Activities:Salesforce Archived Activities

Activities:Salesforce Archived Activities

One day, a user come to me, "Why I do not see some of my activity history in report, although it is visible in the page layout related list from an object" ?

This is because Salesforce archives activities (tasks and events) that are over a year old. Activity archive criteria:

• Events with an ActivityDateTime or ActivityDate value greater than or equal to 365 days old
• Tasks with an IsClosed value of true and an ActivityDate value greater than or equal to 365 days old
• Tasks with an IsClosed value of true, a blank ActivityDate field, and a create date greater than or equal to 365 days ago

If you are using Data Loader, you need to select Export All instead of Export, and if using other API tool, make sure it call queryAll() instead of query() function.

You can also filter on the isArchived field to find only the archived objects. You can update or delete archived records, though you cannot update the isArchived field. If you use the API to insert activities that meet the criteria listed below, the activities will be archived during the next run of the archival background process.

Salesforce: Notes and Attachments

Notes and Attachments is not a new thing in Salesforce. I also do not see any enhancements in last few Salesforce release. But, for some users, Notes and Attachments still a nice feature and frequently used.

Here a few facts on Notes and Attachments good to remember:

1. It is not possible to report on the Notes and Attachments related list.
2. The Notes & Attachments can be exported directly via the API.
3. It is possible to access your Notes & Attachments data by requesting a full data export of your organization's data. 
4. The only way to get attachment on an Salesforce email to Attachment is to download the attachment to your local machine, then manually added as an Attachment from the local machine location.
5. Notes and attachments marked as Private via the Private checkbox are accessible only to the person who attached them, Administrators and users with View All Data permission.
6. You must have “Read/Write” access to parent record to be able to add Notes or Attachments to the record.
7. You also need to have “Read/Write” access permission to parent record to be able to edit or delete Notes or Attachments.
8. You can write Apex trigger for Notes & Attachments using Force.IDE

Special thanks to Jason Lawrence for the input of Feed Attachment, so if you attach File to Chatter Feed in an Account or Opportunity, it will show as well in Notes & Attachments as Feed Attachment.