SAP Knowledge Base Article - Public

3061404 - Purge Summary Report Vs actual number of workflows in Admin Alerts 2.0


Purge summary report shows the workflows number different than Admin Alerts 2.0

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SAP SuccessFactors Employee Central: DRTM Workflow Purge

Reproducing the Issue

  • Go to Data Retention Management page
  • Create a new Purge Request with user status as Active & Inactive (with Country option)
  • Add approver as admin user
  • Launch Immediately action (please refer the screen-shot below)

  • Go to Purge Request Monitor page and download Preview Report file from Requests Pending Final Approval.

  • We can see that workflow file that Purge Summary All Workflows= X (number) for a user

  • Go to Admin Alerts 2.0 page and Admin Alert Type as Stalled Workflows - Employee Related.
  • Filter the list with user and we can see around Y Alerts (number) there for user (which is more or less than number Preview Report)


Both Admin Center 2.0 and DRTM Workflow Purge are correct. The numbers from two tools are not relevant


Admin Center 2.0 is reporting for stalled workflow (workflow request in pending status). In some case, they are all TimeOff and TimeSheet related workflow requests.

DRTM Workflow Purge is targeting for workflow in all status, including Pending (stalled) status and other status.  And with exception of Time Off and Time Sheet.  The pending (stalled) workflow requests of Time Off and Time Sheet are excluded, they are not purgeable. 

The logic of DRTM Workflow Purge for MDF workflow is

  1. Only user based objects are in this scope
  2. This DRTM workflow purge will follow Data Retention Policy
  3. MDF modules have own logic to skip the purge for module specific object. We have found 6 MDF objects based on code search. (From workflow perspective, they all refer to pending workflow requests.)
    1. TimeOff skip purge for data in status of PENDING or PENDING_CANCELLATION
    2. TimeSheet, TimeAccountPayout, TimeAccountPurchase, AttendanceRequest, skip purge for data in PENDING status
    3. SpotAward skip purge for data in INPROCESS status

See Also

KB article 2628645 - How to set up Workflow Purge via Schedule job for DRTM Workflows

KB article 2857526 - DRTM for Workflows Report in SuccessFactors Employee Central


sf, success factors, EC, work flow, purge, Audit, Report, Preview Report, Admin Alerts 2.0, Admin Alerts , KBA , LOD-SF-EC-WFL , Workflows - Configuration, Tools, Objects & Rules , LOD-SF-EC , Employee Central , Problem


SAP SuccessFactors Employee Central all versions


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