SAP Knowledge Base Article - Public

2826069 - Login Audit Records - How to Backup Audit Records


With the SFSF Q3 Release, login audit records will be automatically purged after one year or 50 million records, however you can perform a backup at regular intervals in order to save this data.

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

SAP SuccessFactors Workforce Analytics


Instructions to know current user login audit data number(#6.1) and backup data(#6.2):

  1. Go to Report;
  2. Go to Ad Hoc Reports;
  3. Click Create report, select Single Domain report and Login data in , and click Create;
  4. Fill in report name and description;
  5. Customize People Page per needs to define report scope;
  6. Customize Columns and filter pages per needs: User Information, Manager Information and Employee Login Detail
    6.1 Generate total number to know what data should be back up before purging report field:
  • Total Logins: total login number satisfied all the conditions customized by this report
  • User ID: if included, the report will display total login number per user ID.
  • filter: Access Date: timestamp of every login. e.g. add a rule like “less than 2019-06-07” or greater than “2019-06-07”

        6.2 Backup user login audit data details report field:

  • Access Date: with this field, the report will display detailed
  • User ID, last name, first name, manager ID, etc.: backup User login detailed info per needs
  • filter: Total Logins: total login number satisfied all the conditions customized by this report. e.g. add a rule like “greater than 1000,000” per User ID or “greater than “45,000,000” per company level
  • Access Date: timestamp of the each login. e.g. add a rule like “less than 2019-06-07” or greater than “2019-06-07” 
  1. Customize other pages per needs, e.g.;
  2. Click Preview to review sample data;
  3. Save the report;
  4. Go back to ad hoc report list, and select Run Report in the dropdown list aside the report name created


  1. After clicking “Run Report”, select “Download (CSV)” option to download the report:


Note: Please take into consideration to define the cadence of the reports i.e. daily, weekly, etc. depending on the login activity of your system. There is a KBA listing the limitation of the system when it comes to generate huge reports:

 2418819 - Reports Best Practices & Restrictions for Ad Hoc - ORD (Online and Offline capabilities)

See Also

 2317376 - Reporting vs Integration - Payroll system or Business needs to Integrate SuccessFactors data with a third party product


audit, login, backup, purge , KBA , LOD-SF-PLT , Platform Foundational Capabilities , LOD-SF-ANA-ADH , Adhoc Reports & Report Builder , Problem


SAP SuccessFactors HCM suite all versions ; SAP SuccessFactors Workforce Analytics all versions