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 HCM 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.
   Please give a gap of +/-20min for the changes to take place before proceeding to the next step.

NOTE : 

• From the 2H 2023 release, the Document Management Service (DMS) automatically deletes records in the DMSPersonFolder MDF object when users configure Open Text with DMS.
• Previously, customers had to manually remove existing records from previous Open Text configurations via Manage Data > DMSPersonFolder to avoid errors during new configuration. Due to the large volume of records, this manual process was error-prone and records were often missed.
• With this enhancement, DMS now handles the cleanup automatically during Open Text configuration, helping to prevent integration issues.

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.
     
     

2518360 - Document Management Service and the Manage Documents tool - SAP SuccessFactors

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