Delete In Progress Workflows for leavers
When an employee leaves your business, sometimes workflows are not completed and the outstanding tasks can still send out reminders.
You can delete any In Progress workflows for leavers using the Data Destruction feature.
Things to consider
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All tasks related to a workflow are deleted in this process. Make sure you take this into account if you have tasks that relate to the leaver, such as a Leaver Workflow.
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Consider setting a timerame after an employee leaves , such as 30 days after, to run this deletion. This makes sure you don't delete any workflows that still need to be completed.
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The Data Destruction schedule only runs for one hour. Any workflows not deleted are removed the next time it runs. This may take several attempts if you have lots of outstanding (In Progress) workflows and how you have configured it to run.
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It is not possible to select a specific workflow. This deletes all In Progress workflows.
Set up a new schedule
To delete any existing Workflow for leavers:
- Select Admin > Data Destruction > Schedules > Add New Schedule.
- Give it a descriptive name and a description.
- Select Multiscreen (Based on Left Date).
- Set the number of days after an employee has left to delete all In Progress workflows.
- Tick the Active tickbox.
- On the Screens/Fields tab select the Workflow screen (at the bottom) and the Delete Record(s) tickbox.
- Now Save the schedule.
The Data Destruction schedule runs according to the options set in the Configuration area.
If you have a lot of outstanding In Progress workflows for leavers they may not all be deleted the first time it runs. It may take several attempts to clear them.
How to find In Progress workflows for leavers
To check how many outstanding In Progress workflows are in your system, create and run the query below.
Make sure the Inc. Leavers tick box is ticked in the top right hand corner otherwise you won't see any employees.