2550626 - How to clean existing Document Management Service vendor config data

• How to clean existing DMS vendor config data
• Unable to select a different vendor

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

SAP SuccessFactors HXM Suite

Step to reproduce the issue:

1. Enable OpenText Integration in provisioning
2. Add "Configure Document Management" to admin role permissions
3. Open "Configure Document Management" in Admin Center
4. Select "Successfactors" as document management vendor in the tool
5. Try selecting a different vendor - system does not allow this
   
   

• This is expected behavior
• The options are grayed out because you already had selected a Document Management Service.

• DMS vendor config doesn't encourage frequent switch. So if you want to connect to another DMS vendor, you need to first clean the existing DMS vendor config data. 
• The customer will have to migrate the attachments from Successfactors framework into the new selected framework.
• The migration itself is a Professional Services paid engagement and not in scope for support

To Clean the old configuration:

PRE-REQUISITES: Please check and ensure that all necessary permissions and settings for integrating 3rd party document storage with BizX are set as described in the Admin Guide.

1. Clean the old configuration copied from SOURCE instance. You will need to navigate to "Manage Data" page > OBITenantConfig > dms. Select Take Action > Permanently Delete Entry.
   
   
   
   
2. Under "Manage Data" page, search for DMSPersonFolder. Delete all existing records created for this object by selecting each record > navigate to Take Action > Permanently Delete Entry.
   
   NOTE: Please give a gap of +/-20min for the changes to take place before proceeding to the next step.

PLEASE NOTE from the 2H 2023 these records from the DMSPersonFolder MDF object should be automatically deleted, please see Help Guide - Auto-delete of DMSPersonFolder records in Document Management Service (DMS) During Open Text Configuration 

1. Go to Admin Center > Configure Document Management page. 
   
   
2. Select on "OpenText" radio button and configure the supply the fields below. Please engage OpenText if you do not know the information required below.
   
   
   • Endpoint
   • System User
   • System Password
   • Click "Get Repository" for the REPOSITORY field to be populated.
     
     

DMS, Document Management Service, MDF, Box, OpenText, SuccessFactors, PeopleDoc , KBA , LOD-SF-PLT-DOC , Document Management , LOD-SF-PLT , Platform Foundational Capabilities , How To