3789230 - ToDoentryv2 API does not return completed to-do items for certain categories in Onboarding

When using the TodoEntryV2 API to fetch due and completed tasks from SuccessFactors, certain tasks that were successfully retrieved in "Current" status are no longer returned in the API response once completed.

As a result, third-party systems integrated with SuccessFactors are unable to mark these tasks as completed, causing a sync discrepancy between SuccessFactors and the external system.

SAP SuccessFactors Onboarding

1. Query OData v2 TodoEntryV2 for a to-do item while it is active (status=2) and confirm it is returned.
2. Complete the task in the source module.
3. Query TodoEntryV2 for completed items (for example, include status eq '3') or query the item by key.
4. Observe the item is not returned after completion, especially for categories such as category 68; a by-key request may return “Entity ... is not found”.

To-Do Task Status 3 vs. Status 4 Behavior

- Status 3 (DONE) — the task was completed through the normal flow: process task finishes, the activity is marked complete, or the user converts from external to internal. Set via TodoEntryStatusEnum.DONE through UpdateTodoEntriesStatusbySubjectId.
  - Status 4 (SOFT DELETED) — the todo was removed without being completed, e.g. the process is cancelled, the step is restarted (old todo gets deleted and a new one created), or the task is reassigned/skipped.

• • Status 3 (Completed): Tasks from modules such as Performance Management transition to Status 3 upon completion. This status indicates the task has been actioned and is retained in the TodoEntryV2 API response for a maximum of 2 months after completion. After this retention window, the completed task is no longer returned by the API — this is by system design. For integration purposes, external systems must persist Status 3 records independently to maintain a complete historical record, since the API will stop returning them after the retention period.

  • Status 4 (Soft Deleted): Certain task categories skip Status 3 entirely and transition directly to Status 4 (soft deleted) upon completion. The primary example is Continuous Feedback Requests (Category 59). For this category, only statuses 2 (Active) and 4 (Deleted) are supported — Status 3 is not supported by design. When the user approves or declines a feedback request, the system immediately sets the status to 4. This behavior aligns with how these pending items appear and disappear on the To-Do Panel in the UI.  Customers can still access returned deleted to-dos (Status 4) via the API.

    • Some modules (e.g., Performance) follow the standard flow: Active (2) → Completed (3) → eventually removed after 2 months.
    • Other modules (e.g., Continuous Feedback, Category 59) follow a shortened flow: Active (2) → Soft Deleted (4) immediately upon completion, bypassing Status 3 altogether.

Key Reason for Difference: The root cause is module-specific completion logic within SAP SuccessFactors. There is no single universal "completion" behavior across all task categories. Each module or category has its own designed lifecycle: 

• TodoEntryV2 API reference
• Integration Strategy: Integrating SuccessFactors To-Do Items with Third-Party Systems
• KBA 3671043 - TodoEntryV2 entity is not returning completed To-Do items
• KBA 3616567 - CPM TodoEntryV2 API is not returning the Completed tasks
• KBA 3422616 - ToDoEntryV2 Entity not fetching all the completed Forms

TodoEntryV2, OData v2, completed to-do, status 3, status 4, soft deleted, not returned, category 59, category 68, onboarding, rehire verification, continuous feedback, retention window, 30 days, 2 months , KBA , LOD-SF-OBX-ADM , Admin UI , LOD-SF-OBX-ATS , ATS Integration , Problem