Checklist File Archive and Restore

Checklist file archive moves checklist-related Salesforce Files to durable iDialogue archive storage so Salesforce file storage can be reduced. Restore recreates those files in Salesforce later from the archive manifest.

Use archive and restore from a Salesforce Screen Flow on rooms__Checklist__c. The packaged actions submit an asynchronous iDialogue job; the long-running work happens outside Salesforce.

Before You Start

• Confirm your org has the latest iDialogue archive and restore actions installed.
• Add the archive tracking fields to checklist page layouts, list views, or reports:
  • Archive Status
  • Archive Manifest Key
  • Archived File Count
  • Last Archived Date
  • Last Restored Date
• Start with a dry run before deleting Salesforce files.
• For large archives, run controlled waves of 10-25 checklists at a time.

What Archive Does

Archive reviews files linked to the selected checklist and its checklist items. For each file, iDialogue checks the stored rooms__RoomKey__c S3 pointer. If the S3 file already exists, the archive records it in the manifest. If the S3 file is missing, iDialogue copies the Salesforce file bytes to the archive prefix.

When deletion is enabled, iDialogue deletes eligible Salesforce ContentDocument records after the manifest is written. Files linked only to the checklist, checklist items, and Salesforce User owner records are considered safe. Files linked to other business records, such as Accounts or Opportunities, are skipped by default.

What Restore Does

Restore reads the archive manifest and recreates Salesforce Files on the original checklist or checklist item records. The restored files keep the checklist metadata and S3 room key where possible.

Use the overwrite option only when you intentionally want restore to create files even if matching Salesforce files already exist.

Create The Archive Screen Flow

1. In Salesforce Setup, open Flows and create a Screen Flow.
2. Create an input variable named recordId.
   • Data Type: Text
   • Available for input: checked
3. Add a screen for archive options.
   • Dry Run Only: default true for first pass
   • Delete Salesforce Files After Archive: default false for dry run; set true only for the real archive pass
   • Skip Files Linked To Other Business Records: default true
4. Add the Checklist Archive Action Apex action.
5. Map the inputs.
   • Checklist ID: recordId
   • Requested By User ID: current user ID
   • Requested By Email: current user email
   • Dry Run Only: screen value
   • Delete Salesforce Files After Archive: screen value
   • Skip Files Linked To Other Business Records: screen value
6. Add a confirmation screen that displays the action response message.
7. Save and activate the flow.

Run the flow once as a dry run. Review the email, manifest key, archived file count, and any skipped file warnings. Then run the flow again with deletion enabled when the result is acceptable.

Create The Restore Screen Flow

1. Create another Screen Flow with an input variable named recordId.
2. Add a screen for restore options.
   • Dry Run Only: default true for first pass
   • Restore Even If Files Already Exist: default false
3. Add the Checklist Restore Action Apex action.
4. Map the inputs.
   • Checklist ID: recordId
   • Requested By User ID: current user ID
   • Requested By Email: current user email
   • Dry Run Only: screen value
   • Restore Even If Files Already Exist: screen value
5. Add a confirmation screen that displays the action response message.
6. Save and activate the flow.

Run restore as a dry run first. Then run the real restore when the manifest and target checklist items are valid.

Add Flows To The Checklist Page

1. Open a rooms__Checklist__c record.
2. Open Edit Page in Lightning App Builder.
3. Add the archive and restore Screen Flows to the record page, or expose them through checklist record actions.
4. Pass the current record ID into each flow.
5. Place the archive tracking fields near the flow controls or in a related details section.
6. Activate the page assignment for the target apps and profiles.

Large-Scale Archive Guidance

For an initial archive of many checklists, do not submit every checklist at once. Use waves of 10-25 checklists so admins can verify dry-run results, confirm skipped shared-file behavior, and monitor completion emails.

Recommended sequence:

1. Build a list view or report of candidate checklists.
2. Run archive dry runs for the first 10-25 checklists.
3. Review Archive Status, Archived File Count, and skipped shared-file warnings.
4. Run the real archive for the same wave.
5. Confirm Archive Status is Archived and Last Archived Date is populated.
6. Move to the next wave.

Reporting Fields

Use these checklist fields for operational reporting:

• Archive Status: current archive or restore state
• Archived File Count: number of files in the latest archive manifest
• Archive Manifest Key: S3 manifest reference used by support
• Last Archived Date: last successful real archive
• Last Restored Date: last successful real restore

Dry runs update Archive Status and Archived File Count, but they do not set Last Archived Date or Last Restored Date.

Troubleshooting

If files are skipped during archive, check whether the Salesforce File is linked to another business record outside the checklist and checklist items. The default safety setting skips those files to avoid deleting a file that another record still depends on.

If restore skips files, confirm the checklist and checklist item records still exist and that the archive manifest key is populated.

Archive and restore jobs send completion emails to the requested email address. Contact iDialogue Support with the checklist ID and Archive Manifest Key if you need help reviewing a run.