For our customers' GDPR compliance, we now provide a method (available upon request) to completely remove a user's delete inactive users with all PII (Personally Identifiable Information) from the database, while still keeping historical execution and audit data. Personal information that might be stored for a user may include the following:

• Full name
• Home Address
• Email Address
• Telephone Number

To remove users and their personal information from Zephyr, the administrator managing the users must first disable the users prior to deleting the user. The administrator deleting the user also needs access to the database storing the user information for Zephyr. Follow the below steps to remove any existing personal information/details of a user for the following databases:

MySQL Database

1. Run the first select query to fetch disabled users in the database.

select id from users where account_enabled=b'0';

2. Run the following update and add/replace the ids of the user as the parameters for 2nd query to update the information.

• Ensure that you replace the <id comma separated if multiple ids> at the end of the update with the id of the actual user(s) you wish to remove.

update users set first_name=CONCAT('deleted.user',id), last_name=CONCAT('deleted.user',id), username=CONCAT(CONCAT('deleted.user',id),'.',CONCAT('deleted.user',id)), email=null, title=null,address1=null, address2=null, city=null, user_state=null, country=null, postal_code=null, loc=null, work_phone_number=null, mobile_phone_number=null, home_phone_number=null, website=null, picture=null, password_hint=null, status=null, login_name=CONCAT(CONCAT('deleted.user',id),'.',CONCAT('deleted.user',id)) where id in (<id comma separated if multiple ids>);

Oracle Database

1. Run the first select query to fetch disabled users in the database.

select id from users where account_enabled='0';

2. Run the following update and add/replace the ids of the user as the parameters for 2nd query to update the information.

• Ensure that you replace the <id comma separated if multiple ids> at the end of the update with the id of the actual user(s) you wish to remove.

update users set first_name=CONCAT('deleted.user',id), last_name=CONCAT('deleted.user',id), username=CONCAT(CONCAT('deleted.user',id),CONCAT('.',CONCAT('deleted.user',id))), email=null, title=null, address1=null, address2=null, city=null, user_state=null, country=null, postal_code=null, loc=null, work_phone_number=null, mobile_phone_number=null, home_phone_number=null, website=null, picture=null, password_hint=null, status=null, login_name=CONCAT(CONCAT('deleted.user',id),CONCAT('.',CONCAT('deleted.user',id))) where id in (<id comma separated if multiple ids>);commit;

SQLServer Database

1. Run the first select query to fetch disabled users in the database.

select id from users where account_enabled='0';

2. Run the following update and add/replace the ids of the user as the parameters for 2nd query to update the information.

• Ensure that you replace the <id comma separated if multiple ids> at the end of the update with the id of the actual user(s) you wish to remove.

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that user will be assigned as an In-active deleted user

• To Enable this feature, the user has to Enable the
  Administration > Customizations > Miscellaneous > Delete Inactive Users

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• Once users enable this Flag they will see a button Delete Inactive Users in
  Administration > Customizations > Advanced > Delete Inactive Users

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• Click on the button Delete Inactive Users, and a Pop-up will come.

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• In the above pop-up

  • Total number of users to be deleted at a time:-

    • The value that at a time the number of users will be deleted. This can be configured in the Properties file in {ZephyrDIR}/tomcat/webapps/flex/WEB-INF/classes/gdpr.properties.

    • By default, the value is one

    • It can be configured by changing the value of zephyr.gdpr.delete.count
      #zephyr gdpr delete count
      zephyr.gdpr.delete.count=1

    • Once this value is changed System needs to be restarted to make the change value effective.
      

  • Total number of inactive users:

    • This is the total number of inactive users present in the system.

• Once click on the Delete button users will start getting deleted one by one depending on how many users are to be deleted at a time depending on the value in the Total number of users to be deleted at a time.

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• Once Users are deleted, they will get replaced by the User called “InActive user”.

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