SAP Knowledge Base Article - Public

2103423 - DRM 2.0 to purge inactive candidates and / or inactive applications - Recruiting Management

Symptom

  • How to set up inactive Candidates or inactive Applications purge rules?
  • In order to meet legal and business data archival requirements, customers that have DPCS 2.0 (Data Privacy Consent Statements) enabled have the ability to set Purging Rules of candidate profile and application’s records. These purging rules can be configured accordingly to their internal policies for storage of persistent data and records management, based on candidate’s country and period of inactive profile.
  • To prevent purging candidates who are still being considered to an open job (active application), DRM 2.0 (Data Retention Management) can be configured to get the results expected.
  • On this article we outline how to set purging rules and also the expected behavior of the rules based on possible settings enabled on customer’s instance.

Environment

SAP SuccessFactors Recruiting Management

Resolution

Pre-Requisites

The following features must be enabled during implementation or by Customer Success team:

  1. DPCS 2.0 (Data Privacy Consent Statements);
  2. Admin Center -> Manage Recruiting Settings -> DRM 2.0 Candidate Purge (optional);
  3. Admin Center -> Manage Recruiting Settings -> DRM 2.0 Application Purge (optional);
  4. Provisioning -> Data Retention Management;
  5. Candidate Profile template configuration including anonymize=”true” fields

Please check article for enablement steps: Recruiting: DPCS 2.0: 2341240, Data Retention Management: 2088065

 

Permissions

  1. Non-RBP: Admin tools -> Manage Administrative Privileges -> Manage Data Purge:
    • Create Data Purge Request;
    • Approve Data Purge Request;

 non-RBP.png

  1. RBP: Manage Permission Roles -> Manage User Data:
    • Create Data Purge Request;
    • Approve Data Purge Request;

 RBP.png

 

Solution – Setting Purge Rules for Recruiting

The results of a Candidate Purge Rule depend on the instance configuration and settings enabled.

IMPORTANT: PLEASE CONFIRM YOUR CONFIGURATION WITH CLOUD PRODUCT SUPPORT BEFORE APPLYING ANY PURGING RULE!

 Ask following:

  • Is DRM 2.0 enabled?
  • What are the DRM 2.0 settings?
  • Is anonymization set up for your instance?
  • What are the fields that will be anonymized when using the purge routine (configuration in the Candidate Profile, Application and Offer Detail Template).

Setting up the purge rule

  1. On Admin Tools -> Company Settings -> Data Management;
  2. Create New Purge Rule;
  3. “What do you want to do with your data” -> Purge Inactive Candidate; / Purge Inactive Application;
  4. Name the Purge Request appropriately;
  5. Select the appropriate Country – System will rely on the country of residence on Candidate Profile for purging inactive candidate profiles and the country of the job requisitions to purge inactive applications;
  6. Set the period of time the system must consider to purge candidate / application records – System will rely on the time candidate has not logged into his candidate profile / last modified or disposition date of the application for purging inactive applications; Please also learn what application is considered as inactive: 2325887

     1.png

 For the above exmple all external Candidates with the country of residence: Austria who have not looged into the career portal for two days will be purged (anonymized).

     7. You can either:

  • Save the purge rule – it will be then always accessible when navigating to Admin Tools > Data Management, but doesn’t launch the purge rule itself

or

  • Schedule the purge rule – it will appeare in Admin Tools > Maintenance Monitor > Scheduled Requests and will enable recurring pattern for the schedule job:

schedule.png

When setting reoccurrence, please set up it accordingly to your company’s policies. It can be configured as Daily, Weekly, Monthly or Yearly. Please mind that the Purge Rule will have to be approved by the approvers just once and then will re-occur automatically according to the recurring pattern set up in the "Schedule Purge Rule".

or

  • Launch Now – will run the purge rule once, but won’t appear in Admin Tools > Data Management anymore

8. Select user who will approve the purge routine.

Scheduled Job

  1. A job will be automatically scheduled in Quartz. Wait until this job is completed. You can see under Provisioning > Monitor jobs:

scheduled job.png

 

Approving Purge Rule

Once the job is either Scheduled or Launched Manually, an User with “Approve Data Purge Request” granted will have to approve the job to run.

NOTE: The number of approvers is set up in the back-end of the system> Company Settings (Please note that the back-end is not available to the customers, therefore in case of any doubts, please ask Cloud Product Support about your current configuration):

number of approvers.png

  1. On Admin tools -> Company Settings -> Maintenance Monitor;

     3.png

On Maintenance Monitor, the user will be able to approve or decline manually launched and scheduled purging rules and also view the complete list of Approved Requests.

A preview report will also be available. It will show the information of candidates being purged. Click on “Download Preview Report” to see all Caniddate Profiles meeting the requirements in the purge rule:

     5.png

The purge routine doesn't run immediately - The Candidate Profiles will be purged / anonymized ONLY when the approver accepts the purge rule in Maintenence Monitor. The approver can always verify potential Candiate Profiles which will be included in the purge routine by downloading and reviewing the "Preview report". No Candidate Profile will be purged without an approved Purge Routine.

Once approved, there will be another automatically triggered scheduled job running in the back-end. This job will physically cause the purge:

 

 drmrequestpurge.png

 

Feature Behavior:

  • As mentioned before, the results of purging rules will depend on Provisioning settings. Please find below the expected behavior based on the each of the possible settings. The same is divided on four different scenarios:

 

First scenario
Settings:

  1. DPCS 2.0 Enabled;
  2. DRM 2.0 Candidate Purge: Do not purge Candidate Profile if there are existing applications in the system for that candidate is DISABLED.

 

Behavior:

  • Setting a Candidate Purge rule will anonymize the candidate’s information even though there are any active applications available in the system.
  • All Candidates available in the report for the purge routine will be marked on their applications as "To be anonymized".
  • At this point we need to wait until the RCM Entity Anonymization scheduled job runs in order to see the full results of the DRM purge routine. This will make the actual anonymization and will change the status in admin tools > Maintenance Monitor > Approved Requests to “completed”anonym.png

 

Second scenario

Settings:

  1. DPCS 2.0 Enabled;
  2. DRM 2.0 Candidate Purge: Do not purge Candidate Profile if there are existing applications in the system for that candidate is ENABLED.

 

Behavior:

  • Setting a Candidate Purge rule will NOT anonymize the candidate’s data, if there is any active application of this Candidate (even though candidate’s inactive period of time matches the purging rule).
  • The Candidate will be marked as "To be anonymized" as long as he is in an active application status.

 

Results

     After a purging rule was successfully completed the candidate purged/anonymized should return the following results:

  1. Candidate Search: The purged candidate is no longer searchable.

      1.png

 

  1. Job Requisition -> Candidates -> Candidate is still visible on the application page but with the Message: Candidate Profile Anonymized AND all data marked as anonymized=true in the configuration will display ***** instead:

     28-05-2015 14-50-42.png

 

  1. Reports - the Anonymized Flag will show: "Anonymized" and the data marked as anonymized=true in the configuration will display ANONYMIZED:

28-05-2015 14-48-18.png

 

Third scenario

Settings:

  1. DPCS 2.0 Enabled;
  2. DRM 2.0 Application Purge: Use Application Disposition date to start the Application aging for purge (Default is Application last modified date) is ENABLED.

Behavior:

  • The inactivity of the application will be calculated since the date, when the applicant was last moved through the pipeline;

Fourth scenario

Settings:

  1. DPCS 2.0 Enabled;
  2. DRM 2.0 Application Purge: Use Application Disposition date to start the Application aging for purge (Default is Application last modified date) is DISABLED.

Behavior:

  • The inactivity of the application will be calculated since the date, when there was the last edit on the application;

See Also

Please refer to the following Knowledge Base Articles in order to find out more about:

1) When will the application be "inactive": 2325887

2) How will the DRM inactive candidates purge routine work, if using the Legal Minimum Obligation Period: 2234728

3) Is it possible to anonymize internal candidate profile?: 2166373

Keywords

purge inactive candidates, Purge application, DRM 2.0 , KBA , sf recruiting , LOD-SF-RCM-CAN , General Candidate Issues (not Offers, not Profiles) , How To

Product

SAP SuccessFactors Recruiting all versions