Purge External Users in 360 Reviews

[SofiaPSoares]

Hi Experts,

I would like to ask for your help in the following topic: we found that there are a lot of external users created due to the 360 Reviews (adding external participants). We would like to schedule a purge to delete their data (first name, last name and email) but not the answers provided.

I found some documentation mentioning that a "DRTM 360 Reviews - External User Purge" could be created for this purpose (https://help.sap.com/docs/SAP_SUCCESSFACTORS_PERFORMANCE_AND_GOALS/f93a40604d3f4d36a5c45560e3e483d9/...).

However, I saw two more KBA's (https://me.sap.com/notes/3072912/E and https://me.sap.com/notes/3128427/E) using different types of purge: "Purge Inactive User" and "DRTM Master Data Purge" regarding the purge of external 360 users. But these last two, I don't think it's possible to make them recurrent.

Could you please share your insights, what should be the best approach according to your knowledge and experience?

Many thanks in advance,
Kind Regards,
Sofi

[ArunimaGupta · Accepted solution]

Hi Sofi,

You can do it from both 'Purge Inactive User' and 'DRTM 360 Reviews - External User Purge' from the purge request in data retention management.

When you are using the first option, select a single/multiple users. Give criteria for multiple users like inactive time, hire date, country/region, department, division, location, job code etc. You can also upload a list of users by their user ID/Assignment ID. After this in the 'Exclude users that meet the following criteria:', select 'Users are process owners of at least one in-progress 360 Review form'. Then launch/schedule the purge.

When using the second option, you have more control on the criteria of purge pertaining to 360 Review. In the purge rule, you can define the criteria. There are 4 scenarios given for the external users. To purge data of users having multiple forms, each of the forms must meet one of the criteria here.

1. Number of days since users declined a 360 Review form.
2. Number of days since users submitted a 360 Review form.
3. Number of days having elapsed without a response from users to a 360 Review form.
4. Number of days since users who've never been involved in any 360 Review form were added to the system.

See the requirement and choose the option. If many users have become inactive or have not given any response to a 360 review evaluation process, you can use the second option. If it is pertaining to a single user who has left the organization, then first option is good.

Let me know if it helps.

Also, if the answer serves the purpose, mark is as solution.

Thanks for reading. 🙂

[SofiaPSoares · Accepted solution]

Hi Arunima 🙂
Thank you very much for your in-depth explanation.

Now the differences are clear to me and I realise that they can be used for complementary purposes.

Thanks a lot,
Best Regards,
Sofi