2638035 - Enabling Data Retention Management Onboarding Purge in Onboarding 1.0

This KBA explains how to enable Data Retention Management Onboarding Purge and covers:

• Prerequisites
• Creating a DRTM Onboarding Purge Requests
• Approving a DRTM Onboarding Purge Requests

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 Onboarding 1.0

Compliance for EU General Data Protection Regulation (GDPR)

Prerequisites

• DRTM Onboarding (Upgrade Center)
• Manage Data Purge (Manage Permission Roles)
• DRTM Master Data (Manage Permission Roles)
• DRTM Onboarding Candidate Info (Manage Permission Roles)
• Data Retention Enabled (Country in Manage Data)
• DRTM Onboarding Candidate Info (Retention Time Configuration in Manage Data)

DRTM Onboarding (Upgrade Center)

1. Navigate to Admin Center > Upgrade Center
2. Find DRTM Onboarding under Optional Upgrades
3. Click Upgrade button to add the feature in the system
   
   

Note: Company System and Logo Settings is required when enabling DRTM Onboarding

Manage Data Purge (Manage Permission Roles)

1. Navigate to Admin Center > Manage Permission Roles
2. Select role to grant permission to data purge
3. Under Permission settings > Administrator Permissions > Manage Data Purge, grant role with Create Data Purge Request and Create DRTM Data Purge Request
4. Under Permission settings > Administrator Permissions > Manage Data Purge, grant role with Approve DRTM Data Purge Request and Approve DRTM Data Purge Request
5. Click Done and Save Changes for action to reflect in the system
   
   

DRTM Master Data and DRTM Onboarding Candidate Info (Manage Permission Roles)

1. Navigate Admin Center > Manage Permission Roles
2. Select role to grant permission to DRTM Onboarding Candidate Info
3. Under Permission settings > User Permissions > Data Retention Management
4. Find DRTM Onboarding Candidate Info and grant all permissions (Visibility and Action)
5. Click Done and Save Changes for action to reflect in the system
   
   

Data Retention Enabled (Country in Manage Data)

1. Navigate to Admin Center > Manage Data
2. Search object Country and select the country where purge is needed (e.g. USA)
3. If Data Retention Enabled is set to No, select the Take Action drop-down and click Make Correction
4. In the field Data Retention Enabled, select Yes
5. Click Save for action to reflect in the system
   
   

Note: By default Data Retention Enabled value is No

DRTM Onboarding Candidate Info (Retention Time Configuration in Manage Data)

1. Navigate to Admin Center > Manage Data
2. Search object DRTM Onboarding Candidate Info and select CANDIDATE_INFO (CANDIDATE_INFO...
3. The country with Data Retention Enabled equals to Yes should be added in Retention Time Configuration table
4. In addition, Time Unit should be configured and value of Past Start Date
   
   e.g. If 1 is selected in Past Start Date and Time Unit as a month, the candidate with hiredate that is past 1 month will be purged.
   
   
5. Click Save for action to reflect in the system
   
   

Create a DRTM Onboarding Purge Request

1. Navigate to Admin Center > Company Setting > Data Retention Management
2. Click Create New Purge Request and Select a purge request type (DRTM Onboarding Purge)
3. Name the purge request and Define Purge Rule (Select a single user, Select multiple users, or Multiple lists of Users)
4. Add approvers; and
5. Schedule or launch request
   
   

Approve a DRTM Onboarding Purge Request

1. Navigate to Admin Center > Company Setting > Purge Request Monitor
2. Under Requests Pending Approval tab, locate the request to approve or decline
   
   
   
   
3. Once approval is given, approval will transfer to Approved Requests
4. Monitor the status if completed or failed
   
   
   

Reminders

• The Form I9 Company Level assigned to the process is where the country populated for the candidate or employee
• If the Form I9 Company Level assigned to the process is Level 1, follow the steps below
1. Navigate  SAP SuccessFactors HCM > Onboarding > Reference Files > Corporate Structure
2. Select the level where Form I9 Company Level is assigned to a process
3. Ensure that each item have value in the country field
• Data Retention Enabled (Country in Manage Data) should be yes to the country of candidates where purge is needed
• When purging, OnboardingCandidateInfo (OCI) will be deleted with the activity workflow

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