Salesforce: Retention Limit for Field History Data is now Enforced!
We at InfraVision put our customers and their customer satisfaction first. That is why we would like to inform you about an important change from Salesforce regarding the provision of audit information in your Remedyforce (and Salesforce) environment. This change will take place in a few months (February/March 2019) already.
Details from Salesforce can be found here, but we would like to share and explain this with you via this way.
Field History Data
Salesforce has always guaranteed to retain your field history data for up to 18 months through your org, and up to 24 months via API; however up until now, it hasn’t really been enforced. As of Winter ‘19, Salesforce is enforcing these retention periods and plans to roll out a sweeping mass delete of history objects with Salesforce Spring 19. Details can be found here, but we wanted to expand on how this could impact your company.
What is “Field History Tracking”?
Field History Tracking allows you to track changes that occur for up to 20 fields per object. Salesforce will, in some cases, track the old value of the field and the new value (what the field was changed to). This is all managed at the custom object level through Set History Tracking as seen below.
Clicking on Set History Tracking, takes you to a page where you select which fields you want to track.
In addition, a 'Related list' can be added to the page to make these changes visible via 'Details' in your Remedyforce environment.
Why the change?
Salesforce wants to ensure high availability of data and accommodate the fast-growing data needs of their customers, so this change is being implemented at this time.
What you can do or what InfraVision can do for you
There are several ways to secure these ‘field history data’ for audit and compliance purposes. Importantly, if this applies to you, you will have to carry out this action before February 2019 and after this date on a structural basis.
Salesforce Data Loader
By means of Salesforce data loader this data can be easily exported per object.
Via the Salesforce API, this data can also be accessed and exported directly to another location/database. This can be set up and executed once, but can also be done on a recurring basis for the longer term.
- getDeleted() https://developer.salesforce.com/docs/atlas.en-us.216.0.api.meta/api/sforce_api_calls_getdeleted.htm
Through Pentaho all kinds of scripts can be created that export this data to Excel, CSV or other locations.
The Remedyforce CMDB (Base Element object) has by default the same 20 fields that you can select for 'data history tracking'. However, in one of the previous releases BMC has already implemented a provision to include a larger number of fields in audits. BMC has already provided Remeydyforce with its own 'History tracking' for the CMDB. Details of these BMC functionalities can be found here. In short, BMC uses a custom object to store this data.
Additional option around Field Audit Tracking
If you need to be able to provide and demonstrate this Field History Data for audits at all times, Salesforce provides an additional service called ‘Field Audit Tracking (FAT)’. This service gives your organization the right to store your Audit data for up to 10 years and even to a maximum of 60 fields, instead of 20.
"Field Audit Tracking" entails extra costs. As an indication of the additional costs you should take the following extra costs into account.
- RF Field Audit Trail – Full Add-On – 5.25 EUR per user per month
- RF Field Audit Trail – Casual Add-On – 3.55 EUR per user per month
If you have any questions, or if you want to know how InfraVision can help your organization, you can contact our Customer Care Center via firstname.lastname@example.org, or contact your account manager or send an email to email@example.com