Published at: 2025-10-30

Data Archiving

1. Use Cases for Data Archiving

Use Case 1: Archiving Historical Account Data

  • Business background: Over long-term operations, companies accumulate large volumes of account data — account profiles, transaction records, communication logs, etc. As time passes, access frequency declines, but the data still needs long-term retention for business analysis, account re-engagement, and regulatory compliance.

  • Archiving requirements: Archive historical account data to Big Objects storage to reduce storage costs while ensuring data security and reliability. Use lifecycle policies to automatically migrate low-access data to lower-cost storage tiers and optimize storage utilization.

  • Example: A manufacturing company uses ShareCRM to manage accounts and generates many account orders and communication logs each year. These records are frequently accessed initially but access drops over time. The company can archive past years’ orders and communication logs to Big Objects storage to lower costs while preserving long-term retention.

Use Case 2: Backup and Recovery

  • Business background: CRM data is mission-critical; any data loss or corruption can cause severe business disruptions and financial loss. Organizations must regularly back up CRM data to enable rapid recovery in case of data loss or damage.

  • Archiving requirements: Archive backups to Big Objects storage to provide reliable long-term retention and ensure data accessibility and integrity. Big Objects’ high-concurrency access and protection mechanisms keep backup data safe and available. Use lifecycle management to migrate backups to lower-cost tiers to optimize costs.

  • Example: A financial services firm using ShareCRM schedules regular backups of CRM data. The firm archives these backups to Big Objects storage to ensure long-term retention and recoverability. In a recovery scenario, Big Objects’ efficient access enables fast restoration and business continuity.

2. Data Archiving Operational Guide

1. Archiving Entry and Permissions

  1. Entry: Admin Console → Object Management → Data Archiving

  2. Permissions:

  • Management feature permission / Object Management / Data Archiving
  • System Administrator and CRM Administrator have this permission by default
  • Other Roles do not have it by default; a System Administrator can assign this permission to them
  • Note: Holding this management permission allows the user to manage Big Objects in the Admin Console (create, edit, delete, etc.)

2. Archiving List Page

List page actions:

  • Edit: Open the edit page
  • Disable: Disable this archiving rule; archiving stops after disabling
  • Enable: Enable this archiving rule; archiving starts after enabling
  • Delete: If the rule status is Enabled, show a modal stating “The rule is enabled and cannot be deleted” with a single button “Got it” that closes the modal when clicked

image 数据归档列表页

3. Create a New Archiving Rule

3.1 Example business scenario In a Van Sales scenario, you need to migrate historical data from the Responsible Person and Vehicle Number fields on the Vehicle Sales object to the Responsible Person and Primary Attribute fields on the Vehicle Order Big Object.

3.2 Entry Admin Console → Object Management → Data Archiving → New

image Figure: Data Archiving list page & New entry

3.3 Basic Configuration

3.3.1 Archiving data basic information

  • Archiving Name: The name of the data archiving rule; custom names are supported. Archiving names must be unique.

  • API Name: Auto-generated by the system; you may customize it but it is primarily for developers — avoid changing unless necessary.

    Naming rules: - Must start with an English letter - May contain letters, numbers, and underscores - Custom objects must end with __c - Underscores should not appear consecutively except for the trailing __c - Max length: 38 characters

  • Description: A description of the archiving rule

,

image Basic information configuration

3.3.2 Configure archiving objects

  • Source Object The standard/custom object to archive from. Each archiving rule supports one source (standard) object and cannot be changed once set.

  • Target Object The Big Object to archive into. Each Big Object can be archived by only one source object. You may only select Big Objects not already assigned in other Data Archiving rules. Target cannot be changed once set.

  • Field configuration After selecting source and target objects, map the source object fields to the target’s Primary Attribute and Responsible Person fields according to migration needs.

  • Field mapping Map the fields of the source (standard) object that need archiving to fields on the target Big Object.

image Configure archiving objects

3.3.3 Define the archiving data scope

Define which records from the source (standard) object will be archived to the Big Object.

  • All data Selecting All data will migrate all records from the source object.

  • Filter by conditions When Filter by conditions is selected, only records that meet the filter criteria will be migrated.

image Set archiving data scope

3.3.4 Set archiving frequency

Define execution rules for archiving from the source object to the Big Object.

  • Frequency Options: One-time, Daily, Weekly, Monthly

  • Execution time Set the timezone and execution time according to your needs.

image Archiving frequency

4. Notes and Constraints

  1. Archiving removes the data from the source object. Proceed with caution.
  2. Records currently in active processes will not be archived: this includes Approval Processes, Business Flows, and Pipelines.
  3. Records whose processes have completed can be archived, but all process-related data associated with the original records will be deleted simultaneously.
  4. The source object cannot be a Sub-object; data migration of Sub-objects depends on the Primary Object.
  5. Field migration rules:
    • Source text fields, URL fields, geolocation component fields, and roll-up/statistical fields can be migrated to text fields on the target object.
    • Source User/People fields can only be migrated to User/People fields on the target object.
    • Numeric values can only be migrated to numeric fields.
  6. Once source and target fields are configured, mappings are one-to-one.
  7. A standard (source) object may have multiple archiving rules (one-to-many relationship: standard object → Big Objects).
  8. Each Big Object may be archived by only one standard object.
  9. If a configured source field is disabled or deleted, that field will stop archiving; other mapped fields continue to archive normally.
  10. Field mappings cannot be modified after configuration.
  11. To delete a Big Object, first disassociate any Data Archiving rules linked to that Big Object.
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