2088065 - Data Retention Management - Purge Data - Platform

SAP Knowledge Base Article - Public

2088065 - Data Retention Management - Purge Data - Platform

Symptom

  • What is the Data Retention Management tool?
  • How do I turn on the data purge tool?
  • What is the default state of the data purge tool?
  • How do you give an administrator access to the tool and what does each permission represent?
  • How does an admin purge data associated to a user?
  • How does an admin purge an inactive user?
  • How does an admin purge an external candidate?
  • Can the purged data be restored? Is the purge reversible?
  • What about users? Can the purged users UserID’s or Usernames be recycled?
  • Can the email notifications be customised? 

Environment

BizX Platform

Resolution

What is the Data Retention Management tool?

  • Data Retention Management lets you purge obsolete data and inactive users from SuccessFactors, which removes them from the system. You can create business rules to specify exceptions or dependencies. You can also create an approval workflow for oversight over data purge requests. If you are interested in using Data Retention Management, contact SuccessFactors Customer Success to update your account.

    You can Download the full admin guide here: SF_PLT_DRM_Admin

 

How do I turn on the data purge tool?

  • The data purge tool can be turned on by contacting your customer success representative.  We recommend turning it on in test your test instance and testing thoroughly before trying this in production.
     
  • Support Staff instructions:
    Please enable via provisioning search for a setting called “Enable Data Retention Management” under company settings then hit save.

 

What is the default state of the data purge tool?

  • Once the tool is turned on by your customer success representative, the super admin (admin created via provisioning) will have access to the tool (both create and approval permission).
    The super admin will have the rights to distribute access to other administrators. 

 

How do you give an administrator access to the tool and what does each permission represent?

  • There are two permissions given to an administrator:
    1) Create Request
    2) Approve Request 

Create Request

A user can be given the permission to create a data purge request:

  1. Administrative domain permission model:
    Admin Tools -> Manage Security -> Administrative Privileges -> Data Management -> “Create Data Purge Request” permission.

  2. Role base permission model:
    Admin Tools -> Manage Permission Roles -> Edit role -> Manage Data Purge -> ”Create Data Purge Request” permission 

With this permission, the administrator can submit a data/inactive user purge request via Admin Tools -> Data Management -> Manage Data
All requests can be viewed in the Admin Tools -> Data Management -> Maintenance Monitor

Approve Request

A user can be given the permission to approve a data purge request:

  1. Administrative domain permission model:
    Admin Tools -> Manage Security -> Administrative Privileges -> Data Management -> “Approve Data Purge Request” permission.

  2. Role base permission model:
    Admin Tools -> Manage Permission Roles -> Edit role -> Manage Data Purge -> ”Approve Data Purge Request” permission

All requests can be approved in the Admin Tools -> Data Management -> Maintenance Monitor

 

How does an admin purge data associated to a user?

The tool supports the ability to purge data associated to users.

Create New Purge Rule

Location

To submit a request, the admin should navigate to Admin Tools -> Data Management -> Manage Requests ->  Create New Purge Rule and select the applicable option

Create New Purge Rule

Select the set of objects to purge

For now, the tool supports the following objects to be purged.  We will support one object type per request.  It’s also important to note that all child dependencies for a template will be purged as well.

Template Type

Description

PM Type

Performance Review forms associated to the template

360 Type

360 forms associated to the template

PM Note

PM notes associated to the template

Learning Activity

Purge Learning activity template

Compensation

Compensation forms associated to the template. The compensation template will also support filtering by user attributes.

EC Data

Employee Central Data related to selected inactive employee(s) - included in the inactive user purge as of b1511

Time Off Data

Time Off related data between set of dates.

Variable Pay

Variable Pay forms associated to the template The compensation template will also support filtering by user attributes.

Goal

Goals associated to the template

Development Goal

Development goals associated to the template

Succession Planning

SM forms associated to the template

Performance Profile

Performance Profiles associated to the template.

Calibration

Calibration sessions associated to the template.

Career Worksheets

Career worksheets associated to the template

Inactive Job Applications

Inactive job applications

Name the request

The admin can name the request. The name will be displayed in areas where the rule is saved and in the maintenance monitor.

Select Approvers

When you submit a request you will have to select a set of approvers

Submit the request

Keep in mind that all manually submitted requests will not execute right away. The request has to be approved by all approvers before being executed. 
Once the request is submitted the administrator can view/approve the request in Admin Tools -> Data Management -> Maintenance Monitor.

Sample flow

Request to purge all forms associated to Annual Review 2010

  1. Navigate to Admin Tools -> Data Management -> Manage Data
  2. Select Create New Purge Rule
  3. Select Purge PM or SM Data
  4. Name the request
  5. Select the template.  PM Review, Annual Review 2010
  6. Select the approvers. Default is 1. You can only select users that have the “approver” permission assigned in section 5.2.
  7. Submit the request.
  8. Approve/Decline Request

Location

Once the admin has submitted a request, the administrators that have approval rights AND are identified as an approver for the request can approve the request by navigating to the Admin Tools -> Data Management -> Maintenance Monitor.

Find the request

The requests will be listed in a table format. You can find the request based on the request name.

Review the request

Download the preview report and ensure the data objects to be purged are correct.

Approve/Decline Request

To approve the request click on the approve button. Keep in mind that once you approve/decline you cannot reverse the action.  Declining automatically cancels the request.  Keep in mind that ALL approvers must approve the request before the request is executed.

 

How does an admin purge an inactive user?

Create New Purge Rule

Location

To submit a request, the admin should navigate to Admin Tools -> Data Management -> Manage Requests ->  Create New Purge Rule and select “Purge Inactive Users”

Create New Request Page

Within the inactive user purge criteria, the user can set the following:

Name the request

The admin can name the request. The name will be displayed in areas where the rule is saved and in the maintenance monitor.

Set the user population

Set the user population that you would like to purge.

Keep in mind the user will only allow inactive users to be purged.  The user will be able to set up to 20 different populations. You will have the following choice for user selection for each population you wish to setup.

  1. Select a single user: enter the username into the field
  2. Select multiple users based on the below criteria

Search criteria

Description

Country

Multi-select the country

Department

Multi-select department

Division

Multi-select division

Location

Multi-select location

Job-Code

Multi-select job code

Hire Date

Date range

Inactive Time

The retention period will be applied to the user population.  Retention period is defined as the time period the user has left the company.

This is calculated as such
Today’s Date – CompanyExitDate
The CompanyExitDate is defined via the user import file.

     3. Upload a user list. The users will have to be listed by userid. If you have this option selected you will be able to download an example file by clicking “Download Example”

Select Exception Rules  

The administrator can select exception rules to disqualify a user from being included in the purge.  For now, we will support:

Exception

Description

Users have performance management forms

User has a PM form

User has goal

User has a goal

User has Development goal

User has a development goal

User is one of subjects on a calibration session

User is one of subjects on a calibration session

Has or is on a compensation form

User is on a compensation form.  This is always enforced.

Has or is on a variable pay form

User is on a variable pay form. This is always enforced

User has non-anonymized applications

Filter validates whether the user has non-anonymized job applications or not

Has varpay data associated with objectives

Has varpay data associated with objectives

User is one of reviewers(facilitators, owners or participants) on a calibration session

User is one of reviewers(facilitators, owners or participants) on a calibration session

Enable user validation for recruiting module

Following RCM specific validations done for the users through “RCMUserFilter”.

  • In a future step in an approval workflow for requisition or offer approval.
  • Listed as an interviewer and have not yet provided feedback.
  • Listed as an operator other than originator on an open or preapproved requisition.

This is always enforced.

Note: With integrated learning (LMS) the following rules need to be followed or the request will fail :
-          User creating purge request must a have matching user in LMS (same ID as the userID in bizx) so Bizx ID=LMS user ID= LMS admin ID
-          Matching user in LMS needs to have an admin account with matching ID and the following workflow must be in the LMS role assigned to the admin: "View User" (under User mgmt).

If these conditions are not fulfilled the purge creation request will fail and will show as failed with no approvals.

Select Approvers

When you submit a request you will have to select a set of approvers

Submit the request

Keep in mind that all manually submitted requests will not execute right away. The request has to be approved by all approvers before being executed.  Once the request is submitted the administrator can view/approve the request in Admin Tools -> Data Management -> Maintenance Monitor.

Sample flow

Request to purge all inactive users in the US that have been inactive for 4 months. 

  1. Navigate to Admin Tools -> Data Management ->  Create New Purge Rule
  2. Select Purge Inactive User
  3. Name the request
  4. Define the population:  Country=US, Dept=All, Division=All, Location=All, Job-Code=All, HireDate=1/1/2005 to 1/1/2010.
  5. Define retention period: 4 months
  6. Select the approvers. Default is 1. You can only select users that have the “approver” permission assigned in section 5.2.
  7. Submit the request.
  8. Approve/Decline Request

Location

Once the admin has submitted a request, the administrators that have approval rights AND are identified as an approver for the request can approve the request by navigating to the Admin Tools -> Data Management -> Maintenance Monitor.

Find the request

The requests will be listed in a table format. You can find the request based on the request name.

Review the request

Download the preview report and ensure the data objects to be purged are correct.

Approve/Decline request

To approve the request click on the approve button. Keep in mind that once you approve/decline you cannot reverse the action. 
Declining will automatically cancel the request.  Keep in mind that ALL approvers must approve the request before the request is executed.

 

How does an admin purge an external candidate?

Location

To submit a request, the admin should navigate to Admin Tools -> Data Management -> Manage Requests -> Create New Request and select “Purge Inactive Candidate”

Create New Request Page

Within the inactive user purge criteria, the user can set the following:

Name the request

The admin can name the request. The name will be displayed in areas where the rule is saved and in the maintenance monitor.

Set the user population

Set the user population that you would like to purge.  Keep in mind the tool will only allow inactive users to be purged.

Search criteria

Description

Country

Multi-select the country

Retention Period

Retention period in days

Select Approvers

When you submit a request you will have to select a set of approvers

Submit the request

Keep in mind that all manually submitted requests will not execute right away. The request has to be approved by all approvers before being executed.  Once the request is submitted the administrator can view/approve the request in Admin Tools -> Data Management -> Maintenance Monitor.

Approve/Decline Request

Location

Once the admin has submitted a request, the administrators that have approval rights AND are identified as an approver for the request can approve the request by navigating to the Admin Tools -> Data Management -> Maintenance Monitor.

Find the request

The requests will be listed in a table format. You can find the request based on the request name.

Review the request

Download the preview report and ensure the data objects to be purged are correct.

Approve/Decline request

To approve the request click on the approve button. Keep in mind that once you approve/decline you cannot reverse the action.  Declining automatically cancel the request.  Keep in mind that ALL approvers must approve the request before the request is executed.

 

Can the purged data be restored? Is the purge reversible?

No. The purpose of this tool is to permanently delete data. If you do not wish to truly purge data then you should not be using this tool.

  • We do not make a temp backup when the DRM tool is used. Currently, any data recovery request will have to be done using disaster recovery process which requires you restore a backup copy of your instance to a new instance. Full costs to create this second instance from disaster recovery discs will be the responsibility of the client. This tool is created to satisfy data privacy requirements to permanently purge data, so even the backup can only exist for a short period of time. 

 

What about users? Can the purged users UserID’s or Usernames be recycled? 

As of B1611 the user reactivation and user permanent purge are provided as self service tools for customers.
Pre-requisite : you need to have performed the user purge with the DRM tool prior to using these features:

  1. The userID’s can be restored via user Import.
    • Create an import file containing the users that you wish to reactivate
    • Before performing the user import, make sure the "reactivate purged users" option is ticked
    • Import your user file.
    • Review the import notification report to confirm the user(s) have been reactivated.
    • You can now manage this user again.

  2. The userID’s can be permanently removed from the database.
    • The new permanent purge feature is available via Admin tools > Data Management > “User Permanent Purge"
    • You will have to provide the list of UserID's to purge permanently. If required, you can download a blank example template file using the "download example" link.
    • When your file is ready to be processed, browse to the file, hit upload and then submit to submit the job.
    • Once the job completes the user(s) is/are permanently purged. You (or the requesting administrator) will receive an email outlining the outcome of the permanent purge.

 

Can the email notifications be customised?

Currently the email notifications generated by the data retention management tool are hard coded in the system and cannot be modified or customised.

 

Troubleshooting "User has EC Data" error

When Employee Central is enabled, the purge job can fail because of a Data or Permission issue with the EC related data. You will get this response if -:

  1. The user is Inactive in the system, but they are not (for example) Terminated in employee Central. This could be because -:
    1. The user is missing Hire and Termination records in Job Information
  2. The user being purged is missing Personal Information data
  3. The user being purged has "some" but not all required data - possibly because they were created via import and not all the data was imported initially.

 

Troubleshooting "EC data user purge failed. Please check server log or create a ticket" error

  1. The user being purged has EC data that the user performing/approving the purge does not have access to - such as "Alternate Cost Distribution" feature (MDF object). Alternatively in such cases you could go to Manage Data and delete this additional data for the employee before submitting the Purge. Please ensure that the user performing the purge has permission to "Create/Insert/Edit/Delete" to the MDF object "Change Log for Data Replication".
  2. The customer has "Payroll Integration" enabled, and have "Secured" the the MDF Object "HRISChangeLogDataReplication". The user performing/approving the purge does not have permission to write the MDF Object "HRISChangeLogDataReplication". (See ECT-69130) This would show in the Application Logs as "MDFSecurityException: No permission to create object!". Please ensure that the user performing the purge has permission to "Create/Insert/Edit/Delete" to the MDF object "Change Log for Data Replication". Please refer to KBA 2447539 - Unable to delete Alternative Cost Distribution record - "No permission to create object!" for further information on this configuration/permission issue.

 

Employee Central Position Management: Right to Return record is not getting purged with the related user is Purged

EC Position Management: Right to Return record does not get Purged when the related user is purged from the system. But, from 1711 release onwards, the Right to Return record will be purged when the user is Purged from the system.

 

NOTE: Both steps in the above list go hand in hand. Please refer to ECT-69130 for further clarification.

See Also

2488688 - Unable to Complete "User Permanent Purge"

2545988 - How to Purge/Delete user in BizX

Keywords

can't import user, user has been purged, --27 -27; purge, employee data purge, purge inactive employee, Data Retention Management Admin Guide/Manual, delete users, right-to-return, right to return, EC data user purge failed. Please check server log or create a ticket, HRISChangeLogDataReplication , KBA , LOD-SF-PLT , Foundational Capabilities & Tools , LOD-SF-EC , Employee Central , LOD-SF-LMS , SuccessFactors Learning , How To

Product

SAP SuccessFactors HCM Suite all versions