Best Practices for Request Expire

[Dev]

Hi Team,

We have requirement to expire request older than 90 days. below are approach we identified 

1.  Use Saviynt OOTB , Request Expiry Job to expire old request.
2.  Use Custom query to discontinue old request. using query we are planning to discontinue request, access requested, approval pending.

Currently we are using #2 approach. Please let us know if any drawbacks of its in future.

[dgandhi]

It is better to use Saviynt OOTB box since the config is available. Custom Query job would be advisable only when no ootb config is available.

[rushikeshvartak · Accepted solution]

@Dev 

Doing anything directly on database is not best approach, if Product does not have capabilities to expire request then only we should use Custom query job..

• In your case., Approach #1 should be used. because. Saviynt having internal workflow tables and other tables where status should be updated appropriately otherwise you may face issues in future such as
  • request are not routed to correct approver,
  • request is visible even though request is discontinued through query
  • reporting ,etc
• Configuration to use OOTB Feature is as follows

  • RefreshJob: To expire the requests that are in the pending approval status for a long time. You can change the duration to expire the requests through the Expire Request After global configuration. For more information, see Configuring Requests.

  • Global Configurations

    • Expiry
      Expires Request After	Use this setting to specify the number of days after which requests expire.
      Notify Email template When Request Expires	Use this setting to select an email template to notify users when the request expires.
      Days to notify before entitlement expires	Use this setting to specify the number of days before entitlement expiration that the user must receive a notification.
      Days to notify before role expires	Use this setting to specify the number of days before role expiration that the user must receive a notification

Let me know if you have any requirement which can't be fulfilled by OOTB Feature

[naveenss]

Hi @Dev ,

Please always go with the OOTB features wherever it is available. CustomQuery should be the last option when its not possible using the OOTB options as there are limitation for custom query job from an audit and technical standpoint. Hence, I would recommend you to use "Request Expiry Job" and set the number of days in the global configurations. 

Also, just curious to know. Was there any reason you went with the custom query approach?