3726702 - How to Purge Employee Profile Photo Using DRTM Employee Profile - Photo

• How to Purge Employee Profile Photo Using DRTM Employee Profile: Photo

• Administrators want to purge Employee Profile Photos for inactive users using Data Retention Time Management (DRTM).

• The requirement is to remove employee photos after a defined retention period once the employee becomes inactive.

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 HCM Suite
• SAP SuccessFactors Employee Central
• SAP SuccessFactors Data Retention Time Management (DRTM)
• SAP SuccessFactors Employee Profile

Step 1: Grant Permission

Grant the required permission to allow configuration of the workflow purge.

1. Navigate to Admin Center.
2. Grant access to the following:

• Data Retention Management
• Manage Data
• Purge Request Monitor
• DRTM Employee Profile Purge

Refer to KBA here: 2628645  – How To Set Up Workflow Purge via Schedule Job for DRTM Workflows.

1. Ensure the appropriate Admin permissions are granted so the workflow purge job can be configured and executed.

Step 2: Configure DRTM Employee Profile – Photo

1. Navigate to Manage Data.
2. Search for DRTM Employee Profile: Photo (Photo).
3. Create a new record or open an existing one.
4. Under retentionTimeConfig, configure the retention rules.

Ensure the following fields are maintained:

• country – Country for which the retention rule applies
• retention time / inactivePeriod – Duration after which the photo should be purged
• timeUnit – Unit for the retention period (for example: Days, Months, Years)

Save the configuration

Step 3: Create Purge Request

1. Go to Admin Center → Data Retention Management.

2. Select Purge Request Type
   → DRTM Employee Profile Purge.

3. Click Create New Purge Request

Example: Purge Inactive User  Photo from United Kingdom

Submit Purge Request

1. Add an Approver.
2. Click Launch Immediately

Note:

• Please note that configuring the countries which shall be controlled by data retention times, set "Data Retention Enabled" filed as "Yes", so that those countries will show in DRTM purge objects;
• Create a new purge request in the page of data retention management and then schedule or launch it immediately

Step 4: Proxy and Approve the Request

1. Navigate to Admin Center → Purge Request Monitor.
2. Open Requests Pending Final Approval.
3. Select the request and click Approve.

Step 5: Validation After completion:

1. Navigate to the Employee Profile.
2. Verify that the photo has been removed.

Expected result:

• Employee photo is deleted.
• Employee profile remains available.
• Only the configured object is purged.

 If the request is failed automatically, please check below KBA,

• 2675172 - DRTM Purge Request goes straight to failed without any approval
• 2179378 - Purge Request fails automatically

FAQ - Additional Information

Q) Where can I get information on this from the Guide?

 A) Guide: Implementing and Managing Data Protection and Privacy

• Chapter: Data Included in the DRTM Employee Profile Purge
• Chapter: Process for Setting Up Data Retention Time Management (DRTM) 
• Chapter: Data Included in the DRTM Person Information Purge
• Chapter: Purge of Specific Data for One SAP SuccessFactors Solution
• Chapter: To manage the purge freeze list, use the MDF Manage Data tool to edit the DRTM Purge Freeze MDF extension object.

• Guide: Implementing and Managing Data Protection and Privacy

  Chapter: Data Included in the DRTM Employee Profile Purge

• 3571731 - How to purge inactive user's data - drtm person information purge
• 2628645 - How To Set Up Workflow Purge via Schedule Job for drtm Workflows
• 2657326 - Data Retention Time Management: Person and Employment Purge Object FAQ
• 3667802 - drtm person information not purging employee contact information
• 2615360 - Data Protection and Privacy - Data Retention Time Management (DRTM) - Master Data Purge for Inactive Users
• 2608124 - Cannot Select Country While Creating DRTM - Employee Profile in Manage Data
• 2907605 - DRTM Performance Management Error: The user master data will be excluded from the application data purge
• 3571731 - How to purge inactive user's Personal data - DRTM Person Information Purge
• 2545988 - How To Purge or Delete Users In SuccessFactors
• 3319018 - How To Enable Feature Data Inspector
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