Introduction

In this 50 minutes recording we explain how to use the Archive and Print feature of SuccessFactors standard reporting in order to mass export PDF backups of Performance forms so as to clean up old legacy data (see recording introduction for the “why”). Then we show how to mass load these PDFs into an MDF object (so as to keep track of them for Legal reasons). Finally we show how to fully purge the forms created with the old templates so that their data disappears from all reporting tools.

 

 

 

Step by step:

1. Create a folder on your computer (on your desktop for example) named after the template you are about to create archives for. Inside this folder, create another one called “attachments”.
2. Navigate to Reporting>Classic Reporting> then create Archives of Performance Forms (PDF), make sure you unselect all in the “Groups” filter and uncheck “active users only”.
3. Either manually extract pdfs from the many zip files generated by Archive and Print one by one into the same folder (time consuming if you have over 1000 forms). Alternatively to process this in bulk you can create a new folder, place all the zip files in it and then use a windows powershell command as per recording to do it within a few seconds (use Claude to get the exact command to enter).
4. Compare that you got the same amounts of PDFs in your extracted folder than forms in the system.
5. Configure new MDF Object with attachment field
6. Run a report to help prepare the PDF imports to MDF and make sure you open it in UTF-8 to respect special characters. You’ll need to do some concatenation as per the recording.
7. Zip the csv import file with the import sequence files (there are 2) and the attachments folder (that has all the pdfs in it).
8. Import zip to MDF object
9. Purge legacy forms and worksheets from Performance template by going to “Data Retention Management”

 

Best, Xavier.

 

 

 

 

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