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bookmap_SAP_SuccessFactors_Territory_and_Quota_en-US_learning-sap-com_lsc-prod_batchid_452612.zip (BUILDER-INGRESS) - 2024-11-15T05:03:01.000Z

Identifying the Personally Identifiable Information (PII) of a Field

<div id="content"><p tabindex="0">Personally Identifiable Information (PII) includes sensitive data such as a tax ID number or compensation information, and it is visible and accessible only to an administrator. It’s important to identify PII and sensitive data because it allows the software to be compliant with data privacy laws such as GDPR.</p><p tabindex="0">Administrators can perform the following tasks in SAP SuccessFactors Territory and Quota:</p><ul style="list-style-type:disc"><li tabindex="0">Identify a custom attribute as PII (Personally Identifiable Information/Sensitive)</li><li tabindex="0">Set Retention Period and Purge Frequency for Sensitive PII information in <i>Territory Admin</i> → <i>Administration</i> → <i>Data Privacy</i></li></ul><div class="note"><div class="noteTitle"><span class="noteIcon"><img title="Note" src="/icons/note.svg"></span><span class="noteTitleText">Note</span></div><div class="noteBody">PII is not configurable for standard fields. However, PII functionality is applied by default to the following standard fields: Account ID, Account Name, Contact, Phone, Fax, Email, Address 1, Address 2, and Address 3.</div></div><p tabindex="0">To learn more about Personally Identifiable Information, watch this video:</p><div class="kalturaVideoLessonWrapper"><div aria-label="" class="kalturaVideoLessonContainer" data-testid="video" id="1_pstm2ubz"></div></div></div>

Identifying Personally Identifiable Information (PII)

<div id="content"><div class="section"><div tabindex="0"><h3>Steps</h3></div><ol class="steps"><li tabindex="0"><p>Navigate to <i>Territory Admin</i> → <i>Administration</i> → <i>Custom Attributes</i>.</p></li><li tabindex="0"><p>Specify the <i>PII Setting</i> for the custom attribute.</p><ol class="substeps"><li tabindex="0"><p><strong>Sensitive</strong>: By default, the field value is hidden from the administrator, but it can be displayed using the "<i>Show Personal Data</i>" option on the screen. Sensitive is used for data such as compensation.</p></li><li tabindex="0"><p><strong>PII</strong>: By default, the field value is displayed on the screen for the administrator. PII is used for data such as tax ID numbers.</p></li></ol><div class="info"><div class="note"><div class="noteTitle"><span class="noteIcon"><img title="Note" src="/icons/note.svg"></span><span class="noteTitleText">Note</span></div><div class="noteBody">To prevent purging of PII data, select the "<i>Blocked from personal data purge</i>" option in the supported workspaces. This option may be required when data needs to be retained for legal purposes.</div></div></div></li></ol></div><div class="section"><div tabindex="0"><h3>Result</h3></div><div class="result"><img style="max-width:900px;max-height:none" class="image 1_1_landscape" title="Select the appropriate PII Setting option from the drop-down on the Custom Attributes page." alt="Select the appropriate PII Setting option from the drop-down on the Custom Attributes page." src="/service/media/THR71_2411_en-US_media/THR71_2411_en-US_images/U3L6CustomAttrWithPIISett_scr.png" tabindex="0"><div class="imageCaption"></div></div></div></div>

Identify a Custom Attribute as PII or Sensitive

Implementing and Administering SAP SuccessFactors Territory and Quota

<div>Learn how to define custom attributes and apply additional security levels to maintain sensitive data in your business. Explore the administrator and user experiences, data purging options, and more.<br><br># This description was auto-generated #<br></div>

Account Data Security

The Territory and Quota application provides a very flexible way of defining new attributes on a variety of objects to maintain information that is applicable to your business. This video will review additional security levels that can be applied to attributes that you define in your system. Custom attributes can be defined in other places, but PII and sensitive fields are only available for accounts. So let's access the custom attributes workspace and define a couple of account attributes that we'll be using in this demonstration. A Social Security Number seems like a very sensitive field, so let's utilize the option for the PII setting, which stands for personal identifiable information. And this is definitely a field that would qualify for that designation, so we're going to designate this as PII. And again, this is a text field on account, and then we save that. Another field I will add is compensation. I will set the default value to 1000 and the data type to currency. And this one we're going to designate as a sensitive field. Once again it's on account and then we save that as well. I'm still logged in as the administrator so I'm going to access the account list workspace. From this workspace I pick one of the accounts and I've added these two fields we just created, Social Security Number and Compensation to its own section, so it appears at the top of my screen. Notice that the value of the sensitive field is hidden by default. The PII field however, does display for the administrator. Next I'm going to select show personal data. We can see that the compensation value is now displayed, and as the administrator I can change it. I'm going to change it to 15,000 and then save the account. So once again by default, sensitive values are hidden from the administrator. However, there is an option on the screen that allows the administrator to expose the values and change them. PII information is displayed to the administrator. To this point, we've seen the administrator user experience for PII and sensitive fields, but what about other users of the system? Let's take a look. In our sample territory program we have a manager, Barbara Williams, assigned to Territory West. I've proxied in as Barbara, so now let's take a look at the account information to see what she experiences in those fields. First, we access territory and quota, and now let's go to the same account that we set up as an administrator, the EU German 12 account. First, note that all the fields are in view-only mode. The Social Security Number, which is PII information, is visible to the manager. However, the compensation field, which was defined as sensitive, is disabled and hidden. So lesson here is that for fields that should not be visible to any other roles other than administrator, designate them as sensitive instead of PII. In addition to the visibility implications of data in the PII and sensitive PII fields, regulations such as GDPR call for data purging and removal to ensure that sensitive data is not retained any longer than required for business operation purposes. As an administrator, I'm going to access data purging options by navigating to territory admin, administration, and data privacy. The administrator can configure the system with several parameters which will dictate how the purge jobs are executed and when. The data retention period specifies when the system data will be purged. In this example, I'm going to enter 5, which means that any data 5 days past its usefulness will be deleted from the system. The purge frequency, which is currently set to 0 or disabled, allows us to schedule purge jobs to execute every X number of days as configured by the administrator. Optionally, the system can also send reminders when purge jobs are to be executed. Now, in addition to objects holding sensitive data that needs to be removed, there's other artifacts in the system that also might require purging. One example is security locks, which may contain sensitive information that we want the system to eliminate. Final option for the administrator is to select a specific account in the system to be purged. This could be a scenario where somebody is requesting your business to delete an account to meet GDP, our regulatory obligations. Keep in mind that when purged, the entire object and all of its references in the system are removed. It's not just the sensitive data that gets eliminated, it's the entire object that holds the sensitive data. We have created an account object that we'll be using to demonstrate how purge jobs work. We've populated PII type of information on this object. In this case the Social Security Number and Compensation fields. We have set the data retention period to five days, which is the threshold for data retention. Notice the effective end date for this record is August 11th. Today is six days later, August 17th. So this is beyond the threshold for the data and therefore this record should be picked up by the purge job. I'm going to save it to add it the system, return to my data privacy screen, I'll enter 5 again for the data retention period, and finally run the purge job. All the data and the references to that data will be removed from the system. So the process has been initiated and now completed. Let's now take a look at what was removed. As an administrator, I can look at all my purge jobs, and we can see that the job just executed has removed Aspen02, which was the account we just created. But let's double check on that. I'm going to the account list and search for my object. And indeed, notice there's no data available for that account ID in the system. That will conclude this review of how to use PII and sensitive fields to add additional security to your system data. I'd like to thank you for watching.

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