Search

Let's take a look at how to search across your backed up, archived or deleted records.

The quickest way to find what you need in GRAX is to use the Search by Id feature. Simply navigate to the Search tab and enter the 18-character Salesforce ID for the record you are looking for. You will be directed to the record page in GRAX, or you will get an error that the record is not found.

GRAX Simple SearchGRAX Simple Search

Advanced Search

If you need a more powerful level of Search on select objects, you can use the Advanced Search feature, which you'll see within the Search tab. Note that this takes some setting up and indexing and will not be available in real-time like the Search by Id feature.

Let's take a look at how to set this up. Out of the box, you will notice that there are no objects available to search in the Object dropdown. Whether you're setting up GRAX for the first time or you disabled all objects for Search previously, you'll need to enable at least 1 again before you can use the advanced search feature. If you disable objects for search after they are enabled, you will no longer be able to perform advanced searches on the object.

Configuration Security

Only users with admin level access will be able to view and set up the search configuration.

The search configuration page allows you to:

  • Enable and disable objects for Search
  • View which objects have been enabled
  • View their Last Write time
    • This is the most recent time that new data was added to the GRAX data vault. It does not indicate when this data was indexed for search. For example, if you see a Last Write time of Dec 15 9:00 AM, that means all data that came into GRAX (via backups, archives etc) through Dec 15, 9:00AM has now been indexed and is available for search.
  • See metrics for the Total Records Written
    • This is not necessarily the total number of records in the search index for this object. Rather, each time a record is backed up and indexed for search (even if no field data changed on a record), this will count as 1 in the Total Records Written column. With incremental backups, this typically does not happen, but given that the same records could appear multiple times in various backup jobs or in archives, GRAX ensures the record is always updated in the search indexed when it is included in a job.

Feature Limitations

A maximum of 50 objects can be enabled for search. Only the latest version of data gets indexed for search. You currently cannot search across multiple historical versions of the same record.

GRAX Advanced Search ConfigurationGRAX Advanced Search Configuration

Once you enable an object for search, a GRAX background job will begin indexing records from the GRAX data vault for all configured objects.

When should I configure objects for search?

It is best to first complete your initial large backup after setting up GRAX. Once your backup is completed, then go into the Search Configuration and select the objects you want indexed for Search capability.


How long will the indexing process take?

Once you enable objects for search, GRAX will begin indexing the latest copy of all the data we have. Depending on the size of data you have backed up so far, this process can vary in terms of time. It can be as quick as an hour, or take several hours if you selected many objects. Use the Search Index Stats to get more information on when and how many records were indexed for search.

The indexing process runs every 5 minute automatically, so you'll always have fresh indexed search data.

Performing an Advanced Search

Now that you've enabled objects for search and allowed GRAX to index these objects, you can perform your first advanced search! Let's take a look at the selection options available when running a search:

GRAX Advanced Search ResultsGRAX Advanced Search Results

Object

First select the object you want to search on. Remember, only objects that you've enabled via search configuration will show up here, and only the latest backed up version of each record is being searched on.

Status

This is a GRAX system field that will capture the state of each record. This will allow you to fine tune which types of records you want to search on.

StatusDescription
AllAll records (default)
LiveRecords Not Deleted or Archived
ArchivedRecords Deleted by GRAX
DeletedRecords Deleted, but not by GRAX

Field Selection

Here you can select which fields on the object you want displayed as columns in the search results view. The Name field will be selected by default. You can select a maximum of 5 fields here. By default, on the search results, GRAX will show columns for ID, Object, and the relevant system date field selected

Search Text

GRAX supports full text search across all of an object's fields. The search term(s) you enter here will be searched across ALL supported fields rather than a specific field, which is an important distinction. Let's take a look at some examples:

Example Search Use CaseExample Query Filter
To search for all records that have the word installation in any supported fields...Enter installation in the search text box.
To search for records that have both words installation and industry in any supported fields...Enter installation & industry in the search box
To search for records that contain the word installation but not the word industry...Enter installation & !industry in the search box
To search for a specific case number...Enter the exact case number in the search box
To search for records that contain the word installation or the word industry...Enter `installation

Field Based Searches

Searching for specific key-value pairs is not supported. Rather, GRAX will search all eligible fields for the search term entered. If you need to search a value for a specific fields, see the section below which will support this type of search on the supported system date fields.

Date Filter

You can specify a min and max date range for search, across supported system fields. The following date filters are supported:

Date FieldDescription
Captured AtGRAX system field that represents the date/time at which a record was captured by GRAX
Created AtThe standard Salesforce CreatedDate field
Last Modified AtThe standard Salesforce LastModifiedDate field
System Modified AtThe standard Salesforce SystemModstamp field
Deleted AtThe date/time GRAX was able to track a record as deleted, either via a GRAX archive process or a delete tracking process. Note: this option will NOT be available if the Status for the search was Live.

You can only filter across one of the time fields at a time. The field selected here will be shown as a column in the search results. Note that you can also select Created Date, Last Modified Date, and System Modstamp in the field selection if you want to show these as columns as well (assuming they exist as fields on the object).

Navigating GRAX

Within the search results, you'll notice the first column is always Id. You can click the hyperlink to navigate to the GRAX record page for a particular record. This record view will show detailed information about the record including:

  • The key system fields
  • The record's hierarchy (children) relationships
  • All the fields GRAX has captured for this record
  • If the record is available still in Salesforce, you can also navigate to that directly using the View in Salesforce button
  • If there are multiple snapshots/versions of this record you can navigate through the different historical versions

Learn more

Check out our new GRAX Labs video on GRAX Search to learn more.