SAP Knowledge Base Article - Public

2919317 - DRM/DRTM - Imminent Candidate Purge Email Notification - Recruiting Management

Symptom

Previously, as part of DRM 1.0. there was an email notification that could be sent out to candidates before their profiles were purged due to inactivity. However, this was not supported as part of DRM 2.0 and DRTM. With the b2005 release Data Retention Management (DRM 2.0) and Data Retention Management (DRTM) purge now support the capability to send advance notifications to inactive candidates, before their profiles are purged.

By sending email alerts to inactive candidates in advance, we ensure that the candidates are provided with an opportunity to take necessary actions such that their profiles aren't permanently deleted from the system.

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 Recruiting Management

Resolution

Pre-Requisites:

  1. Intelligent Services Center enabled on the instance. In case you don't have, you can enable it via Upgrade Center: 2599403 - Enable Intelligent Services Centre using the Upgrade Centre(ISC)

To set up this functionality for DRM 2.0, please follow these steps:

RCM-64977 trigger enabled.png

  1. Go to Admin Centre -> Recruiting Email Triggers. Enable the Imminent Candidate Purge Notification trigger and add an appropriate email template based on the notification content that needs to be sent to the candidates. Save the email trigger. NOTE: for the functionality to work and the email to be triggered, the email trigger "Imminent Candidate Purge Notification" needs to be used. It will not work if the "Recruiting Imminent Candidate Purge Notification" email template in "E-Mail Templates Notification Settings" is used instead. 

    RCM-64977 create purge request.png

  2. Go to Admin Centre -> Data Retention Management. Click Create New Purge Request.
    RCM-64977 inactive purge.png

  3. Choose the Purge Inactive Candidate purge request type. You will see a new option called Notify candidates before... Here you will decide the number of days before the candidate will be purged that they should received the Imminent Candidate Purge Notification email that you have configured. Schedule the job.

    lead time start date.jpg

  4. Schedule the job, ensure to select a schedule start date which allows for lead time. In this example the "notify candidates before" value is 7 days, set the schedule to begin in 7 days time from the server time shown. This ensures lead time for the system to calculate and send the Imminent Candidate Purge Email Notification to the affected candidates who will be anonymized by the first scheduled purge.

    Note: The notifications will be sent to the candidate once the purge schedule has been created, the purge schedule does not need to be approved for the email notification to be sent to the affected candidates. This expected behaviour is under consideration of the Product Management team (Internal Reference: RCM-85009)

    Note: These notifications are not sent for purge requests launched immediately.

    RCM-64977 approve purge.png

  5. Go to Purge Request Monitor and approve the purge. You can then go into the preview report to see what candidates will be purge and should receive the email notification.

To set up this functionality in DRTM 2.0, please follow these steps:

  1. Go to Admin Centre -> Recruiting Email Triggers. Enable the Imminent Candidate Purge Notification trigger and add an appropriate email template based on the notification content that needs to be sent to the candidates. Save the email trigger. NOTE: for the functionality to work and the email to be triggered, the email trigger "Imminent Candidate Purge Notification" needs to be used. It will not work if the "Recruiting Imminent Candidate Purge Notification" email template in "E-Mail Templates Notification Settings" is used instead. 
  2. Go to Admin Centre -> Data Retention Management. Click Create New Purge Request.
    RCM-64977 DRTM candidate purge.png

  3. Choose the DRTM Inactive Candidate Purge purge request type. Again, you will see the new option called Notify candidates before... Here you will decide the number of days before the candidate will be purged that they should received the Imminent Candidate Purge Notification email that you have configured.

    lead time start date.jpg

  4. Schedule the job, ensure to select a schedule start date which allows for lead time. In this example the "notify candidates before" value is 7 days, set the schedule to begin in 7 days time from the server time shown. This ensures lead time for the system to calculate and send the Imminent Candidate Purge Email Notification to the affected candidates who will be anonymized by the first scheduled purge.

    Note: That these notifications are not sent for purge requests launched immediately.

    RCM-64977 approve drtm purge.png

  5. Go to Purge Request Monitor and approve the purge. You can then go into the preview report to see what candidates will be purge and should receive the email notification.

Please note the following recommendations for the Imminent Candidate Purge Email Notification to work properly:

  • The candidates to be purged should be in the system for at least 5-7 days
  • The email notification should be configured to be sent at least 2 days prior to the purge
  • The purge job should be set up at least one week before it runs
  • The "retention period" should be greater than "notice period".
    "retention period" = "Period of Inactivity" in Admin Center-> Manage Data-> DRTM Candidate profile-->Candidate.
    "notice period" = "Notify candidates before..." in purge request
  • Eg: country under consideration is "Germany", with retention period 20 days and the notice period of 2days.

See Also

2599403 - Enable Intelligent Services Centre using the Upgrade Centre(ISC)
RCM-85009-[Enhancement] Imminent Candidate Purge - Feature to add Schedule approval check

Keywords

RCM-64977, purge, email, notification, b2005, drm 2.0, drm, drtm, imminent, candidate, isc, intelligent, services , KBA , LOD-SF-RCM-CAN , General Candidate Issues (not Offers, not Profiles) , LOD-SF-RCM , Recruiting Management , LOD-SF-RCM-EML , Recruiting Emails and Notifications , Product Enhancement

Product

SAP SuccessFactors Recruiting all versions