Search for and view the records you've archived. Archive Search respects only object-level permissions, not sharing rules or role hierarchy, so users with access can view all records for accessible objects. Limit access to admins.
The Archive Policy permission set automatically grants access to Archive Search.
- Archive Search FAQs
Here are some frequently asked questions related to Archive Search in the Archive App.
Use Archive Search
- Open the Archive Search tab.
-
Enter your search criteria.
- To search a specific field, select an object and field from the dropdown list.
- To search across 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.
Value Description Adjust Date Range Adjust the default date range. Archive Search defaults to Last Modified Date for non-indexed objects. 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.
- Date Archived: Time and date when the record was archived. Date Archived is the default date field.
The default To Date is the current day, and the default From Date is one year ago. -
To begin the search, select the Search icon.
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.Matching archived records appear in the results 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 | Archive 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 | Archive 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. |
| File Attachments | Archive Search scans only file attachment metadata, not file content. |
| Filtered Objects |
Objects with these suffixes aren't searchable:
|
| Fuzzy Searches | For how fuzzy searches work, see Fuzzy Searches. |
| Indexed Fields | Only indexed fields are searchable. Non-indexed fields appear in , 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. |
| Regular Expressions | Searches such as ab*c aren't
supported. |
| Subset Search | Searching for a subset of a word or term isn't supported. |
| 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-0001becomesrand0001.INV-2024-0042becomesinv,2024, and0042.Acme CorpandAcme-Corpboth becomeacmeandcorp.ABC123stays one token:abc123. So doesCASE00012345.abc_123stays one token:abc_123.john.smith@example.combecomesjohn.smithandexample.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*findsINV-2024-0042, because2024is one of its tokens.acm*findsAcme, becauseacmis one edit away fromacme.INV*finds nothing, becauseINVis three edits away from the tokeninv.INV-2024*finds nothing, because Archive comparesINV-2024separately against each token, and none match within two edits.corp*doesn't findAcme Corporation, becausecorporationis seven edits fromcorp.acme*also findsAcne Group, becauseacmeis one edit away fromacne.- 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:
AccountIdActivityIdCaseIdContactIdCreatedByIdIdLastModifiedByIdLeadIdOwnerIdParentIdpolicy_idRelatedToIdWhatIdWhoId
Archive Search FAQs
Here are some frequently asked questions related to Archive Search in the Archive App.
Q. Why can't I see the Archive Search tab?
A. Verify that you have Archive Search permission set.
Q. How can I improve my search?
A. Try these methods.
- Search for the record ID.
- Instead of searching for the Owner display name, which isn't searchable, search for the owner ID of the record.
- If you still can't find what you're looking for, contact Support and provide
these details.
- Search terms
- What you expect to see, such as object type, number of records, or root or child records.
- Any materials that reference when the result was archived, such as an audit file or request ID.
Q. I can't find a particular record in Archive. What could be the problem?
A. Due to a sync process between the Archive database and the search engine, it can take up to 2 hours to see archived data in the Archive Search results.
Q. Are any objects not searchable?
A. Feed, History, Relation, and
Share aren't searchable.
Q. Can I search within an EmailMessage?
A. You can search for the email subject or sender name, but searching for the email content isn't supported.