2392076 - Permanently deleting users (Hard Purge)

• How to permanently purge users from an instance?
• What is the difference between a DRTM Master Data purge and System Identifier purge?

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SAP SuccessFactors HCM

1. Prerequisites
2. User Permanent Purge
3. Difference between a DRTM Master Data purge and System Identifier purge
4. Permanent Purge Completion E-Mail Notification
5. FAQ

1. Prerequisite:

• User must be purged via Data Retention Management tool first with DRTM Master Data Purge or the legacy Purge Inactive User purge request. For instructions on how to soft purge users, see KBA2545988 Step 2.
• Ensure you have one of the required permissions to perform a purge:

• Create Legacy Data Purge Request, or 
• Create DRTM Data Purge Request

• Be aware that the System Identifier Purge process will permanently delete the user’s data from the system and cannot be reversed.

2. User Permanent Purge

1. 1. Navigate to Admin Center 
   2. Data Retention Management 
   3. System Identifier Purge. 
      
      
      
      
   4. 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).
   5. Once the file is submitted, select submit, the job will then run.
   6. This will generate a job which can be accessed via the Monitor Job tool (see KBA 2745384)
   7. Once the job completes, the admin will receive an e-mail outlining the outcome of the permanent purge.

3. Difference between a DRTM Master Data purge and System Identifier purge:

• The soft purge deletes all the user's data from your instance. The soft purge refers to the initial purge done via Data Management. Refer to the implementation guide to review all data included in the Master Data Purge.
• 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.
• You have the option to reactivate a soft purged user, see KBA 2392094.
• The hard purge then deletes the retained user ID and username from the SuccessFactors Database. The hard purge refers to the User Permanent Purge performed in System identifier.

4. 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:
• 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.

Note: Support Engineers encountering issue when hard purging the user or using the System Identifier Purge, please refer to the internal memo.

5. FAQ - Additional Information

Q) Where can I get information on this from the Guide?
A) Guide: Implementing and Managing Data Protection and Privacy under > 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 purge user separately in LMS only?
A)  No, it's not supported.

Q) How soft purge user can be reactivated?
A) 2392094 - Re-activate a Purged User Via Employee Import Feature.

• KBA: 2585164 - Who should receive notifications from a Permanent Purge
• KBA: 2504995 - What is the maximum number of users I can purge at one time - SuccessFactors
• KBA: 2800370 - "User Permanent Purge" Jobs - No e-mail Notification Received
• KBA: 3375924 - How To check User Status Via Data inspector
• KBA:3319018 - How To Enable Feature Data Inspector
• KBA: 2584658 - How to Check if a User is an EC User using the Integration Center - isECRecord Boolean
• KBA: 2089382 - User Import Error - Duplicate Username - Platform
• KBA:2614665 - Syncing the Termination Date between Employee Central and the SuccessFactors Platform
• KBA: 2457516 - Cannot update/ modify username
• KBA: 2615360 - Data Protection and Privacy - Data Retention Time Management (DRTM) - Master Data Purge for Inactive Users
• KBA: 2392094 - Re-activate a purged user via employee import feature
• KBA: 3236874 - Soft Purge failed with error Completed with errors
• KBA: 2596758 - Soft Purged Users Report
• KBA: 3058601 - How To Check Soft Purge or (Hard or Permanent Purged ) Users 
• KBA: 2179378 - Purge Request fails automatically
• KBA: 3038172 - [Onboarding] DRTM Onboarding Purge
• KBA: 3052056 - How to delete or permanent purge an inactive onboardee user - Onboarding
• KBA: 2922739 - How to purge integrated external learners using DRM - SAP SuccessFactors Learning
• KBA: 2247664 - Compensation & Variable Pay - Not possible to purge user: User belongs to compensation/variable pay form(s) thus can't be purged
• KBA: 3301177 - Purge inactive user fails with the error: "User Purge failed. Please check the server log or create a ticket
• KBA: 3016145 - Unable to Purge User with Multiple Employment
• KBA: 2788892 - Unable to Purge User / Employment Because it is a Main Assignment
• KBA: 2615360 - DRTM Master Data Purge for Inactive Users
• Help Portal: Purge Inactive User Request Type Is Deleted for Employee Central
• Help Portal: Permanently Deleting Purged Users and User IDs

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