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

• 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-use the userid you must also permanently purge the user)

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• SAP SuccessFactors HXM Suite
• Data Retention Time Management

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

• The master data purge process is designed to ensure that 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/region, 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

2. Grant users permission to configure retention times using the Metadata Framework (MDF) see below:

• MetaData Framework (MDF)  Category -- Select All to configure Retention Time

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

3. Create and Approve Purge Request Permission

• Manage Data Purge Category: Create and Approve DRTM Data Purge Request

4. Manage Users Category – Manage Users

5. 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

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

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 specific 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

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

Note:

• For purge inactive users who have yet to be hired, we request you to make use of  Purge inactive user  instead of the Master data purge request type. There is a road map for this issue from the engineering team, and it will get fixed in the upcoming releases.
• With 1H 2024 release, The option Ignore data retention time configuration for this purge request for DRTM Master Data purge requests will enable you with less restrictions to purge data immediately:

With the option selected, you can purge the entire data of targeted users from the system immediately regardless of the following situations:

• Users have null termination date values.

• Users have null country/region values.

• Countries or regions do not use DRTM.

For more details, please refer to: Option Enhanced to Support DRTM Master Data Purge in More Situations | SAP Help Portal

FAQ - Additional Information

Q) Where can I get information on this from the Guide?

A) Guide: Implementing and Managing Data Protection and Privacy

Chapter: Termination Date Between Employee Central and Standard User Fields

Q) Is it possible to re-activate purged users which have been soft purged using the legacy purge inactive user Data Retention Management Purge or Data Retention Time Management Purge?

A)  Yes, A Soft purge is when the user is still existing at the Database level. View: 2392094 - Re-activate a Purged User Via employee Import Feature

Q) Is it possible to re-use the username from purged users which have been soft purged using the legacy purge inactive user Data Retention Management Purge or Data Retention Time Management Purge?

A) Yes, on soft purge process the user's username is data is anonymized in the database level leaving the username record available to be used in a new user.

Q) Customer are getting this error "'USER' is an operator for open or pre-approved requisitions " while purging the request.

A) Customer may need to move the requisitions to another user or close these requisition. For more details on moving or closing the requistions, we need to get checked with RCM team (LOD-SF-RCM)

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