Missing Meetings, Events, or Tasks in Reports – Change Machine

Salesforce "Activities" include Change Machine Meetings, Events, and Tasks. To benefit and assist user data creation and storage, Salesforce automatically archives Activities over 365 days, or 1 year. Activities can still be viewed when looking at Customer data but they will not show when creating reports containing this data.

NOTE: For information about Salesforce Activities, visit their documentation titled Activities: Tasks, Events, and Calendars.

The default auto-archive period for all Salesforce instance is 365 days, or 1 year. Salesforce will automatically auto-archive any Activities that meet this criteria:

Meetings that are older than 365 days from the End Date of the Meeting.
Closed Tasks that are older than 365 days from the Due Date or End Date of the Task or Event.

If you need to have Reports that contain data older than 365 days, you can request an increase in the amount of time that data is archived.

Request an Increase in "Archive Days" from Salesforce:

NOTE: Only Users with a System Administrator Profile can request an increase.

Log into Coach, click on the Question Mark icon at the top right of your screen and then select Get Support.
You will need to create a Trailblazer Account if you have never submitted a Salesforce Support Case before. Fill in the required information to complete your Trailblazer Profile.

You may be asked to connect a Google or social media account to your new Trailblazer Account but you do not need to do this. Click on "Skip for Now" to skip this part.

NOTE: Creating a Trailblazer Account will allow you to access the Salesforce Learning Trailheads to learn more about Salesforce and collect knowledge badges.
On the Salesforce Help website, click on Contact Support on the top left corner of your screen.
Click on Create a Case on the next page.
On the Create a Case page, fill out the following fields with the required information:
- Product: Choose Platform from the dropdown.
- Topic: Choose Feature Activation & Limits from the dropdown.
- Org ID or MID: Your Org ID should populate automatically but if it does not, find your Org ID using this our Finding your Salesforce Org ID article.
- Instance Type: Production should automatically populate but if it does not, choose Production from the dropdown.
- Case Subject: Type "Increase 'Archive Days' for My Organization" or something similar.
- Case Description: The following questions and answers need to be copied into this box and answered. Remove the quotation marks before submitting your request. Answering these questions in the Case Description speeds up the time in which your request will be fulfilled.
  - Are you the system administrator authorized on behalf of this organization to request this limit increase?
    "Yes, I am the System Administrator and authorized on behalf of this organization to request this limit increase."
  - Organization ID to apply the change to (listed under Setup | Company Profile | Company Information)?
    NOTE: Copy and paste the Org ID in the "Org ID or MID" field above.
  - Increasing this limit will impact the performance of your Activity reports and list views if they are not correctly scoped by date ranges (For example, 'Created Date' equals 'This Year'). Activity reports and list views may time out once the limit is increased depending on the number of Activity records in your organization. Do you accept the potential risks to the performance of these areas?
    "Yes, I accept the risk that increasing the limit may impact the performance of this organization."
  - What would you like to increase your organization's limit to?
    NOTE: You can request an increase days up to 1826 days (5 years) without Salesforce asking more questions about why an increase is needed. We recommend you request no more time than actually needed for your reports.
  - Requested Duration -- will the increase be permanent or just for a certain period?
    "This will be a permanent increase."
  - Business Case -- why do you need the limit increased?
    "Our organization needs to see Activities in our Reports that include information up to 3-5 years."
  - Timezone: Choose your time zone from the dropdown list. You can start typing you timezone to filter the choices.
  - Severity: Choose Severity 3 - Minor functionality impacted and time-sensitive to notify Salesforce Support that you would like to have this done soon.
  - Upload Files: You do not need to upload any files.
  - Case Collaborators: You can add another System Administrator's email address if you would like but any communication from Salesforce Support will be sent to your email and anyone else included in this field.
After submitting your Case, you will receive an automated email confirming receipt of the Case and you will receive emails from the Salesforce Support Agent with any and all updates to your Case. These emails will contain a link to your Case on the Salesforce Support website where you can send messages to your Salesforce Support Agent or you can respond directly from your email.