3712153 - [Joule in SuccessFactors] Mass deletion of grounded documents and disconnect the integration settings

Symptom

How to mass delete of grounded documents in SuccessFactors?
Instead of deleting the grounded documents from Manage Document Grounding page manually, how to mass delete multiple grounded documents?
How to disconnect the exiting integrating settings of Document Grounding in SuccessFactors?

Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental.

Environment

SAP SuccessFactors HCM Suite
Joule

Resolution

If you would like to connect the SF document grounding with new Sharepoint, please make sure update the BTP destinations according to the new share point site urls and also follow the published blog for the clear steps: Joule - Document Grounding with Contextualization ... - SAP Community

[Important Notes]

VectorContent Record can only be deleted if:
1) The file status is FAILED in DGS document status API call and the file was removed from MS Sharepoint: 3759260 - [Joule in SuccessFactors] How to resolve discrepancy of documents count and status between the Sharepoint and SF Document Grounding - SAP for Me

2) Customer would like to disconnect the integration with SuccessFactors.

Step 1.

Example:In SuccessFactors Instance > Manage Document Grounding, there has 9 documents grounded, and user wants to mass delete the 3 of the documents, for other grounded documents, remain the configurations.

Step1.1: Export VectorContent Generic Object's MDF Data

1)Go to Import and Export Data > "Select Generic Object" choose "VectorContent"

2) Keep selections as below, click "Export" button, download the the MDF data Zip file from Schedule Job Manager:

Step1.2: Edit VectorContent.csv file

1) Extract the downloaded zip file > Only open file: VectorContent.csv, you will see all existing

Kindly Note: Please do not make any changes in any other files in this zip file, to avoid data & configuration impact.

2) Verify the 3 grounded documents which you want to remove the grounding, keep them in the file, Remove other rows which you wish to keep the metadata of the grounded documents.

3) Add "Delete" on the [OPERATOR] column for the files for which you want to remove the grounding and save the file. For example, I want to delete only 3 files so I just have those 3 files in the csv file with "Delete" Operator:

Step 1.3: Validate and Import VectorContent.csv file to mass delete the grounded documents

1) Validate updated VectorContent.csv by go to Import and Export Data > Import Data > Select "VectorContent" > Import the file saved in Step2 > click validate button.

In this you can see 3 are processed and 3 are passed the checks.

2) Once validation is successful, go back to Import and Export Data > Import Data > Select "VectorContent" > Import the file saved in Step2 > click Import button, to delete the 3 grounded documents.

Once the job is completed, we are successfully able to delete the grounded documents.

Note: you can tag those deleted documents again from the Add metadata option after the pipeline gets triggered once again for the Sharepoint site you integrated with SuccessFactors instance.

Step 2

Please delete the existing Oauth Configuration (Configuration Steps: Adding Metadata to Your HR Policy Documents | SAP Help Portal > Setting Up the Communication with SAP SuccessFactors | SAP Help Portal )

In Security Center -> OAuth Configurations -> find the configuration with SharePoint_OAuth_Integration_<Instance_Name>_hrpolicyqa and delete this Configuration.

Step 3. If you are connecting to a new fresh site, a new pipeline need to be created (with new sharepoint destination created).

Common Q & A

Question 1
In the VectorContent.csv, in case customer wrongly deleted some files, can customer recover it back to Manage Document Grounding Page?
When customer deleted the document from VectorContent, it is not displaying in the list in Manage Document Grounding page, but customer is not sure will it trigger again after triggering the Pipeline.

Answer: Yes, you can tag those documents again from the Add metadata option. Only for the documents that are being showed up in the Manage document grounding screen the pipeline gets triggered (for the new sharepoint you integrated) and not for the one's that are not present.

Question 2

Does SF support mass-metadata mapping via Import and Export data to import these MDF files?

Answer: The bulk tagging we wouldn’t suggest as we ground id’s and labels in different cases based on GO/FO/Picklist objects and we also need to maintain the order which we import. If we ground wrong values it may lead to contextualization to not work. We would suggest to tag the documents from the Manage document grounding UI.

Keywords

Manage Document Grounding, SF, adding metadata, delete grounded document, VectorContent, SF, Joule, disconnection, disconnect SF document grounding , KBA , LOD-SF-PLT-JOU , Joule in SuccessFactors , How To

Product

SAP SuccessFactors HCM Suite all versions

Attachments

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