Archive Policy Editor
CopyStorm/Archive supports an unlimited number of record archives with each archive defined by the Archive Policy Editor. The following image lays out the primary sections of the Archive Policy Editor.
There are a lot of sections on the Archive Policy Editor. Let’s break it down into manageable pieces.
Each Archive Policy requires a unique name. There are no restrictions on what characters can appear in a name but the name itself must be unique for each archive policy.
An Archive Policy is always in either an Active or Inactive state.
- A policy in an Active state will be be used by CopyStorm as part of a normal backup. For example, the Default Recycle Bin policy will usually be set to an Active state so the backup will automatically archive records as they are deleted from Salesforce.
- A policy in an Inactive state can be ran by hand but will not be automatically processed as part of a CopyStorm backup. Inactive policies are useful for one-off compliance needs and archival policies that do not need to be part of a scheduled process.
The Apply Policy section controls when CopyStorm will check a record in the database against the policy filter. There are three options:
- After Insert — check a record against the policy immediately after it is inserted into the CopyStorm database.
- Before Update — check a record against the policy immediately before it is updated with changes from Salesforce.
- After Update — check a record against the policy immediately after it has been updated in the CopyStorm database.
One or all of the option can be selected concurrently. In all cases, CopyStorm will not add a record to an archive if an identical copy of the record is already in the archive.
To reduce the amount of database space required to archive a record, certain non-essential fields can be excluded. Common exclusion choices are:
- Empty Fields — when empty fields are excluded a savings of the “length of the field name” plus 3 bytes is saved for each of the record’s empty fields.
- Formula Fields — excluding a formula field can often save a lot of space in a record. Formulas are computed, so there is no data loss.
Days to Retain
The # Days to Retain parameter controls how many days records are kept in an archive before they are deleted.
- blank means to keep archived records forever.
- 90 means to delete archived records after 90 days.
In addition to the global # Days to Retain parameter, the policy for individual tables in an archive can be set explicitly by creating an override rule using the Advanced.. button. Clicking on the Advanced… button launches the Advanced Retention Rules Editor.
Filter Rule Type
The Filter Rule Type specifies specific properties that a record must have to be considered by the archival policy. Example Filter Rule Types include:
- Deleted Records — a record passes the filter if it has been deleted in Salesforce.
- Column Expression — a record passes the filter if the data in its columns matches a user defined expression.
- All Changes — a record always passes the filter.
For further details see the article on Policy Filter Rules.
Non-Indexed Reference Fields
To boost performance of record relationship traversal, CopyStorm/Archive maintains a high speed database index. This section supports excluding reference fields from the high speed index to save space in the database. The reference fields selected by default are rarely needed for relationship traversal, occur on nearly every record, and thus can take up significant space in the CopyStorm/Archive index.
Included and Excluded Tables
The lists control which tables are included in an archive policy:
- Included Tables — this is a white list of tables that the policy may use.
- Excluded Tables — this is a black list of tables excluded from the policy.
In both the Included and Excluded list two types of values are supported:
- The API name of a table. Examples: Account, Contact, User, Case
- A regular expression. Examples: .*History, .*ChangeEvent
Note: If any tables are listed in the Included Tables box, the archive will only include the selected tables regardless of any values in the Excluded Tables section.
There are two ways to edit the values in either list:
- Click on the Edit button above the list to launch a table selection tool.
- Edit the list by hand.