Overview
Over time, the Payment Txn and Payment Item records can consume a lot of storage and affect its performance. The Archive Payment Txns feature lets you move older records into Salesforce Big Objects and remove them from standard object storage.
Benefits include improved Salesforce performance, faster day-to-day Payment Txns processing and reduced custom objects storage.
The Salesforce Big Objects to store the archived data are:
- Payment Txns Archive
- Payment Items Archive
Required Permission Sets
- Payments2Us Admin or Payments2Us Finance User
1. Goto Payment Txns Tab, click Archive Txns
It opens the Payments Txn Archive Page.
2. Choose Archive Process Action
(1) Create Archive and Remove Existing: Select this option if you would like to delete the payment txns from the standard object and only keep in the Payment Txns Archive Big Object
(2) Create Archive Only: Select this option if you would like to archive the Payment Txns and also keep the data in its standard object.
Heads up!
- It is strongly recommended that a full backup and save is performed BEFORE running this routine.
- Choose Option 2: Create Archive Only to test the Archive Process first.
- Try the process in Sandbox first if you are new to archiving.
3. Select “Before Date” to Archive Txns
Select the date till which the created Payment Txns should be archived. The selected date must be before the start of current fiscal year. It follows the Fiscal Year date set in your Salesforce org. This check is to ensure no recent Payment Txns are archived.
4. Click Process button to Archive Txns
Click Process button to start archiving the Payment Txns. Depending upon the data, it can take some time to complete. You will receive an email notification when the process completes.
5. View Archived Txns in Big Objects
Salesforce Big Objects are different from the standard objects. They are designed for scale and historical data. They are not intended for frequent editing or reporting. Read more about Big Objects on Salesforce. To view the archived data, use SOQL queries to extract data from Big Objects.
Example SOQL query to retrieve Payment Txn's Name, Status, Total Amount, Deposit Date, Bank Account, and Contact Name fields using their API Names:
//retrieve Arhived Payment Txns
SELECT AAkPay__Payment_Txn_Name__c, AAkPay__Status__c, AAkPay__Total_Amount__c, AAkPay__Bank_Deposit_Date__c, AAkPay__Bank_Deposit_Account__c, AAkPay__Contact__r.Name FROM AAkPay__Payment_Txn_Archive__b LIMIT 200
//retrieve Archived Payment Items
Example SOQL query to retrieve Payment Item's Name, Payment Txn Name, Amount, Quantity, and Contact Name fields using their API Names:
//retrieve Arhived Payment Txns
SELECT AAkPay__Payment_Item_Name__c, AAkPay__Payment_Txn_Name__c, AAkPay__Amount__c, AAkPay__Quantity__c, AAkPay__Contact__r.Name FROM AAkPay__Payment_Item_Archive__b LIMIT 200 Note that Big Objects use __b suffix, unlike custom objects in SOQL query which use __c suffx. For more details, see SOQL with Big Objects on Salesforce.
FAQs
1. How to Archive Custom Payment Txn and Custom Payment Item Fields?
The Big Object has been designed to follow the Like-to-Like field relationships. To archive custom fields, create a new field in the big object with the exact same API Name as in Payment Txn. See How to create custom field on a Big Object in Salesforce.
2. How to restore the Archived Payment Txns/Items?
Once the Payment Txns/Items have been archived, they can not be restored.