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
Lookup by ID. Simply navigate to the
Search tab and enter the ID of a Salesforce record. If the record exists in backup data, you are sent to the record details page.
Indexed Search (Deprecated)
Indexed Search provides more powerful search capabilities, allowing you to find records bases on date fields or any contained text. It must be enabled by object, and takes some time to index all record data.
Indexed Search is hidden by default. To enable
Indexed Search, go to
Advanced Features, and enable the toggle next to
Enable Advanced (Indexed) Search. Then, navigate to
Search, then click
Indexed Search on the top right, and pick the objects you want indexed. After some time you should see index stats populated on that page, showing the last time a record was indexed.
From that point on you can use the main
Indexed Search form to look up for records by a keyword query, or by date ranges.
Only users with administrator level access are able to view and change the search configuration.
The search configuration page allows you to:
- Enable and disable objects for
- View which objects have been enabled
- View their
Last Writetime: the most recent time that GRAX indexed a record of this object.
Total Records Written, number of records indexed for this object. This isn't the total number of records available for search, but the number of versions GRAX has observed for the object.
Limitations and Considerations
- 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.
- You can filter search results by a text query or by date ranges, but not both at the same time.
- Searching for a specific word may yield false positives, in rare cases. If you're archiving or restoring records based on a search, we recommend double checking results.
- Searching for very brief words (normally at 4 characters or less) may not produce results, even if they are present in record data.
Once you enable an object for search, a GRAX background job begins indexing records from the GRAX data vault for all configured objects.
When should I configure objects for search?
it's best to wait until most of your data was backed up before enabling Indexed Search.
How long does the indexing process take?
This really depends on the shape of the records being backed up; generally, records with a lot of fields and data in fields are the slowest to index.
The best approach to estimate indexing time is to look at the
Search Index Stats, and note how things are progressing over time. Monitoring these numbers should allow you to have a sense of the indexing velocity.
The data in this table is updated approximately every 5 minutes.
Performing an Advanced Search
Now that you've enabled objects for search and allowed GRAX to index these objects, you can perform your first Indexed search. Let's take a look at the selection options available when running a search:
Start by selecting the object you want to search on.
Remember only objects that you've enabled via search configuration show up here, and only the latest backed up version of each record is being searched on.
You can filter results by the following record status:
|All||All records (default)|
|Live||Records Not Deleted or Archived|
|Archived||Records Deleted by GRAX|
|Deleted||Records Deleted directly from Salesforce|
Here you can select which fields on the object you want displayed as columns in the search results view. The
Name field is selected by default. You can select a maximum of 5 fields to be displayed.
GRAX always shows a column for the record ID, object and the relevant system date selected for a filter (more on it below).
GRAX supports full text search across all object's fields. The search terms you enter here are 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 Case||Query Filter|
|To search for all records that have the word ||Enter |
|To search for records that have both the words ||Enter |
|To search for records that contain the word ||Enter |
|To search for records that contain the word ||Enter |
|To search for records that contain the phrase ||Enter |
|To search for a specific case number||Enter the exact case number in the search box|
Field Based Searches
Searching for specific key-value pairs isn't supported. Rather, GRAX searches all eligible fields for the search term entered. The only exception are key date fields, that you may specify at the end of the search form.
The following date fields can be searched by a range:
|Created At||The standard Salesforce |
|Modified At||Date/time the record has been modified last. Data may come from the field |
|Deleted At||The date/time GRAX was able to track a record as deleted, either via an archive process or a delete tracking process. Note: this option isn't be available if the Status used to search is |
You can only filter across one of the time fields at a time. The field selected here is shown as a column in the search results. Note that you can also select Created Date, Last Modified Date, and SystemModstamp in the
field selection to show these as columns as well (assuming they exist as fields on the object).
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 shows 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 Salesforcebutton
- If there are multiple snapshots/versions of this record you can navigate through the different historical versions
Check out our new GRAX Labs video on GRAX Search to learn more.
Updated about 2 months ago