3023687 - How to perform Inactive User Purge - Onboarding

Users with details such as National-Id, Position, etc related information can be removed/edited/reassigned to another user/position from the new hire data page to prevent any issues with the new EC record. Inactive User Purge can be attempted only with an admin account with all required permissions granted. System will throw an error if users with the unique ids have been entered twice and will prevent the onboarding of that user. To avoid such conflicts we can purge the data of the existing record in the system. 

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

Steps to perform the Inactive User Purge:

1. Choose a user (preferably admin) who has all the permissions required to trigger and approve the inactive user purge
2. Please follow this KBA to ensure that the user also has LMS related permissions : 2179378 - Purge Request fails automatically - SAP for Me
3. Ensure the user also has a valid email-id associated. Most admin users do not have a email-address present. If not, add contact information in the Employee Profile and trigger the HRIS-Sync Job
4. Ensure the onboarding process of the user for whom the purge is attempted is in cancelled state
5. Access Data Retention Management as Admin User from Admin Center
6. Create a new purge request and select “Purge Inactive User” from the drop down. Select “Upload a list of users (by User ID or Assignment ID)”
7. Download the sample example file. Add an entry for the user-id to be purged
   
8. Upload the sample file to the purge request
9. Unselect all the checkboxes under the section “Exclude users that meet the following criteria”
10. Add an approver and launch the purge request
11. Access Purge Request Monitor to approve the purge
12. The purge result can be viewed under Approved Requests tab
13. View the # of successful records purged. Download the report to view the records that have been purged. Sample Report:
    

NOTE: The Purge Inactive User request type will reach End of Development and would be deleted on Nov 15, 2024.

The Purge Inactive User request type has been disabled using the Enable Purge Inactive User request type option. As an administrator, you can enable the Purge Inactive User request type, by choosing the Admin Center  Company System and Logo Settings  Data Retention Management  Enable Purge Inactive User request type option. We recommend that you use the DRTM Master Data Purge request type instead as it is legally more compliant and you can adopt a centralized purge solution in which country/region and legal entity-based retention times can be configured for inactive employees. 

• SAP Help Guide: Deprecation of Purge Inactive User Request Type
• SAP Help Guide: Purging Inactive Users with DRTM
• SAP Help Guide: DRTM Master Data Purge
• More details on the deprecation of Inactive User Purge: 

  https://community.sap.com/t5/product-and-customer-updates/deprecation-postponed-deprecation-of-purge-inactive-user-has-been-postponed/ba-p/13635382

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