Deleting HR Profiles: are there any caveats

[Allan Ventura]

We are planning to monitor and delete the users' HR profile records on a regular basis when they haven't logged in for the past twelve months.  This is so we are compliant with the number of licenses purchased.  Are there any caveats to deleting HR profile records?  I've tested deleting these records in our lower environments and found that once the user (whose profile was deleted) logs in once more to the HR portal, their previous HR cases are still associated with them.  So this is a good thing.  Looking for advice as to why we shouldn't be deleting HR profile records.

[keithlyon22]

You shouldn't need to. If you are passing an employment end date to the HR Profile as part of your HRMS integration, a user with an employment end date in the past (i.e. terminated) no longer counts in your licenses. You should be able to confirm this by looking in your subscription management module. It will tell you how many licenses you are consuming and which users are consuming them. The main impacts that I can think of to deleting them would be if you are using products like Employee document management or features like legal holds. That information is lnked to the HR profile and would be lost if you deleted them. But as I said, you should not need to delete them. 

[Allan Ventura]

Updating the Employment End Date was suggested but would be misleading since almost all of these users who haven't logged in are still fully employed.  But you raised a good point about other products that may be relying on the HR Profile records.  As of late, we don't have the Employee Document Management, but may find use for it in the future.

[Sandeep Rajput]

@Allan Ventura HR Cases are associated with user records via subject person field, due to this users can still see the cases when the login on the esc portal even when their HR Profile is deleted. However, such users (who are login after 12 months and their HR Profile is already deleted) may see errors popping up if they try to use different features on the esc portal/backend. HR Profile record is an integral part of HR applications and it is frequently used in various HR related scripts.

For such users who have been inactive for a while their user record and HR profile should ideally be deactivated and should be offloaded to an archiving system after a specified duration (12 months in your case). This way you will be in compliance with the data security norms ans save on the licensing cost.