Symptom
When downloading the report for the DRTM Master Data purge job, the system shows that the purge failed with the error message: “This user is still within the retention time period.”
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 HCM suite
Cause
- The user being purged is still within the retention period configured in Manage Data for the respective country.
- The DRTM Master Data purge job can only purge users who have met the defined retention requirement.
- This retention period begins from the user’s exit date.
Resolution
First, check the set up for the user country in Manage Data:
- Go to Manage Data
- From the menu, choose DRTM Master Data
- Select "USER(USER)" and check if the country is listed and if the information is populated. You can choose between years/months and the number you set is the number of years or months the retention will be required for that user.
- Then, check the user exitDate, by exporting the UDF
Note:
- If the Exit Date is not configured, please follow the steps in document Adding the CompanyExitDate Field to the User Record | SAP Help Portal to add and populate.
- Ensure that the amount of inactive period matches the period between the user exit date and the day you are running the purge job. Alternatively, when setting up the DRTM Master Data job you can select the option "Ignore data retention time configuration for this purge request" and the user will be purged regardless of the time retention period.
See Also
- KBA 2545988 - How To Purge or Delete Users In SuccessFactor
- KBA 2615360 - Data Protection and Privacy - Data Retention Time Management (DRTM) - Master Data Purge for Inactive Users - SAP for Me
- Enhancement to DRTM Master Data Purge | SAP Help Portal.
- DRTM Master Data Purge | SAP Help Portal
- Adding the CompanyExitDate Field to the User Record | SAP Help Portal]
- KBA 3731143 - [1H 2026] Managing Data Retention Policies
Keywords
SuccessFactors, Platform, sf, DRTM, Country, Failed, Data retention management, Retention period, Manage data, user, Master Data purge , KBA , LOD-SF-PLT-DRM , Data Retention Management , Problem
Product
Attachments
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SAP Knowledge Base Article - Public