SAP Knowledge Base Article - Public

2545988 - How To Purge or Delete Users In SuccessFactors

Symptom

  • How can I completely delete a user from my SuccessFactors System?
  • Is it possible to purge a user and delete their information instead just deactivating them?
  • How to purge users in SuccessFactors?

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

Resolution

To successfully purge user from the system, please make sure the users are already inactive. Kindly find below all the steps that need to be taken for this process to be successfully completed:

Note: Please Export and back up  your Employee export file or UDF file into Your Desktop (Will Be used as a Backup) before any Purge action (Soft  or Hard) and can be used for: 2392094 - Re-activate a purged user via employee import feature

Important: Step 1:Please check if the user is EC or No EC User : 2584658 - How to Check if a User is an EC User using the Integration Center - isECRecord Boolean

First step For: NoN EC User  (Set Non EC User to Inactive Via Basic Import) Only

  1. Go to Admin Center > "Export Employees" to download the User Data File (UDF)
  2. Create a new file copying the first 2 rows and add only the users to be purged
    - Make sure to change their status to 'inactive'
  3. - add or Fill  companyExitDate column 
  4. Then go back to Admin Center > "Import Employee Data"
  5. Select 'Basic Import' and upload the UDF created
  6. Import the file

Note:

  • Download UDF “Admin Center --> Employee Export” and verify that Terminate user has been set to inactive before any purge action

For:standard-element id="companyExitDate view Guide-chapter: Adding the CompanyExitDate Field to the User Record

<standard-element id="companyExitDate" max-length="128" required="false" matrix-filter="false">
<label xml:lang="en-US">Company Exit Date</label>
<label xml:lang="en-GB">companyExitDate</label>
<label>Company Exit Date</label>
</standard-element>

First step For: Employee Central or EC User Only

  1. Check: configure companyExitDate exist in BCUI or SDM data model as seen below

  2. Guide-chapter: Adding the CompanyExitDate Field to the User Record Chapter: Termination Date Between Employee Central and Standard User Fields

  3. KBA:

  • 2617614 - Employee Profile: How to Configure companyExitDate Field under Manage Business Configuration
  • 2643327 - Missing 'Company Exit Date' Field in User Profile for DRTM
  • 2614665 - Syncing the Termination Date between Employee Central and the SuccessFactors Platform

Terminate  EC User: EC User Must Be terminated before any type of purge

Termimate Option:

  • Terminate User Via: MSS - UI or Take action - terminate or Import  2511979 - Employee Central: How do I Terminate employees via Import?
  • Manager: Only be terminate Via: MSS - UI or Take action - terminate

View:2614665 - Syncing the Termination Date between Employee Central and the SuccessFactors Platform and Chapter: Termination Date Between Employee Central and Standard User Fields

Note:

  • Download UDF “Admin Center --> Employee Export” and verify that Terminate user has been set to inactive before any purge action

Purge Action after above task

Second step: Soft Purging users
Important For customer using LMS module , Please View: 2179378 - Purge Request fails automatically  also 2088065. Note that this purge will also purge the user on LMS and the data is not restorable.
NOTE: the users' data are deleted, but username and userID are still stored and reserved on the instance.

  1. Go to Admin Center > "Data Retention Management"
  2. Under "Manual Data Purge", select "Create New Purge Request"
  3. Select the option "Purge Inactive User"
  4. under "Add purge user criteria", choose "Upload a list of users (by User ID or Assignment ID)"
  5. Click "Download Example" to download the template. You can change the value from Assignment ID (default) to User Id if preferable
  6. Edit this file and add the user id values of all the users to be purged
  7. Back on the system, choose the file and click 'Upload'
  8. Add an approver
  9. Click on 'Launch Immediately'

Please go to "Purge Request Monitor" page and approve the request under "Requests Pending Final Approval" tab. Then go to the next tab "Purge Results & Discontinued Requests" and wait until the request is completed.

Third step: Check Soft 

  •  3058601 - How To Check Soft or Permanent Purge User#

Soft purge user can be reactive: 2392094 - Re-activate a purged user via employee import feature

Fourth step: Permanently purging users
KB article 2392076To delete the userID and username, perform a Permanent Purge.

  1. Go to Admin Center > "Data Retention Management"
  2. Under "System Identifier Purge", select "Purge inactive users listed in a CSV file"
  3. You can upload the same file from the step before
  4. Click 'Submit'

Fifth step: Check Permanent Purge

  •  3058601 - How To Check Soft or Permanent Purge User

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

See Also

  • 2584658 - How to Check if a User is an EC User using the Integration Center - isECRecord Boolean
  • 2088065 - Data Retention Management - Purge Data - Platform
  • 2614665 - Syncing the Termination Date between Employee Central and the SuccessFactors Platform
  • 2089382 - User Import Error - Duplicate Username - Platform
  • 2457516 - Cannot update/ modify username
  • 2392076 - User Permanent Purge Feature
  • 2615360 - Data Protection and Privacy - Data Retention Time Management (DRTM) - Master Data Purge for Inactive Users
  • 2392094 - Re-activate a purged user via employee import feature
  • 3236874 - Soft Purge failed with error Completed with errors
  • 2596758 - Soft Purged Users Report
  • 2179378 - Purge Request fails automatically 

Keywords

SF, success factors, PLT, EC, BizX, bizx, purge users, inactivate users, data retention management, DRM, username, terminate, userid, LMS , KBA , LOD-SF-PLT-DRM , Data Retention Management , LOD-SF-PLT , Platform Foundational Capabilities , LOD-SF-EC , Employee Central , LOD-SF-EC-DRM , Data Retention Management - (DRM & DRTM) EC Data Only , How To

Product

SAP SuccessFactors HXM Suite all versions