SAP Knowledge Base Article - Public

3284026 - DRTM Workflow purge job is purging workflows of Active Employees irrespective of retention time.

Symptom

When the retention time for DRTM Workflow Purge Objects for active employees is maintained as 999, the purge summary shows workflows out of the Retention Period as "To be Purged" and purge job is deleting all the workflows till latest date from the system for active employees.

Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental.

Environment

  • SAP SuccessFactors Employee Central
  • SAP SuccessFactors HCM Suite

Reproducing the Issue

  1. Navigate to Manage Data.
  2. Create New DRTM Workflow Purge Objects
  3. Maintain Retention Time for active employees as 999.
  4. Go to Data Retention Management.
  5. Create New Purge Request
  6. Select DRTM Workflow Purge
  7. Upload list of users, and approvers name.
  8. Check Preview Report and see that Workflows outside of Purge Retention Time appear as "TO BE PURGED"
  9. Approve the purge request and check the result.
  10. You can see that all the workflows got deleted.

Cause

This is a known defect because of Date Format.

The system's date format is DD-MM-YY, so let's say Today date is 1st Dec 2022. When system is calculating Retention time, 2022 - 999 which is equal to 1023, as date format is YY, system take 23 from 1023, which make retention date as 1st Dec 2023. Because of this all the latest workflows till date will be purged.

Resolution

There is an issue about workflow retention cut date calculation and Engineering team is planning to fix it in H2505.

As a workaround you can maintain retention time as small number like 20 or 50 so that latest workflows will be not be affected.

Please do not set the retention period to more than 50 years.

See Also

  • 3061404 - Purge Summary Report Vs actual number of workflows in Admin Alerts 2.0 - SAP for Me
  • 2628645 - How To Set Up Workflow Purge via Schedule job for DRTM Workflows - SAP for Me

Keywords

ECT-245395, workflow purge, drtm workflow, retention time, retention period, 999, active, purge date, purge time, workflow, ECT-156701 , KBA , LOD-SF-EC-WFL , Workflows - Configuration, Tools, Objects & Rules , Problem

Product

SAP SuccessFactors Employee Central all versions ; SAP SuccessFactors HCM Suite all versions