Anonymize personal data (GDPR)

The anonymization feature enables the GDPR-compliant deletion of personal data belonging to former employees while preserving all links to other data. The employee record is retained, including its connections to, for example, reserved workstations or service tickets, without it being possible to link the data back to the individual. This means that statistical analyses remain possible.

Warning: Anonymization cannot be undone! Before anonymization, ensure that there are no legal or business reasons preventing the deletion. In case of doubt, consult with the HR department or legal department.

What will change?

Personnel record

The following fields will be overwritten with anonymized values:

• Personnel code: Becomes “ANO” + random number (e.g., ANO000012345)

• Email address: Becomes “anonym@example.de”

• First name: Becomes “Anonymous”

• Last name: Becomes “Anonymous”

• Title: Set to “Company”

Additionally:

• All other personal data (phone number, address, etc.) is deleted

• The person's login is blocked

• The person is deactivated

• A note with the date of anonymization is added

Data record archive

• The author is anonymized in all entries triggered by the person

• The complete change history of the personnel record is deleted

Comments

• All comments created by the person are anonymized:

  • The author's name is changed to "Anonymous"

  • The email address becomes “anonym@example.de”

• The comment texts themselves remain unchanged

Procedure in the FM Portal

Path to the starting point: Basic Data - Personnel List

1. Open the personnel record for the person who is to be anonymized.

2. Click on Tools in the toolbar.

3. Then click on Anonymize (GDPR).

4. Confirm the security prompt with Yes.

5. Click Save.

Note: If anonymization is unsuccessful, it is because the person is a member of a permission group or because this person is the last responsible person in any open tickets.

Remove person from permission groups

The person must no longer be included in permission groups.

Procedure in the FM Portal

Path to the starting point: Basic Data - Personnel List

1. Go to the Users in Permission Groups section.

2. Uncheck all the boxes next to the permission groups listed there.

3. Click Save.

4. Perform the anonymization again.

Tip: Check whether the permission group still includes other users. If not, tasks in eTASK may not be performed under certain circumstances.

Edit Workflow Roles

The person must not be the last person responsible for open tickets. Therefore, they must be replaced by someone who remains with the company.

Procedure in the FM Portal

Path to the starting point: Control Panel - MyFM - Configuration Services/Workflows - Workflow Role Assignments

1. Check how the person was assigned to the role (via the Employee column or the Group column; if via the Group column, proceed to the Control Panel - Portal Options - Rights Management - Users in Groups table)

2. Replace the person with another person (direct assignment via the Workflow Role Assignment table or via the corresponding group).

3. Go to Control Panel - Portal Options - Portal Management - Timer Jobs - Job Management and open the timer job GlWorkflowRefreshRoles.

4. In the "Execute Job Manually" section, click the "Execute Job" button.

5. After the job has run successfully, perform the anonymization again.

Take a look here as well:

📄 Rollenbesetzung prüfen IC2796

📄 Ausführung eines Timer-Jobs sicherstellen IC1281

📄 Vergabe von Benutzerrechten IC1069