent to your Salesforce billing contact's email.

Q: What happens if I exceed my Archive storage limit?

A: If your archiving needs exceed your initial purchase, you can add more capacity to your subscription at any time. To make sure that you have uninterrupted service and stay within your limits, contact your Account Executive to provision more storage units.