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SF – BizX Instance Refresh Tool (IRT):


SF IRT (Instance Refresh Tool) is similar to System Copy over cloud. This tool helps users/customers to do System Refresh/Copy from Production System to Quality System for any testing scenarios.


  1. Steps to be performed by customers before and after refresh activity for SuccessFactors Learning Management System
  2. Best Practices and Frequently Asked Questions on LMS Instance Refresh requests
  3. Download the latest LMS Instance Refresh form


  1. A Ticket has to be opened to get access to Instance Refresh Tool in all the existing environments with SAP under component LOD-SF-SER-REF. This is a one-time activity.
  2. Once enabled by SAP, customers can use the Instance Refresh tool as and when required.
  3. Assign the below permissions to the Admin Role (identify the role) in Source and Target Instances both.

For Example: CONFIG ADMIN Role and add the Admin Permission – Manage Instance Refresh and select all to select both the Manage Refresh and View Refresh requests.

Note:     The manual refresh process is only for specific scenarios where the Instance Refresh Tool (IRT) cannot be used.

Steps for BizX Refresh Process:

  1. Enable Instance Refresh Feature.
  2. Enable Access to the Instance Refresh Tool.
  3. Configure Source & Target.

SF – BizX Instance Refresh Tool (IRT):

Instance Refresh Workflow Diagram:


Fig-1: Instance Refresh Workflow.

  • How to enable the “Instance Refresh Tool (IRT)” for SF Instance?

Instance Refresh tool is based on “Role-Based-Permission (RBP)” which must be enabled prior to using the IRT.

Below permissions must be enabled to the user on both “Source & Target” Instance


  1. Manage Integration Tools: Access to OData API Metadata Refresh & Export.
  2. Metadata Framework: Admin Access to MDF OData API
  3. Manage Instance Refresh: Select All Roles.

Note: Ensure the “Username or User ID” using to schedule the Refresh should have less than 20 characters.

Steps at Source Instance:

Adding Roles:

Source System: SF PRD

Source System ID: This can be found at “Show Version Information” at SF page

  1. Login to SF Page using Source System ID:
  • Go to Admin Center
  • Search for Manage Permission Role


Fig-2: Search for Roles

  • Click on Admin Role


Fig-3: Permission Role List.

  •  Click on “Permission” button


Fig-4: Permission Button.

  • Search for Manage Integration Tools à Search for Access to OData API Metadata Refresh & Export.

Follow above 1.4. steps to assign other two roles:

  • Matadata Framework à Admin Access to MDF OData API
  • Manage Instance Refresh à Select All Roles

Note: Please Repeat the above steps at “Target System” to assign the same roles.


Steps at Target Instance:

Source System: SF QAS/Test

Source System ID: This can be found at “Show Version Information” at SF page

*Important Note*:

Before performing Instance Refresh at Source Instance. SAP Recommends refreshing Cache for OData API Metadata to avoid any Instance Refresh Failure.

Steps to perform Cache Refresh at Source Instance:

Go to Admin Center:

à Search for OData API Metadata Refresh & Export

à Click on Refresh button.


Fig-5: OData API Metadata Refresh & Export


Steps for Instance Refresh:

  1. Go to Admin Center à Search for Instance Refresh


Fig-6: Search for Instance Refresh

  1. Select “Full Copy” (Instance Refresh) à Click on Next


Fig-7: Instance Refresh Management.

  1. Click on “Create New Request”


Fig-8: Instance Refresh Center

A pop-up screen appears, provide Target Instance information

  1. If you do not see any entry in the Field Target Destination. Then add the Target System first.
  • Click on “Add New Pair” in BLUE color
  • Select all Target Instance required fields

A pop-up wizard screen appears to provide Target Instance information:


Fig-9: Instance Refresh Pair Wizard.

  • Click on “Generate Token” for Validation Authentication

*Important* Note:

Authentication Token can find at Target (SF) Instance, copy this generated Token Number from “Target Instance” and Paste it at “Source Instance” to validate Authentication the Target Instance.

Steps at Target Instance:

5. Go to Target Instance (QAS/Test):

  • Go to Admin Center
  • Search for Instance Refresh


Fig-10: Search for Instance Refresh Role

  • Select Full Copy (Instance Refresh)
  • Click on Next


Fig-11: Instance Refresh Management

  • Copy Token Number to Validate Authentication


Fig-12: Instance Refresh Center

Note: Authentication Token Number valid only for 60 minutes (One Hour).

Follow the above steps from points – 1 till 5

Steps at Source Instance:

  1. Go to Source Instance (Production)
  • Go to Admin Center
  • Search for Instance Refresh


Fig-13: Search for Instance Refresh Role

  • Select Full Copy (Instance Refresh)
  • Click on Next


Fig-14: Instance Refresh Management.

  • Go to “Get Authentication Token”, click on the URL/Link for “Click here if you already Copied the Authentication Token”
  • Paste the Token Number to validate Authentication
  • Click on Validate – if correct… will see a successful message

Once done… Target information will appear to select from the drill down option.

Close the Pairing Wizard.

  1. Select the Target Instance:
  • Select the Target Environment
  • Enter Target Company ID
  • Select the Product HCM Suite
  • Select to Schedule Refresh Date:

Note: Dates can be selected between Monday through Thursday

Based on time zone, off Time will be selected by Default for this Activity


Fig-15: Scheduled Refresh Target Instance.

  1. Instance Refresh is now scheduled. During the Refresh Time, one can click on

“View Status Workflow” to see the Refresh Status.

Fig-16: Status for Instance Refresh.

Once the activity completed, below screen will show a “Successful” Message.


Fig-17: Instance Refresh Center.

Once you see the “Successful” message from IRT after performing all the above steps, Target System would be ready to access and perform the test scenarios.

For Reference:

Please follow the SNotes –

2835061 – For more information on Instance Refresh Tool.

2719468 – BizX Instance Refresh Tool & F&Q

2165346 – Learning Management System Manual Refresh Process


Post Refresh Activities at ERP System:

T’Codes                 Description

  1. SOAManager change URL Settings from PRD to QAS
  2. STrust Reset Trust Certificates from PRD to QAS
  3. Secstore Migrate User Restore from PRD to QAS (SNote: 1931959 & 816861)
  4. SSFS_<SID>.DAT & SSFS_<SID>.KEY: Copy these files from Source and move to Target.

Thanks & Regards



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