SAP Knowledge Base Article - Public

2615360 - Data Protection and Privacy - Data Retention Time Management (DRTM) - Master Data Purge for Inactive Users

Symptom

  • SuccessFactors new data purge solution for Data Protection and Privacy now provides a master data purge of inactive users
  • Master Data Purge will purge module and audit data permanently, the purge obsolete data and inactive users from Successfactors which removes them from the system
  • Data Retention Time Management soft purges the user (It will keep the purged user's record in the USERS_SYSINFO table. If you wish to remove the user completely from the system to re-user the username/userid you must also permanently purge the user)

Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental."

Environment

  • SAP SuccessFactors HXM Suite
  • Data Retention Time Management

Cause

Prerequisites

  • To use the master data purge, it is necessary to enable the new data retention time management (DRTM) solution and the DRTM Master Data purge object
  • To use data retention time management (DRTM) functionality in the Data Retention Management tool, you need to have the following features enabled
  1. Data Retention Management (DRM 2.0)
  2. Extension Center and/or Metadata Framework (MDF) (See Guide to What's New in Metadata Framework) . It is encouraged that customers upgrade to MDF  via the "Upgrade Center" by enabling a feature called  “Extension Center” this feature will automatically have MDF enabled see KBA 2379483 for further guidance.
  3. Role-based Permissions (RBP) (see Guide to Migrate to Role-Based Permissions)

Resolution

  • The master data purge process is designed to ensure data across the HXM Suite is purged first, before the user account, to avoid orphaned data
  • You can configure a different retention time for master data in each country, calculated from the employee's termination date

Setting Up Data Retention Time Management DRTM Master Data Purge Object

  1. Add the required DRTM Master Data purge object to your instance, using theUpgrade Center

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  1. Grant users permission to configure retention times using the Metadata Framework (MDF) see below:
  • MetaData Framework (MDF)  Category -- Select All to configure Retention Time

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  • Data Retention Management Category : DRTM Master Data MDF Permission with create,insert,correct,delete and import/export

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  1. Create and Approve Purge Request Permission
  • Manage Data Purge Category: Create and Approve DRTM Data Purge Request

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  1. Manage Users Category – Manage Users

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  1. Enable retention time configuration for each country where it is required, using the MDF Country object.
  • Go to Admin Center > Manage Data > DRTM Master Data  > USER > Take Action > Make Correction > Add Country, timeUnit, inactivePeriod

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Note: If no country found in List, go to Manage Data > Country > Select 1 country and set Data Retention Enabled =Yes

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Note: Master Data purge should only deal with inactive user & matched country value & user exit Data out of retention time configuration.

  • After completing above steps 1-5, navigate to Master Data Purge > Create Purge Request
  1. Go to Admin Center > Data Retention Management > Create New Purge Request and input one specifc user or select countries and approver.

Note: It is possible to upload a list of multiple users, specified by User ID in a CSV file & ignore data retention time configuration

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  1. Launch immediately or Schedule
  2. Go to Admin Center > Maintenance Monitor > Check Request Awaiting Approval Tab
  3. The request created will displayed
  4. Approve/Decline Request as required

See Also

  • KB article 2661609 - Required Field purgeGroup or Purge Object Group Field Are Not Editable in Data Retention Time Management (DRTM)
  • KB article 2608124 - Cannot Select Country While Creating DRTM - Employee Profile in Manage Data
  • KB article 2674762 - DRTM Purge Configuration - EC Disabled Company - Configuration and Troubleshooting

Keywords

SF, success factors, DRTM, PLT, platform, Biz X, bizx, object, MDF, Metadata Framework, DRM, purgeGroup, Purge Object Group, Upgrade Center , KBA , LOD-SF-PLT-DRM , Data Retention Management , LOD-SF-EC , Employee Central , LOD-SF-PLT , Platform Foundational Capabilities , LOD-SF-EC-ADM , Admin Tools (EC Core only) , Problem

Product

SAP SuccessFactors HXM Suite all versions