PUBLIC

Document Version: Q4 2019 – 2020-02-01

Data Retention Management (Legacy Only)

© 2020 SAP SE or an SAP affiliate company. All rights reserved.

THE BEST RUN

Content

1 Data Purge. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

2 Data Protection and Privacy Warning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

3 Limitations of Legacy Data Purge Function. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

4 Overview of the Data Purge Process for Data Retention Management. . . . . . . . . . . . . . . . . . . . . . .10

5 Role-Based Permissions to Control Access to Data Purge Functions. . . . . . . . . . . . . . . . . . . . . . . . 11

6 Enabling Data Retention Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

7 Changing the Minimum Number of Approvers for Purge Requests. . . . . . . . . . . . . . . . . . . . . . . . . 15

8 List of Legacy Purge Requests Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

9 Setting Up a Legacy Purge Request (Non-DRTM). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

10 Submitting a Legacy Purge Request for Approval (Non-DRTM) . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

11 Generating the Preview Report for a Scheduled Purge Request . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

12 Reviewing a Purge Preview Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

13 Approving or Declining a Purge Request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

14 Verifying Final Purge Results. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

15 Checking Job Status and Details for a Purge Request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

16 Deleting Old Purge Requests. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

17 Deleting Old Purge Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31

18 Purging Inactive Users with the Legacy Purge Request (Non-DRTM). . . . . . . . . . . . . . . . . . . . . . . 32

18.1 Inactive User Purge (Non-DRTM). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
18.2 Permission Required for Purging Inactive Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
18.3 Permanently Deleting Purged Users and User IDs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

19 Using Legacy Data Purge for Recruiting Management Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

19.1 Applications and Candidates Purge in Recruiting Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
XML Fields that Do Not Support Anonymization. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Prerequisites for Purging Applications and Candidate Profiles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Applications Purge in Recruiting Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Data Retention Management (Legacy Only)

2 PUBLIC Content
 Candidate Purge in Recruiting Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Data Retention Management (Legacy Only)

Content PUBLIC 3
What's New in Data Retention Management
(Legacy Only)

A summary of recent changes to this guide.

 Caution

Read the Data Protection and Privacy Warning [page 8].

This guide only describes the legacy data purge function. We recommend that you use the newer data purge
solution (DRTM) described in the Data Protection and Privacy guide.

Q4 2019

What's New Description More Info

Assignment ID You can now use either User ID or Assign­ Purging Inactive Users with the Legacy
ment ID to identify users when you up­ Purge Request (Non-DRTM) [page 32]
load a list of people to include in an Inac­
tive User Purge request.

Permanent purge Add information about how to use the Permanently Deleting Purged Users and
User Permenant Purge option. User IDs [page 35]

Controlling access to data purge func­ Add information about how to use role- Role-Based Permissions to Control Ac­
tions based permission to control access to cess to Data Purge Functions [page 11]
data purge functions, including both the
newer DRTM function and the older leg­
acy function.

Purging completed to-do items Add Purge Completed To-Do Items to the List of Legacy Purge Requests Types
list of legacy purge requests types. [page 16]

Simplified organization Simplified content structure and re­ N/A

moved duplicate information to make
this guide easier to read.

Data Retention Management (Legacy Only)

4 PUBLIC What's New in Data Retention Management (Legacy Only)
Q3 2019

What's New Description More Info

Legacy Purge for Recruiting Added information about the legacy Using Legacy Data Purge for Recruiting
purge types Inactive Candidate and Inac­ Management Data [page 37]
tive Application for SAP SuccessFactors
Recruiting.

Q2 2019

What's New Description More Info

Deleting purge reports You can now delete preview reports and Deleting Old Purge Reports [page 31]
complete reports from the Purge Re­
quest Monitor page when they’re no lon­
ger needed. Purge reports can contain
personal information so you may need to
periodically remove them from storage,
for data protection and privacy.

Q1 2019

What's New Description More Info

No changes We didn’t update the guide in this period. N/A

Q4 2018

What's New Description More Info

Added a legacy purge request to delete You can now purge the completed fore­ List of Legacy Purge Requests Types
Variable Pay forecast results cast bonus results of a Variable Pay plan [page 16]
template using the Purge Variable Pay
Forecast Data option.

Data Retention Management (Legacy Only)

What's New in Data Retention Management (Legacy Only) PUBLIC 5
What's New Description More Info

Added a note about purging inactive To delete inactive users from Compensa­ Purging Inactive Users with the Legacy
users from Compensation worksheets tion and Variable Pay worksheets, irre­ Purge Request (Non-DRTM) [page 32]
spective of the worksheet status, clear
the User belongs to an incomplete
compensation or variable pay form option
from the exclude users section

Data Retention Management (Legacy Only)

6 PUBLIC What's New in Data Retention Management (Legacy Only)
1 Data Purge

The SAP SuccessFactors HXM Suite stores a wide range of information about your employees. Generally speaking,
historical data should not be stored any longer than is required. Once the required retention time has passed, data
should be purged. A data purge is a means of permanently removing data from storage.

For the purpose of data protection and privacy, you may be required to purge user data from your system after a
certain length of time. You may also choose to purge user data simply because it no longer serves any business
purpose.

To meet this requirement, SAP SuccessFactors provides the ability to purge different types of data across the HXM
Suite, on a recurring schedule and based on configurable retention times.

Data Retention Management (Legacy Only)

Data Purge PUBLIC 7
2 Data Protection and Privacy Warning

Be aware that the legacy data purge function may not meet your data protection and privacy requirements. It
doesn't cover the entire HXM Suite and it doesn't permit you to configure retention times for different countries or
legal entities.

 Remember

We encourage all customers to stop using the legacy purge function and start using data retention time
management (DRTM) instead. To get started using this and other data protection and privacy features, refer to
the Data Protection and Privacy guide.

The legacy data purge function does not meet the following requirements:

● Ability to purge all personal data across the HXM Suite for a given person or group of people.
● Ability to configure different data retention times for different types of data and for different countries or legal
entities.
● Ability to put a legal hold on data for a given person or group of people so that it’s excluded from the purge
process until the hold is removed.

If you already use the legacy data purge function and you've verified that it meets your organization's data
protection and privacy requirements, you can continue to use it, as long as you're aware of its limitations.

Data Retention Management (Legacy Only)

8 PUBLIC Data Protection and Privacy Warning
3 Limitations of Legacy Data Purge Function

The legacy Data Retention Management tool has the following limitations.

●  Caution

The legacy data purge function may not meet all of your data protection and privacy requirements. It does
not cover data across the full HXM Suite and does not enable you to configure data retention times.

● If you use the legacy Purge Inactive Users function, some module data may remain in the database. It does not
purge data across the full HXM Suite.
● If you use the legacy Purge Inactive Users function, it is not a permanent purge. It only performs a "soft delete"
and you still need to manually trigger the User Permanent Purge function separately.
● There is no validation logic in the legacy User Permanent Purge function.
● To avoid issues with job scheduler performance for Purge Inactive Users requests, limit requests to 1000 or
fewer users at a time.

Related Information

Data Protection and Privacy Warning [page 8]

Data Retention Management (Legacy Only)

Limitations of Legacy Data Purge Function PUBLIC 9
4 Overview of the Data Purge Process for
Data Retention Management

Purging data with Data Retention Management is a multistep process.

Here is an overview of the process:

1. Create purge request by defining data to be purged and specifying approvers.

2. Submit purge request to occur immediately or at a future time.
3. Notification is sent to specified approvers.
4. Approval steps vary based on when the purge request is set to occur:
1. If the purge request was launched immediately, a preview report is generated immediately so that
approvers can review it.
2. If the purge request was scheduled to occur at a future time, approvers first need to approve the request so
that a preview report is generated at the scheduled time.
5. Notification is sent to specified approvers when the preview report is ready to review.
6. Approvers review the purge preview report to confirm that the purge is set up correctly and executes
successfully.
7. Approvers either approve or decline the purge request.
8. The approved purge request is sent to the job queue:
1. If the purge request was launched immediately, it’s sent to the job queue as soon as it’s approved and the
purge job runs at the next available time.
2. If the purge request was scheduled to occur at a future time, it's sent to the job queue at the time of
recurrence and the purge job runs at the next available time after that.
9. The purge job runs.
10. The purge job completes and the complete final report is generated.
11. Review the complete final report to confirm whether the purge job was successful or not, for each type of data.
12.

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10 PUBLIC Overview of the Data Purge Process for Data Retention Management
5 Role-Based Permissions to Control Access
to Data Purge Functions

Understand key concepts about role-based permission to design a purge process that restricts data purge
capabilities to the appropriate roles.

Data purge is a powerful tool that irreversibly removes data from the system. Use role-based permission carefully
to ensure that the purge process has the necessary oversight and to reduce the potential for accidental deletion.

Restrict Users from Using Both Purge Functions Simultaneously

The data retention management tool includes two types of purge: the newer DRTM purge function and the older
legacy purge function. While both have valid uses, we recommend that you don't give the same permission role
access to both purge functions.

You can grant permission to create and approve DRTM purge requests and legacy purge requests separately. If
you've configured the DRTM purge function, it's probably necessary for your data protection and privacy
requirements. You want to ensure that no one accidentally uses a similarly named legacy purge type instead.

The simplest and surest way to avoid this is to use DRTM only.

However, some customers choose to use the legacy purge as well, for certain specific purge processes. If you have
to use both purge functions simultaneously, keep them separate using role-based permission. Create a different
permission role for each purge function and assign it to different groups. Then ensure that people in each role know
which purge requests they can use. Or, alternatively, use DRTM most of the time, for most purge use cases, and
only grant access to the legacy purge function temporarily when the need arises. Then remove access again.

Ensure Oversight

To reduce risk, we recommend a purge process that ensures no one person can complete the full purge process on
their own.

You can ensure oversight in two ways:

● Require multiple approvers for each purge request.

● Set up different permission roles for purge request creation and purge request approval.

The simplest way to ensure oversight is to create one purge role with both permissions to both create and approve
purge requests, but require multiple approvers. Or, alternatively, you can separate these actions into different
permission roles assigned to different people.

Data Retention Management (Legacy Only)

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Assign a Target Population for Purging Inactive Users

Role-based permissions to create or approve purge requests don’t require a target population, but purging inactive
users does. To completely remove user accounts and basic user information from the system, the user who
initiates the purge request needs to have Manage Users permission for the target population that is included in
the purge set-up.

The simplest way to set up target permission is to create one purge role that can purge all inactive users and give
that role a target population of Everyone. Or, alternatively, if required by your business, you can set up more robust
data purge controls using multiple permission roles and permission groups, with different target populations.

Data Retention Management (Legacy Only)

12 PUBLIC Role-Based Permissions to Control Access to Data Purge Functions
6 Enabling Data Retention Management

Enable the Data Retention Management feature so that you can create and submit purge requests to purge
employee data from your system.

Prerequisites

You have the Company System and Logo Settings permission.

Procedure

1. Go to Admin Center Tools Company System and Logo Settings .

2. Select Data Retention Management.
3. In Minimum # of approvers, specify the required minimum number of users who must approve a purge request.

For example, if you type 3, then anyone who sets up a purge request must specify three or more Approvers
before they can save or submit the purge request.
4. Click Save Company System Setting to save your changes.

Results

The Data Retention Management and Purge Request Monitor pages can now be used by people with the appropriate
permissions.

The data retention time management (DRTM) function recommended for data protection and privacy is not
available by default. You need to set it up.

Next Steps

To use legal entity-based data retention with Employee Central, enable that next, while you're on the Company
System and Logo Settings page. Then proceed with additional set-up steps.

Use role-based permissions to control access to Data Retention Management functions.

● Most customers only use one purge function, either DRTM or legacy. If you choose to use both, set up role-
based permissions carefully to avoid conflicting purge rules.
● For data retention time management (DRTM), use Create DRTM Data Purge Request and Manage and Approve
DRTM Data Purge Request permissions.

Data Retention Management (Legacy Only)

Enabling Data Retention Management PUBLIC 13
● For the legacy data purge function, use Create Legacy Data Purge Request and Manage and Approve Legacy
Data Purge Request permissions.
● Ensure permission roles who can purge inactive users also have Manage Users permission for the appropriate
target population.

Data Retention Management (Legacy Only)

14 PUBLIC Enabling Data Retention Management
7 Changing the Minimum Number of
Approvers for Purge Requests

Change the minimum number of approvers required for purge requests. By default, the minimum number of
approvers is one.

Prerequisites

You have the Company System and Logo Settings permission.

Procedure

1. Go to Admin Center Tools Company System and Logo Settings .

2. Under Data Retention Management, in the Minimum # of approvers field, enter an integer value of 1 or more.

For better oversight of the data purge function, we recommend a value of 2 or more to ensure that no single
individual can purge data on their own.
3. Click Save Company System Setting to save your changes.

Results

When creating a purge request, you now must add the specified minimum number of approvers to a purge request
before you can submit it.

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8 List of Legacy Purge Requests Types

A list of all legacy purge request types, without data retention time management (DRTM).

 Note

Be aware that the legacy data purge function may not meet your data protection and privacy requirements. It
doesn't cover the entire HXM Suite and it doesn't permit you to configure retention times for different countries
or legal entities.

Data Protection and Privacy Warning [page 8]

Legacy Purge Requests (without DRTM)

Purge Request Type

Purge Inactive User

Purge PM or SM Data

Purge Learning Activity

Purge Development Objective

Purge Career Worksheet

Purge Calibration

Purge Objective

Purge Inactive Job Applications

Purge Inactive Candidate

Purge Compensation/Variable Pay Data

Purge Variable Pay Forecast Data

Purge Time Management Data

Purge Completed To-Do Items

Data Retention Management (Legacy Only)

16 PUBLIC List of Legacy Purge Requests Types
9 Setting Up a Legacy Purge Request (Non-
DRTM)

Create a legacy purge request, without data retention time management (DRTM), so that you can submit it for
approval.

Prerequisites

You have Create Legacy Data Purge Request permission.

Context

 Caution

Do not use follow these steps if you want to purge data based on a configurable retention time. To use data
retention time management (DRTM), please refer to the guide here.

Procedure

1. Go to Admin Center Tools Data Retention Management .

2. Click Create New Purge Request.
3. In the Select a purge request type menu, select the type of data purge you want to set up.
4. Define purge rules by selecting the appropriate criteria. The criteria available vary depending on the purge
request type you selected.
5. In the Add approvers search box, find and select one approver.

To add others, select Add another approver.

6. Click Save to save your purge rule.

Results

Your new purge request is saved and ready to submit for approval.

Data Retention Management (Legacy Only)

Setting Up a Legacy Purge Request (Non-DRTM) PUBLIC 17
Next Steps

Submit your purge request to the designated approvers.

Related Information

List of Legacy Purge Requests Types [page 16]

Data Retention Management (Legacy Only)

18 PUBLIC Setting Up a Legacy Purge Request (Non-DRTM)
10 Submitting a Legacy Purge Request for
Approval (Non-DRTM)

Set up the time you want the purge request to occur and submit it to designated approvers.

Prerequisites

● The purge request has been created and set up completely.

● You must have Create Legacy Data Purge Request permission, but you do not need to be the creator of the
request.

Context

 Caution

Do not use follow these steps if you want to purge data based on a configurable retention time. To use data
retention time management (DRTM), please refer to the guide here.

Procedure

1. Open the purge Edit Purge Rule page in edit mode:

○ If you have just set up a new purge request, you should already be on this page.
○ If you are returning to a previously saved purge request, go to Admin Center Tools Data Retention
Management and click the name of your saved request.
2. Review your purge request to confirm it is set up correctly.
3. Decide when you want the purge should occur.

○ If you want to create a one-time purge request that begins as soon as it is approved, click Launch
Immediately, then Yes to confirm. In this case, the preview report is generated immediately and the request
only needs to be approved once.
○ If you want to create a scheduled purge request that recurs at a specified time, date, and frequency, click
Schedule, then use the scheduling dialog to set up the recurrence pattern. In this case, the purge request
must be approved twice, once to generate a preview report and once to begin the actual purge process.

Data Retention Management (Legacy Only)

Submitting a Legacy Purge Request for Approval (Non-DRTM) PUBLIC 19
  Caution

UI issues in the scheduling dialog can cause some unintentional configuration errors. For example, the
recurrence pattern is set in 24-hour time, while start and end dates use 12-hour time. Also, purge times are
based on our server times, not your local time. Be careful when scheduling your purge request.

Results

Specified approvers are notified by email.

If you selected Launch Immediately, the preview report is generated immediately and is available for approvers to
review.

If you selected Schedule, the purge request must be approved twice. Approve it once to generate a preview report,
at the next scheduled recurrence time after it's approved the first time. Approve it a second time to begin the actual
purge process, at the next scheduled recurrence time after it's approved the second time.

Next Steps

Purge requests can now be reviewed and approved by the specified approvers.

Data Retention Management (Legacy Only)

20 PUBLIC Submitting a Legacy Purge Request for Approval (Non-DRTM)
11 Generating the Preview Report for a
Scheduled Purge Request

Approve the criteria and schedule of a scheduled purge request so that a preview report can be generated.

Prerequisites

● You have either Manage and Approve DRTM Data Purge Request or Manage and Approve Legacy Data Purge
Request permission.
● You are designated as an approver of the purge request.

Context

Only scheduled purge requests require a separate approval to generate a preview report. After reviewing the
preview report, you have to approve again to start the purge process.

For immediate purge requests, you do not need to complete this step. The preview report is generated immediately
after it is submitted and you only need to approve once to start the purge process.

 Note

You should only receive an email notification asking you to approve a purge request for which you are identified
as an approver. If you haven't received any email, you may not need to complete this step. However, you do not
need to have received an email in order to do it.

Procedure

1. Go to Admin Center Tools Purge Request Monitor .

2. Click the Scheduled Requests Awaiting Approval tab and locate the purge request that needs approval.
3. Expand the Criteria section to review the purge request set-up.
4. Click View Schedule to review when the purge request is set to recur.
5. Click Approve to generate a preview report.

Results

After the purge request is approved, a purge preview report is generated at the scheduled time.

Data Retention Management (Legacy Only)

Generating the Preview Report for a Scheduled Purge Request PUBLIC 21
  Note

Approving a purge request on the Scheduled Requests Awaiting Approval tab does not run the actual purge job.
It only generates a preview report. When the preview report is available, it is visible on the Requests Awaiting
Approval tab.

Next Steps

Specified approvers must approve the purge request.

Data Retention Management (Legacy Only)

22 PUBLIC Generating the Preview Report for a Scheduled Purge Request
12 Reviewing a Purge Preview Report

Review the purge preview report to verify the set-up of a purge request before you approve it.

Prerequisites

You have either Manage and Approve DRTM Data Purge Request or Manage and Approve Legacy Data Purge Request
permission.

Procedure

1. Go to Admin Center Tools Purge Request Monitor .

2. Click the Requests Awaiting Approval tab and locate the purge request you want to review.
3. Expand the Criteria section to confirm the purge set-up is correct.
4. Click Download Preview Report to download the preview report in a ZIP file.
5. Open the downloaded archive and review its contents.

Results

The preview purge report archive may contain multiple CSV files. One of the files lists the selection results—that is,
the users that meet the selection criteria. The other files show a preview of purge results and each one corresponds
to a different data source. In the preview purge results files, records that will be purged are marked with a process
status of "TO BE PURGED".

If a user satisfies the selection criteria but doesn’t have the relevant data to be purged, the user is listed in the CSV
file for selection results but not listed in the CSV file for the preview purge results. If none of the selected users have
relevant data to be purged, no CSV files for preview purge results are generated.

 Note

As a Compensation Administrator, you can either purge the complete worksheet or move the existing
employees in the worksheet before approving the purge request with the DRTM Master Data purge. In addition,
the system automatically deletes the purged user data in the Snapshot of Compensation worksheets.

Data Retention Management (Legacy Only)

Reviewing a Purge Preview Report PUBLIC 23
Next Steps

Specified approvers must approve the request to start the purge process.

Data Retention Management (Legacy Only)

24 PUBLIC Reviewing a Purge Preview Report
13 Approving or Declining a Purge Request

Approve or decline a purge request. As designated approver, your approval is required before data can be purged
from the system.

Prerequisites

● You have either Manage and Approve DRTM Data Purge Request or Manage and Approve Legacy Data Purge
Request permission.
● You are designated as an approver of the purge request.
● You have reviewed the purge preview report.

Context

 Note

You should only receive an email notification asking you to approve a purge request for which you are identified
as an approver. If you haven't received any email, you may not need to complete this step. However, you do not
need to have received an email in order to do it.

Procedure

1. Use the link in your email notification or log in and go to Admin Center Tools Purge Request Monitor .
2. Click the Requests Awaiting Approval tab and locate the purge request that needs approval.
3. Either approve or deny the request.

○ Click Approve to approve the request so that the purge process can proceed.
○ Click Decline to decline the request and stop the purge process.

Results

After a purge request is approved by all designated approvers, the purge process can proceed.

Immediate purge requests are submitted to the job scheduler immediately after approval and the purge job begins
at the next available time.

Data Retention Management (Legacy Only)

Approving or Declining a Purge Request PUBLIC 25
Scheduled purge requests are submitted to the job scheduler at the configured recurrence time and the purge job
begins at the next available time.

Data Retention Management (Legacy Only)

26 PUBLIC Approving or Declining a Purge Request
14 Verifying Final Purge Results

Review a complete final purge report after the purge job has completed to verify that data was purged successfully.

Prerequisites

● You have permission to create or approve purge requests.

Procedure

1. Go to Admin Center Tools Purge Request Monitor .

2. Click the Approved Requests tab.
3. Click View History for the relevant purge request.
4. In the View History dialog, you can view the number of successful, filtered, and failed records affected by the
purge.
5. Click Download Complete Report to download the complete report in a ZIP file.
6. Open the downloaded archive and review its contents.

Results

The complete final purge report archive may contain multiple CSV files. One of the files lists the selection results—
that is, the users that meet the selection criteria. The other files show the actual purge results and each one
corresponds to a different data source. In these purge results files, records that are successfully purged are marked
with a process status of "PURGED".

If a user satisfies the selection criteria but doesn’t have the relevant data to be purged, the user is listed in the CSV
file for selection results but not listed in the CSV file for the actual purge results. If none of the selected users have
relevant data to be purged, no CSV files for purge results are generated.

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Verifying Final Purge Results PUBLIC 27
15 Checking Job Status and Details for a
Purge Request

Use the Purge Request Monitor to check the status of a purge job or link to more job details in the Execution
Manager.

Prerequisites

● To check status, you need permission to either create or approve purge requests.
● To see job details, you also need permission to access Execution Manager.

Procedure

1. Go to Admin Center Tools Purge Request Monitor .

2. Find the purge request you are interested in, using the Request Name defined during purge set-up.
3. Check the current status of the purge job in the Status column.

○ Completed means that the background purge process has completed successfully and that data was
either purged or excluded, according to backend purge rules. It does NOT mean that all data for all
specified users were necessarily purged. To confirm whether a given user was successfully purged, check
the Process Status in the purge report.
Review the purge report to confirm which data was purged and which data was excluded.
○ Completed With Error means that the background purge process has completed and was mostly
successful, with some possible exceptions. Exceptions occur when we find bad data that prevents a certain
type of data from being purged successfully for some users.
Use the View Job Details action to identify the source of the error or contact Cloud Support for help.
○ Completed with empty report means that the background purge process has completed successfully but
none of the specified user data was eligible for purging, so no data purge occurred. For example, if you try
to purge all inactive users in Germany but there are no inactive users in your system who are in Germany
and past the required retention time, then the report is empty.
If correct, no action is needed. If you think this might not be correct, double check the purge criteria and
configured retention time. Then submit the request again.
○ Processing purge means that the background purge process is still in progress.
Check again later.
○ Expired means that a preview report was generated successfully but the designated approvers didn’t
respond in time, so no data purge occurred.
Submit the request again.
○ Failed means there was an internal error that caused the background purge process to fail.
Submit the request again. If the problem persists, contact Cloud Support for help.
○ Declined means that a preview report was generated but one of the designated approvers rejected the
request, so no data purge occurred.

Data Retention Management (Legacy Only)

28 PUBLIC Checking Job Status and Details for a Purge Request
 Double check the purge criteria or contact approvers to understand why it was declined. Then adjust the
criteria as needed and submit the request again.
4. For technical details about a purge job, to help with troubleshooting, use the View Job Details action to open
details from the Execution Manger in a pop-up window.

Data Retention Management (Legacy Only)

Checking Job Status and Details for a Purge Request PUBLIC 29
16 Deleting Old Purge Requests

Delete your old purge reqeusts when they are expired, failed, or completed to remove unneccessary clutter from
the Purge Request Monitor.

Prerequisites

● You have permission to either create or approve purge requests.

● The purge request has a status of EXPIRED, FAILED, or COMPLETED.
● You are the requestor of the purge request.

Context

A large organization with complex purge rules in multiple countries or regions may have a large number of past
purge requests. You can delete your old purge requests to remove clutter from the page.

 Caution

Deleting a purge request also deletes its associated purge reports. If you want to keep these reports, be sure to
download and archive them before deleting the purge request.

Procedure

1. Go to Admin Center Tools Purge Request Monitor Approved Requests .

2. Locate the purge request you want to delete.
3. Select Delete Request from the actions menu and then Yes to confirm.

Results

The purge request is permanently deleted and removed from the Purge Request Monitor, along with its associated
reports.

Data Retention Management (Legacy Only)

30 PUBLIC Deleting Old Purge Requests
17 Deleting Old Purge Reports

Delete your old purge reports when they are no longer needed.

Prerequisites

● You have either Remove Preview and Complete Reports for DRTM Data Purge Request or Remove Preview and
Complete Reports for Legacy Data Purge Request permission.

Context

Purge reports can contain personal information so periodically you may need to remove them from storage, for
data protection and privacy.

Procedure

1. Go to Admin Center Tools Purge Request Monitor Approved Requests .

2. Locate the purge request with reports you want to delete.
3. Use the actions menu to select the report you want to delete and then Yes to confirm.

○ Select Remove Preview Report to delete the preview that was generated before the purge.
○ Select Remove Complete Report to delete the final report that was generated after the purge.

Results

The selected report is permanently deleted from storage and cannot be recovered.

Data Retention Management (Legacy Only)

Deleting Old Purge Reports PUBLIC 31
18 Purging Inactive Users with the Legacy
Purge Request (Non-DRTM)

Only use the legacy purge request (without DRTM) to purge inactive users if you've confirmed that it meets your
organization's data protection and privacy requirements.

Prerequisites

● You understand the limitations of the legacy Purge Inactive User purge request. It doesn't remove all personal
data about a user and it doesn't fully purge all personal data from storage, across the HXM Suite.
● You have Create Legacy Data Purge Request permission.
● You have Manage Users permission for the relevant target population.

 Note

To completely remove user accounts and basic user information from the system, the user who initiates the
purge request needs to have Manage Users permission for the target population that is included in the
purge set-up.

Context

The legacy purge of inactive users is a multistep process. First, use the Purge Inactive User purge request in Data
Retention Management to effectively remove inactive users from the system. Some system identifiers are retained
internally but the users are no longer visible in the system. Then, to completely purge the inactive user accounts,
you can use the User Permanent Purge option.

Procedure

1. Go to Admin Center Data Retention Management Create New Purge Request .

2. Create a Purge Inactive User and define the users whose data you want to purge, as you would for any purge
request.
3. Select conditions under which users should be excluded from the purge request, using options in the Exclude
users that meet the following criteria section.

 Note

To delete inactive users from Compensation and Variable Pay worksheets, irrespective of the worksheet
status, clear the User belongs to an incomplete compensation or variable pay form option from the exclude
users section. By default, the system excludes users who belong to incomplete worksheets from purging.

Data Retention Management (Legacy Only)

32 PUBLIC Purging Inactive Users with the Legacy Purge Request (Non-DRTM)
4. Proceed with purge set up and approval, as you would for any purge request.

Next Steps

When the purge job runs, most user data associated with the specified inactive users is purged, except for some
internal system identifiers. If necessary, you can use the User Permanent Purge function to manually complete the
purge process by deleting these identifiers as well.

 Note

The User Permanent Purge deletes system identifiers that are used both internally and in third-party
integrations, so deleting them can have broad impacts. Some customers choose to use the User Permanent
Purge option because they want to reuse old user IDs for different users. Although this is not a leading practice,
it’s possible if required by your business.

Inactive User Purge (Non-DRTM) [page 33]

Use the legacy Inactive User Purge to remove inactive users from the system.

Permission Required for Purging Inactive Users [page 34]

To purge inactive users with Data Retention Management, you need Manage Users permission for the target
population who is included in the purge.

Permanently Deleting Purged Users and User IDs [page 35]

Use the User Permanent Purge option to completely purge the inactive users, including system identifiers
such as User ID.

18.1 Inactive User Purge (Non-DRTM)

Use the legacy Inactive User Purge to remove inactive users from the system.

 Caution

This purge request type does not support data retention time management (DRTM). It only removes the
platform user information and user account, but not other data across the HXM Suite that is associated with
the inactive users. It does not consider any configured retention time.

 Note

Purging Employee Central data deletes the following associated data. For data associated with MDF objects
(Time Off, Time Sheet, Alternate CostCenter Assignment Data, Advances, IT Declaration, Deduction, custom
GO, Payment Information, Secondary Employment), data is only deleted if the feature is enabled in
Provisioning.

● Employee Central data

● Time Off data
● Workflow data
● Global Assignments data

Data Retention Management (Legacy Only)

Purging Inactive Users with the Legacy Purge Request (Non-DRTM) PUBLIC 33
 ● Dependents data
● Alternative Cost Center Assignment data
● Advances data
● IT Declarations data
● Deductions data
● Time Sheet data
● Payment Information data
● Custom GOs with user id as key
● Secondary Assignment objects for concurrent employment users

If Employee Central data has been replicated to other systems, the replicated data isn't purged from those
systems. It's only purged from Employee Central.

Parent topic: Purging Inactive Users with the Legacy Purge Request (Non-DRTM) [page 32]

Related Information

Permission Required for Purging Inactive Users [page 34]

Permanently Deleting Purged Users and User IDs [page 35]
Permission Required for Purging Inactive Users [page 34]

18.2 Permission Required for Purging Inactive Users

To purge inactive users with Data Retention Management, you need Manage Users permission for the target
population who is included in the purge.

To completely remove user accounts and basic user information from the system, the user who initiates the purge
request needs to have Manage Users permission for the target population that is included in the purge set-up.

 Example

For example, to run a master data purge of all inactive users in Germany, the user who initiates the purge
request needs to be a member of a permission role that: (1) includes the Manage Users permission; (2) includes
inactive users in Germany within its target population. If the user who initiates the purge does note have
Manage Users permission for users in Germany, the purge fails and an error appears in the purge report.

The Manage Users permission allows the granted user to take many actions on employee data (add, edit, delete,
import, export), as well as purge. Only grant this permission to roles who should be able to perform all of these
actions.

Parent topic: Purging Inactive Users with the Legacy Purge Request (Non-DRTM) [page 32]

Data Retention Management (Legacy Only)

34 PUBLIC Purging Inactive Users with the Legacy Purge Request (Non-DRTM)
Related Information

Inactive User Purge (Non-DRTM) [page 33]

Permanently Deleting Purged Users and User IDs [page 35]

18.3 Permanently Deleting Purged Users and User IDs

Use the User Permanent Purge option to completely purge the inactive users, including system identifiers such as
User ID.

Prerequisites

● You have successfully purged inactive users with a legacy Purge Inactive User purge request.
● You understand the impacts of a permanent purge and how it affects your system.

Context

The User Permanent Purge deletes system identifiers that are used both internally and in third-party integrations,
so deleting them can have broad impacts. Some customers choose to use the User Permanent Purge option
because they want to reuse old user IDs for different users. Although this is not a leading practice, it’s possible if
required by your business.

Procedure

1. Go to Admin Center Data Retention Management .

2. Choose User Permanent Purge, read the warning message, and confirm that you want to proceed.
3. Upload a CSV file listing the users you want to permanently purge.

Use the downloadable CSV example as a template.

 Note

Ensure that the import file only has one column and that the column header matches the unique identifier
field you use. By default, the column header is Assignment ID. You can use Assignment ID or User Id.

4. Choose Submit to start the permanent purge process.

Data Retention Management (Legacy Only)

Purging Inactive Users with the Legacy Purge Request (Non-DRTM) PUBLIC 35
Results

The specified user accounts are permanently deleted from storage, including internal system identifiers such as
User ID.

Task overview: Purging Inactive Users with the Legacy Purge Request (Non-DRTM) [page 32]

Related Information

Inactive User Purge (Non-DRTM) [page 33]

Permission Required for Purging Inactive Users [page 34]

Data Retention Management (Legacy Only)

36 PUBLIC Purging Inactive Users with the Legacy Purge Request (Non-DRTM)
19 Using Legacy Data Purge for Recruiting
Management Data

You can use legacy data purge to remove Inactive Candidate and Inactive Application data in SAP SuccessFactors
Recruiting.

An Inactive Candidate purge request purges inactive candidate data for external candidates. An Inactive
Application purge request purges inactive application data for both external and internal candidates.

Internal candidate data is also purged as part of the legacy Inactive User purge.

When a user data purge is triggered, the system purges inactive candidate and inactive application data based on
the criteria defined in Recruiting Management.

You can configure the purge rules based on the internal policies for storage of persistent data and records
management, based on candidate’s country and period of inactive profile.

19.1 Applications and Candidates Purge in Recruiting

Management

For data protection and privacy, it is possible to purge candidate profile and applications using DRM 2.0. The
applications are purged based on the criteria defined in Recruiting Management.

 Remember

In Recruiting Management, all the purge jobs anonymize the data without deleting it.

 Note

For the fields to be purged, you must mark the field as anonymize="true" in the Candidate Profile XML,
Application XML, and Offer Detail XML. Not all fields support anonymization during data purge. In the Offer
Detail template, you can only set job application fields as anonymize="true".

For example, you can purge the firstName field as shown:

 Sample Code

<field-definition id="firstName" type="text" required="true" custom="false"

public="false" readOnly="false" anonymize="true">

Some of the fields in Candidate and Application do not support anonymization. For more information on the list of
fields that do not support anonymization, see the Related Information section.

Data Retention Management (Legacy Only)

Using Legacy Data Purge for Recruiting Management Data PUBLIC 37
Related Information

XML Fields that Do Not Support Anonymization [page 38]

19.1.1 XML Fields that Do Not Support Anonymization

Review the candidate fields and application fields that do not support anonymization.

Candidate fields that do not support anonymization

Field Type Field

Standard dateOfAvail

minAnnualSal

currency

Custom Date

Percent

Boolean

Number

Instruction

Currency

Background data fields Date

Int

Float

Application fields that do not support anonymization

Field Type Field

Standard jobTitle

averageRating

applicationDate

lastModified

reviewDate

source

statusId

referralSource

jobsApplied

Data Retention Management (Legacy Only)

38 PUBLIC Using Legacy Data Purge for Recruiting Management Data
Field Type Field

availability

minAnnualSal

bkgrndChkAttachment

formerEmployee

startDate

Custom field types Date

Percent

Boolean

Number

Instruction

Currency

19.1.2 Prerequisites for Purging Applications and Candidate

Profiles

Understand the prerequisites for using candidate and application purge with DRM 2.0.

Action Description

Choose a method to calculate application age.

Go to Provisioning Company

Settings and enable DRM 2.0

Application Purge: Use Application
Disposition date to start the Application
aging for purge (Default is Application last
modified date) option to calculate the age
of an application. (The disposition date is
the date the application moved into a
Disqualified category status).

If this option is not enabled, the last

modified date of the application is used
to calculate the age of the application.

Data Retention Management (Legacy Only)

Using Legacy Data Purge for Recruiting Management Data PUBLIC 39
Action Description

Configure the scheduled anonymization job. This job actually anonymizes the data,
and so must be configured. Go to
Provisioning Managing Job
Scheduler Manage Scheduled Jobs .
Click Create New Job and select the job
type as RCM Entity Anonymization Job.

Enabling Data Retention Management Enabling Data Retention Management for

Recruiting Management [page 40]

19.1.2.1 Enabling Data Retention Management for Recruiting

Management

Enable the Data Retention Management feature so that you can create and submit purge requests to purge
employee data from your system.

Prerequisites

You have the Company System and Logo Settings permission.

Procedure

1. Go to Admin Center Tools Company System and Logo Settings .

2. Select Data Retention Management.
3. In Minimum # of approvers, specify the required minimum number of users who must approve a purge request.

For example, if you type 3, then anyone who sets up a purge request must specify three or more Approvers
before they can save or submit the purge request.
4. Click Save Company System Setting to save your changes.

Results

The Data Retention Management and Purge Request Monitor pages can now be used by people with the appropriate
permissions.

Data Retention Management (Legacy Only)

40 PUBLIC Using Legacy Data Purge for Recruiting Management Data
Next Steps

Grant the relevant permissions for Data Retention Management to the appropriate roles in your company:

● Go to Admin Center Manage Permission Roles [select role] Permissions Administrator Permissions
Manage Data Purge .
● DRM has two permission options. Select one or both the options.
Create Legacy Data Purge Request option allows a user to configure country-specific purge rules in Admin
Center.
Manage and Approve Legacy Data Purge Request option allows a user to approve purge requests submitted to
an administrator.
● To completely and permanently remove inactive users from the system, using either purge function, also grant
Manage Users permission to the appropriate roles and target populations.

19.1.3 Applications Purge in Recruiting Management

Purging application in Recruiting Management for Data Retention Management includes configuring legal
obligation period, scheduling anonymization job, and creating a purge request.

Configuring Legal Obligation Period [page 41]

The legal obligation period is the minimum duration applicant data is retained in the system.

Scheduling Anonymization Job for Applications [page 42]

Configuring scheduled anonymization job anonymizes the application data.

Creating an Application Purge Request [page 43]

To purge the applications in Recruiting Management, you must create the purge request in Data Retention
Management.

Application Purge Behavior [page 43]

Applications are purged in the Recruiting Management using DRM 2.0 based on their status as defined in
the table.

19.1.3.1 Configuring Legal Obligation Period

The legal obligation period is the minimum duration applicant data is retained in the system.

Context

Legal obligation period is applicable in the following scenarios:

● Internal candidate deleted through inactive user purge routine

● Disqualified applications of the internal candidate deleted through Inactive user purge routine
● Disqualified applications of candidates deleted through RCM Entity Anonymization Job

Data Retention Management (Legacy Only)

Using Legacy Data Purge for Recruiting Management Data PUBLIC 41
  Note

Applications are marked as Disqualified, when they are manually moved into any of the Disqualification Statuses
configured in the system.

In these situations, the data is retained for the minimum period required for the country. For applications, the legal
obligation country is validated against the requisition country. For candidate profiles, the legal obligation is
validated against the candidate profile country.

Procedure

1. Go to Admin Center Configure Minimum Legal Obligation Period .

2. Create the retention period in days for each country.

You can configure a legal minimum obligation period for all countries, then different periods for individual
countries. Individual country setting overrides the all country settings.

 Note

Do not configure the retention period as one day. If the legal minimum obligation period is configured this
way, the entire date of the customer gets purged.

Fill in the companyExitDate field to ensure that the legal obligation period calculates correctly when purging
internal candidates using Inactive User Purge routine.

If legal obligation period is missing for the country, the corresponding data of disqualified applications is
not purged.

If Employee Central is enabled in the company, best practice is to add the companyExitDate standard
element to the hris-sync-mappings section in the Succession Data Model.

19.1.3.2 Scheduling Anonymization Job for Applications

Configuring scheduled anonymization job anonymizes the application data.

Procedure

1. Go to Provisioning Managing Job Scheduler Manage Scheduled Jobs and click Create New Job.
2. Select the Job Type as RCM Entity Anonymization Job.
3. Enter the job name, owner, and the schedule details for the job.

 Note

It is best practice to configure the job to run daily.

Data Retention Management (Legacy Only)

42 PUBLIC Using Legacy Data Purge for Recruiting Management Data
4. Click Submit Job.

19.1.3.3 Creating an Application Purge Request

To purge the applications in Recruiting Management, you must create the purge request in Data Retention
Management.

Procedure

1. Go to Admin Center Data Retention Management .

2. Select the following options for the purge request:

Purge request option Value

Purge request type Purge inactive Job applications

Name of the purge request Purge inactive Job applications

Define Purge Rule Select the country for which you want to purge the inactive
job applications.

Configure Inactivity period Define the number of days of inactivity for each country.

Add approvers Enter the approver name.

3. Click Launch Immediately to launch the purge request immediately or click Save and schedule it for the later
time.

To access the list of applications that are picked for purge, go to Admin Center Purge Request Monitor .
The Admins can approve the purge request, upon which, the applications are purged.

 Note

If the candidate is in purge freeze, the candidate or the permissioned user cannot delete profile or decline
DPCS statement. The candidate must be removed from purge freeze for these actions to be completed.

19.1.3.4 Application Purge Behavior

Applications are purged in the Recruiting Management using DRM 2.0 based on their status as defined in the table.

When the Status Group is… And the Status Name is… Result

Withdrawn Statuses Deleted on Demand By Candidate The Candidate is purged and the applica­
tion is marked to be picked up by the
Deleted On Demand By Admin

Data Retention Management (Legacy Only)

Using Legacy Data Purge for Recruiting Management Data PUBLIC 43
When the Status Group is… And the Status Name is… Result

Declined DPCS next run of the RCM Entity Anonymiza­

tion job.

Withdrawn By Candidate The applications in the Withdrawn status

are purged by the DRTM Inactive Applica­
tion Purge as per the retention period.

In-Progress Statuses Any The applications are not purged.

Forwarded Statuses Forwarded The applications are purged as part of

the DRTM Inactive Candidate Purge.
Invited To Apply

System Statuses Default Applications are not purged.

Requisition Closed Applications will be purged only if the

Manage Recruiting Settings
Consider job applications with the status
"Requisition Closed" for purging option
is enabled.

Hired On Other Requisition Applications are purged only if the

Manage Recruiting Settings
Consider job applications with the status
"Hired On Other Requisition" for
purging option is enabled.

Auto Disqualified The applications in the Auto Disqualified

status are purged by the DRTM Inactive
Application Purge as per the retention
period.

OnBoard Statuses Any The applications in the Onboarded Sta­

tuses are purged by the DRTM Inactive
Application Purge as per the retention
period.

Data Retention Management (Legacy Only)

44 PUBLIC Using Legacy Data Purge for Recruiting Management Data
When the Status Group is… And the Status Name is… Result

Disqualification Statuses Any The applications in the Disqualified Sta­

tuses are purged by the DRTM Inactive
Application Purge as per the retention
period.

 Note
For an application to be purged, it
must to be in Disqualification status.
To move applications in bulk to a Dis­
qualification status, you can use the
ODATA batch Upsert on the Job Ap­
plication entity.

19.1.4 Candidate Purge in Recruiting Management

Candidate profiles can be deleted manually or by creating a Purge request in Data retention management.

When the candidate profile is purged, disqualified applications of the candidate are not moved to Deleted on
Demand by Candidate status. The disqualified applications are purged as per the data retention period defined in
the system.

To ensure that the candidate is aware of this, it is recommended that customers mention in their Data Privacy
Consent Statement that applications are retained in the system even after the candidate profile has been
anonymized. Retaining such unsuccessful or disqualified applications helps to record that the applications were
rejected fairly and not due to a bias.

It is also recommended that the Data Privacy Consent Statement should indicate which data is not purged and for
how long it is retained.

Deleting a Candidate Profile Manually in Recruiting Management [page 46]

Deleting a Candidate Profile manually is purging the candidate and marking the application so that the
RCM Entity Anonymization job picks it up in the next run.

Purging the Candidate Profile in Recruiting Management [page 46]

To purge the candidate profile in Recruiting Management, you must create the purge request in Data
Retention Management.

Candidate Purge Behavior [page 47]

Scenarios where candidate is not purged.

Data Retention Management (Legacy Only)

Using Legacy Data Purge for Recruiting Management Data PUBLIC 45
19.1.4.1 Deleting a Candidate Profile Manually in Recruiting
Management

Deleting a Candidate Profile manually is purging the candidate and marking the application so that the RCM Entity
Anonymization job picks it up in the next run.

Context

Candidate profiles can be deleted manually by the following actions:

● Candidate profile Deleted on Demand By Candidate.

● Candidate profile Deleted on Demand By Admin.
● Candidate declined DPCS.

19.1.4.2 Purging the Candidate Profile in Recruiting

Management

To purge the candidate profile in Recruiting Management, you must create the purge request in Data Retention
Management.

Procedure

1. Go to Admin Center Data Retention Management .

2. Select the following options for the purge request:

Purge request option Value

Purge request type Purge Inactive Candidate

Name of the purge request Purge Inactive Candidate

Define Purge Rule Select the country for which you want to purge the inactive
job applications.

Configure Inactivity period Define the number of days of inactivity for each country.

Add approvers Enter the approver name.

3. Click Launch Immediately to launch the purge request immediately or click Save and schedule it for the later
time.

To access the list of candidates that are picked for purge, go to Admin Center Purge Request Monitor .
The Admins can approve the purge request, upon which, the candidates are purged.

Data Retention Management (Legacy Only)

46 PUBLIC Using Legacy Data Purge for Recruiting Management Data
Results

Once the purge request is launched, all the candidates who have not logged in for the configured retention time
(Inactivity Time Unit) are purged.

19.1.4.3 Candidate Purge Behavior

Scenarios where candidate is not purged.

● For excluding external candidate profile from being purged in case the candidate has active applications,
enable Do not purge if there are existing applications in the system for that candidate option from Admin
Center Manage Recruiting Settings DRM 2.0 settings . With this option enabled, candidate profile is
purged based on the status of the application that exists for the candidate in the following table:

If the Application Status is ... Candidate profile ...

In-Progress Is not purged.

Draft, Closed, Withdrawn, Disqualified Is purged

Requisition Closed Is purged, if the Manage Recruiting Settings Consider

job applications with the status "Requisition Closed" for

purging option is enabled.

Hired On Other Requisition Is purged, if the Manage Recruiting Settings Consider

job applications with the status "Hired On Other Requisition"

for purging option is enabled.

● For excluding internal user from being purged, enable User has non-anonymized applications option from
Admin Center Data Retention Management Create New Purge Request Exclude users from the following
purge criteria .

Data Retention Management (Legacy Only)

Using Legacy Data Purge for Recruiting Management Data PUBLIC 47
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Data Retention Management (Legacy Only)

48 PUBLIC Important Disclaimers and Legal Information
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Important Disclaimers and Legal Information PUBLIC 49
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