SAP Knowledge Base Article - Public

2392076 - User Permanent or Hard Purge feature

Symptom

  • How do you permanently purge users from an instance?
  • What is the difference between a soft purge and hard purge?

Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental.

Environment

SAP SuccessFactors HXM Suite

Reproducing the Issue

Cause

Resolution

Prerequisite:

  • User must be purged via Data Retention Management tool first.
  • For instructions on how to soft purge users, see KBA 2088065
  • To verify the soft purge via data management was successful, you should download the completed report from the maintenance monitor.

User Permanent Purge

  • You can now permanently purge users from the front end as part of a new feature introduced with the b1611 release. You will no longer need to create an case Product Support for this request.
  • To permanently purge user you need to do the following:
    1. Navigate to Admin Center > Data Retention Management > System Identifier Purge.

      System Identifier Purge.png

    2. Upload the file with the user list for the user you want to purge. If needed, you can download a template file to fill in with the IDs of the users to be purged. The template is available if you select "Download Example"
      NOTE: By default, the file template will contain "Assignment ID" as the file header and will expect that field to be provided as the record identifier. Alternatively, if you want to use User ID as the identifier, please change the file header to "user ID" (no quotes).
    3. Once the file is submitted, select submit, the job will then run.
    4. This will generate a job which can be accessed via the Monitor Job tool (see KBA 2745384)
    5. Once the job completes, the admin will receive an e-mail outlining the outcome of the permanent purge.
  • The soft purge deletes all the users data from your instance. The soft purge refers to the initial purge done via Data Management
  • Once the soft purge is completed successfully you will no longer be able to see the user in your instance. The only information that is retained for the user is their user ID and username. This information is retained in the SF Database.
  • The hard purge then deletes the retained user ID and username from the SuccessFactors Database. The hard purge refers to the User Permanent Purge feature.
  • You have the option to reactivate a soft purged user, see KBA 2392094.
  • It is not possible to reactivate a permanently purged user. please see KBA:2123766 - Error while creating user - 'The User ID you have entered was previously used. Please enter a new unique ID.'

Permanent Purge Completion E-Mail Notification

Question: Is this e-mail Notification template hardcoded in the system or can it be adjusted?

Answer: The e-mail notification template is hardcoded in the system. The notification message is categorized into one of the three below:

  • The user records associated with the following User IDs were permanently purged from the system:
    xxxx
    xxxx
  • The following users were excluded from the purge because they have an existing status. Double check the User Status and try again: 
  • The following users were excluded from the purge because they could not be found in the company. Double check the User IDs and try again:

Question: When, for example the user IDs of 1000 of Employees or more will be purged from the system, will the e-mail contain all of the Purged user IDs or is the listing of the user ID at some point limited within the E-Mail notification itself?

Answer: The mail message will contain all of the purged users-IDs in the associated categories as mentioned above.

See Also

  • 2585164 - Who should receive notifications from a Permanent Purge
  • 2504995 - What is the maximum number of users I can purge at one time - SuccessFactors
  • 2800370 - "User Permanent Purge" Jobs - No e-mail Notification Received

Keywords

SFEC, SFSF, success factors, SF EC, completely remove user, data management, data mgmt, Hard purge, Employee Central, e-mail notifications, Permanent, Permanent, Hard Purge feature , KBA , LOD-SF-PLT-DRM , Data Retention Management , LOD-SF-EC-ADM , Admin Tools (EC Core only) , How To

Product

SAP SuccessFactors Employee Central all versions ; SAP SuccessFactors HXM Suite all versions