Using Instance Refresh

Objective

After completing this lesson, you will be able to access Instance Refresh to create requests for full copy of configurations between instances

Instance Refresh Tool

The Instance Refresh tool helps you to create and monitor the status of a replication request of the SAP SuccessFactors HCM Suite (comprised of Employee Central, Compensation, Performance & Goals, Succession & Development, and Recruiting and Management) from the source to target instance.

A refresh is the process of overwriting the data and configuration of an instance with the image of another instance. All content in the target instance is permanently replaced with the content of the source instance. The source instance is the instance from which data and configuration are copied to the target instance. The target instance is the instance that requires refresh to have an exact copy of the source instance. Essentially, admin must have logon access to both the source and target instances.

The Refresh of Source to Target System is displayed.

With the key features of the Instance Refresh Tool, you can:

  • Create a refresh request by choosing a target instance on any future preferred date of refresh. Log in to the source instance to launch the Instance Refresh tool through Admin Center. From there, you can initiate refresh on a desired target instance.
  • View the history of all refreshes initiated from the logged in source instance.
  • View and track the status of an already submitted refresh request that hasn't been completed yet.
  • Cancel the refresh request as long as the status of refresh request isn't reached the In Progress status.
  • Download the error log file as audit report for any refresh requests that haven't succeeded.
  • Receive e-mail notification alerts with instance refresh status with the next steps sent to the Admin, who initiates the request.

Different Environments and Guardrails

You can perform a refresh for instances that are in different environments.

However, there's an important guardrail to keep in mind. Instance refresh by using the self-service tool is no longer supported when the target is the productive instance.

The process flow of refreshing in different environments is displayed.

Things to Know Before Refreshing a Target Instance

Before you refresh any target instance, you must consider the impact of the following points on your target instance:

  • Once your target instance is refreshed with the Instance Refresh tool, it cannot be reverted by using the tool. To revert the refresh, contact SAP Cloud Support.
  • It's not recommended to access the target instance when the refresh is in the In Progress status until the status is Completed on the scheduled date.
  • All the jobs in the target instance remain untouched except the one-time jobs that are already executed. The jobs which are scheduled for execution after the date of refresh is executed as per the schedule. Jobs are not copied from the source instance to the target instance.
  • Audit logs are not be copied from the source to target instance post refresh, with the exception of the logs for Employee Central and Onboarding.
  • Instance Refresh is not supported from Production to Preview environment, as we observe a blackout period for Preview upgrade. The blackout period is the time during post Preview release until Production release.
  • The Instance Refresh tool supports instances with schema size up to 750GB.

Note

For specific information about SAP SuccessFactors products, check the following resource:Things to Know Before Refreshing the Target Instance

Consent Form for Every New Instance Refresh Request

Users must review and accept a consent form before they can initiate a new instance refresh request. The consent form lists the clauses and important information related to initiating a new instance refresh request. The information displayed in the consent form makes the users fully aware of the terms and conditions before they proceed further to initiate the request.

Hint

The following resource include the details and FAQs about Instance Refresh Tool:

2791468 - Instance Refresh Tool for HCM BizX & LMS | Must-Know Guide & FAQ

Enablement of the Instance Refresh Tool

Prerequisites for the Instance Refresh Tool

Source and Target instances must be enabled with the following features from Provisioning→Company Settings.

  • Enable Instance Refresh — requires "Enable Generic Objects" and "Enable the Attachment Manager" . This setting enables the Instance Refresh Tool in your system. Additionally, there is a sub-option Enable Instance Refresh Tool for SAP SuccessFactors Learning that allows to refresh SAP SuccessFactors Learning standalone or together with SAP SuccessFactors HCM solution.
  • Enable Business Process Engine

Permissions

There are several permissions required to use the Instance Refresh Tool and create requests.

Instance Refresh Tool - RBP Permissions

Permission CategoryPermission
Manage Instance Refresh
  • Manage Refresh. Allows to create a refresh request, view history, and track the request
  • View Refresh Requests. Gives restricted access of the tool to the user. Users can view history and track the request, but they can't create a refresh request.
Metadata FrameworkAdmin access to MDF OData API
Manage Integration ToolsAll permissions
Manage Business Process EngineAll permissions

Other considerations before creating a new Instance Refresh request include:

  • Both the source and target instances must be present in the same data center.
  • No ongoing implementation changes are being performed in your target instance by your own internal implementation teams, third-party partners, or SAP SuccessFactors Professional Services.

Create an Instance Refresh Request

Create a request for a new instance refresh from a source instance to a selected target instance.

Steps

  1. Navigate to Instance Refresh Center by using Action search. You will be navigating to an Instance Management overview page, where Full Copy (Instance Refresh) is selected by default. Choose Next to continue.

  2. An Instance Refresh Center page displays, with the option to create new request and check the refresh entitlement, as well as a diagram available from the View Status Workflow option to follow up on the request and identify the status and progress of the instance refresh.

    Result

    The Instance Refresh Center Overview page appears.The Overview tab of the Instance Refresh Center page is displayed.

  3. Select Create New Request. A confirmation dialog displays to accept the Terms and Conditions.

  4. On the following step, you can select the Target Datacenter, Target Environment and Target Company ID. However, if no options are available, you will need to a select Add New Pair to set up a target instance where the instance refresh will do a Full Copy.

    Select Add New Pair to start adding the target company ID.

  5. On the Instance Pair Wizard popup dialog, select the Target Data Center, Target Environment and Target Company ID. Choose Generate Token. This token will be generated and sent to the target instance.

    Add details for the target instance and generate a new token.

  6. Log in to your target instance and navigate to Manage Instance Refresh. An option to Copy Token will be visible, coming from the pairing request on the source instance. Select the icon to copy it.

    Copy token from the target instance to paste it later on the source instance.

  7. Navigate back to the source instance, to paste the token and complete the pairing.

    Paste token to validate the instance pairing.

  8. Now, with the new pairing completed, select the parameters regarding: Select the data center of the target instance from the Target Datacenter dropdown list.

    • Target Datacenter
    • Target Environment
    • Target Company ID
    • Products to Refresh: Select the option(s) available.
    Create Instance Refresh Request screen is displayed.

  9. Schedule the instance refresh by selecting the date from Refresh Schedule Date.

    Target instances can be refreshed from Monday through Thursday between 8pm to 8am in the timezone of the data center where these instances are located to avoid any service disruptions.

  10. There are some specific settings for the SAP SuccessFactors HCM Suite: an e-mail ID in the Mask Recruiting Candidates Email Address text box, to overwrite or mask the external candidates e-mail address in the target instance with the e-mail address of your choice.

    • Mask Employee Profile Email Address. Enter an e-mail ID in the text box to overwrite or mask the employee profile e-mail address in the target instance with the e-mail address of your choice.
    • Mask Recruiting Candidate Email Address.
    The Anonymize Sensitive Information drop down list is displayed.

  11. The last section allows to determine which Sensitive Information (such as Gender, Date of Birth, Social Security Number..) should be anonymized on the target instance. There are 3 possible options:

    • Do Not Anonymize
    • Anonymize Selective Fields: If selecting this option, you can download a template, select Yes/No to Anonymize the fields and upload it back into the request.
    • Anonymize All Supported Fields
    Example of Data Anonymize template.

  12. Select Submit. A pop-up message appears stating that the refresh has been successfully scheduled.

    Confirmation message when the instance refresh request is sent.

  13. The status of the request can be followed on the Instance Refresh Center. Once the request starts on the scheduled date/time, it may take up to six hours to complete the refresh.

    Overview of the request including the current status.

    .

    Caution

    If the instance refresh request for SAP SuccessFactors HCM solution or SAP SuccessFactors Learning, or a combination of both the SAP SuccessFactors HCM solution and SAP SuccessFactors Learning products fails, the next refresh are blocked until the failed application is restored to its original state. Contact SAP Product Support to restore the failed application back to its original state, after which you can refresh your target instance by using the Instance Refresh Tool.

Retry Functionality for reverted refresh requests

If an instance refresh request has been reverted for any reason, a retry option will be available in the Instance Refresh tool to re-initiate the refresh.

  • Retry option is available only for refresh requests where the overall status of the request is marked as Reverted. That is, all applications included in the refresh request must have reverted for the Retry option to be available. For example, if you submit a refresh request for SAP SuccessFactors HCM suite and SAP SuccessFactors Learning, and request for both applications revert, the system allows a retry. However, if only one application reverts (for example, SAP SuccessFactors HCM suite is completed and SAP SuccessFactors Learning is reverted), then retry is not allowed. In cases where the refresh involves a single application, you can initiate a retry if the status of the application is reverted.
  • A maximum of one retry is allowed for a reverted refresh request. If the retry fails, then you have to create a manual refresh request.
  • The retry option is available for 14 days after the initial revert. After this period, the option is removed to avoid any impact on the subsequent refresh requests.
  • When a refresh request is impacted by a temporary issue, the system sets the status of the request to On Hold. SAP SuccessFactors attempts to resolve the issue within 48 hours. If the issue is successfully resolved within this time-frame, the status changes to Ready for Retry, and the Retry option becomes available in the Actions menu. However, if the issue remains unresolved after 48 hours, the status changes to Reverted. In such cases, you can create a support ticket to request a manual refresh.
  • The instance refresh request that was reverted can be re-initiated with the Retry option available.

Summary

Some of the key takeaways for this lesson are:

  • The Instance Refresh tool allows to create and monitor the process of overwriting the data and configuration of an instance with another one (Full Copy). All the content in the target instance would be permanently replaced with the content from the source instance.

  • The refresh is not revertible unless contacting SAP Support and it is not supported from Production to Preview environment in observance of the release periods.

  • Customers need to review and accept a consent form before an instance refresh can be initiated.

  • Employee Profile and Recruiting Candidate email addresses, as well as some of the sensitive information, such as Gender or Social Security Number can be masked/anonymized on the target instance when completing an instance refresh.

Learning

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