Demo of Gearset’s Salesforce archiving solution

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Description

In this video, we showcase our data archiving solution for your Salesforce orgs. You’ll see how to easily archive data with Gearset, allowing you to manage your data more effectively, reduce storage costs and improve performance.

Learn how to set up and configure an archiving job using Gearset, as well as best practices to ensure compliance and a streamlined DevOps workflow for your team.

In this demo learn how to:

  • Set up an archiving policy with filters
  • Review policy run history and restore archived data
  • Understand permission settings for data access
  • Discover the search functionality for archived records

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Transcript

Hi, everyone. This is Lawrence from Gearset. Today, I'm gonna give you a quick run through of Gearset's archiving solution.

As you'll see, archiving sits within Gearset, again, within AWS, hosted within your choice of data jurisdiction.

You'll see on the left hand side within the familiar menu that you'll have within Gear Set, I've got an extra tab here which is archiving.

Archiving provides me with an unlimited storage container to move data off platform, removing data or files from Salesforce, freeing up storage space while also having them available to be restored back into Salesforce as required.

Today, I'm gonna give you a quick run through. So we'll first set up an archive, and then we'll see how does data get restored back into Salesforce if needed.

Firstly, I'll simply create a new archive here, and then I choose which is the org that I'm going to be archiving data or files from. So in this instance, it's my global production instance.

Once we create, then gearset is gonna check. Do I have all of the required field permissions to be able to view and then read and write data back into Salesforce if needed?

If not, I can simply see which permissions I'm missing, and then I get an option, which is do I want gear set to create a permission set for me, or do I want to keep the permissions the same and go and update this manually in my Salesforce instance?

Once continuing then, I simply choose which of those fields I wish to be within that permission set if I've chosen the gear set automatic option, and then I can simply generate the permission set that I can then download, or I can deploy that automatically from within gear set.

From here, I tell Giset how do I want this to evolve over time. So continue to deploy missing permissions.

Maybe don't archive any data if I'm missing permissions or ignore those permissions in the future.

That is a one time setup then, and now I'm moving on to creating my policy. And a policy is a criteria that will enable me to choose what data or files I wish to archive.

So here, for example, it could be tasks, where maybe I've got a file storage problem and task are taking up the majority of my space.

I can simply target my archiving policy at tasks and then, of course, apply some filters.

Filters are necessary here because, of course, I don't wanna archive all tasks, so it might be that I only want to archive those where the status is completed, for example, and maybe if the completed date was older than two years.

This would be an example of a very, very sensible policy, but, additionally, maybe it's not only available on my, standard objects, but, of course, gearset fully supports custom objects as well. So you'll see here that I've got a custom object called gearset teams users where, again, I can apply those filters on here as well. So maybe I just want to archive inactive Teams users, for example, here.

I simply give this a name, but also I'll have the option to preview if this were to run, which, of those tier gear set teams users would be archived.

Straight away, I can see that I've got six hundred and seventy of my thirteen hundred would be archived.

So this looks like a good policy for me, but maybe I can wanted to go back and change this if this policy was a bit aggressive in my view.

Of course, if we're archiving data out of Salesforce, that data might have related objects and records as well.

So Gearset will show me these upfront.

So here I've got tasks, etcetera, that are all related to those Gearset teams users, and I'm showing this straight away.

And then also I simply define, do I want this to run on a schedule?

So whether this is on demand with the no schedule option or to run weekly or even daily, so I can just simply set this up once and then trust that Gear Set will handle this in the background for me.

Once I'm comfortable, then I simply create that policy, which will show me a line item in my archiving dashboard for this gear set teams users that we've just configured together.

Of course, I can add more policies if I wish on the top right. But at this point, because no data has been archived yet, we'll pivot over to our existing archive that's been running for a while to see what does this look like.

So back on my home page, you'll see the global production archive is what we just created together, and then I've got this European production archive that's been running for a while.

You'll see here that I've got two policies that are configured. So I've got my inactive Teams users as well as some legacy accounts, for example.

By selecting any of these policies, I can get to see the details of these as well as the option to edit or remove this policy or run now on demand.

Additionally, then I've got the policy run history here, and this shows me a full breakdown across any date range of when these policies have run.

I'll also see if the run was successful, if there are any failures for any reason, or if there was some successful and then a couple of errors in there as well.

In this example, you'll see I've got my legacy accounts policy that ran where we found four hundred and five records that met the criteria, but only a hundred and twenty six were actually archived, maybe due to some validation rules that caused the archival process to be blocked.

For any of these policy runs, I can view the run, and what I'll see is any of those parent objects, so the account records that were archived, as well as the child related objects as well that were also archived.

Maybe I want to restore these, so I've got the option to select all of these accounts, for example, and restore at the bottom right. But if I were just looking to restore an individual, for example, I could simply select and restore here as well.

So it's really straightforward to not only view those policy runs, but also restore that data back into Salesforce as required.

But maybe you don't actually know when some data was archived.

So that's where we've got the search option.

So you're able to search through any of those archive records across any of your objects.

So maybe I've been asked, hey, Lawrence. I need to restore a gearset teams user, which had the name Jennifer in, for example.

We can simply search here. Geoset will find me any instances where Jennifer exists.

I get to see the details of this geoset teams user, and, of course, I can restore or remove if needed, for example, for GDPR purposes.

You'll also see I have a settings option here where I can set my retention policy as well as define permissions.

So for example, Ryan, a team member here at Gearset, I might want to have access to view all of my archive, but also be able to edit, maybe remove the archive as well and as well restore data.

But maybe I've got another member of the team who I just want to be able to view and browse and maybe be able to execute the archive runs, but not be able to restore.

And, of course, I can continue to build this up as I as I need.

So archiving is a very straightforward process, but doing a very powerful thing, providing an unlimited storage container off platform from Salesforce to be able to store that data that you no longer require to be sat in Salesforce, but ultimately be able to be restored as required back onto the platform.

I hope that was useful. And if you've got any questions or thoughts, we'd love to hear from you, so please just get in touch.

Thanks so much again. Bye.