Company: Link Technologies
Case No: L12640. Project: 13.30: LinkSOFT Version 13.30
Logged By: Aarti Pooja Gayaneshwar (Link Business Solutions) on behalf of Sanjay (Link Technologies) on 12 Nov 2021 01:58PM
Priority: High
Product: Payroll & HR
Group: Enhancement
Time Taken: 56.00 (Weight: 60.00)
Version: 13.30
Assigned To: Development
Circulation: Aarti Pooja Gayaneshwar, Development, Sanjay
Resolve By: Sunday, 28 February 2021 11:59 PM [890 days since logged date]
Status: Closed
Subject: Purge User data for Recruitment users as this clutters up the user forms and slows down the system for smaller systems
Summary:    

Bula Sanjay

The below queries has been raised by some companies who use the Recruitment module:

  1. Delete Recruitment user attachments after a specific period

  2. Delete Recruitment users who have not logged in for a specific period

Details: 

  1. Delete Recruitment user attachments after a specific period - Clients have advised that they would like maintenance of this so that they can delete (permanently remove) the “Recruitment user attachments” after a specific period.
  2. Delete Recruitment users who have not logged in for a specific period - Clients have advised that they would like maintenance of this so that they can delete (permanently remove) the “Recruitment users” who have not logged in for a specific period

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To facilitate this currently, we are requesting if we can get a script to delete Recruitment user attachments after a specific period and delete Recruitment users who have not logged in for a specific period

Regards
Aarti Gayaneshwar

Audit Notes:Edited by sanjay on 18/02/22 10:15. Edited by sanjay on 31/01/22 14:33. Edited by sanjay on 25/01/22 13:51. Edited by sanjay on 18/01/22 16:00. Edited by sanjay on 06/01/22 12:37. Edited by sanjay on 23/11/21 09:19. Edited by aarti on 17/11/21 08:54. 
23 Nov 202109:19AM Comment 1 by Sanjay (Link Technologies) Case L12640 added to project 13.30
23 Nov 202109:20AM Comment 2 by Sanjay (Link Technologies) Assigned To: Development Followup Date: 28-02-2021 01:19 PM Time Taken: 2.00 Notes: ETC extended from: 13/11/2021 to 28/02/2021
Hi Aarti, I have pencilled this in for 13.30 and will add this as a scheduled Purge process.

06 Jan 202212:37PM Comment 3 by Sanjay (Link Technologies) ETC was changed from 28/02/2021 to 28/02/2021
31 Jan 202204:11PM Comment 4 by Sanjay (Link Technologies) Assigned To: Development Followup Date: 31-01-2022 06:33 PM Time Taken: 16.00

Development Journal:

  1. Added Purge Data Process Rule "SYS004.UserCleanup.InactiveDays"
  2. Added Process Rule Module Configuration "PurgeRecruitmentData" to allow users to define if Recruitment data should be purged
  3. Created Procedure to purge date

Next step:

  1. Get the list of users to purge
  2. Mark them as Inactive
  3. Delete RM data defined by configuration

01 Feb 202209:47AM Comment 5 by Sanjay (Link Technologies) Assigned To: Development Followup Date: 01-02-2022 01:34 PM Time Taken: 26.00
PART A - Development work for this case has been completed.

1. The change will be available in version: 13.30

2. The following changes were made(Include Database object names, Program classes, and any other relevant information):

  1. Added Process Rule to SYS004 Named: SYS004.UserCleanup.InactiveDays. Default to 365 Inactive Days
  2. Added Process Rule OPTION to "Purge Recruitment Data" - Default to "N"
  3. The following users will not be purged:
    1. Username "Admin" or "Administrator"
    2. Users in roles where the Role Name is like "administrator"
  4. The following users will be purged:
    1. Users that have been INACTIVE for more than "N" days defined in PART A 2.1 above
  5. When we purge a user, we do the following:
    1. Make the user NOT APPROVED
    2. Remove the Employee, Organisation and Rate from the User Account
    3. Remove all roles for the user
    4. Remove the user from all workflows
    5. DELETE Notes, Attachments, Comments, User-defined fields
  6. When the option to remove Recruitment Management data is Enabled, we DELETE the following for the user:
    1. Education
    2. Skill
    3. Member
    4. Licence
    5. Memo
    6. Reference

3. Affected Areas:

  1. Purge Process - SY004

4. The issue was caused by:

  1. Cleanup and Maintenance improvements

5. Other Relevant Notes: 
6. Next Step (Review and System Test (Developer) -> UAT (Quality) -> Documentation): UAT


08 Feb 202202:45PM Comment 6 by Sanjay (Link Technologies) Assigned To: Development Followup Date: 08-02-2022 06:39 PM Time Taken: 12.00
The following tests were performed:

Table 1 - Test Results
NoTest CaseExpected ResultPass/FailComments
1Setup a user with Last Activity Date 10 days from today. The user should NOT be in the Administrator role. Run Purge
The user should be marked Inactive and all roles removed.
Pass

2Setup a user with Last Activity Date 10 days from today. The user should be in the Administrator role. Run Purge
User should NOT be deleted as it is in the Administrator Role
Pass

3Setup 1 again and add data in all recruitment fields. Set Purge RM data to Yes. Run Purge
The user should be marked Inactive and all roles removed. RM data should be removed.
Pass

4Setup 2 again and add data in all recruitment fields. Set Purge RM data to Yes.  Run Purge
No data should delete as the user is in an Administrator role
Pass

5Disable Purge RM data and repeat 1 to 4 above. Run Purge Data
Same results as above except that Purge RM data should comply
Pass

Environment Details

  1. OS version: Win10
  2. Application version: 13.30
  3. Setup on:
    1. Server: LinkQA4
    2. Database: LinkSOFT
    3. LinkSOFT URL: HTTP://LinkQA4/LinkSOFT
  4. Login Details: Standard username and password for user "admin"

Next Step: Closure


If you have any queries regarding this support incident, please email admin@linktechnologies.com.au and include the Case No: L12640 in the subject line of all emails regarding this issue.

Document size: 15.3 KB
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