View/Export Personally Identifiable Information

Personally identifiable information about SAP CPQ users and customers can be exported. If users/customers prove their identity is genuine, they can request extraction of personally identifiable information.

In SAP CPQ, User and Customer objects are by default flagged as PII. However, PII can also be located in other objects, in which case they need to be flagged manually. To do this, select the Personally Identifiable Information checkbox on each object individually. Unflagged data cannot be exported.

Any data that was in the system before this functionality was created cannot be exported until it is manually flagged as PII.

To extract PII about users, follow these steps:
Prerequisite: to have data that you wish to extract flagged as PII.

  1. Go to Setup > Security > View/Export PII.
    A new page displays.
  2. Select the Search Users option.
  3. Start typing the name, username or email address of the user.
    A dropdown list with matching users displays.
  4. Select a user.
    A card with user details displays.
    If there are multiple users with identical names, the data in the cards will help you distinguish between them.
  5. Click Filter Data.
    The Search Filter popup displays.
    1. Select the objects that will be filtered.
      The available objects are:
      1. Quotes
      2. Quote Custom Fields
      3. Quote Item Custom Fields
      4. Quote Tables
      5. User Custom Fields
      6. Customer Custom Fields
      7. Custom Tables
    2. Click Apply.
  6. Click Search Data.
    To filter all objects, click Search Data right away, without manually filtering the objects.
    Pills with object labels are displayed and all requested objects with user/customer PII are listed. If there is no PII in the requested objects, only their names and empty columns are displayed.
  7. Select checkboxes for all data you wish to export.
  8. Click either Export as .xlsx or Export as PDF.
    The file is downloaded.


Extracting customer PII is done in a very similar way. The only difference is that customers do not have usernames, so when you select the Search Customers button, you need to enter a customer’s full name or an email address in the search field.

Each performed search for users’ or customers’ PII is tracked in Audit Trail > Admin Actions.

View/Export PII Data Filter

After you click Search Data, pills with object labels you selected in the Search Filter are displayed, followed by the requested objects with user/customer PII. Pills are used for data filtering. By clicking X next to a pill with an object label, the corresponding object is hidden. The objects themselves consist of PII sorted in columns listed in the following text. You can choose which columns you wish to export by selecting/unselecting the adjacent checkboxes.

Individual records can be unselected in all objects if they do not refer to the requested user/customer except in quotes because quotes always refer to the user/customer in question. Only individual columns that belong to the Quotes object can be unselected.

The following objects and details can be exported:

  1. Quotes
    1. Quote Number
    2. Quote Owner
    3. Customer
    4. Status
    5. Date Created
    6. Date Modified
  2. Quote Custom Fields
    1. Custom Field Content
    2. Custom Field Name
    3. Quote Number
    4. Quote Owner
    5. Tab Name
  3. Quote Item Custom Fields
    1. Custom Field Content
    2. Custom Field Name
    3. Custom Field Label
    4. Quote Number
    5. Product Name
    6. Date Modified
  4. Quote Tables
    1. Column Value
    2. Table Label
    3. Table Name
    4. Column Name
    5. Quote Number
    6. Tab Name
    7. Date Modified
  5. User Custom Fields
    1. Custom Field Content
    2. Custom Field Name
    3. Custom Field Label
    4. On User
  6. Customer Custom Fields
    1. Custom Field Content
    2. Custom Field Name
    3. Custom Field Label
    4. On Customer
  7. Custom Tables
    1. Column Value
    2. Table Name
    3. Column Name
    4. Date Modified
    5. Modified By

As of the 1905 release, the Modified By column for Custom Tables displays the name of the user who last modified the custom table row in which user/customer data is found. However, in the previous releases the Modified By column displayed the name of the user who last modified the entire custom table for the custom tables created before 1905, as the system did not record changes on row-level.

Audit Trail

The following data is logged in the Admin Actions tab of the Audit Trail:

  • the name of the administrator who performed the search
  • the username of the administrator who performed the search
  • the name of the user/customer who was searched for
  • the section in which the search was performed
  • date and time of the search
  • the name of the user who last modified each row in custom tables
You are here: SAP Sales Cloud CPQ Online HelpAdmin Page HelpSecurityPersonally Identifiable InformationView/Export Personally Identifiable Information