2635179 - Data Retention Time Management configuration in Recruiting

There are two purge options within SuccessFactors Recruiting for candidates and application;

• Legacy non-DRTM function
• Data Retention Time Management (DRTM) function

Important:

• Settings for DRM/DRTM & Candidate Purge will be taken in consideration.
• Customers cannot have both Legacy DRM & DRTM at the same time.
• The first and second steps mentioned in this article resolution must be performed by your Implementation Partner. Support is currently not allowed to perform this sort of change in customers instances.

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 Recruiting Management

In order to use Data Retention Time Management, please see the prerequisites and configuration needed:

1. Provisioning > Company Settings > Data Privacy Consent Statement 2.0:
   
   
   
   
2. Provisioning > Edit Candidate Privacy Options:
   
   
3. Provisioning > Company Settings > Enable Data Retention Management. This feature can also be enabled in Admin Centre > Company System and Logo Settings > Data Retention Management
   
   
   
   
4. Set up the Schedule Job in Provisioning for the purge to run via Provisioning > Manage Scheduled Jobs:
   
   
   
   
5. The ID definition needs to be set to "Anonymize = true" in the Candidate Profile XML Template or/an Application XML Template. This will depend on if the customer wants to anonymize a field in the Candidate profile or in the application page.
   
   
6. In order to access the DRTM Settings, we will need to enable the DRTM Feature via Admin Centre > Upgrade Center > Filter by Recruiting Module > Select DRTM Recruiting > Upgrade:
   
   
   
   
7. Admin Centre > Manage Permission Roles > Select the role > Edit > Next > Search for permission "Manage Data" and enable:
   
   
   
8. Admin centre > Manage Permission roles > Data Retention Management > DRTM Candidate Profile:
   
   
   
   
9. In the same section: Data Retention Management > DRTM Job Application:
   
   
   
10. In the same section (optional): Data Retention Management --> DRTM Purge Freeze
    
11. Because DRTM works with MetaData Framework, it's needed to align the country list in Manage Data. Country Code (2 char) must be maintained. Please select the country desired and set the Data Retention Enabled=true via Admin Centre > Manage Data > Country > Select the country desired e.g. Ireland > Make correction > Set "Data Retention Enabled=true" (the same process would need to be done for each country that the customer will want to use for the new DRTM purge rule"):
    
    
    
    
12. For Purging application data: Setting the Rule for DRTM Application in Manage Data for the period of inactivity in the job application. The minimum value for the period of inactivity is "1". Please notice that Minimum Legal obligation period is not being used in DRTM, and it is not needed to be configured.
    
    
    
    
13. There are 2 conditions that will need to be setup while configuring the criteria for DRTM Candidate in Manage Data.
    
    • Period of Non-acceptance of DPCS (this is only for "new candidates" created and added to the system)
    • Inactivity Time Unit
      
      
      
      
14. Creating Data Purge Rule with the new Data Retention Time Management (DRTM function)
    Permissions (2):  (If the customer wants to move to the new DRTM purge, please remove the old DRM one. Please notice that once migrated to DRTM, it will not be possible to move back to the legacy DRM)

    Admin centre > Manage Permission Roles > Select the role > Manage Data Purge > Create DRTM Data Purge Request

    Admin centre > Manage Permission Roles > Select the role > Manage Data Purge > Create DRTM Data Purge Request

15. Creating a new DRTM Purge Rule
    
    Admin Centre > Data Retention Management > Create New Purge Request > Select purge Request Type e.g. DRTM Inactive Candidate > Select the desired country > Add approver > the job can be scheduled or launched immediately > Save (please be aware that the conditions of inactivity and acceptance were already defined in Manage Data):
    
    
    
    
16. Admin centre > Purge Request Monitor > Request Pending for approval > Approve
    
    You can see all the purge jobs that have been already approved in the "Purge Progress and Results" tab:
    
    
    
17. Once the job is completed, in the report, the candidate will appear as "PURGED", see screenshot below:
    
    
    Please note that these settings will be taken in consideration for both DRM and DRTM Application and Candidate Purge (Existing applications in this case means any application in an In Progress status)
    
    

Data Protection and Privacy in SAP SuccessFactors Recruiting Management 

DRM, rule, DRTM, inactive, candidate, application, job, purge, anonymize, anonymise , KBA , LOD-SF-RCM-SYS , System Performance, Usability, Errors, Security , How To