Symptom
It's desired to understand how the Native User Deletion automatic process works, which should be used to purge Learning only users.
"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
- SAP SuccessFactors Learning
Resolution
Before scheduling the automatic process, make sure the Learning admin role has the "Edit Delete Inactive Native User", part of the "System Administration" block.
To have the Learning only users identified by the “Native User Deletion” automatic process, the following criteria need to be matched:
- Learning only user is inactive >
- Then, at the “Native User Deletion” automatic process level, if only one or both of the following settings are checked – “Delete external users and instructors who have been inactive for the specified number of days” | “Delete internal users who have been terminated for the specified number of days” – the following criteria is considered:
- “activateIASAuthentication” is true (System Administration > Configuration > System Configuration > SAP CLOUD IDENTITY SERVICES), then the “User Source System” should be either “Learning” or “Identity Provisioning” (People > Users > “User Source System” criteria > If not available, add it via the “Add/Remove Criteria” option). The “User Source System” can also be added to the user search results page via the “Field Chooser” entry.
If it’s required to adjust the “User Source System”, from “SuccessFactors Platform” to “Learning”, the steps of the following documentation can be followed: Correcting The User Source System Reference for Existing SuccessFactors Platform Users.
Or
- “activateIASAuthentication” is false (System Administration > Configuration > System Configuration > SAP CLOUD IDENTITY SERVICES), then the “NATIVE_DEEPLINK_USER” should be “Yes” (People > Users > Search and access the desired account > “User Details” tab > “Other Fields” area). If “NATIVE_DEEPLINK_USER” isn’t available, enable it via the Entity Configuration. The “User Summary Data Audit Report (CSV)” has a column with this information as well.
If an inactive Learning only user that has the “NATIVE_DEEPLINK_USER” set to “Yes” isn’t purged after the “Native User Deletion” automatic process run, it’s recommended to engage the SAP team that delivers services (KBA 2149831), as this user potentially has a Person GUID value. It’d require running queries or creating a custom report (KBA 2379690) to check the Person GUID for the user and removing it from that user (activities served by this SAP team).
Schedule the automatic process in the Learning Administration area: System Administration > Automatic Processes > Native User Deletion > Configure it > Click "Apply Changes".
Note:
- If it's desired to purge Learning users that are managed/exist in Platform, please use the DRTM Learning Data Purge.
-
The value in the "Delete" fields need to be between 90 and 4000.
- The Learning user only deletion is permanent, and the records cannot be restored.
- Learning admins that don't have an associated user account aren't deleted by this automatic process.
- The threshold is based on the most recent inactivation date.
- Related instructor records are always deleted.
- The automatic process doesn't check if the instructors are scheduled to teach in the future.
Please note the different retention policies for external and internal users:
- External users: The retention policy is based on inactivation date, which is calculated using audit records looking for the most recent date the status of the user record went from "Active" to "Inactive".
- External users are defined by their shopping account type. People > Users > Search and access the desired account > “Finance” tab > "Shopping Account Type" field.
- Internal users: The retention policy is based on termination date (TERM_DTE).
To be followed: Enhancement request related to the automation of site users inactivation and deletion.
See Also
- Data Protection and Privacy in SAP SuccessFactors
- Deleting SAP SuccessFactors Learning Users without Data Retention Management
- Process Prerequisites for Native-Only Learning User Purge
- Security System for SAP SuccessFactors Learning Administrators
- 2379690 - Custom Report Development and Support - SAP SuccessFactors Learning
- 2651536 - Data Protection & Privacy Enhancements
- 2880431 - LMS sites documentation
Keywords
learning, lms, only, user, delete, deletion, purge, how, inactive, native, automatic, process, criteria, drm, drtm, admin, instructor, LRN-17386, LRN-17497 , KBA , LOD-SF-LMS-APM , Automatic Processes , LOD-SF-LMS-EXT , Sites and External Users , LOD-SF-LMS-USR , User Entity , LOD-SF-LMS-UDR , User Data Purge , LOD-SF-LMS , Learning Management System , LOD-SF-LMS-INT , Integrations with BizX , How To