Help, weird reporting issue

[cjhouse13]

I have a weird reporting issue.  I've been a SFDC Admin for over 6 years and this is baffling. 

I'm trying to run a report of all activities that contain a certain subject.  I'm not limiting the date in anyway.  The only critieria I have is something like subject contains 2007 online, 2008 online, 2009 online.  I run the report and get over 1500 results.  However, not all actual results are included.  I can go to an account record and see that it has a task that contains 2007 online in the subject but it doesn' pull into my report.

Has anyone seen this before?  It is truly baffling to me and I've redone the report about 20 different ways to try and flush it out.  I've limited it to all activities by the assigned and it still doesn't show up.  This is happening to about 400 of my records and is really skewing our statistics.

Thanks in advance for any help you can give me.

[Stevemo]

When you say "Activities" do you mean ALL Activities?  (both Tasks and Events).

You might want to make sure that you are including both in your report, and not just isolating Tasks. 

Also, you might want to try breaking out your seletion filter into 2 lines, and try twaeking them to see if you can find a loophole there.

Slection Crtiteria:

1: Subject CONTAINS 2007, 2008, 2009
 
AND

2:  Subject CONTAINS Online

 

[cjhouse13]

All Activites is correct.  I've tried splitting up my filter.  I've tried everything.  I even tried running a task/event report just for the account that I know has one of those in it.  And here is where it really gets strange.  It only gives me activities from 2008.   I have no filters set.  I've tried setting filters for say 2007 and it then gives me nothing.  Is there some weird overriding date feature that I've never encountered before. 

Seriously baffling.

[Stevemo]

Can you post screen shots of your custom report set up screens?

[cjhouse13]

Logged a case with Salesforce.  Turns out they archive everything older than 1/1/2008.  They've been doing this since winter '09 release.  I missed that announcement apparently.

[Mark Silber · Accepted solution]

Actually, Salesforce archives all Activities that are 365 days or older -- it's a rolling time period, not a specific date. Here's how this "feature" is described in the online help (search for "Archived Activities). You can ask Salesforce to have the time period extended, but if you have a lot of older activities, it could cause small performance issues.

Salesforce archives older activities according to the conditions below:

• Events with a due date greater than 365 days old
• Closed tasks with a due date greater than 365 days old
• Closed tasks without a due date that were created more than 365 days ago

Archived activities can be viewed only in export files, printable view, or by clicking View All on the Activity History related list.

Administrators can delete archived activities using Mass Delete.

Archived tasks are not included in reports. However, you can report on open or completed tasks.

Message Edited by Mark Silber on 01-27-2009 05:21 AM

[Maxa]

i have exactly same issue, but it says that

Archived activities can be viewed only in export files, printable view, or by clicking View All on the Activity

i cannot view archived activities unless i click view all on the account page, export file does nto work or printable view does not work