SAP Knowledge Base Article - Public

2922739 - How to purge integrated external learners from SAP Successfactors Platform?


How to purge Integrated External Learners from SAP SuccessFactors Platform?

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
  • Data Retention Management
  • External Learners
  • SAP SuccessFactors Learning


  • The integrated external learner feature is deprecated.
  • With the First Half 2023 release Learning Integrated External User feature will reach end of maintenance and deprecated in the Second Half 2024 release.
  • users will need to be purged from the SAP SuccessFactors Platform application.


This KBA assumes you that:

  • you have implemented the integrated external user feature at some point.
  • you have Learning users created in SAP SuccessFactors Platform either through site self-registration or via API or data import.


Important notes:

      • this tool should be used for a full purge post migration to IAS, it doesn't support purge of specific userId.
      • after the purge a user list including succeeded and failed users is sent to the job owner.
      • In the event where you had done a partial purge and the users remain to be purged from LMS only, please note the purge tool will not work. Instead please see 2515540 - Native User Deletion Automatic Process - SAP ONE Support Launchpad


If the IAS migration isn't completed we would recommend that you wait until it is and to use SOLUTION #1 to migrate your users.

If you cannot wait and need to purge some users, you might still be able to use the following process, however, as we prepare for the sunset some APIs may no longer be available and you may encounter errors.

STEP 1: identify records to be purged

You can do this from Integration Center in SAP SuccessFactors Platform,

  1. Select "My Integrations"
  2. Click "Create" and Select "Scheduled simple file output integration"
  3. Search for the entity "ExternalLearners"
  4. Tick "User ID" and "Username" and click "Select"


    to advance through the configuration steps you can either click the icons as shown in the screenshot below or click Next on each page.

  5. Options: Add a description and select "Simple Header" for the Header Type > Click Next
  6. Configure fields: will display the list of external learners > Click Next twice
  7. Destination Settings: Enter the SFTP details you are sending the file to and choose File Extension = CSV > click Next twice
  8. Review and Run: select "Run Now"
  9. log in to the SFTP and check the folder you specified in step 7 for the exported file

STEP 2: change external learners status

Now that you have the list of external learners existing in SAP SuccessFactors Platform, you must change their status so they can be targeted by the purge.

You can do this in 2 ways:

via API:

or via integration center (bulk update)

Prerequisite: download the sample integration definition attached to this KBA and extract from the zip folder, you should have a file with ICD extension.

  1. Open the CSV file you have just exported and in the column STATUS change the value from "e" to "d" > save your file with a new name
  2. Upload the file to your sftp folder
  3. Admin center > Integration Center > select "Create" > Select "Import an integration definition" > upload the ICD file you extracted earlier
  4. Options: give a name to the integration
  5. Source Settings: enter your sftp details, the file name, file folder and select your file extension > click Next twice

  6. Review and Run: click run now > click save and continue > SAVE
    You can click on the refresh icon to see the progress of your job

  7. To verify the users were imported successfully you can repeat 1. to 6. of STEP 1 (identify records to be purged) and you should see the status change 

STEP 3: Purge


a.Please make sure that the permission role your Bizx admin belongs to has the necessary permissions on external learners:

b. Download the attached "purgeCriteria_sample.csv"  file and add the user ID for the users you wish to purge


Admin Center > Data Retention Management

  1.  Click "Create New Purge Request"> click OK on the pop up

  2. Upload your file with the records to be purged
    Note: Assignment ID is a feature introduced in b1911, and we have replaced this by User ID in our sample file

  3. select an approver and click "Schedule" or "launch Immediately"
  4. Navigate to Purge Request Monitor > Approved requests > check the status of the purge job
  5. Once completed verify the user is no longer found in Bizx and LMS

See Also

Learning Integrated External User Migration to Identity Authentication Deprecation Second Half 2024 ... - Welcome to the SAP SuccessFactors Community!


lms, learning, external users, external learners, purge, delete, DRM, DRTM, remove, bizx, integration center, API, status, update, data retention management, site, ECT-180980, Purge Integrated External Learners, upgrade center , KBA , LOD-SF-PLT-DRM , Data Retention Management , LOD-SF-INT-INC , Integration Center , LOD-SF-LMS-UDR , User Data Purge , LOD-SF-LMS-EXT , Sites and External Users , How To


SAP SuccessFactors HCM Core all versions ; SAP SuccessFactors Learning all versions


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ExternalLearner Import (sample)