Anonymization Tool

An employee does not want the company to keep their personal information in the WFM system. The employee informs the HR Manager that they want to invoke their Right to be Forgotten.

According to local legislation, full anonymization applies and there should be no ability to backtrack the employee's personal details.

• Names and ID fields will be scrambled.

• Date fields replaced by 01/01/1900.

• Other personal identifiable fields will be removed.

The HR Manager runs the Anonymization Tool for the employee. Then the manager checks the Employee Details dataview to ensure all data is anonymized.

The Store Manager, who is not the user who ran the anonymization, receives a notification that one of their employees was anonymized.

Before you start

1. Configure Access to Integrations.
2. Configure a Workflow Notification which can be sent to an employee's manager; see the Create workflow notifications topic.
   1. From the Main Menu, select Administration > Application Setup > Event/Notification > Workflow Notifications.
   2. Click New
   3. In the Select Notification Type box, select Generic notification and click OK.
   4. Enter the notification Name; for example Anonymization Notification.
   5. (Optional) Add a description.
   6. Select the Recipient List will be supplied at runtime or Send to employee boxes, as appropriate.
   7. Edit the Subject line, as appropriate.
   8. Enter the Long Message, such as:
   9. One of your employees <Person Name>, <EmpName> is being anonymized.
   9. Complete the Control center fields. For example:

      Field 1 Label: Message

      Field 1 Value: One of your employees is being anonymized

      Field 2 Label: Employee Name

      Field 2 Value: <Person Name>

      Field 3 Label: Employee ID

      Field 3 Value: <Employee ID>

   10. Click Save.
3. Get the URL, User, and Password for the APIGatewayServer.
4. Deploy the AnonymizationTool integration pack; see the Deploy Integrations topic.

Select the environment

1. Open the Integration Template Designer: Select Main Menu  > Administration > Application Setup > Integrations Setup > Design Integration Templates.

   Note: If prompted, enter your Username and Password. Click Tap Log in.

2. Select the Manage tab > Atom Management.
3. Select your environment.

Configure the Anonymization Tool integration

Select environment extensions

1. In Administration, click tap Environment Extensions.
2. In Process Filter, click tap the magnifying glass . It can take several seconds before the button becomes active.
3. Scroll to and select the integration pack: AnonymizationTool > AnonymizationTool-v1.

Configure connection settings

Caution: If you select Use Default for the connection settings and process properties, ensure that Value is blank. If Value is not blank, that value overrides the default value whether or not Use Default is selected or cleared. Example: If the default value is abc, but Value shows xyz, the integration uses xyz regardless of the setting of Use Default.

1. Select Connection Settings.

2. From the Connection list, select and configure the following:

   Connection Settings

   Setting	Required	Actions
   APIGatewayServer	Required	To change the default API gateway server: Clear Use Default. Enter the URL to the server. Example: <tenantURL>/api

Configure process properties

1. Select Process Properties.

   Caution: Do not edit the default values of the AuthenticationProperties. By default, cookies are enabled and set the values for authentication properties.

2. Select AnonymizationTool_v1_ProcessProperties to set process properties that must be configured before the integration can run.

   Process Properties

   Property	Required	Actions
   Individual Employee ID	Optional	Default = blank To anonymize data for a limited group of employees: Clear Use Default. Enter the Employee IDs, as defined in the source system, each separated by a comma (,) but no spaces. Example: 13997,15556,20012
   Hyperfind Name	Required	Default = 1 (shown as blank) which indicates All Home and includes all active employees. To use a Hyperfind query for another group of employees: Clear Use Default. Enter the ID of the Hyperfind. Note: Ad-hoc Hyperfinds are not supported. All Home does not include terminated and inactive employees even if they have totals during the period. To include these totals, configure a Hyperfind that includes terminated and inactive employees and select that Hyperfind in this process property. The maximum number of employees in a Hyperfind is 3500. To process more employee records, divide the population into smaller Hyperfinds to run sequentially.
   Traceability	Required	Default = true, which indicates With Traceability. The Employee ID will remain as the key to the record. Note: False indicates Without Traceability. After anonymization, the anonymized record cannot be linked to the original employee. This boolean parameter value is case sensitive and should be entered using lowercase (true or false).
   Salaried Employee	Required	Default = false, which indicates whether Salaried Employee licenses are used in the system. Note: This boolean parameter value is case sensitive and should be entered using lowercase (true or false).
   Attendance Administrator	Required	Default = false, which indicates whether Attendance licenses are used in the system. Note: This boolean parameter value is case sensitive and should be entered using lowercase (true or false).
   Leave Administrator	Required	Default = false, which indicates whether Leave licenses are used in the system. Note: This boolean parameter value is case sensitive and should be entered using lowercase (true or false).
   Scramble Length	Required	Default = 6, which indicates the length of the scrambled string. Note: The minimum Scramble Length value is 6. The maximum Scramble Length value is 14.
   Manager Workflow Notification	Required	Default = blank Note: Enter the name of the Workflow Notification that is sent to the manager of employees who have been anonymized.
   Process Terminated Employees Only	Required	Default = true Note: Enter true if the integration should process both Active and Terminated employees. This boolean parameter value is case sensitive and should be entered using lowercase (true or false).
   Date Format	Required	Default = yyyy-MM-dd Note: Six (case sensitive) date formats are supported: MM/dd/yyyy MM-dd-yyyy dd/MM/yyyy dd-MM-yyyy yyyy/MM/dd yyyy-MM-dd

Configure cross-reference tables

Cross-reference tables (CRT) are the look-up tables that the integrations use to translate parameter values. One or more data values from the source system can be used to assign one or more parameters in the destination system.

1. Select Cross Reference.

2. From the Cross Reference list, select the following cross-reference tables:

   AnonymizationAction_CRT- Get the action to perform on the People Information fields.

   Column headers:

   People Information, Action, Replaced Value

   • People Information = The people information fields on which action needs to be taken.

   • Action = The action that needs to be taken; for example, Scramble, Remove, or Replace.

   • Replaced Value = The value to be used with the Replace action.

   Note:

   • Values of the people information field in CRT column "People Information" should be used AS-IS.

   • CRT is case sensitive: Action column value should be in camel case (First letter should be in upper case).

   • Date Fields in CRT support the date format defined in the "Date Format" integration install parameter.

   • Replaced value must be less than 20 characters and should not contain special characters.

   People Information Fields - Allowed Actions

   People Information Field	Allowed Action
   Last Name	Replace / Scramble
   Middle Name	Remove
   First Name	Replace / Scramble / Remove
   Short Name	Replace / Scramble / Remove
   ID	Scramble
   Birth Date	Replace / Remove
   Hire Date	Replace
   User Account Name	Scramble
   Reports To	Remove
   Seniority Date	Replace
   Home Address	Replace / Scramble / Remove
   Email	Remove
   Phone 1	Remove
   Phone 2	Remove
   Phone 3	Remove
   City	Replace / Scramble / Remove
   State / Province	Replace / Scramble / Remove
   Zip Code	Replace / Scramble / Remove
   Country	Replace / Scramble / Remove
   Additional Information	Replace / Scramble / Remove
   Person's Date	Replace / Remove
   Certifications	Remove
   Leave Administrator	Remove
   Attendance Administrator	Remove

   Note: Employee picture and Biometric Data need to be removed by a user. Biometric Data is automatically deleted, but only when the employee is terminated.

   Message_CRT: Maps the configurable message to a parameter.

   Column headers:

   Parameter Name, Locale Policy, Value, Description

   • Parameter Name = Parameters defined in AnonymizationTool_v1_Messages process property.

   • Locale Policy = Locale Policy.

   • Value = Message for Additional Details or the label in the Run Summary.

   • Description = Detailed description for Additional Details.

   Note:

   • Localization of integration extensions is supported.

     A Cross Reference Table holds all 39 messages with the standard English label, which applies to all locales when using a wildcard (*).

     Localization remains optional. Some or all messages can be translated by adding additional lines in the table with their preferred translation for a specific locale.

     When the integration finds a match before a wildcard match, that label will be displayed.

     Note that all messages need to remain configured with at least the wildcard locale policy or the integration will fail.

     Localization example

     Parameter Name	Locale Policy	Value	Description (optional)
     _MessageCallBackMessage	Dutch Netherlands	Integratie is begonnen
     _MessageProcessStatus	Dutch Netherlands	In uitvoering
     _MessageFailed	Dutch Netherlands	Mislukt
     _MessageInvalidNotification	Dutch Netherlands	Workflow notificatie naam is ongeldig of onjuist
     _MessageCallBackMessage	*	Integration has started
     _MessageProcessStatus	*	In Progress
     _MessageFailed	*	Failed
     _MessageInvalidNotification	*	Workflow Notification name is invalid or incorrect

Configurable Message Parameter List

Parameter Name	Value
_MessageUndefinedAction	When user passes invalid action in Action column, Additional Information displays non-applicable action passed.
_MessageEmployeeNotSelected	When user does not pass Hyperfind and Employee ID, Additional Information shows “No Employee or Hyperfind provided.”
_MessageInvalidNotification	When user provides invalid notification name, Additional Information shows “Workflow Notification name is invalid or incorrect.”
_MessageNoReplaceValue	When user does not provide Replace value for Replace Action, Additional Information shows “No Replaced value is provided.”
_LabelProcessedRecords	Text displayed in Run Summary section of Integration Run Details for Processed Source Records.
_LabelUpdatedEmployees	Text displayed in Run Summary section of Integration Run Details for Updated Source Records.
_LabelFailedEmployees	Text displayed in Run Summary section of Integration Run Details for Failed Source Records.
_MessageScrambleLength	When user enters Scramble length greater than 14 or less than 6, Additional Information shows “Scramble length is invalid.”
_MessageTerminatedEmployee	When user passes Active employee while process terminated employee set to true, Additional Information shows “Non-Terminated Employee passed.”
_MessageInvalidEmployee	When user provides invalid employee ID in Individual employee ID, Additional Information shows “Invalid Employee ID.”
_MessageCheckSpecialChar	When user provides Replace value greater than 20 characters or it contains special characters, Additional Information shows “Invalid Replaced value.”
_MessageWithoutErrors	When process completes without errors, it displays the text in Message section of Integration Run Details.
_MessageWithoutTransactionErrors	When process completes without transaction errors (Additional details may be accessible), it displays text in the Message section of Integration Run Details.
_MessageTransactionEnabled	When process completes with transaction errors (If Transaction Assistant is enabled, failed records can be re-submitted through Transaction Assistant), it displays text in the Message section of Integration Run Details.
_MessageAdditionalDetails	When process completes with transaction errors (Additional details may be accessible), it displays text in the Message section of Integration Run Details.
_MessageDeleteLeave	When user passes active employee without Leave License for Leave Administrator deletion, Additional Information shows “Employee not eligible.”
_MessageDeleteAttendance	When user passes active employee without Attendance License for Attendance Administrator deletion, Additional Information shows “Employee not eligible.”
_MessageNotifyManager	When system is unable to send notification to retrieved Manager ID, Additional Information shows “Manager ID not found.”
_MessageManagerNotFound	When employee without an assigned manager in the people record is passed for anonymization, Additional Information shows “Manager not assigned.”
_MessageInvalidDate	When user provided date does not match the format of the date parameter, Additional Information shows “Date format is incorrect.”
_MessageLimitedLicense	When user is not licensed to activate an employee, Additional Information shows “License not available.”
_MessageServerError	When integration encounters server error during Deletion of Administrators, Additional Information shows “Server error. Please re-run the integration.”
_MessageEmploymentStatusTerminated	When integration fails to set employee back to terminated due to any server error, Additional Information shows “Please set these employees back to Terminated manually.”
_MessageErrorEncountered	When Message Error encountered during integration run, “Please refer to Process Reporting for more details” appears.
_MessageProcessStatus	Text displayed in Integration Run Details for status of Process. (In progress)
_MessageCallBackMessage	Message for Unsuccessful response from the API call.
_MessageUnsuccessfulResponse	Text displayed in Integration Run Details for status of Process. (Failed).
_MessageFailed	Text displayed in Integration Run Details for status of Process. (Failed).
_LabelDisqualifiedEmployees	Text displayed in Run Summary section of Integration Run Details for Disqualified records.
_MessageTraceability	When user selects Traceability = true and Pass Scramble as Action for Employee ID, Additional Information shows “Traceability and ID Action are not in sync.”
_MessageInvalidParameter	When parameter validation fails, Additional Information shows ”Please refer to Additional Information for detailed description.”
_MessageTerminateandRe-run	When the integration fails to terminate the employee after removing Attendance or Leave Administrator, Additional Information shows “Server Error. Please terminate employee manually.” The integration must be reprocessed.
_MessageActivatingEmployees	When the integration fails to activate an employee before removing Attendance or Leave Administrator, Additional Information shows “Error encountered while activating employees.”
_MessageDeleteLeaveAdmin	When integration encounters issue deleting Leave Administrator, Additional Information shows “Error encountered while deleting Leave Administrator.”
_MessageDeleteAttendanceAdmin	When integration encounters issue deleting Attendance Administrator, Additional Information shows “Error encountered while deleting Attendance Administrator.”
_MessageGetEmpDetails	When integration encounters issue retrieving employee details, Additional Information shows “Error encountered while fetching employee details.”
_MessageRetrieveCertification	When the integration is unable to retrieve certification of employee, Additional Information shows “Error encountered while retrieving certifications.”
_MessageDeleteCertification	When the integration is unable to delete certification of employee, Additional Information shows “Error encountered while deleting employee certifications.”
_MessageUpdatingEmployee	When integration encounters issue updating person record using the action defined in CRT, Additional Information shows “Error encountered while anonymizing employee.”

3. Select Override to:

   • Download the tables when you run the integration
   • Edit the table cells in Extensions
4. When you finish, click tap OK.

After the integrations are deployed and the connection settings and process properties are configured, install the integrations to make them available for running or scheduling.

1. Select Main Menu  > Administration > Application Setup > Integrations Setup > Install Integrations.
2. Click Tap Create.
3. Enter a unique and descriptive Integration Name.
4. (Optional) Enter a Description.
5. Do not select API Integration.
6. In File Access, select None to not select a connection.
7. (Optional) If the person who runs the integration does not have full access to integrations, select Execute Integration with System Account. This allows the integration access to all APIs in the FAP, and the relevant permissions and data, regardless of the FAP and GDAP of the person who runs the integration.

8. (Optional) Select Re-Run to allow repeated runs of the integration with the same parameter values as the previous run.

9. Email Notifications

   (Optional)

   1. Select Yes to send email and control center notifications for integration runs.
   2. Enter the email addresses of the recipients for the following types of run status. For multiple recipients, separate the addresses by a comma, but no spaces:

      In Progress — The integration run started and has not finished.

      Completed — The integration ran successfully without errors.

      Failed — The integration ran successfully, but one or more records have errors. The integration run is treated as failed. If Abort on Failure is configured in an integration set, the integration set stops.

      Completed with Errors — The integration run has errors or could not run.

10. In Skip Configuration, select None (default) to allow multiple integrations to run at the same time or with the same data without restrictions.
11. Do not select Allow Minute Interval.
12. Integration template and parameters
    1. In Integration Template, select AnonymizationTool_v1.
    2. Click Tap Assign .
    3. In Integration Parameters, you can override default settings. Specify the following parameters:

       (Optional) Specify the individual Employee ID, or limited list of employee IDs, that will be anonymized:

       Click Tap Create .

       Individual Employee ID

       Parameter Name	(Required) Enter {Individual Employee ID}.
       Description	(Optional) Comma separated list of Employee IDs provided by user.
       Template Parameter	(Required) Select {Individual Employee ID}.
       Parameter Type	(Required) Select Text.
       Default Value	(Optional) Enter or Select ...
       User Prompted	To prompt the person who manually runs the integration to set this parameter, select Yes.

       Click Tap Save.

       (Required) Specify the default hyperfind query that contains the employees:

       Click Tap Create .

       Hyperfind Name

       Parameter Name	(Required) Enter Hyperfind.
       Description	(Optional) Hyperfind or Location Query that provides list of employees.
       Template Parameter	(Required) Select Hyperfind.
       Parameter Type	(Required) Select Hyperfind.
       Default Value	(Optional) Enter 1 = All Home.
       User Prompted	To prompt the person who manually runs the integration to set this parameter, select Yes.

       Click Tap Save.

       (Required) Specify whether the Employee ID also gets anonymized:

       Click Tap Create .

       Traceability

       Parameter Name	(Required) Enter Traceability.
       Description	(Optional) false = no traceability which means that the Employee ID also get anonymized.
       Template Parameter	(Required) Select Traceability.
       Parameter Type	(Required) Select Boolean.
       Default Value	(Optional) Enter false.
       User Prompted	If the value does not need to be changed when the integration runs, select No.

       Click Tap Save.

       (Required ) Specify if salaried employee license types used in the system:

       Click Tap Create .

       Salaried Employee

       Parameter Name	(Required) Enter Salaried Employee.
       Description	(Optional) Specify if Salaried Employee licenses are used in the system
       Template Parameter	(Required) Select Salaried Employee.
       Parameter Type	(Required) Select Boolean.
       Default Value	(Optional) Enter false.
       User Prompted	If the value does not need to be changed when the integration runs, select No.

       Click Tap Save.

       (Required ) Specify if Attendance licenses are used in the system:

       Click Tap Create .

       Attendance Administrator

       Parameter Name	(Required) Enter Attendance Administrator.
       Description	(Optional) Specify if Attendance licenses are used in the system.
       Template Parameter	(Required) Select Attendance Administrator.
       Parameter Type	(Required) Select Boolean.
       Default Value	(Optional) Enter false.
       User Prompted	If the value does not need to be changed when the integration runs, select No.

       Click Tap Save.

       (Required ) Specify if Leave licenses are used in the system:

       Click Tap Create .

       Leave Administrator

       Parameter Name	(Required) Enter Leave Administrator.
       Description	(Optional) Specify if Leave licenses are used in the system.
       Template Parameter	(Required) Select Leave Administrator.
       Parameter Type	(Required) Select Boolean.
       Default Value	(Optional) Enter false.
       User Prompted	If the value does not need to be changed when the integration runs, select No.

       Click Tap Save.

       (Required ) Specify the length of the scrambled string:

       Click Tap Create .

       Scramble Length

       Parameter Name	(Required) Enter Scramble Length.
       Description	(Optional) Specify the length of the scrambled string (minimum 6 - maximum 14)
       Template Parameter	(Required) Select Scramble Length.
       Parameter Type	(Required) Select Text.
       Default Value	(Optional) Enter 6.
       User Prompted	If the value does not need to be changed when the integration runs, select No.

       Click Tap Save.

       (Required ) Specify the Workflow Notification sent to the Manager of the Employees who have been anonymized:

       Click Tap Create .

       Manager Workflow Notification

       Parameter Name	(Required) Enter Manager Workflow Notification.
       Description	(Optional) Notification sent to manager of the employee who has been anonymized
       Template Parameter	(Required) Select Manager Workflow Notification.
       Parameter Type	(Required) Select Text.
       Default Value	(Optional) Enter the Manager Workflow Notification.
       User Prompted	If the value does not need to be changed when the integration runs, select No.

       Click Tap Save.

       (Required ) Specify whether the integration will process both Active and Terminated Employees:

       Click Tap Create .

       Process Terminated Employees only

       Parameter Name	(Required) Enter Process Terminated Employees only.
       Description	(Optional) false = integration will process both active and terminated employees.
       Template Parameter	(Required) Select Process Terminated Employees only.
       Parameter Type	(Required) Select Boolean.
       Default Value	(Optional) Enter true.
       User Prompted	If the value does not need to be changed when the integration runs, select No.

       Click Tap Save.

       (Required ) Specify the date format of dates specified in the CRT:

       Click Tap Create .

       Date format

       Parameter Name	(Required) Enter Date format.
       Description	(Optional) Defines the date format of the dates specified in CRT
       Template Parameter	(Required) Select Date format.
       Parameter Type	(Required) Select Text.
       Default Value	(Optional) Enter yyyy-MM-dd.
       User Prompted	If the value does not need to be changed when the integration runs, select No.

       Click Tap Save.

13. Click Tap Save.
14. Make sure that the generic data access profiles (GDAP) allow access by the people who need to run the installed integrations. Select Administration > Application Setup > Integrations Setup > Access Profiles; see Configure Access to Integrations.

Run integrations to test that the configuration is set up correctly.

Run the integration

1. Select the integration:
   1. Select Main Menu  > Maintenance > Integrations. 
   2. Click Tap Run an Integration . 
   3. Select the AnonymizationTool_v1 integration from the list. Click Tap Select. 
   4. (Optional) Enter a unique Integration Run Name to make it easier to identify the run of the integration. Otherwise, the default name ends with a date and time stamp.
2. Set parameters as follows:
   • Employee ID: To process data for only a limited group of employees, enter the person numbers, as defined in the source system, each separated by a comma (,) but no spaces.

     For 3 employees: 13997,15556,20012

   • Hyperfind: Select a hyperfind query of employees.
   • Traceability: Select a boolean.

3. Select the following:

   • Run Integration: If this is the first time this integration is being run.
   • Re-Run: If this integration has been run before, and the status is not In-Progress, you can run the integration again without entering the parameter values again. Click Tap Yes to continue, or No to not run the integration and to return to the parameter settings.

4. Wait for the confirmation that the integration completed or failed. Close the panel.
5. Click Tap Refresh . 
6. To see details, select the integration run. Select Run Summary.

Check the results

Status indicators

•  In-Progress: The run of this integration has not yet completed.
•  Completed: The integration ran successfully without errors.
•  Scheduled: This integration is scheduled to run later or repeatedly.
• (Grayed out) Scheduled but Deleted: This integration is scheduled to run, but the integration template has been deleted. When it runs, it will generate an error. To prevent this error, delete the scheduled integration run.
•  Completed with Errors: The integration ran successfully, but one or more records have errors. The integration run is treated as failed. If Abort on Failure is configured in an integration set, the integration set stops.
•  Failed: The integration run has errors or could not run.
• To troubleshoot and resolve errors, do the following:

  Check the Run Summary for details.

  • To troubleshoot all types of errors, or if the Run Summary shows a large number of errors, click tap Go to Additional Details (if available), or click tap the Source File to open and examine the input source file.
  • (Only for import integrations) To troubleshoot and resubmit integrations that have transactional or data errors, click tap Go to Transaction Assistant.

To check the results in more detail:

1. Click Tap the tile for the integration run.
2. Click Tap Run Summary to see the results of the integration run.

   Example Run Summary details

   Note: The available details vary by integration and configuration.

   • Integration Run Name: Name of this run of the integration.
   • Process Name: Name of any integration set that includes this integration.
   • Integration Name: Name of the installed integration.
   • Integration Reference ID: Unique identifier for this integration run (to help in troubleshooting errors).
   • User: The person or user account that ran the integration.
   • Integration Type: Import, Export, or None
   • Start Date: Date and time when the integration run started.
   • End Date: Date and time when the integration run finished.
   • Status: In-Progress, Completed, Completed with Errors, or Failed.
   • Records Processed: Number of records that were processed.
   • Records Created: Number of records that were created.
   • Errors: Number of records that failed.
   • Source Files, Output File, and Error Files: For file-based import integrations, use Manage SFTP to access the source and output files on the inbound (source) and outbound (destination) SFTP folders. See the Manage SFTP topic.
3. Log in to the destination system and make sure that the data has been correctly updated.