Recently a lot of my clients have asked for anonymizing HR Cases due to GDPR. So far I haven't seen a standard way from ServiceNow to this.
The most recent use case I stumbled upon was a customer that wanted to save all HR Cases for 18 months then GDPR clean / anonymous them from any personal data and then move the cleaned HR Cases to the Archive.
A college of mine had build a scheduled job for a similar use case and I ended up moving parts of his scheduled job in to a script include so I didn't had to do a lot of scope accesses. Below are the scheduled job and script include used to remove personal data from the case form and also remove the activity log and corresponding emails belonging to the case.
Scheduled job
Name: Clean HR Case
Application: Human Resources Core
Run: Daily
unidentifyCases(); // Run function script
function unidentifyCases() {
// Query for cases that haven't been updated
var cas = new GlideRecord('sn_hr_core_case');
var count = 0; // count cases
cs.addEncodedQuery(''); // Insert your query
cs.query();
// Loop through each case
while (cs.next()) {
var sysid = cs.sys_id;
count += 1;
// Replace consumer info (DOESN'T delete cases.)Add all your necessary fields
cs.subject_person = ''; // Blank Subject person
cs.opened_for = ''; // Blank Opened for
cs.short_description = 'Removed according to GDPR retention policy';
cs.description = 'Removed according to GDPR retention policy';
cs.rich_description = 'Removed according to GDPR retention policy';
cs.autoSysFields(false);
// Script include CleanHRCase
var util = new global.CleanHrCase().cleanRecords(sysid);
// Update case
cs.update();
}
gs.info('GDPR - Unidentify cases before moving to Archive script ran through ' + count + 'cases');
Script include
Name: CleanHRCase
API Name: global.CleanHRCase
Application: Global
Accessible from: All application scopes
var CleanHrCase = Class.create();
CleanHrCase.prototype = {
initialize: function() {
},
cleanRecords: function(sysid) {
// Query for and delete the case Journal Entries records
var je = new GlideRecord('sys_journal_field');
// var journal = new GlideRecord('sys_journal_field');
je.addQuery('element_id', sysid);
je.query();
je.deleteMultiple();
// Query for and delete the case 'sys_audit' records
var aud = new GlideRecord('sys_audit');
aud.addQuery('documentkey', sysid);
aud.query();
aud.deleteMultiple();
// Query for and delete the case Record History records
var hs = new GlideRecord('sys_history_set');
hs.addQuery('id', sysid);
hs.query();
while (hs.next()) {
// Query for and delete the case History records
var hl = new GlideRecord('sys_history_line');
hl.addQuery('set', hs.sys_id);
hl.query();
hl.deleteMultiple();
}
hs.deleteMultiple();
// Query for and delete the Email log
var em = new GlideRecord('sys_email');
em.addQuery('instance', sysid);
em.query();
em.deleteMultiple();
},
type: 'CleanHrCase'
};
/Markus
