Data Insight User Guides
System Refresh Step by Step User Guide
This guide explains how to create a DDR System Refresh template from start to finish, including template selection, connection setup, copy mode selection, SAP module selection, full system copy consideration, data scrambling, policy inclusion, and template release for controlled replication.
Purpose of DDR System Refresh
DDR System Refresh is used when a wider refresh is required than an object based refresh. It allows teams to refresh a target SAP environment using either a selected module based copy or a full system copy option, depending on the required scope, risk profile, runtime expectation, and business use case.
The selected copy option is suitable when the business wants a controlled subset, for example SAP FI, SAP PM, SAP MM, SAP SD, SAP CO, or another module. The full system copy option is suitable when the target needs a much broader dataset and selective refresh would not provide enough coverage.
Access System Refresh from the DDR Central Console
From the DDR Central Console, select System Refresh from the left hand navigation menu. This opens the System Refresh wizard where a controlled system level refresh template can be created.
The screenshot below uses a zoom style highlight so users can clearly identify the correct menu option and avoid selecting Data Refresh or Object Refresh by mistake.
Select the Template Type
The wizard starts by asking the user to select a template type. A template controls the refresh scope, connection details, copy option, selected modules, scrambling settings, and final release status.
Used where the organisation has a predefined and approved refresh pattern. This is faster and reduces manual setup, but it offers less flexibility if the current requirement is different from the standard configuration.
Used where the refresh needs to be configured for a specific landscape, project, module selection, or security requirement. This gives greater control, but the configuration must be reviewed carefully before release.
Enter Template Name, Transfer Type, and Connection
Provide a clear template name and select the transfer type. The name should make the purpose obvious, for example by including the module, target system, project, or refresh cycle.
Select the correct connection so DDR knows the source and target systems that will be used for the refresh. The connection should already be maintained in DDR and should be tested before the template is released.
Recommended naming approach: use a name such as SYSREFRESH_PM_QA_MAY2026 or FULL_SYSTEM_COPY_QP4_600. This makes audit, monitoring, and support easier.
Select the System Refresh Copy Option
The System Refresh wizard provides two main copy options. The correct option depends on whether the target system needs a controlled module based refresh or a broader full system refresh.
| Copy Option | Meaning | Best Use Case |
|---|---|---|
| Selected Copy | Allows the user to select specific SAP modules or business areas for refresh. | Best for project systems, test cycles, training, targeted support, and controlled non production refreshes. |
| Full System Copy | Copies a much broader system level dataset based on the configured DDR approach. | Best when the target requires near complete coverage and module based selection is not enough. |
Understand Selected Copy, Module Based Refresh
With Selected Copy, DDR allows the user to select the SAP modules that need to be refreshed. This is the preferred approach when the requirement is controlled, targeted, and focused on a particular business process.
Reduces the amount of data copied, lowers runtime, limits target system impact, supports focused testing, and avoids unnecessary movement of unrelated business data.
Requires careful scope review. If a required dependent module or related dataset is missed, users may see incomplete test scenarios or missing linked records.
For example, selecting SAP PM can support plant maintenance testing without refreshing every unrelated module. This is useful when business teams only need specific module coverage.
Include the Required SAP Module
Select the required SAP module from the list of business objects, then click Include. The selected module is added to the selected business objects table and becomes part of the refresh scope.
In the example shown, SAP Plant Maintenance is selected. The same principle applies to other modules such as SAP FI, SAP CO, SAP MM, SAP SD, SAP EWM, SAP EAM, or other available module groups.
Important: Before releasing the template, confirm that the selected module is sufficient for the test requirement. Some scenarios may need related master data, cross module dependencies, configuration, or additional technical tables.
Understand Full System Copy
The Full System Copy option is used when a broader refresh is required. This option is normally considered when the target environment needs a much wider dataset and a selective module based copy may not provide enough coverage.
Provides wider coverage, reduces the risk of missing module dependencies, and is useful where testing requires many integrated business processes across the system.
Usually increases runtime, data volume, storage impact, validation effort, and security exposure. Scrambling and exclusion review become more important because more data may be moved.
Use this option when the requirement is system wide and the target needs broad business coverage. For regular focused testing, selected copy is usually more controlled and efficient.
Select Data Scrambling Mode
After the refresh scope has been selected, move to the data scrambling step. Data Scrambling protects personal, confidential, commercial, and regulated information before it is made available in a non production system.
| Scrambling Mode | Meaning | When to Use |
|---|---|---|
| None | No scrambling is applied during the refresh. | Only use when the dataset contains no sensitive data or where another approved protection method is already in place. |
| Scramble at Source | Sensitive data is scrambled before it leaves the source system. | Recommended where the strongest protection is required before data transfer. |
| Scramble at Target | Data is scrambled on the target system before or during target side replication processing. | Useful where target side policies are used or where the technical design requires target processing. |
Include Data Scrambling Policy
After selecting the scrambling mode, choose the required scrambling policies from the available pattern list and click Include. The selected patterns are then shown in the selected pattern list and preview panel.
Scrambling policies can be designed for sensitive fields such as names, addresses, bank details, email addresses, telephone numbers, employee details, customer data, vendor data, or other business sensitive fields.
Security guidance: Scrambling should be used whenever production or production like data is copied into non production systems. This reduces exposure during testing, training, support, project work, and user acceptance testing.
Release and Lock the System Refresh Template
Once the template configuration is complete, review all settings before release. This includes the template name, connection, selected copy option, selected modules or full system option, scrambling mode, and selected scrambling policies.
When the template is released, DDR asks for confirmation. Released templates cannot be modified, which protects the approved refresh scope and prevents accidental changes before execution.
Important: Do not release the template until the scope, connection, module selection, full system selection, and scrambling setup have been reviewed and approved.
Selected Copy versus Full System Copy
| Area | Selected Copy | Full System Copy |
|---|---|---|
| Scope | Limited to selected modules or business areas. | Broad system level coverage. |
| Runtime | Usually lower because less data is copied. | Usually higher because a wider dataset is copied. |
| Control | High control over what is included. | Lower selectivity, but wider completeness. |
| Risk | Risk of missing dependencies if scope is incomplete. | Risk of moving unnecessary or sensitive data if controls are not applied. |
| Best Fit | Targeted testing, training, support, project refresh, and module specific validation. | Integrated testing, major environment rebuilds, broad process validation, and full landscape refresh scenarios. |
Final Checklist Before Execution
- Confirm the correct source and target systems are selected.
- Confirm whether Selected Copy or Full System Copy is the correct approach.
- For Selected Copy, confirm all required SAP modules and dependencies are included.
- Confirm the expected runtime, storage impact, and target system readiness.
- Apply data scrambling where sensitive data may be copied to non production.
- Review all selected scrambling policies before releasing the template.
- Release the template only after the configuration has been approved.