1. Use Cases for Data Archiving

Scenario 1: Archiving Historical Customer Data

• Business Context: Over time, businesses accumulate vast amounts of customer data, including basic information, transaction records, and communication logs. While the frequency of accessing this data decreases, it must still be preserved for future business analysis, customer follow-ups, and compliance purposes.
• Archiving Needs: Migrating historical customer data to large object storage reduces storage costs while ensuring data security and reliability. By implementing lifecycle policies, infrequently accessed data can be automatically moved to lower-cost storage media, optimizing resource utilization.
• Application Example: A manufacturing company uses ShareCRM to manage customer relationships, generating numerous orders and communication records annually. As these records become less frequently accessed over time, they can be archived to large object storage to cut costs while maintaining long-term data retention.

Scenario 2: Data Backup and Recovery

• Business Context: CRM data is critical to business operations. Any loss or corruption can lead to severe disruptions and financial losses. Regular backups are essential to ensure quick recovery in case of data incidents.
• Archiving Needs: Storing backup data in large object storage provides a reliable long-term solution with high availability and data protection. Lifecycle management automatically shifts backups to cost-efficient storage tiers, optimizing expenses.
• Application Example: A financial institution using ShareCRM for customer management archives backup data to large object storage. In the event of data loss, rapid recovery ensures business continuity.

2. Data Archiving Guide

1. Access and Permissions

1. Access Path:
   [Admin Console] → [Object Management] → [Data Archiving]

2. Permissions:

   • Required: Functional Permission / Object Management / Data Archiving
   • Default roles with access: System Admin, CRM Admin
   • Other roles: No default access, but permissions can be assigned by admins.
   • Note: This permission allows managing large objects (create, edit, delete).

2. Archiving List Page

List Page Actions:
- Edit: Navigate to the edit page.
- Disable: Deactivate the archiving rule (stops archiving).
- Enable: Activate the rule (resumes archiving).
- Delete: If the rule is active, a prompt appears: “This rule is active and cannot be deleted.” Click “I Understand” to close the prompt.

picture coming soon:
Data Archiving List Page

3. Creating an Archiving Rule

3.1 Example Scenario:
In Van Sales, historical data from the [Vehicle Sales Order] object’s [Owner] and [Vehicle ID] fields must be migrated to the [Vehicle Order] object’s [Owner] and [Primary Attribute] fields.

3.2 Access Path:
[Admin Console] → [Object Management] → [Data Archiving] → [New]

picture coming soon:
Data Archiving List Page & New Entry

3.3 Basic Configuration

3.3.1 Archiving Data Basics

• Archiving Name: Customizable, must be unique.
• API Name: Auto-generated (editable for developers). Follow these rules:
  • Starts with a letter.
  • Allows letters, numbers, and underscores (no consecutive underscores).
  • Custom objects must end with __c.
  • Max 38 characters.
• Description: Optional details about the rule.

picture coming soon:
Basic Configuration

3.3.2 Setting Archiving Objects

• Source Object: The standard object to archive (preset or custom). One per rule.
• Target Object: The large object for archiving. Each large object can only be linked to one standard object.
• Field Mapping: Map fields from the source to the target object (e.g., [Owner] → [Owner]).

picture coming soon:
Setting Archiving Objects

3.3.3 Defining Data Scope

• All Data: Archives all records in the source object.
• Filtered Data: Archives only records meeting specified conditions.

picture coming soon:
Setting Data Scope

3.3.4 Setting Archiving Frequency

• Frequency: Options: Once, Daily, Weekly, Monthly.
• Execution Time: Set timezone and specific time.

picture coming soon:
Archiving Frequency

4. Key Considerations

1. Archiving deletes source data—proceed with caution.
2. Data in active workflows (approvals, business flows, Pipeline) cannot be archived.
3. Archived workflow data removes all related process records.
4. Sub-objects cannot be source objects; they depend on Primary Objects.
5. Field mapping restrictions:
   • Text/URL/location/statistics fields → Target text fields.
   • User fields → Target user fields only.
   • Numeric fields → Target numeric fields only.
6. Field mappings are fixed after setup.
7. One standard object can have multiple archiving rules (1:N).
8. Each large object can only link to one standard object.
9. Disabled/deleted source fields stop archiving for those fields only.
10. Field mappings cannot be modified.
11. To delete a large object, first unlink its archiving rules.