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Creating a Templated Archive

Required User Credentials

[Flosum User] - Backup & Archive license with Backup & Archive permissions

Overview

This article provides step-by-step instructions for creating a Templated Archive in Flosum Backup & Archive. A Templated Archive enables you to archive specific Salesforce data, reducing data usage, providing efficient long-term storage, and protecting essential business records. An Archive Job consists of two stages: first, the data is added to the archive in Flosum Backup & Archive, and then the data is deleted from Salesforce.

With a Templated Archive, you gain granular control over your archive job through a reusable template that specifies:

  • The Salesforce objects to include

  • Optional filters (Declarative or SOQL) to refine the data set

  • Any automation processes to disable

  • Whether to run immediately or on a defined schedule

The Retain This Object feature enables users to archive child records while keeping parent records intact — perfect for archiving attachments while retaining Cases or Opportunities. Refer to the Enabling Retain This Object for a Templated Archive article for more information about this feature.

Creating a Templated Archive

1

Create an Archive

  1. Click Backup & Archive from the sidebar menu.

  2. Click the Organization Switcher from the breadcrumb path.

  3. Select the organization you wish to archive.

  4. Click Templated Archive.

2

Create a Template

If there are no templates or you need to create a new one, follow the instructions below. Skip to Select a Template if you don’t need to create a template.

  1. Click Create Template if there are no templates or if you need to create a new one.

  2. Enter a Name for the template.

  3. Enter a helpful Description of the template’s purpose in the optional Archive Template textbox.

3

Add Objects to Template

  1. Click the Add object menu button to select the Salesforce Objects to include in the template.

  2. Search or browse for objects from the menu.

When searching for an object, enter the Salesforce Object Label, not the Salesforce API Name. For example, enter Content Version, not ContentVersion.

  1. Check the objects you want to add.

  2. Click Add to add all of the selected objects.

  3. When an object is added to the archive, any child objects that are dependent on the parent object will automatically be added to the archive.

  4. Click the > arrow to expand an object to see all of its child objects.

Every child object marked with a Red Lock icon is automatically added to the archive because it is dependent on its parent object. In the screenshot below, the Contact object has seven child objects that were automatically archived. Additionally, some of these child objects have their own dependent child objects, which were also included in the archive. This dependency results in a cascading delete: when the Contact object is archived, it triggers the deletion of many child and grandchild objects in Salesforce. It is important to know which object records will be removed from Salesforce when an archive job runs.

  1. Click an object to open the Add child objects dialog.

  2. Read the Enabling Retain This Object for a Templated Archive article to learn how to use the Retain this object feature to prevent selected objects from being deleted.

  3. Click the + Add button next to each of the child objects to add.

  4. Once you have added all the objects, click Apply to save the changes.

4

(Optional) Add Filters to Objects

  1. Click Filter to add a filter to the object.

  2. You can choose to filter using Declarative criteria, similar to Salesforce reporting, or through an SOQL query. An example of the same filter created each way is shown in the screenshots below.

  3. (Optional) Click the Count records button to verify that the filter is retrieving the correct number of records.

  4. Click Apply to save the filter.

5

(Optional) Disable Automation Processes

When an archive job is run, automated Salesforce processes remain active by default. To prevent these processes from triggering, you can selectively disable them at the object level. Disabling automations for one object affects only that object.

Each process below is disabled individually for each object in the template.

  • Triggers

  • Workflows

  • Flows

  • Validation rules

  • Lookup filters

Automated processes are disabled only during the archive job and are restored once the job is complete.

Automations are disabled only for the objects they are selected in. They remain enabled for other objects in the template. Disable automations for each object you want to affect.

  1. To disable Salesforce automations for an object, click Automation Processes.

  2. Check any of the automations you want to disable.

  3. Click Save.

  4. When automations are disabled for an object, the Automations button will display a red dot.

  5. Repeat this for all objects you want to disable automations for.

6

Save the Template

  1. Click Save once you have configured all of the objects for this template.

7

Select a Template

  1. Enter a name for the archive job.

  2. Click the Select button of the template to use. You can only select one template.

  3. Click Next.

8

Configure the Archive Job

  1. (Optional) Enter a description of the archive in the textbox.

9

Run or Schedule the Archive Job

Immediate Archive

  1. Click the Run button to start the Templated Archive.

  2. This will start your Templated Archive job immediately.

Scheduled Archive

An archive job can be scheduled to run at a specific date and time interval.

  1. Switch the Schedule toggle to Enabled.

  2. Select the Recurrence of the backup to run Daily, Weekly, or Monthly.

  3. Configure the Schedule options. Daily, Weekly, and Monthly each offer different options for setting the time and date when the archive runs.

  4. Click the Schedule button to schedule your archive job.

10

Review Archive Job

Immediate Archive

  1. After starting the archive job, you will be taken to the Backup & Archive > History tab.

  2. The table shows the status of the Templated Archive job.

Scheduled Archive

  1. After scheduling the archive job, you will be taken to the Backup & Archive > Schedule tab.

  2. The scheduled Templated Archive job is located in the User Scheduled section.

PreviousOverview of Archives
NextEnabling Retain This Object for a Templated Archive

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