Deleting Learners

This topic describes how to delete learners.

Page Name

Definition Name

Usage

Learner Delete Control Page

LM_LRNR_EXC_REC

Identify tables where learner data will not be deleted.

Learner Delete Page

LM_LRNR_ID_DELETE

Select learner to be deleted and run the Learner Delete process.

Learner Delete Log Page

LM_LRNR_ID_DEL_LOG

Review the data that was deleted for a specific learner.

Use the Learner Delete (LM_LRNR_DEL) Application Engine process to delete data for specific learners. In case of merged learner IDs, the system will perform a check, to ensure that both the active and inactive learner IDs are deleted.

Oracle delivers the Learner Delete Administrator role specifically for users running the Learner Delete process. These users can access all pages related to the Learner Delete process. This role has to be assigned to the users manually.

Note: Once a learner ID is deleted, the user profile gets locked and no user will be permitted to log in to the system using the deleted user credentials.

After a learner ID is deleted, any active learning associated with the learner, such as a class, course, program or supplemental learning, gets dropped/deleted. The maximum enrollment limit and wait lists for all learnings previously associated with the deleted learner ID are refreshed.

Deleted Data

The Learner Delete process performs these actions:

  • All tables with any of the fields listed below are deleted:

    • LM_ACT_OWNER_ID

    • LM_APPR_ID

    • LM_ASSIGNED_BY

    • LM_CNTCT_ID

    • LM_COORD_ID

    • LM_ENRLMT_ADMIN_ID

    • LM_EXT_APPR_ID

    • LM_INSTR_ID

    • LM_INT_APPR_ID

    • LM_LPLN_CREATED_BY

    • LM_MANAGER_ID

    • LM_OWNER_ID

    • LM_PRVD_ID

    • LM_REQUESTOR_ID

    • LM_SHPMNT_OWNR_ID

    • LM_SPL_APPROVER

    • LM_SRC_PERSON_ID

    • LM_SUPERVISOR_ID

    • LM_TARGT_PERSON_ID

  • For all the tables that have any of the fields listed above as a foreign key, the process changes the corresponding value to 0 (zero).

    For example, in the Enrollment table the LM_PERSON_ID field is zeroed out.

  • For the learner attachment tables, the process deletes the data related to the learner that you specify.

Excluding Records from the Deletion Process

The Learner Delete Control Page enables administrators to specify records to be excluded from the deletion process.

When a user runs the process, the Learner Delete Page includes a Skip Record Exclusion Check option. When this option is selected, the record exclusion settings are ignored and all learner data is deleted.

Limitations

The Learner Deletion process has the following limitations:

  • File attachments that are stored outside of the PeopleSoft database (for example, on an FTP server) are not deleted.

  • If you have customized the system, or if you have sent learner data to third-parties, you are responsible for managing the deletion of the relevant data.

Use the Learner Delete Control page (LM_LRNR_EXC_REC) to identify tables where learner data will not be deleted.

Navigation:

Set Up ELM > System Administration > Database Processes > Learner Delete Control

This example illustrates the fields and controls on the Learner Delete Control page. You can find definitions for the fields and controls later on this page.

 Learner Delete Control page

Field or Control

Description

Operator

Select Equal to exclude the specific record that you specify.

Select Like to exclude records with record names like the string that you specify.

Record Name

Enter the name of the record to be excluded from the deletion process.

Use the Learner Delete page (LM_LRNR_ID_DELETE) to select learner to be deleted and run the Learner Delete process.

Navigation:

Set Up ELM > System Administration > Database Processes > Learner Delete

This example illustrates the fields and controls on the Learner Delete page. You can find definitions for the fields and controls later on this page.

 Learner Delete page

Field or Control

Description

Run

Click the Run button to access the Process Scheduler Request page, where you can run or schedule the Learner Delete process.

Control Parameters

Field or Control

Description

Skip Record Exclusion Check

Select this check box to ignore the Exclude Records settings on the Learner Delete Control Page.

This check box is deselected by default. With this default setting, the deletion process does not affect tables that the process is configured to exclude.

When you select this check box, all learner data is deleted, irrespective of the exclusion rules set.

Learner IDs

Field or Control

Description

<sequence number>

If you enter multiple learner IDs in the grid, the Learner Delete process runs through each learner in sequence. The sequence number matches the process sequence number that appears on the Learner Delete Log Page.

Learner ID

Enter the learner ID for the learner to be deleted. The system populates the other columns in the grid with the learner type, name, email address, learning environment and whether or not the learner has any active enrollments. This read-only information helps you verify that you’ve entered the correct learner ID.

After you run the deletion process, all learner data (including the learner ID) is cleared from the grid.

Use the Learner Delete Log page (LM_LRNR_ID_DEL_LOG) to review the data that was deleted for a specific learner.

Navigation:

Set Up ELM > System Administration > Database Processes > Learner Delete Log

This example illustrates the Learner Delete Log page.

 Learner Delete Log page

Process Information

Field or Control

Description

Process Instance

Identifies the specific instance of the Learner Delete process that you are reviewing.

Sequence

The Sequence number reflects the order in which the Learner Delete process handles multiple learners. For example, if an instance of the process deletes three learners, the Sequence number 1 is assigned to the first learner to be deleted and 3 is assigned to the last learner to be deleted.

Learner ID

Displays the original learner ID for a single learner who was deleted.

A single instance of the process can delete multiple learner IDs, but this page displays information for only one learner at a time.

Date/Time Stamp

Indicates when the Learner Delete process ran. This is the date and time for the process instance, so it is the same for all learners who were processed together.

User ID

Identifies the user who ran the specified instance of the Learner Delete process.

Rows Deleted

Displays the total number of rows (across all records) that were deleted for the specified learner.

Record Details

Field or Control

Description

Record Name

Identifies a record where rows were deleted.

Field Name

Identifies the learner ID field in the record. Typically the value is LM_PERSON_ID.

Rows Deleted

Displays the number of rows that were deleted from the specified record.