Field Audit Trail Implementation Guide
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Field Audit Trail Implementation Guide Salesforce, Spring ’17 @salesforcedocs Last updated: March 10, 2017 © Copyright 2000–2017 salesforce.com, inc. All rights reserved. Salesforce is a registered trademark of salesforce.com, inc., as are other names and marks. Other marks appearing herein may be trademarks of their respective owners. CONTENTS FIELD AUDIT TRAIL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 EXAMPLES ........................................................3 METADATA API REFERENCE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 HistoryRetentionPolicy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 SOAP API REFERENCE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 FieldHistoryArchive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 TOOLING API REFERENCE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 HistoryRetentionJob . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 SOQL REFERENCE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 SOQL with Archived Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 FIELD AUDIT TRAIL Field Audit Trail lets you define a policy to retain archived field history data up to ten years, independent of field history tracking. This feature helps you comply with industry regulations related to audit capability and data retention. Use Salesforce Metadata API to define a retention policy for your field history. Then use REST API, SOAP API, and Tooling API to work with your archived data. For information about enabling Field Audit Trail, contact your Salesforce representative. Field history is copied from the History related list into the FieldHistoryArchive object and then deleted from the History related list. You define one HistoryRetentionPolicy for your related history lists, such as Account History, to specify Field Audit Trail retention policies for the objects that you want to archive. You can then deploy the object by using the Metadata API (Workbench or Force Migration Tool). You can update the retention policy on an object as often as you like. You can set field history retention policies on the following objects. EDITIONS Available in: Salesforce Classic Available in: Enterprise, Performance, and Unlimited Editions USER PERMISSIONS To specify a field history retention policy: • “Retain Field History” • Accounts • Cases • Contacts • Leads • Opportunities • Assets • Entitlements • Service Contracts • Contract Line Items • Solutions • Products • Price Books • Custom objects with field history tracking enabled Note: The HistoryRetentionPolicy is automatically set on the above objects, once Field Audit Trail is enabled. By default, data is archived after 18 months in a production organization, after one month in a sandbox organization, and all archived data is stored for 10 years. You can include field history retention policies in managed and unmanaged packages. The following fields can't be tracked. • Formula, roll-up summary, or auto-number fields • Created By and Last Modified By • Expected Revenue field on opportunities • Master Solution Title or the Master Solution Details fields on solutions • Long text fields • Multi-select fields 1 Field Audit Trail After you define and deploy a Field Audit Trail policy, production data is migrated from related history lists such as Account History into the FieldHistoryArchive object. The first copy writes the field history that’s defined by your policy to archive storage and sometimes takes a long time. Subsequent copies transfer only the changes since the last copy and are much faster. A bounded set of SOQL is available to query your archived data. Note: For some time after the initial GA release, data might not be automatically deleted from the History related list and may reside in both the FieldHistoryArchive object and in the History related list. Salesforce reserves the right to delete archived data from the History related list in accordance with the customer-defined policy in future releases. Note: If your organization has Field Audit Trail enabled, previously archived data isn't encrypted if you subsequently turn on Platform Encryption. For example, your organization uses Field Audit Trail to define a data history retention policy for an account field, such as the phone number field. After enabling Platform Encryption, you turn on encryption for that field, and phone number data in the account is encrypted. New phone number records are encrypted as they are created, and previous updates to the phone number field that are stored in the Account History related list are also encrypted. However, phone number history data that is already archived in the FieldHistoryArchive object continues to be stored without encryption. If your organization needs to encrypt previously archived data, contact Salesforce. We will encrypt and rearchive the stored field history data, then delete the unencrypted archive. 2 EXAMPLES Set Data Retention Policy for Field History This example demonstrates how to set a field history data retention policy by using Metadata API. You need to edit the metadata only if you want to override the default policy values (18 months of production storage and 10 years of archive storage). Setting data retention policy involves creating a metadata package and deploying it. The package consists of a .zip file that contains an objects folder with the XML that defines each object’s retention policy, and a project manifest that lists the objects and the API version to use. Note: The first copy writes the entire field history that’s defined by your policy to archive storage and might take a long time. Subsequent copies transfer only the changes since the last copy, and will be much faster. 1. Define a field history data retention policy for each object. The policy specifies the number of months that you want to maintain field history in Salesforce, and the number of years that you want to retain field history in the archive. The following sample file defines a policy of archiving the object after six months, and keeping the archives for five years.The file name determines the object to which the policy is applied. For example, to apply the above policy to the Account object, save the file as Account.object. For existing custom objects, this works the same way, with the file named after the custom object. For example: myObject__c.object. 2. Create the project manifest, which is an XML file that’s called package.xml. The following sample file lists several objects for which data retention policy is to be applied. With this manifest file, you expect the objects folder to contain five files: Account.object, Case.object, and so on. 6 5 My field history retention AccountSource ...3. Create the .zip file and use the deploy() function to deploy your changes to your production environment. For more information, see the Metadata API Guide. 3 Examples Note: This pilot doesn’t support deployment from sandbox to production environments. That’s it! Your field history retention policy will go into effect according to the time periods that you set. Create a Custom Object and Set Field History Retention Policy at the Same Time You can use Metadata API to create a custom object and set retention policy at the same time. You must specify the minimum required fields when creating a new custom object. Here’s sample XML that creates an object and sets field history retention policy: Account Case Contact Lead Opportunity 32.0 Set trackHistory to true on the fields that you want to track and false on the other fields. Update Data Retention Policy for Field History If a field history data retention policy is already defined on an object, you can update the policy by specifying a new value of HistoryRetentionPolicy in the metadata for that object. Once you deploy the metadata changes, the new policy overwrites the old one. Note: To check the current data retention policy for any object, retrieve its metadata using Metadata API and look up the value of HistoryRetentionPolicy. 4 Examples Query Archived Data You can retrieve archived data by making SOQL queries on the FieldHistoryArchive object. You can filter on the FieldHistoryType, ParentId, and CreatedDate fields, as long as you specify them in that order. For example: SELECT ParentId, FieldHistoryType, Field, Id, NewValue, OldValue FROM FieldHistoryArchive WHERE FieldHistoryType = ‘Account’ AND ParentId=’906F000000 5 METADATA API REFERENCE HistoryRetentionPolicy Represents the policy for retaining field history data. By setting a policy, you can specify the number of months you want to maintain field history in Salesforce, and the number of years that you want to retain field history in the archive. This component is only available to users with the “RetainFieldHistory” permission. Declarative Metadata File Suffix and Directory Location Field history retention policies are defined as part of a standard or custom object. You can set field history retention policies for objects individually. See CustomObject for more information. Version Available in API version 31.0 and later. Fields Field Name Field Type Description archiveAfterMonths int Required. The number of months that you want to keep field history data in Salesforce before archiving. You can set a minimum of 1 month and a maximum of 18 months. If you don’t set a number, the default is 18 months. (That is, Salesforce maintains data for 18 months before archiving.) archiveRetentionYears int Required. The number of years that you want to retain data in the archive. You can set a minimum of zero years, and a maximum of 10 years. If no number is set, the default is 10 years. description string A text description for the history retention. gracePeriodDays int The number of days of extra time after the archiveAfterMonths period before the data is archived. The gracePeriodDays interval applies only to the first time that the data is archived; because all the data is copied the first time, the operation may take longer than subsequent times when only the data that changed since the last archival operation is copied. The gracePeriodDays provides extra time for the administrator to prepare the organization before the initial archive operation. You can set a minimum of zero days and a maximum of 10 days. If no number is set, the default is 1 day. 6 Metadata API Reference HistoryRetentionPolicy Declarative Metadata Sample Definition This sample shows the definition of a history retention policy for a custom object: Deployed true just a test object with one field for eclipse ide testing 3 10 1 Transaction Line History Comments__c add your comments about this object here This field contains comments made about this object 32000 true LongTextArea 30 Text MyFirstObjects ReadWrite 7 SOAP API REFERENCE FieldHistoryArchive Represents field history values for all objects that retain field history. FieldHistoryArchive is a BigObject, available only to users with the “Retain Field History” permission. This object is available in API version 29.0 and later. Each instance of the FieldHistoryArchive object represents a single change in the value of a field. FieldHistoryArchive stores history for both standard and custom fields. The Field field returns the name of the field unless the parent field or object is deleted, in which case it returns the field ID. You can use the ID to retrieve the old field and object name from the FieldNameAfterArchival and ParentNameAfterArchival fields, respectively. Supported Calls describeSObjects(), query() Fields Field Name Details ArchiveFieldName Type string Properties Nillable Description The name of the field at the time the data was archived. If the field name changed, the name is sometimes not the same for all records related to a single field. ArchiveParentName Type string Properties Nillable Description The name of the parent object at the time the data was archived. If the object name changed, the name is sometimes not the same for all records related to a single field. ArchiveParentType Type string Properties Nillable 8 SOAP API Reference Field Name FieldHistoryArchive Details Description The type of the field at the time the data was archived. If the field type changed, the type is sometimes not the same for all records related to a single field. ArchiveTimestamp Type dateTime Properties Nillable Description The date and time at which the data was archived. CreatedById Type reference Properties Nillable Description The user ID of the user who created the original record. CreatedDate Type dateTime Properties Nillable, Sort Description The date and time at which the original record was created. Field Type picklist Properties Filter, Nillable, Restricted picklist Description The name of the field that was changed. If the field is deleted from the parent object, the Field field contains the field ID instead. FieldHistoryType Type picklist Properties Nillable, Sort, Restricted picklist Description The name of the object that contains the field history (for example, Account). Id Type ID 9 SOAP API Reference Field Name FieldHistoryArchive Details Properties Defaulted on create, Filter, idLookup Description The ID of the archived record. It’s useful to have a field’s ID for fields that you’ve deleted. (Field names aren’t retained in history when you delete fields from Salesforce.) NewValue Type anyType Properties Nillable Description The new value of the modified field. OldValue Type anyType Properties Nillable Description The previous value of the modified field. ParentId Type reference Properties Filter, Nillable, Sort Description The ID of the object that contains the field (the parent object). Usage When sorting fields, order them as follows: 1. FieldHistoryType ASC 2. ParentID ASC 3. CreatedDate DESC 10 TOOLING API REFERENCE HistoryRetentionJob Represents the body of retained data from the archive, and the status of the archived data. Available in API version 29.0 or later. Supported SOAP API Calls describeSObjects(), query() Supported REST API HTTP Methods GET Fields Field Name Details DurationSeconds Type int Properties Filter, Group, Nillable, Sort Description How many seconds the field history retention job took to complete (whether successful or not). HistoryType Type picklist Properties Create, Filter, Group, Nillable, Restricted picklist, Sort Description The object type that contains the field history that you retained. Valid values for standard objects are: • Account • Case • Contact • Leads • Opportunity For custom objects, use the object name. 11 Tooling API Reference HistoryRetentionJob Field Name Details NumberOfRowsRetained Type int Properties Filter, Group, Nillable, Sort Description The number of field history rows that a field history retention job has retained. RetainOlderThanDate Type dateTime Properties Filter, Sort Description The date and time before which all field history data was retained. StartDate Type dateTime Properties Filter, Nillable, Sort Description The start date of the field history retention job. Status Type picklist Properties Filter, Group, Nillable, Restricted picklist, Sort Description Provides the status of the field history retention job. By default, the pilot feature copies data to the archive, leaving a duplicate of the archived data in Salesforce. Deletion of data from Salesforce after archiving is available upon request. Status can include: • CopyScheduled • CopyRunning • CopySucceeded • CopyFailed • CopyKilled • NothingToArchive • DeleteScheduled • DeleteRunning • DeleteSucceeded • DeleteFailed 12 Tooling API Reference Field Name HistoryRetentionJob Details • DeleteKilled 13 SOQL REFERENCE SOQL with Archived Data You can use SOQL to query archived fields. The allowed subset of SOQL commands lets you retrieve archived data for finer-grained processing. You can use the WHERE clause to filter the query by specifying comparison expressions for the FieldHistoryType, ParentId, and CreatedDate fields, as long as you specify them in that order. That is, if you filter by using ParentId or CreatedDate, you must also filter by using the preceding fields. The final comparison expression in the query can use any one of the comparison operators =, <, >, <=, or >=. Any other comparison expression can use only the = operator. You can’t use the != operator. You can use the LIMIT clause to limit the number of returned results. If you don’t use the LIMIT clause, a maximum of 2,000 results are returned. You can retrieve additional batches of results by using queryMore(). SELECT fieldList FROM FieldHistoryArchive [WHERE FieldHistoryType expression [AND ParentId expression[AND CreatedDate expression]] ] [LIMIT rows] Examples: Allowed Queries Unfiltered SELECT ParentId, FieldHistoryType, Field, Id, NewValue, OldValue FROM FieldHistoryArchive Filtered on FieldHistoryType SELECT ParentId, FieldHistoryType, Field, Id, NewValue, OldValue FROM FieldHistoryArchive WHERE FieldHistoryType = ‘Account’ Filtered on FieldHistoryType and ParentId SELECT ParentId, FieldHistoryType, Field, Id, NewValue, OldValue FROM FieldHistoryArchive WHERE FieldHistoryType = ‘Account’ AND ParentId=’906F00000008unAIAQ’ Filtered on FieldHistoryType, ParentId, and CreatedDate SELECT ParentId, FieldHistoryType, Field, Id, NewValue, OldValue FROM FieldHistoryArchive WHERE FieldHistoryType = ‘Account” AND ParentId=’906F00000008unAIAQ’ AND CreatedDate > LAST_MONTH The following table describes the SOQL functions that are available for querying archived fields. Note: All number fields that are returned from a SOQL query of archived objects are in standard notation, not scientific notation as in the number fields in the entity history of standard objects. 14 SOQL Reference SOQL with Archived Data Table 1: SOQL Functions Available for Archived Fields Functionality Details DATE LITERALS yesterday, last_week, and so on LIMIT WHERE Filtering only on FieldHistoryType, ParentId, and CreatedDate 15 INDEX C HistoryRetentionPolicy component 6 Components HistoryRetentionPolicy 6 O Objects FieldHistoryArchive 8 HistoryRetentionJob 11 E Example 3 S F SOQL Supported by Field Audit Trail 14 Field Audit Trail 1 Field History 1 FieldHistoryArchive object 8 W Workflow 3 H HistoryRetentionJob object 11 16 6 5 My field history retention AccountSource ...
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