Managing Data Storage

Objective

After completing this lesson, you will be able to manage data storage.

Management of Data Storage

Administrators must have the permission, Access Manage Data Storage, under the Admin Center Permissions category.

Permission to access Manage Data Storage is granted in RBP.

From the Action search, go to Manage Data Storage.

You can view the total data usage and view distributions by data type or by module.

The Manage Data Storage displays the Total Usage and Distribution by Data Type sections.
The Distribution by Module page is displayed.

You can use the purge buttons to clear up storage space.

  • The Purge button in the Distribution by Data Type section directs you to the Auto Data Purge where you can configure to purge Documents and Audit Data. This button is only available when you have access to Data Retention Management.
  • The Purge button in the Distribution by Module section directs you to Manual Data Purge where you can set up purge requests to purge module data. This button is only available when you have the Manage Data Purge→Create DRTM Data Purge Request permission.

For more information, see the Implementing Document Management and Attachment Storage guide on the SAP Help Portal.

Configuration of Document Attachment Settings

Implementation consultants can choose whether to configure these settings in Provisioning or from Admin Center→Company System and Logo Settings. There are more options available in Admin Center.

Note

Document attachment settings are relevant only if you use SAP SuccessFactors for storage. If you use a third-party storage vendor, such as OpenText, these settings aren’t used and are configured in the third-party vendor application instead.

Document Attachment options available in Provisioning and Admin Center

The following table includes all the options available to configure Document Attachment parameters:

Document Attachment options

SettingDescriptionOptionsDefault Value
Attachment Storage AllocationSets the maximum total attachment storage allocated to your system.By default, a tenant has 500 GB of attachment storage.

The attachment allocation can be increased to 750GB or 1 TB (subject to additional fees).

500 GB
Attachment User LimitSets the maximum total attachment storage allocated to each individual user in your system.No limit, 5 MB, 10 MB, 20 MB, 50 MB, 100 MBNo Limit
Define users who should be excluded from the attachment user limit (username separated by semicolon). Please note that these users will have the user limit set to "No Limit"Excludes users from the attachment user limit Null
Attachment Max File SizeSets the maximum allowable file size of an attachment.5 MB, 10 MB5 MB
Enable Alerts for Attachment StorageTurns on the option to send alerts when the storage is about to be exceeded (you can define the % on another option below). Enabled
Attachment Limit Notification Monitor PeriodAllows Document Management users to receive an email notification when the threshold of total storage allocation is surpassed. This threshold percentage dropdown has a range of options. The setting determines the frequency of the monitoring job that triggers the reminder.1 day, 3 days, 7 days, Never7 days
Start sending alerts when the storage usage reaches the following percentage of the total allocationAllows Administrators to receive attachment storage alerts when the allocation percentage is exceeded.Range between 50% and 98%75%
Additional Recipient List for Attachment Storage Alerts (maximum 5 recipients separated by semicolon)Allows recipients to receive attachment storage notifications.Maximum of 5 recipients, separated by semicolon.Null
Recipient List for Attachment Virus Scan Alerts (maximum 5 recipients separated by semicolon)Allows recipients to receive attachment virus scan notifications via email.Maximum of 5 recipients, separated by semicolon.Null

Note

Notification Alert for Virus Scan

The Document Management Service has enabled notification alerts for virus scans performed on attachments. When a virus is detected on attachments that are uploaded or downloaded, an e-mail notification is sent to the administrator. This feature creates an extra layer of awareness, so that in addition to the user being notified of malicious content with a system message, a maximum of 5 recipients can be also notified by e-mail.

Viewing the Document Storage as an Administrator

The Manage Documents tool includes details about the quantities of used and available attachment storage space on the Document Storage tab. Beyond the Used amount and the Total Allocation information, a link to View more information displays the amounts for your tenant’s Base Allocation, Purchased Storage, and Out of Compliance Storage.

  • Total Allocation: Tenant Storage Space Allocated.
  • Base Allocation: Default Tenant Storage Space Allocation for all tenants.
  • Purchased Storage: Tenant Storage Space that you've purchased from SAP SuccessFactors.
  • Out of Compliance Storage: Tenant Storage Space exceeding the sum of Base Allocation and Purchased Storage.
The Total Allocation section is highlighted on the Manage Documents page.

Summary

Some of the key takeaways for this lesson are:

  • The Access Manage Data Storage permission controls access to a tool where you can display the total usage and view distributions by data type or by module.

  • Purge buttons can be used as needed to clear up storage space, based on data type or module.

Learning

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