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Manage Index Fields in the Archive App

Efficient management of index fields in the Archive app is essential for optimizing search and query performance. Archive automatically indexes certain fields based on internal algorithms. However, some fields can't be indexed at all, and you configure others manually. The Index Fields Setup feature shows admins which fields are indexable so that they can manually select fields to improve search performance.

Key Features

View Non-Indexed Fields

  • Identify fields that aren't indexed for each object.
  • Understand which fields can be indexed and prioritize indexing accordingly.

Select Fields for Indexing

  • Select multiple fields from one or more objects in a single request.
  • Make sure that the selected fields are critical for search and query performance.

Quota Management

  • Archive automatically indexes up to 1,000 fields per org.
  • After Archive indexes 1,000 fields, automatic indexing stops. To index more fields, manually select them in Index Fields Setup.
  • Standard fields, such as Id, CreatedDate, and RecordTypeId, don't count toward this limit.

Queue Index Requests

  • After selecting fields, submit a request to queue them for indexing.
  • You can submit only 1 index request every 14 days from the last successful index completion date per org.
  • If an index request is open, a new request can't be submitted until completion.

Track Progress and History

  • Check the status of your submitted index requests.
  • View the Number of Indexed Fields and Number of Indexable Fields Remaining to plan future requests.

Auto-Indexed Fields

Auto-Indexed Fields include:

  • Standard Fields, such as Id, CreatedDate, or LastModifiedDate
  • Custom Picklist and Multi-Picklist Fields
  • Custom Reference Fields, such as lookup and master-detail relationships
  • Custom Date and DateTime Fields
  • Custom Boolean Fields
  • Custom Phone and Email Fields
  • Certain Custom Text Fields based on internal algorithms

Indexing Quota and Manual Indexing

Note
Note Archive indexes these field types automatically, up to the 1,000-field limit per org. After you reach the limit, use Index Fields Setup to manually index other fields that matter for your searches.

For specific custom text fields or custom fields outside these categories, request manual indexing in Index Fields Setup.

Excluded Fields

These fields aren't available for indexing.

  • EmailMessage: 'HtmlBody', 'TextBody'
  • Attachment: 'Body'
  • ContentVersion: 'VersionData'
  • QuoteDocument: 'Document'
  • LiveChatTranscriptEvent
  • Index Fields Setup
    To view, select, and submit fields for indexing in the Archive app, turn on the Index Fields Setup setting.

Index Fields Setup

To view, select, and submit fields for indexing in the Archive app, turn on the Index Fields Setup setting.

Before indexing fields, plan your index usage wisely.

  • The 1,000-field quota for manually indexed fields is in addition to auto-indexed fields.
  • Index only fields that are essential for search and performance-sensitive queries.
  • Use batch submissions to maximize efficiency.
  1. In Archive Settings, under Search, go to the Index Fields Setup tab.
  2. To see a list of fields that aren't indexed, select an object.
  3. Choose the fields that you want to index.
    Turn on to show already indexed fields.
    Note
    Note You must have at least 1 record of the selected object type archived for it to be available for indexing. When in view mode, indexed fields can't be edited.
  4. Select multiple fields across multiple objects in 1 request.
  5. Make sure that indexing is necessary.
    When indexed, fields can't be unindexed.
  6. After selecting your fields, click Submit All.
    The request is queued for processing.
    Note
    Note You can only submit 1 request per 14 days, provided no other request is pending. The countdown begins from the last successful index request completion date.

    To avoid the 14-day wait restriction, we recommend grouping multiple fields into a single request.

  7. Monitor your quota and request status.
    Note
    Note There can be a delay after submitting the request to the queue before the indexing process begins. Orgs in trial mode (POC) have their requests prioritized in a separate queue.
  8. Check the status of your last index request.
  9. Review how many indexed fields remain in your org's Archive quota.

Example Use Case

Your sales team often queries Opportunity records based on a custom field, Region, and a related Account Type field on the Account object. These fields aren't indexed by default, and query performance is lagging.

To address this issue:

  1. In Archive Settings, under Search, go to the Index Fields Setup tab.
  2. Select the Region field on the Opportunity object.
  3. Select the Account Type field on the Account object.
  4. Submit the request.

These fields are indexed when the request is processed, improving query performance throughout the system.