PUBLIC

Document Version: Q4 2019 – 2020-02-01

Instance Refresh
© 2020 SAP SE or an SAP affiliate company. All rights reserved.

THE BEST RUN

Content

1 What's New in Instance Refresh. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

2 Instance Refresh Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

2.1 Features of Instance Refresh Tool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

2.2 Refresh Instance in Different Environments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

2.3 Limitations of the Instance Refresh Tool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

3 Instance Refresh Enablement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9

4 Prerequisites for Enabling the Instance Refresh Tool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

5 Using the Instance Refresh Tool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

5.1 Setting Permissions for Instance Refresh. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

5.2 Accessing Instance Refresh For the First Time. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Details You Can Find in the Instance Refresh Center Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13

Instance Refresh Status Workflow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Status Types in Instance Refresh. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

5.3 Pairing the Instances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Initiating an Authentication Token Generation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Copying the Generated Authentication Token. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Entering the Authentication Token. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

5.4 Things to Know Before Refreshing the Target Instance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

5.5 Creating an Instance Refresh Request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23

Instance Refresh Data Anonymization Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

5.6 Post Refresh Activities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32

5.7 Monitoring Instance Refresh. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

6 Downloading the Error Log File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35

7 Canceling Instance Refresh Request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37

8 Appendix: Instance Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Instance Refresh
2 PUBLIC Content
1 What's New in Instance Refresh

This document describes changes to this guide for the recent releases.

Q4 2019 Release

What's New Description More Info

November 08

The Instance Refresh enablement. As Instance Refresh is now generally Instance Refresh Enablement [page 9]
available, you can enable the Manage
Instance Refresh permission to use the
tool in your instances.

An activity with the status name Post- During this status, certain activities like Instance Refresh Status Workflow [page
Refresh Activity in Progress is added in deleting audit logs, masking of email IDs,
14]
the refresh request workflow. rebuilding of Solr indexes occurs in your
target instance. Status Types in Instance Refresh [page
15]

Data Anonymization for the Personally You can now anonymize PII fields from Creating an Instance Refresh Request
Identifiable Information (PII) in the re­ Employee Central, User Management,
[page 23]
freshed target instance. and Recruiting Management. All the
fields that can be anonymized in you tar­ Instance Refresh Data Anonymization
get instance are listed in the document. Fields [page 25]

 Note
This feature is available for BETA
testing purpose only.

Updated certain points for you to con­ There are certain configurations and files Things to Know Before Refreshing the
sider while refreshing Learning, Integra­ that get deleted or restored after refresh. Target Instance [page 21]
tion Center, and Onboarding 2.0. You have to know these files and configu­
rations to take a backup to use it in your
refreshed target instance, if necessary.

Updated certain post-refresh activities There are some post-refresh activities to Post Refresh Activities [page 32]
for Learning and Onboarding 2.0 restore configuration in your target in­
stance for Learning and Onboarding 2.0

Instance Refresh
What's New in Instance Refresh PUBLIC 3
Q3 2019 Release

What's New Description More Info

September 06

Updated the guide with information on When you only select the Learning prod­ Post Refresh Activities [page 32]
post refresh activity for the Learning uct for refresh, you have to request for a
product. user data sync by contacting SAP Cloud
Support.

Added SAP SuccessFactors Learning as The SAP SuccessFactors Learning mod­ Refresh Instance in Different Environ­
a supported feature by Instance Refresh. ule can be refreshed from the source to
ments [page 7]
This is a restricted BETA feature. target instance.

August 23

Removed SAP SuccessFactors Learning The support functionality to refresh SAP Refresh Instance in Different Environ­
support for refresh and added it as a limi­ SuccessFactors Learning is removed
ments [page 7]
tation. from the Refresh Instance in Different
Environment topic. Limitations of the Instance Refresh Tool
[page 8]

Added a post refresh activity for instan­ To avoid data inconsistencies, ensure Post Refresh Activities [page 32]
ces integrated with SAP SuccessFactors that user data sync job is requested to
Learning. sync data between SAP SuccessFactos
Learning and SAP SuccessFactos HCM
Suite.

August 09

Added information about the lead time A recommendation to submit the refresh Things to Know Before Refreshing the
Instance Refresh process. seven days in advance before using the Target Instance [page 21]
refreshed instance is added.

Updated the information for the Some of the generic validation that hap­ Status Types in Instance Refresh [page
Validation in Progress status. pens to your instances while submitting 15]
the refresh request are added.

Added a step for data anonymization fea­ You can only mask personally identifiable Creating an Instance Refresh Request
ture to mask personally identifiable fields fields of Recruiting Management in the
[page 23]
that are copied to the target instance. source instance that are copied to the
target instance. This feature is available Instance Refresh Data Anonymization
only for BETA testing. Fields [page 25]

Added information about Integration Added information about Integration Things to Know Before Refreshing the
Center Settings. Center settings that are restored or de­ Target Instance [page 21]
leted after refresh.

Updated the different environments sup­ Updated the information on the tool for Refresh Instance in Different Environ­
ported by Instance Refresh supporting refresh from Production to ments [page 7]
Development environment for HCM
Suite.

Instance Refresh
4 PUBLIC What's New in Instance Refresh
Q2 2019 Release

What's New Description More Info

July 12

Added information for the Completed There are certain warning messages that Status Types in Instance Refresh [page
with Warning status and next steps while occur when you refresh your target in­ 15]
refreshing instance with Payroll settings. stance with an instance that has Payroll
configuration. These warnings occur as
some of the settings and values become
empty or have dummy value in the re­
freshed instance.

May 10

The Navigation path to access the The navigation path is updated as an en­ Accessing Instance Refresh For the First
Instance Refresh Center page is changed. hancement for the admins to view and
Time [page 12]
select either Instance Synchronization
Wizard or Instance Refresh from the Initiating an Authentication Token Gener­
same page. ation [page 17]

Copying the Generated Authentication

Token [page 19]

Entering the Authentication Token [page

20]

Creating an Instance Refresh Request

[page 23]

Monitoring Instance Refresh [page 34]

Downloading the Error Log File [page

35]

Canceling Instance Refresh Request

[page 37]

Updated the Caution for Authentication The expiry time for authentication token Initiating an Authentication Token Gener­
token expiry time during pairing process. during pairing process is reduced to 1 ation [page 17]
hour from 24 hours.

Updated the section about Integration After refresh, the Destination Settings Things to Know Before Refreshing the
Center configurations that are not copied and Security Center configurations are Target Instance [page 21]
to target instance after refresh. not copied to the target instance.

Updated the limitations of Instance Re­ Added a point stating refresh is not sup­ Limitations of the Instance Refresh Tool
fresh section. ported from Preview to Production envi­ [page 8]
ronment during Preview release.

Updated the information about Instance Added information about the Requested Details You Can Find in the Instance Re­
Refresh Center page. By column. fresh Center Page [page 13]

Instance Refresh
What's New in Instance Refresh PUBLIC 5
What's New Description More Info

Added Learning module as a supported The Learning module can be refreshed Refresh Instance in Different Environ­
feature by Instance Refresh from source to target instance.
ments [page 7]

Limitations of the Instance Refresh Tool

[page 8]

Updated Different Environment sup­ You can refresh from preview to produc­ Refresh Instance in Different Environ­
ported by Instance Refresh tion environment. ments [page 7]

Updated the Post Refresh Activities. When the HCM Suite is integrated with Post Refresh Activities [page 32]
Identity Authentication Service (IAS), the
IAS users must be synced using Identity
Provisioning Service (IPS) for accessing
the refreshed instance after refresh.

Q1 2019 Release

What's New Description More Info

March 15

This is the initial version of the guide. N/A N/A

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2 Instance Refresh Overview

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

A refresh is the process of copying data and configuration from source to target, without impacting the integrations
in the target. The source is the instance from which data and configurations are copied to the target instance. The
target is the instance to which data and configurations are copied using Instance Refresh. Essentially, admin should
have logon access to both the source and target instances.

2.1 Features of Instance Refresh Tool

Key features that you can use with Instance Refresh tool.

● Create refresh request by choosing target instance on any future preferred date of refresh. Logon in to the
source instance to launch the Instance Refresh tool through Admin Center from which 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 already submitted refresh request which has not been completed yet.
● Cancel the refresh request as long as the status of refresh request is not reached the In Progress status.
● Download the error log file as audit report for any refresh requests which has not succeeded.
● Email notification alerts with instance refresh status along with the next steps is sent to the admin, who
initiates the request.

2.2 Refresh Instance in Different Environments

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

You can refresh the HXM Suite, Learning or combination of HXM Suite and Learning product with:

Instance Refresh
Instance Refresh Overview PUBLIC 7
  Note

The Learning refresh is available as a restricted BETA feature. The Enable Instance Refresh Tool for SAP
SuccessFactors Learning switch must be enabled for your instance from Provisiong to use this feature.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.

● Preview as source to Production as target

● Preview as source to Preview as target
● Production as source to Preview as target
● Production as source to Production as target

For information on how to manage instances using the Instance Refresh and the Instance Synchronization tools
refer to the link in the Related information.

Related Information

Limitations of the Instance Refresh Tool [page 8]

Appendix: Instance Management [page 38]

2.3 Limitations of the Instance Refresh Tool

The Instance Refresh tool has some limitations, that you must know before using the tool.

● The SAP SuccessFactors Onboarding product can’t be refreshed using the tool. To refresh the product, please
contact SAP Cloud Support.
● Refresh is not supported from Preview to Production environment during the blackout period for Preview
upgrade. The blackout period is the time during post Preview release until Production release.
● Refresh is supported only when the source and target instances are in the same data center.
● Refresh is not supported when schema size of your source instance exceeds certain threshold limit.

 Note

You don't have an option to view the schema size of your instances. If your instance exceeds the size limit,
you are notified with a message to contact SAP Cloud Support for completing the refresh request.

Instance Refresh
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3 Instance Refresh Enablement

Self-service Instance Refresh allows you to refresh data and configuration from a source instance to a target
instance yourself.

Enable the Instance Refresh tool to refresh data and configuration from a source instance to a target instance
yourself. If your instances qualify to use the refresh self-service tool, the Manage Instance Refresh permission is
available in your instance. Enable this permission to use the tool. To enable the permission, see Setting Permissions
for Instance Refresh [page 11].

If your instance does not qualify, enable the prerequisites for the tool. To know the prerequisites, see Prerequisites
for Enabling the Instance Refresh Tool [page 10]. After enabling the prerequisites, if you still do not find the
Manage Instance Refresh permissions, contact SAP Cloud Support by raising a BCP ticket to manually refresh your
target instance. To know more details, see the KBA 2791468 link in the Related Information section.

Instance Refresh
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4 Prerequisites for Enabling the Instance
Refresh Tool

Before enabling the Instance Refresh tool, certain features must be enabled in the source and target instances.

● Source and Target instances must be enabled with the following features from Provisioning.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.

Log in to Provisioning, click the name of your instance, and then click Company Settings, to enable the settings.
○ Enable Generic Object, if the feature is not enabled in your instance, you can upgrade your instance in
Upgrade Center.
○ Role-based permission, if your instance is using legacy permission please contact SAP Cloud Support, for
information on migrating your instance to role-based permission.

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5 Using the Instance Refresh Tool

To use the Instance Refresh tool for creating a new refresh request you need to follow certain mandatory steps.

1. Setting Permissions for Instance Refresh [page 11]

Before you access the Instance Refresh tool, you must set the Role-based Permissions in your instance.
2. Accessing Instance Refresh For the First Time [page 12]
Before using the Instance Refresh tool, you must navigate to the Instance Refresh Center page to access the
tool.
3. Pairing the Instances [page 17]
Before refreshing you target instance, you must pair your target instance with the source instance. The
pairing is a one-time task with a three-step process.
4. Things to Know Before Refreshing the Target Instance [page 21]
Before you refresh any target instance, you must know certain points that can impact your target instance.
5. Creating an Instance Refresh Request [page 23]
Allows you to request a new instance refresh from a source instance on a selected target instance.
6. Post Refresh Activities [page 32]
Once you receive an email notification with refresh status as Successful, you must perform certain
activities.
7. Monitoring Instance Refresh [page 34]
Certain steps are required to check the status of the instance refresh request.

5.1 Setting Permissions for Instance Refresh

Before you access the Instance Refresh tool, you must set the Role-based Permissions in your instance.

Context

You can set one or both of these permissions for a specific user or user group through Manage Permissions Roles.

 Note

You can enable Instance Refresh only when your instances have role-based permissions.

● Manage Refresh, the permission is an elevated permission where the Admin can create a refresh request, view
history, and track the request
● View Refresh Request, the permission gives restricted access of the tool to the user. They can view history, and
track the request, but they can't create a refresh request.
● Admin access to MDF OData API, the permission is required to access Instance Refresh.

Instance Refresh
Using the Instance Refresh Tool PUBLIC 11
Procedure

1. Log on to the SAP SuccessFactors source instance.

2. Go to Admin Center Manage Permission Roles .

The Permission Role List page appears.

3. Select the permission role assigned to Admin from the list.

The Permission Role Detail page appears.

4. Click Permissions.

The Permission settings page appears.

5. In Administrator Permissions Manage Instance Refresh , select Manage Refresh and/or View Refresh
Request.

6. In Administrator Permissions Metadata Framework , select Admin access to MDF OData API.
7. Click Done to save your changes.

The Permission Role Detail page appears and you are able to access the Instance Refresh tool.

Task overview: Using the Instance Refresh Tool [page 11]

Next task: Accessing Instance Refresh For the First Time [page 12]

5.2 Accessing Instance Refresh For the First Time

Before using the Instance Refresh tool, you must navigate to the Instance Refresh Center page to access the tool.

Prerequisites

Either the Manage Refresh or the View Refresh Request permission is enabled.

Procedure

1. Logon to your SAP SuccessFactors source instance.

2. Go to Admin Center.
3. In the Tools Search field, enter Instance Refresh. Access the tool by clicking on the search result.

The Instance Management page appears with the Full Copy (Instance Refresh) option selected.
4. Click Next.

Instance Refresh
12 PUBLIC Using the Instance Refresh Tool
Results

The Instance Refresh Center page appears. The Instance Refresh Center page has a Overview tab that shows the
history of all refreshes initiated from the logged in source instance.

 Note

In this table, you can track the status of any refresh request that is not yet complete. If this source is refreshed
from some other instance, then this history of tracking the status is lost.

Task overview: Using the Instance Refresh Tool [page 11]

Previous task: Setting Permissions for Instance Refresh [page 11]

Next task: Pairing the Instances [page 17]

5.2.1 Details You Can Find in the Instance Refresh Center Page

To track the status of the instance refresh request in Overview tab of the Instance Refresh Center page, you need
know the different status during instance refresh process.

The details of the instance refresh request that you can find in the Overview tab are:

● Scheduled Date, the scheduled date for the refresh of the target instance.
● Completed Date, the date when the refresh is completed.
● Refresh Status, the current status of the refresh request.
● Target Info, the company ID of target instance being refreshed.
● Products Refreshed, the products chosen to be refreshed. In this case HXM Suite. Eventually we do plan to
support SAP SuccessFactors Onboarding refresh through this tool.

 Note

Currently the Instance Refresh tool does not support the SAP SuccessFactors Onboarding product.

● Requested By, the user Id who has requested the refresh. Click the  Business Card icon to view the contact
details of the refresh requestor.

 Note

The Business Card icon is displayed only when you have Manage User permission. For details on the
permission, see List of Role-Based Permission in Related Information section.

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Using the Instance Refresh Tool PUBLIC 13
5.2.2 Instance Refresh Status Workflow

The Instance Refresh status workflow shows the end to end flow of the refresh process.

You can view the simplified version of the workflow in the Instance Refresh tool. To view the workflow from the tool,
go to Admin Center Instance Refesh and then click View Status Workflow.

For more information on status and next action steps for each stutus, see Status Types in Instance Refresh in
Releated Information.

Related Information

Status Types in Instance Refresh [page 15]

Instance Refresh
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5.2.3 Status Types in Instance Refresh

From the time refresh request is created to its completion, the request undergoes status changes.

The status types of the Instance Refresh request are:

Status Description Next Step

Scheduled Displayed when refresh is scheduled for the selected date/time. NA

Validation in Progress Displayed when a set of validation checks is being executed to ensure that NA
the refresh can be successfully submitted for execution. Some of the
parameters that are validated on the source and target instances are:

● Missing features in target instance like Generic Objects and Instance

Refresh.
● Duplication of refresh request on same target instance by multiple
source instances.
● Target instance release version compatibility with the source instance
release version.
● Schema size of the source and target instance.

Validation Failed Displayed when the validation check fails, and the refresh could not be Download the error log
submitted. file and contact SAP
Cloud Support with the
log file.

In Progress Displayed when the refresh execution is in progress. NA

Successful Displayed when the target instance is refreshed successfully. NA

Completed with Errors Displayed when the refresh is scheduled for more than one product in the Download the error log
same request and the refresh fails or reverts for one of the products. file and contact SAP
Cloud Support with the
 Example log file.

If you try to refresh Learning and HXM Suite and one of the refresh
conditions occur:

● HXM Suite successful and Learning fails.

● HXM Suite fails and Learning successful
● HXM Suite reverted and Learning successful

 Note
The Learning refresh is available as a restricted BETA feature. The
Enable Instance Refresh Tool for SAP SuccessFactors Learning switch
must be enabled for your instance from Provisioning to use this feature.

 Remember
As a customer, you don't have access to Provisioning. To complete
tasks in Provisioning, contact your implementation partner. If you're no
longer working with an implementation partner, contact SAP Cloud
Support.

Instance Refresh
Using the Instance Refresh Tool PUBLIC 15
Status Description Next Step

Completed with Displayed when one or more of the conditions occur during the refresh: Download the error log
Warnings file and contact SAP
● Rebuilding of indexes fails, this failure can slow down the search
Cloud Support with the
process. log file.
● Masking the internal users with provided input parameter are
successful, while creating the refresh request fails. This failure can
result in sending emails to real users with reference to test job
executions.
● Traces of audit logs are present in the target instance from the source
instance after refresh is complete. These logs might appear in your
audit reports and the target instance functions as expected.

Post-Refresh Activities Displayed when the basic refresh on your target instance is complete and NA
in Progress one or more of the following activities are being performed:

● Deleting the NoSQL data. This activity is to avoid inconsistencies in

audit logs and data.
● Deleting the audit logs. This activity is to avoid inconsistencies in audit
logs and data.
● Rebuilding of the Solr indexes. This activity is to improve the search
process in your target instance.
● Masking the internal users email ID. This activity is to avoid sending
emails to real users in your target instance with reference to test job
executions.

 Note
Failure of any one of the activities can result in changing the status of
Instance Refresh request to Completed with Warning. If all the activities
are completed without a failure then the request is Successful.

Failed Displayed when one of these conditions occurs: Download the error log
file and contact SAP
● The target instance refresh fails.
Cloud Support with the
● The target instance is not fully refreshed or reverted. log file.
● The target instance is down.

Reverted Displayed when the refresh did not execute successfully. In this case, there Download the error log
is no change in target instance data and configuration. file and contact SAP
Cloud Support with the
log file.

Canceled Displayed when you cancel the instance refresh request. NA

 Note
You can cancel the request only when the status of the request is
Scheduled or Validation In Progress.

An email notification is sent to you (the instance refresh requestor) on every status change of the instance refresh
request. From the instance refresh creation to refresh completed, an email notification is sent to you for each
status change during the Instance refresh process. The notification is sent to the email ID saved in the contact
information for business on the Employee Profile page. To check the contact information, in your source instance
go to People Profile Contact Details .

Instance Refresh
16 PUBLIC Using the Instance Refresh Tool
Related Information

Downloading the Error Log File [page 35]

5.3 Pairing the Instances

Before refreshing you target instance, you must pair your target instance with the source instance. The pairing is a
one-time task with a three-step process.

1. Initiating an Authentication Token Generation [page 17]

The first step to pair the target instance with the source instance is to initiate an authentication token
generation from the source instance.
2. Copying the Generated Authentication Token [page 19]
Before you complete the pairing process, copy the authentication token that you initiated for generation
from the source instance, back to the source instance from the target instance.
3. Entering the Authentication Token [page 20]
Entering the copied authentication token from the target instance to the source instance completes the
pairing of target instance with the source instance.

Task overview: Using the Instance Refresh Tool [page 11]

Previous task: Accessing Instance Refresh For the First Time [page 12]

Next: Things to Know Before Refreshing the Target Instance [page 21]

5.3.1 Initiating an Authentication Token Generation

The first step to pair the target instance with the source instance is to initiate an authentication token generation
from the source instance.

Prerequisites

● Instance Refresh must be enabled in the source and target instances.

● The Manage Refresh permission must be enabled.

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Using the Instance Refresh Tool PUBLIC 17
Context

To refresh a target instance using the Instance Refresh tool, you must select the target instance details like, target
environment, target data center from the source instance. The target instance details are available for selection in
Instance Refresh tool of the source only when target instance is paired to the source instance.

Procedure

1. Logon to your SAP SuccessFactors source instance.

2. Go to Admin Center.
3. In the Tools Search field, enter Instance Refresh. Access the tool by clicking on the search result.

The Instance Management page appears with the Full Copy (Instance Refresh) option selected.
4. Click Next.

The Instance Refresh Center page appears.

5. Click Create New Request.

Create Instance Refresh Request page appears.

6. Click Add New Pair.

Instance Pair Wizard opens with the Select Target Details step active on it.
7. Select the target data center and target environment.
8. Enter the target Company ID.

 Note

To know your target instance company ID, refer Getting the Target Company ID in the Related
Information section.

9. Click Generate Token.

Generate Authentication Token step is active on the Instance Pair Wizard that displays a message on the
procedure to get the authentication token when the token generation is successful.

Results

An authentication token is sent to the target company ID.

 Caution

The generated token is valid only for one hour from the time it has been generated. If the token expires, you
must regenerate the authentication token again.

Task overview: Pairing the Instances [page 17]

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18 PUBLIC Using the Instance Refresh Tool
Next task: Copying the Generated Authentication Token [page 19]

Related Information

Setting Permissions for Instance Refresh [page 11]

5.3.1.1 Getting the Target Company ID

To select the correct target company ID in the Create Instance Refresh page of your source instance, you must know
the correct target company ID.

Procedure

1. Logon to your SAP SuccessFactors target instance.

2. Click your user ID on the global header of your instance.
3. Select Show version information.

About SuccessFactors window opens.

Results

You can find the Company ID on the About SuccessFactors window.

5.3.2 Copying the Generated Authentication Token

Before you complete the pairing process, copy the authentication token that you initiated for generation from the
source instance, back to the source instance from the target instance.

Procedure

1. Logon to your SAP SuccessFactors target instance.

2. Go to Admin Center.
3. In the Tools Search field, enter Instance Refresh. Access the tool by clicking on the search result.

Instance Refresh
Using the Instance Refresh Tool PUBLIC 19
 The Instance Management page appears with the Full Copy (Instance Refresh) option selected.
4. Click Next.

The Instance Refresh Center page appears.

5. Click the  Copy icon under the Copy Token column, for the corresponding source instance, from which
authentication token was generated.

Results

The authentication token is successfully copied to clipboard.

Task overview: Pairing the Instances [page 17]

Previous task: Initiating an Authentication Token Generation [page 17]

Next task: Entering the Authentication Token [page 20]

5.3.3 Entering the Authentication Token

Entering the copied authentication token from the target instance to the source instance completes the pairing of
target instance with the source instance.

Procedure

1. Logon to your SAP SuccessFactors source instance.

2. Go to Admin Center.
3. In the Tools Search field, enter Instance Refresh. Access the tool by clicking on the search result.

The Instance Management page appears with the Full Copy (Instance Refresh) option selected.
4. Click Next.

The Instance Refresh Center page appears.

5. Click Create New Request.

Create Instance Refresh Request page appears.

6. Click Add New Pair.

Instance Pair Wizard opens with the Select Target Details step active on it.
7. Select the target instance from which authentication token was copied and then click Step 2.

Get Authentication Token step is active on Instance Pair Wizard.

8. Click the link at the bottom of the Get Authentication Token step.

Enter Authentication Token step is active.

Instance Refresh
20 PUBLIC Using the Instance Refresh Tool
9. Paste the token in the Authentication Token text box.
10. Click Validate and then click Close.

Results

Pairing the target instance with the source instance is successful. You can now find the target instance details in
Create Instance Refresh Request page to refresh the target instance from your source instance.

Task overview: Pairing the Instances [page 17]

Previous task: Copying the Generated Authentication Token [page 19]

5.4 Things to Know Before Refreshing the Target Instance

Before you refresh any target instance, you must know certain points that can impact your target instance.

● Make sure to have enough lead time for activities that you wish to perform after refreshing the target instance.
We recommend scheduling the request at least seven days in advance.
● Once your target instance is refreshed using the Instance Refresh tool, it cannot be reverted using the tool. To
revert the refresh, contact SAP Cloud Support.
● It is 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 that 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.

 Note

Before refreshing an instance having Onboarding integrated with HXM Suite, make sure that the ReportID
set for Ad Hoc Reports Export jobs are existing in both the source and target instances.

The report IDs required are:

○ Onboarding User Sync
○ Onboarding Permission Sync

These report Ids are required as a part of job configuration in Provisioning. For more information on
scheduling an Ad Hoc Reports Export job, see KBA 2193439 in the Related Information section.

Ad Hoc reports are included for the HXM Suite product refreshes, hence if the report is only existing in the
target instance and not in source, the reports are deleted after refresh.

● Since the refresh activity is a one to one wipe-out of the target instance and replace with the source instance,
any customizations present in the target instance are overwritten. These customizations include (but not
limited to):
○ Any existing configurations present only in the target instance (For example, from ongoing
implementations or other related activities).

Instance Refresh
Using the Instance Refresh Tool PUBLIC 21
 ○ Any Configuration Change requests (CCOR) that was only performed in the target instance.
○ Any other configuration only present in the target for testing purposes
● Except for Employee Central and Onboarding, all other audit logs are not copied from the source to target
instance post refresh.
● If the source instance has (Single Sign-on) SSO setup and target has Non-SSO setup, make sure that a Non-
SSO admin account is maintained in the source instance, before refreshing your target instance. This admin
account allows you to access the target instance after refresh, by customer or partner.
● For Employee Central Payroll, take a backup of the target instance Replication Target System configuration
before refresh, to restore it back after the refresh. For details, see KBA 2301924 in the Related Information
section.
● For Integration Center, note the following:
○ All integrations defined in Integration Center are copied from source to target instance.
○ Existing scheduled jobs related to Integration Center are deleted.
○ Destination Settings and Source Settings configurations of Integration Center are not copied to the target
instance after refresh.
○ Security Center is restored with the same configuration that was available before refresh in the target
instance.
● For Onboarding 2.0, note the following:
○ Documents in the Print Forms Service (PFS) are not copied to the target instance.
○ DocSign Configuration is not copied to target instance after refresh. Make a note of DocuSign account ID
and the associated email address.
○ Process definition for Onboarding 2.0/Offboarding 2.0 is not copied to your target instance.
● If you are refreshing Learning, note the following in your target instance after refresh:
○ Quick guide images, Company logos, and Custom thumbnails are not restored. Take a backup of these
files, to restore it in the target instance after refresh.
○ Custom labels or reports unique to the target instance are not restored. Export the labels and reports, to
restore it in the target instance after refresh.
○ The Connector configuration property file of the target system is restored. For example, sftp location and
file path.
○ All the queued up notification emails from Learning are cleared.
○ All the archived emails are deleted.
○ All the email addresses are cleared so that erroneous emails are no sent out.
○ The background job details are cleared.
○ Automatic Process Management (APM) is disabled.
○ Email notification is disabled.

Parent topic: Using the Instance Refresh Tool [page 11]

Previous task: Pairing the Instances [page 17]

Next task: Creating an Instance Refresh Request [page 23]

Related Information

Instance Refresh
22 PUBLIC Using the Instance Refresh Tool
KBA 2193439
KBA 2835061
KBA 2301924

5.5 Creating an Instance Refresh Request

Allows you to request a new instance refresh from a source instance on a selected target instance.

Prerequisites

● Manage Refresh permission must be enabled in manage permissions.

● Both the source and target instances must be present in the same data center.
● Ensure that there is no ongoing implementation changes being performed in your target instance by either one
of the following:
○ Your own internal implementation teams
○ Third-party partners and/or consultants
○ The SAP-SuccessFactors professional services team

 Caution

Once the instance refresh is complete, you can't revert the changes in the target instance.

Procedure

1. Log on to your SAP SuccessFactors source instance.

2. Go to Admin Center.
3. In the Tools Search field, enter Instance Refresh. Access the tool by clicking on the search result.

The Instance Management page appears with the Full Copy (Instance Refresh) option selected.
4. Click Next.

The Instance Refresh Center page appears.

5. Click Create New Request.

Create Instance Refresh Request page appears.

 Note

The source instance information like, data center, environment, company ID are auto populated in the
Create Instance Refresh Request page.

6. Select the data center of the target instance from the Target Datacenter dropdown list.

Instance Refresh
Using the Instance Refresh Tool PUBLIC 23
  Note

If you do not find any of your target information like data center, environment, or company ID for selection
you must pair your target instance with the logged in source instance. For information on instance pairing,
see Pairing the Instances in the Related Information section.

7. Select the environment of the target instance from the Target Environment dropdown list.
8. Select the company ID of the target instance from the Target Company ID dropdown list.

 Note

To know your target instance company Id, refer Getting the Target Company ID in the Related
Information section.

9. Select the products to be refreshed from Products to Refresh.

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

Target instances could 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.

 Note

If your desired schedule date is unavailable, please select another available date for it.

11. Enter an email ID in the Mask Recruiting Candidates Email Address text box, to overwrite/mask the external
candidates email address in the target instance with the email address of your choice.

 Note

Masking email ID of external candidates is possible only when the source instance is enabled with SAP
SuccessFactors Recruiting feature.

12. Optional: Enter an email ID in the Mask Employee Profile Email Address text box, to overwrite/mask the
Employee Profile email address in the target instance with the email address of your choice.
13. Optional: To mask personally identifiable information apart from email addresses of employee profiles and
recruiting candidates, select Anonymize Rest of the Sensitive Fields. To know the fields that are anonymized,
see Instance Refresh Data Anonymization Fields in Related Information.

 Note

This feature is available for BETA testing purpose only and if Enable Data Anonymization for Instance
Refresh is selected for your instance in Provisioning.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner. If you're no longer working with an implementation partner, contact SAP Cloud
Support.

14. Click Submit.

Once you submit the request, it can take up to 6 Hrs to complete the refresh.

Instance Refresh
24 PUBLIC Using the Instance Refresh Tool
  Note

If you encounter a message The refresh for the selected instances requires a longer time slot duration. Due
to technical limitations, we can't perform the refresh for the HXM Suite and Learning Management System
together. Please select a single product at a time to execute a successful refresh, while submitting the
refresh, try submitting it for individual products. If you are still unable to submit the refresh for an individual
product, please contact SAP Cloud Support.

A popup message appears stating refresh has been successfully scheduled.

Results

The status of the instance refresh request appears in the Overview page.

Task overview: Using the Instance Refresh Tool [page 11]

Previous: Things to Know Before Refreshing the Target Instance [page 21]

Next: Post Refresh Activities [page 32]

Related Information

Pairing the Instances [page 17]

Getting the Target Company ID [page 19]
Instance Refresh Data Anonymization Fields [page 25]

5.5.1 Instance Refresh Data Anonymization Fields

Know the generic names of all the fields that are anonymized in the refreshed target instance.

Data anonymization is a type of information sanitization with the intent of privacy protection. It is a process of
either encrypting or removing personally identifiable information from data sets, so that the people whom the data
describe remains anonymous.

You can anonymize data in your target instance using Instance Refresh. There are different types of anonymizing
your data. The types used in Instance Refresh are:

● Deterministic Anonymization, in this type of anonymization, the actual value is replaced with any alpha-
numeric value in the target instance. For example, If Place of Birth is London, it can be anonymized as 12E3RT.
If the Nationality is Indian, it can be anonymized as 258935.
● Fixed Value, in this type of anonymization, the actual value is replaced with a predefined value in the target
instance. For example, If Email ID is [email protected], it is anonymized to

Instance Refresh
Using the Instance Refresh Tool PUBLIC 25
 [email protected]. If Address1, Address2, and Address3 is 91 Talbot Street, San Lorenzo, CA
94580, it is anonymized as address1, address2, address3.
● Null Value, in this type of anonymization, the actual value is replaced with a blank in the target instance. For
example, the address of a user is anonymized by keeping it empty in the target instance.
● Random Date In this type of anonymization, the actual date is replaced with a random date. For example, if
Date of Birth is 22-Oct-84, it can be anonymized with some other random date as 14-Nov-79.
● Random Gender, in this type of anonymization, the gender is anonymized as Male in the target instance
irrespective of any gender value in the source instance. For example, If the Gender is Female, it is anonymized
as Male. If the Gender is Male, it is still anonymized as Male in the target instance.
● Randomize, in this type of anonymization, any value related to compensation or Benefit rate is anonymized to
a random numeric value. For example, if the employee compensation is 45 it can be anonymized to 23.
● Randomize Percentage, in this type of anonymization, the value related the Employee direct deposit amount is
anonymized to value range from 0 to 100 in the target instance. For example, if the employee direct deposit
amount is 450000 it can be anonymized as 100.
● Based on User Key, in this type of anonymization some of the user management fields are anonymized with
the fixed or null type. The fields are:
○ Address fields, where any value in the fields ADDR1, ADDR2, and ADDR3 are anonymized with the value
address1, address2, and address3 respectively.
○ Email ID, where any value in the field is anonymized with the value [email protected].
○ Gender, irrespective of any gender (Male or Female) in the field is anonymized with the value Male.
○ Business phone number and Fax number, is anonymized to any other random number.
● Shuffling Column Values, in this type of anonymization, the actual value of a user in a table can take the value
of some other user from the same column. See the example table before and after anonymization:

Before Anonymization
User ID First Name Last Name Middle Name

1234 Marko Debric Veljko

1235 Stevan Vesiljevic Slobodan

1236 Milica Atlagic Zdravko

1237 Jelena Polinger Misa

After Anonymization
User ID First Name Last Name Middle Name

1234 Milica Polinger Zdravko

1235 Jelena Atlagic Misa

1236 Marko Vesiljevic Veljko

1237 Stevan Debric Slobodan

The table lists all the fields with the generic name that are anonymized for the Recruiting Management, Employee
Central and, User Management fields.

Module Table Generic Field Names Type of Anonymization

User Management users_sysinfo Last Name Shuffling Column Values

User Management users_sysinfo First Name Shuffling Column Values

Instance Refresh
26 PUBLIC Using the Instance Refresh Tool
 Module Table Generic Field Names Type of Anonymization

User Management users_sysinfo Middle Name Shuffling Column Values

User Management users_sysinfo Email Address Fixed or Null

User Management users_sysinfo Gender Random Gender

User Management users_sysinfo Nick Name Deterministic Anonymiza­

tion

User Management users_sysinfo Suffix Deterministic Anonymiza­

tion

User Management users_info Value Based on Users Key

User Management sm_user_info Date of Birth Random Date

User Management sm_user_info Social Security Number Deterministic Anonymiza­

tion

Employee Central fo_wf_config_participator Actor Fixed Value

Employee Central wf_request_participator Role ID Fixed Value

Employee Central per_person Personal ID External Shuffling Column Values

Employee Central per_person Place of Birth Deterministic Anonymiza­

tion

Employee Central per_person Date of Birth Random Date

Employee Central per_person Date of Death Random Date

Employee Central emp_addr_info_t Address1, Address2, Address3 Fixed or Null

Employee Central emp_addr_info_t address<1-20>_alt1 Null

Employee Central emp_addr_info_t address<1-20>_alt2 Null

Employee Central emp_addr_info_t_aud Address1, Address2, Address3 Fixed or Null

Employee Central emp_addr_info_t_aud address<1-20>_alt1 Null

Employee Central emp_addr_info_t_aud address<1-20>_alt2 Null

Employee Central emp_ec_info Is Dependent Fixed Value

Employee Central emp_ec_info Is Address Same as Employee Fixed Value

Employee Central emp_ec_info Primary Phone Number Deterministic Anonymiza­

tion

Employee Central emp_ec_info Secondary Phone Number Deterministic Anonymiza­

tion

Employee Central emp_ec_info ec_name_alt1 Deterministic Anonymiza­

tion

Employee Central emp_ec_info ec_name_alt2 Deterministic Anonymiza­

tion

Employee Central emp_comp_info_t Is Highly Compensated Em­ Fixed Value

ployee

Employee Central emp_comp_info_t Benefits Rate Randomize

Employee Central emp_comp_info_t_aud Benefits Rate Randomize

Instance Refresh
Using the Instance Refresh Tool PUBLIC 27
Module Table Generic Field Names Type of Anonymization

Employee Central emp_personal_Info_t Birth Name Deterministic Anonymiza­

tion

Employee Central emp_personal_Info_t Initials Deterministic Anonymiza­

tion

Employee Central emp_personal_Info_t Nationality Deterministic Anonymiza­

tion

Employee Central emp_personal_Info_t Second Nationality Deterministic Anonymiza­

tion

Employee Central emp_personal_Info_t Third Nationality Deterministic Anonymiza­

tion

Employee Central emp_personal_Info_t_aud Display Name Deterministic Anonymiza­

tion

Employee Central emp_personal_Info_t_aud Formal Name Deterministic Anonymiza­

tion

Employee Central emp_personal_Info_t_aud DISPLAY_NAME_ALT1 Deterministic Anonymiza­

tion

Employee Central emp_personal_Info_t_aud DISPLAY_NAME_ALT2 Deterministic Anonymiza­

tion

Employee Central emp_personal_Info_t_aud FORMAL_NAME_ALT1 Deterministic Anonymiza­

tion

Employee Central emp_personal_Info_t_aud FORMAL_NAME_ALT2 Deterministic Anonymiza­

tion

Employee Central emp_personal_Info_t_aud Preferred Name Deterministic Anonymiza­

tion

Employee Central emp_national_id_card National ID Deterministic Anonymiza­

tion

Employee Central emp_national_id_card_aud National ID Deterministic Anonymiza­

tion

Employee Central emp_personal_info_t Gender Random Gender

Employee Central emp_personal_info_t Date of Birth Random Date

Employee Central emp_personal_info_t Date of Death Random Date

Employee Central emp_personal_info_t Suffix Deterministic Anonymiza­

tion

Employee Central emp_personal_info_t_aud Date of Birth Random Date

Employee Central emp_personal_info_t_aud Date of Death Random Date

Employee Central emp_personal_info_t_aud Gender Random Gender

Employee Central emp_personal_info_t_aud Suffix Deterministic Anonymiza­

tion

Employee Central emp_personal_info_t Since Fixed Value

Employee Central emp_personal_info_t First Name Shuffling Column Values

Instance Refresh
28 PUBLIC Using the Instance Refresh Tool
 Module Table Generic Field Names Type of Anonymization

Employee Central emp_personal_info_t Last Name Shuffling Column Values

Employee Central emp_personal_info_t Middle Name Shuffling Column Values

Employee Central emp_phone_info Phone Number Deterministic Anonymiza­

tion

Employee Central emp_phone_info Extension Fixed Value

Employee Central emp_phone_info_aud Phone Number Deterministic Anonymiza­

tion

Employee Central emp_phone_info_aud Extension Fixed Value

Employee Central emp_email_info Email Address Fixed Value

Employee Central emp_email_info_aud Email Address Fixed Value

Employee Central emp_im_info im_id Deterministic Anonymiza­

tion

Employee Central emp_im_info URL Null

Employee Central emp_im_info_aud im_id Deterministic Anonymiza­

tion

Employee Central emp_im_info_aud URL Null

Employee Central emp_im_info_aud im_domain Null

Employee Central emp_direct_deposit Account Number Deterministic Anonymiza­

tion

Employee Central emp_direct_deposit Amount Randomize by Percent

Employee Central emp_direct_deposit_aud Account Number Deterministic Anonymiza­

tion

Employee Central emp_paycomp_recurring_t Calculated Amount Randomize

Employee Central emp_paycomp_recurring_t paycompvalue Randomize

Employee Central emp_paycomp_non_recurring paycompvalue Randomize

Employee Central emp_paycomp_non_recurring_aud paycompvalue Randomize

Employee Central EMP_JOB_INFO_T Job Title Deterministic Anonymiza­

tion

Employee Central EMP_JOB_INFO_T Pay Grade Null

Employee Central EMP_JOB_INFO_T Pay Scale Type Null

Employee Central EMP_JOB_INFO_T Pay Scale Area Null

Employee Central EMP_JOB_INFO_T Pay Scale Group Null

Employee Central EMP_JOB_INFO_T Pay Scale Level Null

Employee Central EMP_JOB_INFO_T Sick Pay Supplement Null

Employee Central EMP_JOB_INFO_T Continued Sickness Pay Period Null

Employee Central EMP_JOB_INFO_T Contract End Date Fixed Value

Employee Central EMP_JOB_INFO_T Pension Protection Fixed Value

Instance Refresh
Using the Instance Refresh Tool PUBLIC 29
Module Table Generic Field Names Type of Anonymization

Employee Central EMP_JOB_INFO_T Teachers Pension Fixed Value

Employee Central EMP_JOB_INFO_T CALC_METHOD_INDICATOR Fixed Value

Recruiting Management Secondary Candidate User Name Deterministic Anonymiza­

tion

Recruiting Management Secondary Candidate Contact Email Fixed or Null

Recruiting Management Secondary Candidate First Name Shuffling Column Values

Recruiting Management Secondary Candidate Middle Name Shuffling Column Values

Recruiting Management Secondary Candidate Last Name Shuffling Column Values

Recruiting Management Offer Details Applicant Candidate Name Deterministic Anonymiza­

tion

Recruiting Management Offer Details Applicant Fax Number Deterministic Anonymiza­

tion

Recruiting Management Offer Details Applicant Home Phone Num­ Deterministic Anonymiza­
ber tion

Recruiting Management Offer Details Applicant Contact Email ID Fixed or Null

Recruiting Management Offer Details Applicant Address Fixed or Null

Recruiting Management Offer Details Applicant First Name Shuffling Column Values

Recruiting Management Offer Details Applicant Last Name Shuffling Column Values

Recruiting Management Offer Offer Letter Fixed or Null

Recruiting Management BGI Request/Response BGI Request XML Null

Recruiting Management BGI Request/Response BGI Response XML Null

Recruiting Management Onboarding Integration (OBI) Re­ OBI Request XML Null
quest/Response

Recruiting Management Onboarding Integration (OBI) Re­ OBI Response XML Null
quest/Response

Recruiting Management External Recruiter Last Name Shuffling Column Values

Recruiting Management External Recruiter First Name Shuffling Column Values

Recruiting Management External Recruiter Middle Name Shuffling Column Values

Recruiting Management Candidate Email Address 1 Fixed or Null

Recruiting Management Candidate Address Fixed or Null

Recruiting Management Candidate Contact Number Deterministic Anonymiza­

tion

Recruiting Management Candidate Fax Number Deterministic Anonymiza­

tion

Recruiting Management Candidate Home Phone Number Deterministic Anonymiza­

tion

Recruiting Management Candidate Cell Phone Number Deterministic Anonymiza­

tion

Instance Refresh
30 PUBLIC Using the Instance Refresh Tool
 Module Table Generic Field Names Type of Anonymization

Recruiting Management Candidate Social Security Number Deterministic Anonymiza­

tion

Recruiting Management Candidate Gender Random Gender

Recruiting Management Candidate Date of Birth Random Date

Recruiting Management Candidate First Name Shuffling Column Values

Recruiting Management Candidate Middle Name Shuffling Column Values

Recruiting Management Candidate Last Name Shuffling Column Values

Recruiting Management Candidate LinkedIn Token Null

Recruiting Management Candidate LinkedIn Secret Null

Recruiting Management Candidate Profile Conversion Candidate Post Conversion Ex­ Fixed Value
ternal Email Address 1

Recruiting Management Application Address Fixed or Null

Recruiting Management Application Gender Random Gender

Recruiting Management Application Date of Birth Random Date

Recruiting Management Application Fax Number Deterministic Anonymiza­

tion

Recruiting Management Application Home Phone Number Deterministic Anonymiza­

tion

Recruiting Management Application Cell Phone Number Deterministic Anonymiza­

tion

Recruiting Management Application Social Security Number Deterministic Anonymiza­

tion

Recruiting Management Application First Name Shuffling Column Values

Recruiting Management Application Middle Name Shuffling Column Values

Recruiting Management Application Last Name Shuffling Column Values

Recruiting Management Agency Agency Name Deterministic Anonymiza­

tion

Recruiting Management Agency Agency Primary Contact Deterministic Anonymiza­

tion

Recruiting Management Agency Agency Phone Number Deterministic Anonymiza­

tion

Recruiting Management Agency Agency Fax Number Deterministic Anonymiza­

tion

Recruiting Management Agency Notes Null

Recruiting Management Agency Agency Email Address Fixed or Null

Instance Refresh
Using the Instance Refresh Tool PUBLIC 31
5.6 Post Refresh Activities

Once you receive an email notification with refresh status as Successful, you must perform certain activities.

● Delete the data from the Data Replication Monitor to keep the target instance clean. For more information, see
Employee Central Data Replication Monitor link in the Related Information section.
● Ensure that the integrated systems that replicate data from HXM Suite runs a full sync to keep the data
consistent and integrations to work seamlessly. For more information, see Implementing the Employee
Central Compound Employee API link in the Related Information section.
● For Employee Central Payroll, if you want to restore the Replication Target System configuration in your target
instance using the back taken before refresh, see KBA 2301924 in the Related Information section.
● If your instance has Onboarding 2.0:
○ Enable PFS using the same credentials as the source instance. To enable PFS, see the Enabling Print
Forms Service link in the Related Information section.
○ Upload the forms. To upload forms, see the Uploading a Document Template link in the Related
Information section.
○ Set up DocuSign using the target instance credentials that you noted before refresh. To set up DocuSign,
see the Setting Up DocuSign for Onboarding link the Related Information section.
○ Deploy BPE schema in your target instance. To deploy BPE schema, see the Deploying Onboarding
Process Definition link in the Related Information section.
● If your instance has Learning:
○ Go to System Admin Configuration System Configuration and review your configuration files.
○ Upload all the backup images and files (quick guide images, company logo, custom thumbnails).
○ Import all the custom labels and reports.
○ Go to System Admin Configuration Global Variables Mail and select Enable Email in your target
instance to enable email notifications and enter Admin Notification Email and User Notification Email.
○ Disable connectors in your target instance if you don't want them to be running.
● When you are refreshing Learning to the target instance, see KBA 2835061 in the Related Information section
for the post refresh activities.
● When your target instance HXM suite is integrated with SAP Cloud Identity Authentication Service (IAS), the
Identity Provisioning Service (IPS) admin must run the user sync job, once the IPS job is configured with a
proper user. This configuration allows users to access the refreshed target instance. To configure the IPS job
with proper user:
○ Ensure that all user entities are synched to IAS using IPS. Run a resync job in the source systems to ensure
that the users are synced. See Managing Job Log Jobs from SAP Cloud Platform Identity Provisioning
Service in the Related Information section.
○ As an IPS admin, ensure that the username and password in the IPS source job properties for the SAP
SuccessFactors instance matches a user in the source instance SAP SuccessFactors HXM Suite, with
permission to export user data. If the username and password don’t match, edit the user in the source job
property to match a user having OData API access permission. See Manage Properties from SAP Cloud
Platform Identity Provisioning Service in the Related Information section.
○ If there are no users with the permission to export user data with one of the conditions, perform the
corresponding action.

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 Condition Action

You are able to log in to the refreshed target instance Create users with the permission to export user data. To
create users with this permission, see Granting
Permissions and Setting API Login Exceptions from
SAP SuccessFactors HXM Suite OData API: Developer
Guide in the Related Information section.

No one is able to log in to the refreshed target instance You must perform one of the following options:
○ Your IAS admin must change the login name of a
user in IAS to that of a known SAP SuccessFactors
admin from the source instance. To change the login
name, see List and Edit User Details from SAP
Cloud Platform IAS in the Related Information
section.
○ Your IAS admin can manually create a user in IAS
that matches a known SAP SuccessFactors admin
from the source instance. To create an IAS user, see
Create a New User from SAP Cloud Platform IAS in
the Related Information section.

Parent topic: Using the Instance Refresh Tool [page 11]

Previous task: Creating an Instance Refresh Request [page 23]

Next task: Monitoring Instance Refresh [page 34]

Related Information

KBA 2835061
Employee Central Data Replication Monitor
Implementing the Employee Central Compound Employee API
Manage Jobs and Job Logs
Manage Properties
Granting Permissions
Setting API Login Exceptions
List and Edit User Details
Create a New User
Enabling Print Forms Service
Uploading a Document Template
Setting Up DocuSign for Onboarding
Deploying Onboarding Process Definition
KBA 2301924

Instance Refresh
Using the Instance Refresh Tool PUBLIC 33
5.7 Monitoring Instance Refresh

Certain steps are required to check the status of the instance refresh request.

Prerequisites

Either the View Refresh Requests or the Manage Refresh permission must be enabled.

Procedure

1. Logon to your SAP SuccessFactors source instance.

2. Go to Admin Center.
3. In the Tools Search field, enter Instance Refresh. Access the tool by clicking on the search result.

The Instance Management page appears with the Full Copy (Instance Refresh) option selected.
4. Click Next.

The Instance Refresh Center page appears.

5. Identify your instance refresh request.

 Note

You can find the overall status of the instance refresh request, under the Refresh Status column.

6. Click the  question mark icon button under the Refresh Status column for the identified instance refresh
request.

Results

The Refresh Status Information window appears with the error list.

Task overview: Using the Instance Refresh Tool [page 11]

Previous: Post Refresh Activities [page 32]

Related Information

Setting Permissions for Instance Refresh [page 11]

Instance Refresh
34 PUBLIC Using the Instance Refresh Tool
6 Downloading the Error Log File

Download the error log file to find more details on the error status of the instance refresh request.

Prerequisites

Either the View Refresh Requests or the Manage Refresh permission must be enabled.

Context

When the status of your refresh request is in Validation Failed, Completed with Warnings, Failed, or Reverted, the
Instance Refresh tool generates an error log file in which you can find the details of these errors. You can download
the error log file from the Overview tab of the Instance Refresh Center page. An email notification is also sent to you
providing the details of these errors.

There are two types of errors that can occur during refresh request:

● Technical Errors are the once that you can fix by contacting SAP Cloud Support. As a next step, download the
error log file, and then contact SAP Cloud Support through support ticket and attach the downloaded error log.
● Non-Technical Errors are the ones which you can fix. To know the errors, download the error log file and fix
accordingly.

Procedure

1. Logon to your SAP SuccessFactors source instance.

2. Go to Admin Center.
3. In the Tools Search field, enter Instance Refresh. Access the tool by clicking on the search result.

The Instance Management page appears with the Full Copy (Instance Refresh) option selected.
4. Click Next.

The Instance Refresh Center page appears.

5. Identify your instance refresh request.
6. Click the ellipsis button under the Action column for the identified instance refresh request, and then click
Download Log.

Instance Refresh
Downloading the Error Log File PUBLIC 35
Results

A text file is downloaded to your system with the error details.

Related Information

Setting Permissions for Instance Refresh [page 11]

Instance Refresh
36 PUBLIC Downloading the Error Log File
7 Canceling Instance Refresh Request

Certain steps are required to cancel the instance refresh request.

Prerequisites

● Either the View Refresh Requests or the Manage Refreshpermission must be enabled.
● The status of the request should be either Scheduled or Validation in Progress.

Procedure

1. Logon to your SAP SuccessFactors source instance.

2. Go to Admin Center.
3. In the Tools Search field, enter Instance Refresh. Access the tool by clicking on the search result.

The Instance Management page appears with the Full Copy (Instance Refresh) option selected.
4. Click Next.

The Instance Refresh Center page appears.

5. Identify your instance refresh request.
6. Click the ellipsis button under the Action column for the identified instance refresh request, and then click
Cancel.

Results

The instance refresh request is canceled and the status Cancel is updated in the Overview tab.

Related Information

Setting Permissions for Instance Refresh [page 11]

Instance Refresh
Canceling Instance Refresh Request PUBLIC 37
8 Appendix: Instance Management

To manage your instances correctly, you must identify the right tool for migrating your configurations and data.
There are certain points that help you to identify the difference between the Instance Synchronization and Instance
Refresh tools.

Instance Refresh Instance Synchronization

Use Instance Refresh when you want to copy all the configura­ Use Instance Synchronization when you sync/copy the se­
tions and data of the source instance in to your target instance lected configuration from the source instance to the target in­
without impacting the integrations in your target. stance without changing its data.

When you want to have a periodic copy of the configuration When you want to adopt incremental implementation of con­
and data into your test instance figuration or feature.

When you want to refresh configuration and data from produc­ When you want to sync the required configurations from pre­
tion to any other instance: view to any other instance:

● Production (Productive/Live) instance to Preview(Test) in­ ● Preview (Test1) instance to Preview (Test2) instance
stance ● Preview (Test) instance to Production (Dev) instance
● Production (Productive/Live) instance to Production (De­ ● Preview(Test) instance to Production(Productive/Live) in­
velopment) instance stance

Instance Refresh
38 PUBLIC Appendix: Instance Management
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Instance Refresh
Important Disclaimers and Legal Information PUBLIC 39
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