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 Search by ID. Simply navigate to the Search tab and enter the id of a Salesforce record. If the record exists in backup data, you will be sent to the record details page.

GRAX Simple SearchGRAX Simple Search

Advanced Search

Advanced 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.

To get started, go to Search, then click Advanced 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 Advanced Search form to look up for records by a keyword query, or by date ranges.

Configuration

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

GRAX Advanced Search ConfigurationGRAX Advanced Search Configuration

The search configuration page allows you to:

  • Enable and disable objects for Advanced Search
  • View which objects have been enabled
  • View their Last Write time: the most recent time that GRAX indexed a record of this object.
  • See Total Records Written, number of records indexed for this object. This is not 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 will begin indexing records from the GRAX data vault for all configured objects.

When should I configure objects for search?

It is best to wait until most of your data was backed up before enabling Advanced Search.


How long will 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 advanced search! Let's take a look at the selection options available when running a search:

GRAX Advanced Search ResultsGRAX Advanced Search Results

Object

Start by selecting 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

You can filter results by the following record status:

StatusDescription
AllAll records (default)
LiveRecords Not Deleted or Archived
ArchivedRecords Deleted by GRAX
DeletedRecords Deleted directly from Salesforce

Field Selection

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).

Search Text

GRAX supports full text search across all 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 CaseQuery 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 the words installation and industry in any supported fields...Enter installation industry in the search box
To search for records that contain the word installation or the word industry...Enter installation OR 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 records that contain the phrase installations by industryEnter "installations by industry" in the search box
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 is not supported. Rather, GRAX will search 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.

Date Filter

The following date fields can be searched by a range:

Date FieldDescription
Created AtThe standard Salesforce CreatedDate field
Modified AtDate/time the record has been modified last. Data may come from the field SystemModstamp, LastModifiedDate or CreatedDate, in order of preference (if an object has all three fields, we use SystemModstamp)
Deleted AtThe date/time GRAX was able to track a record as deleted, either via an archive process or a delete tracking process. Note: this option is NOT be available if the Status used to search is Live, as these records are not deleted.

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.