2628645 - How To Set Up Workflow Purge via Schedule job for DRTM Workflows

 How to Set up Workflow Purge via Schedule job for DRTM Workflows

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

 Data once purged cannot be reverted. Please make sure you are using correct configurations and filters to select only desired data/records for purging.
Always test the purge action with one user. If successful then proceed with rest of the users.

• SAP SuccessFactors HXM Suite
• SAP SuccessFactors Employee Central: Workflow DRTM purge

 Data once purged cannot be reverted. Please make sure you are using correct configurations and filters to select only desired data/records for purging. 
Always test the purge action with one user. If successful then proceed with rest of the users.

Pre-condition:

• The instance need to turn on RBP, MDF Here
• Prepare workflow data that need to be purged

End-to-End scenario:

In order to enable workflow purge, you can follow the steps below: Prerequisites for Using Data Protection and Privacy Functions

• Upgrade DRTM module entity through upgrade center. 
• Go to upgrade center, upgrade DRTM Employee Central and DRTM Workflows content so that the module specific DRTM objects are available in MDF "manage data"; 

Configure RBP or Role Base Permission

• Go to RBP screen and enable the permission for DRTMWorkflowPurgeObject and Date retention group.

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Configure MDF workflow purge object. 

• Go to "Manage Data..." UI, Create or open "DRTM Workflow Purge Objects" and set you desired values for country, retention time
• Here you can set only 2 types of workflow purge object: DRTM_COMPLETED_WORKFLOWS and DRTM_ALL_WORKFLOWS.

• Please note that configuring the countries which shall be controlled by data retention times, set "Data Retention Enabled" filed as "Yes", so that those countries will show in DRTM purge objects;
• The valid as of date will look at from when the workflow was triggered, not from the hire date of the user or the CompanyExitDate
• Create a new purge request in the page of data retention management and then schedule or launch it immediately

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• Approve this workflow purge request. Then workflow purge will start if you select "Launch Immediately"

• Open "Approved Requests" tab page, you can review the preview report.

• Once job is completed, you can download the completed report by clicking "View history" button

• The completed report looks like below

Statuses of workflows that are purged under options ALL and Completed:

FAQ - Additional Information

 Q) How many DRTM purge workflow options?

A) The DRTM purge workflow has 2 options: all workflow and completed workflow. See Data Included in the DRTM Workflows Purge

Q) Which Team handle  MDF Workflow Purge?

A) For MDF workflow, EC workflow will call MDF’s API which returns true or false to determine whether the MDF workflow can be purged.

• The API logic is owned by MDF team or Component: LOD-SF-MDF
• MDF Workflow team side handle the extra filter logic and purge logic

Q) All types of Workflows are deleted when we run the DRTM?

A) No, only the workflows of objects which are user based are purged by the DRTM. The object definition needs to have the Subject User Field defined. If you have some workflow which is based on another object which is not user based (like Position), it won't be included in the DRTM.

Q) Can we purge Foundation Objects related workflows?

A) Foundation Object workflows aren't purged since they're not person-based. For MDF workflows, only person-based object workflows are purged.

Q) Can we purge non EC user's workflows?

A) No, DRTM purge is designed to purge only EC user's workflows.

2608124 - Cannot Select Country While Creating DRTM - Employee Profile in Manage Data

DRTM Workflows, Workflow, Purge, DRTM, Data privacy, MDF, data retention, time , KBA , LOD-SF-EC-WFL , Workflows - Configuration, Tools, Objects & Rules , LOD-SF-PLT-DRM , Data Retention Management , How To