How to push users into the 'Stagged Alumni' table from 'HR Profile' table

[uapare]

Hi Expertise,

We have tried the Alumni Configuration of Personal Details Review and Automatic Creation. 

For Personal Details Review, we have added the Verify Personal Details task and closed it as well from ESC by impersonating with that particular user but still the user did not move into the 'Stagged Alumni' table. The condition which we have set for this was "User. Active- True and "Employment End Date is on Today".

For Automatic Creation: condition which we have set for this was "User. Active- False and "Employment End Date is on Today" but still the user is not getting pushed into the Stagged Alumni table.

I would appreciate if you share your inputs, if anyone have faced this scenario or know about it.

Thanks,

Ulka

[Matthew_13]

We’ve seen this behavior as well and thought it was an error however it wasnt.

For Personal Details Review, closing the Verify Personal Details task (even from ESC while impersonating the user) does not immediately move the user into the Staged Alumni table. That process not triggered by task closure it handled by a background/scheduled job that periodically evaluates users against the configured conditions.

The same applies to Automatic Alumni Creation. Even if the conditions match (User Active = false & Employment End Date = today), the user wont be staged until the Alumni job runs and processes the record from my experiance.

A few things I think you should double check:

• The Alumni scheduled job is active and has run successfully

• The Employment End Date aligns with the instance/system time zone

• The user still meets the conditions at the time the job executes

• No additional OOTB filters or exclusions are configured in the Alumni rules

So in the end, this isnt real-time behavior - users are only pushed to Staged Alumni when the scheduled Alumni process runs and picks them up.

@uapare - Please mark as Accept Solution and Thumbs Up if found found Helpful!!

[S_Arnab]

Hi @Matthew_13 ,

Thanks for your precious input on this topic. Few things I want to highlight here.

1. The schedule job that you mentioned "Import Approved Staged to Alumni" is responsible for moving users to Alumni table from Staged Alumni table.

2. The employment end date also aligns with the system time zone.

Could you please help us on this matter as we just need to understand when and how the users are moving to the Staged alumni table. We followed every step from the documentation but still no luck. If you are aware of any other step that was not mentioned in the doc, please do share it with us and also please confirm the Scheduled job name that you mentioned or is it the same as I wrote above.

Thank you,

Arnab

[Matthew_13]

Thanks for the clarification, that helps.

You’re correct that “Import Approved Staged to Alumni” is the job that moves users from the Staged Alumni table into the Alumni table once they’re approved. That part seems clear.

What were trying to understand now is the earlier step, when and how users are actually getting into the Staged Alumni table in the first place. That doesn’t happen through the same job and is usually driven by something upstream, such as:

• An offboarding or lifecycle flow/process

• An import or integration import set + transform

• A business rule or script inserting records

• Or sometimes a separate scheduled job that stages eligible users based on the employment end date

A good place to start is checking a Staged Alumni record and looking at Created by / Created on. That usually gives a strong hint about what’s creating the record system, integration user, service account. From there, it’s easier to trace whether this is coming from a flow, scheduled job, or import.

So just to confirm — the scheduled job name you mentioned looks like the final move step, not the staging step. If there’s another job or flow involved in creating Staged Alumni records, that’s likely what we need to identify.

If you have any details on who the record is created by, that should help narrow this down quickly.

@uapare - Please mark as Accept Solution and Thumbs Up if found found Helpful!!

[Matthew_13]

@uapare Hopefully this help you my Friend