INTERNAL – Authorized for SAP Customers and Partners

SAP Fieldglass

Archival Data Guide

© 2023 SAP SE or an SAP affiliate company. All rights reserved.

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Content

1 What's New in This Guide. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

2 Archival Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
2.1 Archiving Criteria. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

3 User Profile Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

4 Enable Preservation Indicator for Archival or PII Retention Company Configuration. . . . . . . . . 8

5 Viewing Individual Archived Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

6 Downloading Multiple Archived Documents to Your Browser. . . . . . . . . . . . . . . . . . . . . . . . . . 10

6.1 Archived Downloads. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

7 Reporting on Archived Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

8 Integration and Archived Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

9 System Audit Trail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13

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1 What's New in This Guide

A summary of recent changes to the Archival Data Guide.

More Informa­
Date Updated What's New tion

May 2023 Added details about changing the archive data threshold and FGL-130738 /
reporting on archived data. FGL-127673

November 10, 2022 Multiple minor updates.

June 2022 Added Resource to the Enable Preservation Indicator for Ar­
chival or PII topic.

January 28, 2022 Updated multiple sections.

January 7, 2022 Published to Production.

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What's New in This Guide INTERNAL – Authorized for SAP Customers and Partners 3
2 Archival Overview

Introduces the archival process and functionality.

Most documents are archived based on specific rules and a set amount of time. Archived records can be
retrieved through two methods:

• Navigating to an Archive Data page and viewing an object: The individual archived data page displays the
details in a name-value pair format.
• Using the Archive Data page list view to perform bulk downloads: The bulk archive download lists multiple
records that can be selected for downloading. After the system compiles the requested data into XML files
(it can take several minutes), the user can retrieve the data to their browser in a compressed ZIP format
that contains the XML files.

The data archiving threshold is set to 3 years by default for new companies. Existing companies can ask for
an exemption or a different default archiving threshold. You can change the data archiving threshold on the
Company Details page by choosing the Data Archiving Threshold dropdown menu. Once the archiving process
starts, you can only change the threshold to a lower value, not a higher one. For example, if the Data Archiving
Threshold is set to 3 years, you can't change it to 4 years or Don't Archive.

Suppliers can view and download all the available data with no restrictions, including audit trails and approvals.
Company configurations that restrict data visibility to specific record information do not affect access to
archived information. A user with access to archived data (as described in User Profile Setup [page 7]) can
view all the fields available on a record. One exception is encrypted fields, that are only visible to users with user
profile flag View and Report on Sensitive Data.

When performing a universal search, the results do not include records that are archived. Archived records can
only be searched through the Archive Data page. Data that is archived is not included in reports.

2.1 Archiving Criteria

The documents archived are based on specific rules and timing described in this topic.

The documents are archived depending on the specific rules and timing listed in the table. Other administration
data is never archived (examples include business units, cost centers, and users).

Documents Archived Identification Criteria

Assignments and Resources Are not archived.

Consolidated invoice Once all the invoices associated to the consolidated invoice
are archived and the consolidated invoice is past 24 months
its end date, it is archived. All invoices associated to the
consolidated invoice are archived before the consolidated
invoice itself is archived.

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4 INTERNAL – Authorized for SAP Customers and Partners Archival Overview
 Documents Archived Identification Criteria

Consolidated worker Consolidated worker entries are not archived. Other worker
records associated with the consolidated worker can get
archived, but the consolidated worker entry itself will never
be archived.

Decision Form Decision form is archived 24 months after its end date.

If decision form has a child such as job posting, statement

of work, RFX, or profile worker, then the decision form is
only archived after all its children are archived and the
decision form is past 24 months its end date.

Job Posting and all associated data (worker, time sheet, A Job posting without any workers is archived 24 months
expense sheet, invoice, consolidated invoice, and any other
after the job posting has closed. A job posting with workers
docs related to the job posting)
is archived 24 months after the most recent worker's end
date.

Profile worker Archived 24 months after the latest worker end date
(irrespective of whether the worker is closed). Profile
worker records without an end date and in the open status
are not archived.

Project Projects are archived 24 months after end date if they do

not have an active job posting, RFX, or statement of work
associated to it.

RFX RFXs are archived 24 months after the RFX end date. If the
RFX has at least one child (such as a statement of work)
which is not yet archived, then the RFX is not archived until
all its children are archived and the RFX is 24 months past
its end date.

Statement of work and all associated data (line items, Archived 24 months after the statement of work end date
worker, time sheet, expense sheet, invoice, consolidated
(irrespective of whether the statement of work has been
invoice, and any other docs related to the statement of
closed).
work)
Master statement of work and child statement of work: A
master statement of work is only archived after all its child
statement of works are archived and the master statement
of work is past its end date by 24 months.

SOW Bid and SOW: An SOW Bid is archived only after the
related SOW is archived and the bid is past its end date by
24 months.

All workers and characteristics are eligible for archiving

when the listed criteria for the corresponding statement of
work is fulfilled.

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  Note

The existing behavior of the Preservation functionality supersedes the archival functionality. Preservation
prohibits the record from being archived. When the company configuration of Enable Preservation
Indicator for Archival is enabled, job seekers, workers, resources, and statements of work can be marked
with preservation on, which means that when eligible for archiving, all data pertaining to the job seeker,
worker, resource, or statement of work is preserved until the litigation is complete. The Turn Preservation
On and Turn Preservation Off options display on the Actions menu of job seekers, workers, resources, and
statements of works when the rule is enabled.

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3 User Profile Setup

Describes the user profile flag required for access to the archive.

All administrators have access to archived data. For other users, the Access Archived Data user profile flag
must be enabled so the user can access the archived data and also download selected archived records to their
local machine.

When the Access Archived Data user profile flag is enabled for MSP users that are part of a multi-MSP
company, they can only view the archived data for which they have authorization.

Users with the View and Report on Sensitive Data flag enabled can also see encrypted information as plain
text.

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4 Enable Preservation Indicator for Archival
or PII Retention Company Configuration

Describes how the Enable Preservation Indicator for Archival or PII Retention company configuration affects
data that is ready to be archived.

When the configuration is enabled, the preservation indicator can be set on specific records to stop them
from being archived or the data being erased when the data erasure functionality is enabled. The Turn
Preservation On and Turn Preservation Off options display on the Actions menu for job seekers, statements
of work, resources, and all worker type records. If records must be preserved and not archived until a litigation
investigation is complete, select Turn Preservation On for the record and, even if it fits other criteria for
archiving, all data pertaining to the record is preserved until the litigation is complete.

Once the record no longer needs to be preserved, select the Turn Preservation Off flag from the Actions menu.

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8 INTERNAL – Authorized for SAP Customers and Partners Enable Preservation Indicator for Archival or PII Retention Company Configuration
5 Viewing Individual Archived Records

Describes how individual archived records can be viewed and downloaded.

Located on the Archive Data tab, archived records of contingent labor, services, workers, resources, and
payments can be selected and viewed. Personal identifiable information (PII) can also be requested for erasure.

Data is archived in the language of the creator and the default language of the company. If the user accessing
the archived data is:

• the creator, the language of the document is in the language of the user.
• not the creator, the language of the document is in the company's default language.
• not the creator but uses the same language as the creator, the language of the document is in the language
of the user.

To view archived records:

1. Select the View menu and, under the Others section, choose Past Data.
2. Select the Archive Data tab.
Depending on the configuration of the user’s company, some or all these modules may appear on the page:
• Job Posting
• Job Seeker
• Statement of Work
• Statement of Work Bid
• Statement of Work Line Items
• Resource
• Decision Form
• Project
• Work Order
• Worker (Activity item, milestone, and off boarding activity items are part of a worker details page in the
worker record.)
• Time Sheet
• Expense Sheet
• Invoice
• Credit Debit Memo
• Miscellaneous Invoice
• Consolidated Invoice
3. Choose the link to the type of record desired.
4. Enter the desired time period in the past, along with any other information you would like to highlight, and
select Filter.
A list of records displays.
5. Choose the individual record that you want to view.
The record is displayed in a name-value pair format.
6. If desired, the record can be downloaded to your browser in an XML format by selecting Download.

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6 Downloading Multiple Archived
Documents to Your Browser

Shows how the Download function enables you to transfer multiple selected archived records to your browser.

Located on the Archive Data tab, multiple archived records of contingent labor, services, workers, resources,
and payments can be selected and compiled. After compiling, the user can download the data to their browser
as XML files compressed into a ZIP format.

To obtain archived records:

1. Navigate to the Admin menu by selecting the View Administration Menu button on the header bar and
choose Past & Archive Data under Past Data.
2. Select the Archive Data tab to view all the archived data grouped by modules.
The modules listed depends on the company and its configuration.
3. Choose the link to the type of record desired.
4. Enter the desired time period in the past, along with any other information you would like to highlight, and
select Filter.
5. Check the records for downloading (up to 100) and select Download.
6. Choose the format that you want the items.
The items are compiled and pushed to your browser as a ZIP file.

 Note

Generating the download can take several minutes. Select View Archive Downloads to view the status of
the download. For more information, see Archived Downloads [page 10].

6.1 Archived Downloads

Describes how to check the download status and access the requested archived data downloads.

To view all previous archival downloads, on the Record Details page, select View Archive Downloads to monitor
the status of a download, or access previous archived download documents. To update the page, choose
Refresh.

To download a previous archive download, select the archive entry and choose Download.

Archived Data Reports and Downloads

Choosing the View Downloads link on the Archive Data page takes you to the Archive Downloads list view
page, which shows a list of all completed reports and downloads for archived data. You can filter the date range
on this page to view download and report records based on when they were run. When archive data module
records are individually downloaded from the existing archive data module records lists, the download history
now appears in Archive Downloads for 90 days.

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10 INTERNAL – Authorized for SAP Customers and Partners Downloading Multiple Archived Documents to Your Browser
7 Reporting on Archived Data

You can view reports and downloads for archived data on the Archive Data page.

You can view and run a list of predefined archive data reports by choosing the View Reports link on the Archive
Data page, which navigates you to the Archived: All Data page. The View Downloads navigates you to the
Arhive Downloads list view page, where you can view a list of completed reports and downloads for archived
data.

Archived Data Reports and Downloads

Choosing the View Reports link directs you to the Archived: All Reports page, which shows a list view page
with several predefined reports you can use for archived data. You can also access any ad-hoc reports you've
created for the Worker module on this page. Choosing one of the report names from the list navigates you to
the Details page for that report, where you can run the report and view previous runs.

Archived Data Downloads

Choosing the View Downloads link takes you to the Archive Downloads list view page, which shows a list of
all completed reports and downloads for archived data. You can filter the date range on this page to view
download and report records based on when they were run. When archive data module records are individually
downloaded from the existing archive data module records lists, the download history appears in Archive
Downloads for 90 days.

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8 Integration and Archived Documents

Describes how the archived data is processed for integration downloads.

Once the data is archived, it is deleted from the database, no longer transferred through the download
connectors (including Worker Security download connector), nor be cited for rehires.

Archived records are retrieved through the Archive Data page. The standard upload connectors 'User Upload'
and 'User with Signature Authority Upload' contain the column Access Archived Data. Those users that have
the Access Archived Data flagged as 'Yes' will have access to the archived data through the Archive Data page.

After May 2022, the Worker Security download connector will no longer transfer archived worker data.

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12 INTERNAL – Authorized for SAP Customers and Partners Integration and Archived Documents
9 System Audit Trail

The archival records that are requested are captured by the System Audit Trail.

Audit Trail Done By Module Activity Source

Buyer The user that initiated Archive Download Data The format of the
the archive download.
Source column will
be FileName_Transac­
tionID.

For example: Job Post­

ing_z2009241434459
2764304165

Supplier The user that initiated Archive Download Data The format of the
the archive download.
Source column will
be FileName_Transac­
tionID.

For example: Job Post­

ing_z2009241434459
2764304165

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Archival Data Guide
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