Protecting Onboarding Data in SAP SuccessFactors HXM Suite

Objectives

After completing this lesson, you will be able to:

  • Describe how data privacy is managed in SAP SuccessFactors Onboarding
  • Create purge requests for SAP SuccessFactors Onboarding data

Data Protection and Privacy in SAP SuccessFactors Onboarding

Just like all of the SAP SuccessFactors HXM solutions, Onboarding data can be protected using available data protection and privacy tools in the system. New hire data, onboarding tasks data, and generated documents are the most common pieces of information in an onboarding process that require protection.  

The data purge function in Data Retention Time Management allows companies to purge onboarding data after an onboarding process is completed. Other tools to manage data privacy include change audits, read audits, and the Instance Refresh tool. 

Data protection and privacy features work best when implemented suite-wide, not product by product. Therefore, they are documented centrally. Refer to the central guide Implementing and Managing Data Protection and Privacyon the SAP Help Portal, which provides instructions for setting up and using data protection and privacy features throughout the SAP SuccessFactors HXM Suite.  

Note
SAP SuccessFactors values data protection and is fully committed to helping customers comply with applicable regulations – including the requirements imposed by the General Data Protection Regulation (GDPR). SAP SuccessFactors delivers features and functionalities that are designed to strengthen data protection and security so that customers get valuable support in their compliance efforts. However, it is the customer’s responsibility to evaluate legal requirements and implement, configure, and use the features provided by SAP SuccessFactors in compliance with all applicable regulations.

Data Retention Time Management for Onboarding

In this video, you will learn about the three purge types of Data Retention Time Management (DRTM).

Video Summary 

The following three Data Retention Time Management (DRTM) purge types apply to Onboarding:  

  • DRTM Onboarding Purge removes all onboarding data 
  • DRTM Audit Data Purge removes all audit logs used to generate personal data audit reports, which includes new hire (external onboarding users) data 
  • DRTM Master Data Purge removes all inactive users and their data across the SAP SuccessFactors HXM Suite 

Objects That Are Included Under the DRTM Onboarding Purge 

Under the DRTM Onboarding Purge, the following objects are also purged: 

  • Data Collection Extensions or MDF custom objects: All the user information collected as part of the Additional Onboarding Data Collection and its notifications. 
  • Documents: All the documents of users, including compliance forms. 
  • Process and User Data: All user-specific data, such as employee data, MDF data, Business Process Engine (BPE) data, and email notifications. 
  • Tasks and Activities: New hire activities data and specific email notifications.

DRTM Onboarding Purge 

In SAP SuccessFactors Onboarding, you can also purge data captured during the onboarding process using the DRTM Onboarding Purge option. This can be for the following users: 

  • Internal users – those who have been converted to employees in the HRIS 
  • External users – those who have not yet been converted to employees in the HRIS

To do this, you need to create a purge request in Admin → Data Retention Management → DRTM Onboarding Purge.  

How to Create a Purge Request for Onboarding Data

Let’s look at how a purge request for Onboarding data can be created by watching a demo video of the Data Retention Management tool. 

The steps below provide an outline of the task demonstrated in the Creating a Purge Request for SAP SuccessFactors Onboarding Data video.

Steps

  1. In the Action Search bar, enter Data Retention Management.

  2. Select Data Retention Management from the search results.

  3. Select Create New Purge Request.

  4. Select DRTM Onboarding Purge from the purge request type dropdown.  

  5. Define the purge rule from the type of Onboarding data by identifying the new hires and creating a schedule for when data will be purged.  

  6. Select Schedule. 

Result

You have created a Purge Request.

Anonymization and Purge Using Instance Refresh Tool

Using the self-service Instance Refresh Tool, you can anonymize Onboarding-specific data fields by selecting the option from Anonymize Selective Fields from Anonymize Sensitive Information when you create an Instance Refresh Request. You must identify which Onboarding fields you want to anonymize during an instance refresh using the spreadsheet template provided. The tool also automatically purges specific Onboarding data on the target system. 

Onboarding fields available for anonymization include the following:   

  • Email
  • Recipient
  • View Email
  • Attachments
  • Email Argument
  • RCM Primary Email (this is the email associated with SAP SuccessFactors Recruiting)
  • Subject

Onboarding data that is purged on the target system includes the following: 

  • Compliance Data
  • Email Reminders
  • Onboarding and Offboarding To-Do Data 

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