Guide for Blocking and Deletion – Customer
Master Blocking with Application Rule Variant
SAP S/4HANA Cloud
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Guide for Blocking and Deletion - Customer Master Blocking with Application Rule Variant 1
SAP Services
Published Date 7th May 2018
Version History
Revision Change Date Description
1 May 04th, 2018 Guide for Blocking and Deletion – Customer Master Blocking with Application Rule Variant
SAP S/4HANA Cloud - Draft Version
2 May 07th, 2018 Guide for Blocking and Deletion – Customer Master Blocking with Application Rule Variant
SAP S/4HANA Cloud - Final Draft Version
Guide Blocking and Deletion - Customer Master Blocking with Application Rule Variant 2
Contents
1 Introduction ...................................................................................................................................................................... 4
Preparation .............................................................................................................................................................. 5
Tools ........................................................................................................................................................................ 6
1.2.1 Create ILM Object Group and Rule Group ......................................................................................................... 6
1.2.2 Assign Rule Variants and Groups for End of Purpose check ............................................................................. 7
1.2.3 Create application ILM Retention Policy and assign Rule Group ..................................................................... 10
1.2.4 Create customer ILM Retention Policy and assign Application Rule Variant ................................................... 12
1.2.5 Create customer ILM Residence Policy and assign Application Rule Variant .................................................. 14
1.2.6 Sales order archiving......................................................................................................................................... 14
1.2.7 Customer blocking (when residence time is over) ............................................................................................ 15
1.2.8 Archive and destroy data .................................................................................................................................. 16
Guide Blocking and Deletion - Customer Master Blocking with Application Rule Variant 3
1 Introduction
Personal Data that are no longer needed for the primary processing purpose must be deleted, unless there are other
retention periods defined by law or contract. In that case, it has to be blocked.
Processing of personal data on primary purpose may consists of, e.g. customer/business partner creation, capturing sales
order/signing a contract, fulfillment, billing and payment processing.
When the primary purpose of data processing is finished (end of business has been reached), the data can be locked
while other retention periods are applicable. Only authorized persons can access personal data through the blocking
phase.
Sales application provides an End of Purpose (EoP) check to determine whether customer, vendor/supplier, and contact
person data is still relevant for business activities in the application or can be blocked.
An Application Rule Variant for application ERP_SD allows to define residence and retention periods for business partner
data depending on application-specific condition fields (that means, BP/customer blocking and deletion can be dependent
on Sales Document deletion).
Multiple Retention Periods may be required for an Application ILM Object based on different Condition Field values. Rule
Groups define retention periods for ILM Object Groups. Application Name and Rule Variants are condition fields of the
Master Data ILM Object.
Using a combination of Application Name and Application Rule Variant, multiple Retention periods can be mapped to a
Master Data ILM Object
Master Data Application [Name Application Data
Retention Rules + RuleVariant] Rule Group Retention Rules
Application Retention Rules are assigned a Rule Group, for the specific Condition Fields values, which is mapped to an
Application Name + Application Rule Variant.
In this guide the Application Rule Variant is a combination of application ERP_SD, Customer master data and Rule
Group.
Guide Blocking and Deletion - Customer Master Blocking with Application Rule Variant 4
Preparation
Fiori Application name Business Role required Use
ILM Audit Area SAP_BR_DATA_PRIVACY_SPECIALIST Using this app, you can create new audit
areas and edit existing audit areas.
ILM Policies SAP_BR_DATA_PRIVACY_SPECIALIST Using this app, you can create and edit a
policy and maintain rules for the policy.
Manage ILM Object Groups SAP_BR_DATA_PRIVACY_SPECIALIST Using this app, you can create and edit
Object Groups and Rule Groups.
Assign Rule Variants and SAP_BR_BPC_EXPERT Using this app, you can assign the
Groups for Business Partner application rule variants and rule groups
EoP Check for the end of purpose check for the
business partner.
Assign Rule Variants and SAP_BR_BPC_EXPERT Using this app, you can assign application
Groups for Customer/Supplier rule variants and rule groups for the end of
EoP Check purpose check (EoP check) for customer
and supplier.
Block Master Data – Business SAP_BR_DATA_PRIVACY_SPECIALIST Used for manually blocking the business
Partner partner
Guide Blocking and Deletion - Customer Master Blocking with Application Rule Variant 5
Tools
1.2.1 Create ILM Object Group and Rule Group
Logon with the Business Role SAP_BR_DATA_PRIVACY_SPECIALIST.
Open the Manage ILM Object Groups app.
Click on at the bottom of the screen to create new ILM Object Group
Fill out following fields:
Object Group Name: e.g. OG_VBAK
Description: Orders
Assign ILM Object to the group, e.g. SD_VBAK. If required, you can assign more ILM Objects to this group.
However, any ILM object can be assigned to exactly one group.
Define a Rule Group:
Name: e.g. RG_4D
Description: 4 days ret.
Min. Retention Period: 4
Max. Retention Period: 4
Unit of Measure: Day <other units of measure are: Month, Year>
Time Reference: e.g. CREATION_DATE
Time Offset: <leave the field blank or choose one of the options: End of Year, End of Quarter, End
of Month>
You may add other rule groups with different retention periods if needed.
Choose Save.
Guide Blocking and Deletion - Customer Master Blocking with Application Rule Variant 6
1.2.2 Assign Rule Variants and Groups for End of Purpose check
Logon with the Business Role SAP_BR_BPC_EXPERT.
Open the Manage Your Solution app.
Choose Configure Your Solution.
On the next screen, select:
Application Area: Enterprise Technology
Sub Application Area: Data protection
Choose Go.
You will be presented with one configuration option Data Protection Settings. Choose this line.
Guide Blocking and Deletion - Customer Master Blocking with Application Rule Variant 7
To select Assign Rule Variants and Groups for Customer/Supplier EoP Check, choose Configure.
To create a new Rule Variant choose Add.
Enter the required data:
ID Type: 1 Customer master data
Application: ERP_SD
Application Rule Variant: ORD_4D <any text which identifies this ARV>
Description: orders 4 days
Rule Group: RG_4D
Choose Save.
Close the app and go back to Configuration Steps.
To select Assign Rule Variants and Groups for the Business Partner EoP Check, choose Configure.
Guide Blocking and Deletion - Customer Master Blocking with Application Rule Variant 8
To create a new Rule Variant choose Add.
Enter the required data:
Application Name: ERP_SD
Application Rule Variant: ORD_4D <any text which identifies this ARV>
Rule Group: RG_4D
Application Description: orders 4 days
Choose Save.
Guide Blocking and Deletion - Customer Master Blocking with Application Rule Variant 9
1.2.3 Create application ILM Retention Policy and assign Rule Group
Now you will create application retention policy for specific sales order type (CCPU) and
assign a Rule Group with 4-day retention time (which you created in previous step).
Open the ILM Policies app.
Select:
Policy Category: Retention Rules
Audit Area: ZSD_VBAK <your own Audit Area for application retention rules>
ILM Object: SD_VBAK
Choose New.
1. Enter the name of your policy in Policy Name field.
2. Select the condition fields in the Available Condition Fields table that you need to define for the intended retention
rules. For sales order ILM object (SD_VBAK) you can use e.g. Sales Order Type and Sales Organization. These
condition fields will give you flexibility of retention rules definition for different types of orders and organization
entities.
3. To add the marked condition fields to the Selected Condition Fields table, choose Add Item.
Guide Blocking and Deletion - Customer Master Blocking with Application Rule Variant 10
Choose Save. Next choose Edit Rules.
1. Enter residence rules data for ERP_CUST application:
Sales Doc. Type: e.g. CCPU
Rule Group: RG_4D <the rule group you have created in previous step>
Min. Retention Time: <the field is filled out automatically with retention period from
Rule Group>
Max. Retention Time: <the field is filled out automatically with retention period from
Rule Group>
Retention Time Unit: <the field is filled out automatically with retention period from
Rule Group>
Time Ref.: <the field is filled out automatically with retention period from Rule
Group>
Rule priority: <you can leave this field blank or enter the priority of the rule>
2. Choose Save.
3. The policies are created in Not Live status. Choose Change Status to make them Live.
Finally choose Back to go back to previous screen.
Guide Blocking and Deletion - Customer Master Blocking with Application Rule Variant 11
1.2.4 Create customer ILM Retention Policy and assign Application Rule Variant
Now you will create customer ILM retention policy and assign ARV. This controls that the application rule variant will
be found during End of Purpose check and controls when a customer can be deleted.
In the ILM Policies app select:
Policy Category: Retention Rules
Audit Area: BUPA_DP <your own Audit Area for application retention rules>
ILM Object: FI_ACCRECV
Choose New.
Select the condition fields in the Available Condition Fields table that you need to define for the intended retention
rules. For sales order ILM object (SD_VBAK) you can use e.g. Sales Order Type and Sales Organization. These
condition fields will give you flexibility of retention rules definition for different types of orders and organization entities.
To add the marked condition fields to the Selected Condition Fields table, choose Add Item.
Guide Blocking and Deletion - Customer Master Blocking with Application Rule Variant 12
1. Enter the name of your policy in Policy Name field.
2. Choose Save. Next choose Edit Rules.
1. Enter residence rules data for ERP_CUST application:
Application Rule Variant: ORD_4D <the application rule variant which you created for
SD_VBAK ILM object and RG_4D rule group>
Application name: ERP_SD
Min. Retention Time: <the field is filled out automatically with retention period from
Rule Group mapped to Application Rule Variant>
Max. Retention Time: <the field is filled out automatically with retention period from
Rule Group mapped to Application Rule Variant>
Retention Time Unit: <the field is filled out automatically with retention period from
Rule Group mapped to Application Rule Variant>
Time Ref.: Start of Retention
Rule priority: <you can leave this field blank or enter the priority of the rule>
2. Choose Save.
3. The policies are created in Not Live status. Choose Change Status to make them Live.
Finally choose Back to go back to previous screen.
Guide Blocking and Deletion - Customer Master Blocking with Application Rule Variant 13
1.2.5 Create customer ILM Residence Policy and assign Application Rule Variant
Finally create residence policy for customer master data.
Select Policy Category: Retention Rules and follow the same steps as above:
Maintain residence rules for ERP_SD application:
Application Rule Variant: ORD_4D <the application rule variant which you created for SD_VBAK
ILM object and RG_4D rule group>
Application name: ERP_SD
Residence Period: 2 < The Residence Period has to be entered manually as no relation to
rule variants of ILM object SD_VBAK is given for residence rules>
Time Ref.: Start of Retention Period
Time Offset: <you can leave this field blank or enter the time offset depending on
requirements>
Rule priority: <you can leave this field blank or enter the priority of the rule>
Choose Save and change status to Live.
The Application Rule Variant (ARV) ensures now the determination during EoP check for blocking of the Customer.
In case Application Rule Variants are found during EoP check, then the different Recidence Periods are taking into
account for blocking of the customer. (in this example if the customer has sales orders of type CCPU).
In case no Application Rule Variant is found during EoP check, then the first entry for ERP_SD application is taken.
1.2.6 Sales order archiving
Sales orders must be archived before customer data is blocked. Proceed with sales order archving as described in
How-to guide for archiving and destruction.
Guide Blocking and Deletion - Customer Master Blocking with Application Rule Variant 14
1.2.7 Customer blocking (when residence time is over)
Open the Block Master Data – Customer and Supplier app.
From the Data To Be Processed dropdown list, select Check on all Data Levels.
On the Customer Master Data tab, enter the customer number in the Customer field.
Select the Overall Check w/ Setting Compl. Flag radio button.
In the Options area, deselect Skip Subsequent EoP Checks and Consider Next Check Date.
In the Processing options area, select the Production Mode or Test mode radio button.
Choose Complete from Detail Log list.
Choose List and Application Log from Log Output list.
Choose Execute.
Guide Blocking and Deletion - Customer Master Blocking with Application Rule Variant 15
A screen with detailed log and messages is presented.
The application rule variant used in End of Purpose check for customer data is presented in
the log.
1.2.8 Archive and destroy data
To archive and destroy customer data and to destroy sales order archive, please proceed as
described in How-to guide for archiving and destruction.
Guide Blocking and Deletion - Customer Master Blocking with Application Rule Variant 16
