3664753 - iContent Management Tool FAQ + Rollout Schedule

The 2H 2025 release introduced the iContent Management Tool, which allows for bulk deletion of files maintained on the iContent SFTP. This article covers:

• The current scope of the tool.
• Links to the documentation.
• FAQs.

SAP SuccessFactors Learning

Scope:

The current scope of the tool is limited to content that has or had a valid path between the FTP and the application. Any content that was manipulated/added directly on the FTP server may not display in the tool.

Documentation:

• Bulk Delete Unused iContent Files From Learning Administration | SAP Help Portal.
• Deleting iContent Files Using the iContent Management Tool | SAP Help Portal.
• Online Learning Content Management Configuration Properties | SAP Help Portal.

Rollout:

For rollout information, please follow the Innovation Alert: iContent Management Tool Rollout & Key Updates blog.

Frequently Asked Questions (FAQ):

1. How to access and manage the iContent Management tool?
   • Learning Administrators need to have the following permissions part of their role to fully operate it: View iContent Management and Delete iContent Files. These permissions can be revoked either to restrict who can access it or to remove access while it’s not fully available.
     
     
2. How often does the tool check for space usage?
   • The calculation is refreshed and the total size updated during the first week of each month. With the 1H2026 system version, it’s planned to have the content usage bar label changed from “Last Changed On [date]” to “Storage as of [date] (refreshes first week of each month)” to improve clarity.
     
     
3. What does the "Last Accessed" column mean?
   • It is the last time that the content was launched by any user. As the same content can be associated with multiple items, the Last Accessed will always show the latest date, even for items that are inactive.
     
     
4. How often is the “Last Accessed” column date updated?
   • The update of the "Last Accessed" column date should occur every 6 hours via a background job.
     
     
5. How is the “Last Accessed” column value populated when an item has multiple content objects? Ex.: An item has two content objects, each in a different language. Users select their preferred language to complete it. The "Last Accessed" column displays the same for both content objects.
   • Currently, it is only possible to track the last time the course itself was accessed, so this is expected behavior.
     
     
6. What does the "Last Changed on" column mean?
   • Last time that the content in the table below was modified.
     
     
7. What is displayed in the "File Name" column?
   • File Name displays both Content Objects and Content Packages.
     
     
8. What values are shown in the Environment column?
   • The system will display:
     • None: In case there is no reference in any tenant and was orphaned on the SFTP.
     • Test: Sandbox tenants.
     • Staging: Preview tenants.
     • Production: Production tenants.
   • Development tenants may show "Staging" or "Production" in the "Environment" column, depending on the tenant type configuration (release upgrade cycle).
   • This means that content that was imported and exists only in the Development tenant will show "Production" as the environment type even though it's not the primary production tenant.
     
     
9. Does the tool display Content Object/Package that is not on the SFTP?
   • No.
     
     
10. Is the tool available for VSaaS customers?
    • No, the tool is not available for VSaaS customers. The related permissions can be found, but the feature is not enabled.
      
      
11. Is the tool available in SalesDemo environments?
    • No, the tool isn't currently supported in SalesDemo environments.
      
      
12. How to check the date and time the deletion job is scheduled to run?
    • In the tool, look for courses that have “Scheduled” in the “Deletion Status” column and click the file name. The “Deletion Summary” will show the date and time. Alternatively, filter the “Deletion Status” by “Scheduled” and click the file name. The “Deletion Summary” will be displayed.
      
      
13. If the content is deleted through the tool, is a user able to review the content via their Learning History?
    • The user will not have an option to review the content as the item is made inactive and content object to user relationship data is removed.
      
      
14. Is the GB total size displayed close to the “iContent Management” tool title static, meaning that it doesn’t get impacted by applied filters?
    • Yes, it shouldn't be impacted by any applied filters, and it should show the same number when opening the iContent Management tool in prod. and stage.
      
      
15. When no filter is applied, is the number displayed between parenthesis besides “iContent Files” expected to show the same number of files when opening the iContent Management tool in prod. and stage?
    • Yes, it should.
      
      
16. Can a content file/package deleted via the iContent Management tool be restored?
    • No, there's no undo operation available in the tool for this deletion. To help prevent accidental data loss, a 30-day grace period is maintained between the cleanup schedule and the running of the deletion process. The process can be cancelled before it starts running.
      
      
17. Are there plans to implement the display of content deletion dates within the tool?
    • Yes, there are plans to implement this enhancement in future releases.

KBA 2390422 - Expected system behavior when an item is inactivated

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