SAP Knowledge Base Article - Public

2978883 - [2H 2020] Auto Data Purge in Preview Instances to Purge Attachments and Person/ Non-Person related audit data

Symptom

User sees below error while trying to download or view the attachment in Preview Instance.

Error - "The document you are trying to access has been removed 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 HXM Core

Cause

Starting b2011 release, Customers can find Auto Data Purge Tab in Preview Instances under Data Retention Management page to Purge Attachments and Person/ Non-Person related audit data. 

Attachment Tables in SuccessFactors are identified as one of the largest tables in customer schemas that store all the attachments under Hana in-memory and add extensively to storage space. In order to reduce this load, SuccessFactors has introduced Auto Data Purge feature where attachment content can be replaced with dummy/blank content.

As per system design customer has flexibility to opt-in/out of feature using Auto Data Purge Tab by checking the available options and maintaining days as Retention Period for auto purging of data. 

To avoid any impact on current application page logic file details such as file name, file type and extension will remain the same and only attachment content and file size will be updated in attach_content table as blank.

The policy will be enforced only in Preview Instances after getting customer consent via option to opt-out/in polices under Auto data Purge Tab in Data Retention Management 

Resolution

In order to find root cause of error "The document you are trying to access has been removed from the system" please check feature if opt-in/out and retention period maintained under Data Retention Management -> Auto Data Purge tab. 

To opt-in/out of Auto Data Purge policy, please follow below steps.

  1. Go to Admin Center -> Data Retention Management 
  2. Choose Auto Data Purge tab as below and opt-in/out of Auto Purge policy for Purging Attachments and Person/ Non-Person related audit data maintaining retention period in days for each as below and Save

See Also

2971340 - Second Half Release 2020 - Platform Release Information FAQ

2518360 - The Manage Documents Feature in SuccessFactors

Keywords

SF, success factors, PLT, platform, Biz X, bizx, object, KBA, Data Retention Management, LOD-SF-PLT , LOD-SF-PLT-DRM, Platform Foundational Capabilities, Auto Data Purge, LOD-SF-MDF, LOD-SF-PLT-DOC , KBA , LOD-SF-PLT-DRM , Data Retention Management , Problem

Product

SAP SuccessFactors HXM Suite 2011