---
schema_version: "1"
id: ba8c9fce5ac715ab84785e3a6aa9fae70d25bf0d44c0074abb3aea1e8cd41d2d
title: Archive Search
collection: admin
version: current
locale: en-us
portal_url: https://docs.salesforce.com/admin/current/en-us/xcloud/264-0-0/archive_search.md
canonical_url: https://help.salesforce.com/s/articleView?id=xcloud.archive_search.htm&release=264.0.0&type=5
source_site: help.salesforce.com
content_type: documentation
content_hash: b730018bb13629774a2feb3333e11e12c5824c9eac405f402433dc00890b831a
description: 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.
products:
  - Salesforce Platform
  - Cross Cloud
release: "264"
---
# Archive Search

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.

![Note](https://sf-zdocs-cdn-prod.zoominsoftware.com/tdta-xcloud-setup-264-0-0-production-enus/6f21df35-9ea0-4f53-ac94-45c3b5dfd5bc/images/icon_note.png)

Note Archive Search respects only object-level permissions. Users with Archive Search access can view all records for accessible objects. For standard users who need sharing rules applied, use the Archive component instead.

- **[Archive Search FAQs](https://help.salesforce.com/s/articleView?id=xcloud.archive_search.htm&release=264.0.0&type=5)**  
    Here are some frequently asked questions related to Archive Search in the Archive App.

## Use Archive Search

1. Open the Archive Search tab.
2. 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](https://sf-zdocs-cdn-prod.zoominsoftware.com/tdta-xcloud-setup-264-0-0-production-enus/6f21df35-9ea0-4f53-ac94-45c3b5dfd5bc/images/icon_note.png)
    
    Note To avoid an error message, enter a term for a specific field.
3. Optionally, to specify the date range, select a value.
    
    <table class="slds-table slds-table_bordered slds-max-medium-table_stacked slds-m-bottom_small ">
                <colgroup>
                  <col>
                  <col>
                </colgroup>
                <thead class="slds-text-title_caps ">
                  <tr class="">
                    <th scope="col" class="slds-cell-wrap" style="vertical-align:top;" id="d42071e113">Value</th>
                    <th scope="col" class="slds-cell-wrap" style="vertical-align:top;" id="d42071e116">Description</th>
                  </tr>
                </thead>
                <tbody>
                  <tr class="">
                    <td data-label="Value" class="slds-cell-wrap" style="vertical-align:top;" headers="d42071e113 "><strong class="uicontrol">Adjust Date Range</strong></td>

                    <td data-label="Description" class="slds-cell-wrap" style="vertical-align:top;" headers="d42071e116 ">
                      <p>Adjust the default date range. Archive Search defaults to <strong class="uicontrol">Last Modified Date</strong> for non-indexed objects. Valid values include:
                      </p>
                      <ul>
                        <li><strong class="uicontrol">Created Date</strong>: Time and date when the record was created.</li>

                        <li><strong class="uicontrol">Last Modified Date</strong>: Time and date when the record was last updated.</li>

                        <li><strong class="uicontrol">Date Archived</strong>: Time and date when the record was archived. Date Archived is the default date field.</li>

                      </ul>
                    </td>

                  </tr>
                </tbody>
              </table>
    
    The default **To Date** is the current day, and the default **From Date** is one year ago.
4. To begin the search, select the **Search** icon.
    
    Archive Search shows results based on your Salesforce global search settings.
    
    ![Note](https://sf-zdocs-cdn-prod.zoominsoftware.com/tdta-xcloud-setup-264-0-0-production-enus/6f21df35-9ea0-4f53-ac94-45c3b5dfd5bc/images/icon_note.png)
    
    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

<table class="slds-table slds-table_bordered slds-max-medium-table_stacked slds-m-bottom_small ">
            <colgroup>
              <col>
              <col>
            </colgroup>
            <thead class="slds-text-title_caps ">
              <tr class="">
                <th scope="col" class="slds-cell-wrap" style="vertical-align:top;" id="d42071e214">Limitation</th>
                <th scope="col" class="slds-cell-wrap" style="vertical-align:top;" id="d42071e217">Description</th>
              </tr>
            </thead>
            <tbody>
              <tr class="">
                <td data-label="Limitation" class="slds-cell-wrap" style="vertical-align:top;" headers="d42071e214 ">Boolean Operators</td>

                <td data-label="Description" class="slds-cell-wrap" style="vertical-align:top;" headers="d42071e217 ">Boolean operators such as <code>AND</code> or <code>OR</code> aren't supported. A result appears only when both values in the search match.</td>

              </tr>
              <tr class="">
                <td data-label="Limitation" class="slds-cell-wrap" style="vertical-align:top;" headers="d42071e214 ">Case Sensitivity</td>

                <td data-label="Description" class="slds-cell-wrap" style="vertical-align:top;" headers="d42071e217 ">Archive Search isn't case-sensitive, except for field-level searches that end in an asterisk (<code>*</code>). For most of those searches, enter the term in lowercase.</td>

              </tr>
              <tr class="">
                <td data-label="Limitation" class="slds-cell-wrap" style="vertical-align:top;" headers="d42071e214 ">Email Addresses</td>

                <td data-label="Description" class="slds-cell-wrap" style="vertical-align:top;" headers="d42071e217 ">Archive Search matches only the whole email address.</td>

              </tr>
              <tr class="">
                <td data-label="Limitation" class="slds-cell-wrap" style="vertical-align:top;" headers="d42071e214 ">Excluded Objects</td>

                <td data-label="Description" class="slds-cell-wrap" style="vertical-align:top;" headers="d42071e217 ">Archive Search excludes some objects by default. They don't appear as searchable options, even when their records are
                  archived. For example, <code>LiveChatTranscriptEvent</code>
                  isn't searchable.</td>

              </tr>
              <tr class="">
                <td data-label="Limitation" class="slds-cell-wrap" style="vertical-align:top;" headers="d42071e214 ">File Attachments</td>

                <td data-label="Description" class="slds-cell-wrap" style="vertical-align:top;" headers="d42071e217 ">Archive Search scans only file attachment metadata, not file content.</td>

              </tr>
              <tr class="">
                <td data-label="Limitation" class="slds-cell-wrap" style="vertical-align:top;" headers="d42071e214 ">Filtered Objects</td>

                <td data-label="Description" class="slds-cell-wrap" style="vertical-align:top;" headers="d42071e217 ">
                  <p>Objects with these suffixes aren't searchable: </p>
                  <ul>
                    <li><code>Feed</code></li>

                    <li><code>History</code></li>

                    <li><code>Relation</code></li>

                    <li><code>Role</code></li>

                    <li><code>Share</code></li>

                  </ul>
                </td>

              </tr>
              <tr class="">
                <td data-label="Limitation" class="slds-cell-wrap" style="vertical-align:top;" headers="d42071e214 ">Fuzzy Searches</td>

                <td data-label="Description" class="slds-cell-wrap" style="vertical-align:top;" headers="d42071e217 ">For how fuzzy searches work, see <a href="https://help.salesforce.com/s/articleView?id=xcloud.archive_search.htm&amp;release=264.0.0&amp;type=5">Fuzzy Searches</a>.</td>

              </tr>
              <tr class="">
                <td data-label="Limitation" class="slds-cell-wrap" style="vertical-align:top;" headers="d42071e214 ">Indexed Fields</td>

                <td data-label="Description" class="slds-cell-wrap" style="vertical-align:top;" headers="d42071e217 ">Only indexed fields are searchable. Non-indexed fields appear
                  in <span class="menucascade"><strong class="uicontrol">Archive Settings</strong> | <strong class="uicontrol">Search</strong> | <strong class="uicontrol">Archive Search Layout</strong></span>, marked with an asterisk in the Available Fields list.</td>

              </tr>
              <tr class="">
                <td data-label="Limitation" class="slds-cell-wrap" style="vertical-align:top;" headers="d42071e214 ">Record Retrieval</td>

                <td data-label="Description" class="slds-cell-wrap" style="vertical-align:top;" headers="d42071e217 ">To find a record, search for its 18-character Salesforce ID.</td>

              </tr>
              <tr class="">
                <td data-label="Limitation" class="slds-cell-wrap" style="vertical-align:top;" headers="d42071e214 ">Related Records</td>

                <td data-label="Description" class="slds-cell-wrap" style="vertical-align:top;" headers="d42071e217 ">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.</td>

              </tr>
              <tr class="">
                <td data-label="Limitation" class="slds-cell-wrap" style="vertical-align:top;" headers="d42071e214 ">Regular Expressions</td>

                <td data-label="Description" class="slds-cell-wrap" style="vertical-align:top;" headers="d42071e217 ">Searches such as <code>ab*c</code> aren't
                  supported.</td>

              </tr>
              <tr class="">
                <td data-label="Limitation" class="slds-cell-wrap" style="vertical-align:top;" headers="d42071e214 ">Subset Search</td>

                <td data-label="Description" class="slds-cell-wrap" style="vertical-align:top;" headers="d42071e217 ">Searching for a subset of a word or term isn't supported.</td>

              </tr>
              <tr class="">
                <td data-label="Limitation" class="slds-cell-wrap" style="vertical-align:top;" headers="d42071e214 ">Time Zone</td>

                <td data-label="Description" class="slds-cell-wrap" style="vertical-align:top;" headers="d42071e217 ">The <code>Lightning-formatted-date-time</code> is based on your system's time zone.</td>

              </tr>
            </tbody>
          </table>

For more information on indexing, see [Manage Indexed Fields](https://help.salesforce.com/s/articleView?id=xcloud.archive_manage_index_fields.htm&release=264.0.0&type=5 "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.").

## 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

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.

#### See Also

- [Manage Archive Component Controls and Layout](https://help.salesforce.com/s/articleView?id=xcloud.archive_manage_widget_controls_and_layout.htm&release=264.0.0&type=5 "Manage the display and configuration of objects within the Archive component, defining both root and child objects that end users can query. Also, the layout provides insights into root-child object relationships via the Is Root identifier.")