Mass Changes in Employee Central

Administration Guide | PUBLICDocument Version: 2H 2021 – 2022-03-15

Mass Changes in Employee Central

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1 Change History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

2 Overview of Mass Changes in Employee Central. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

3 Mass Data Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83.1 Permissions for Mass Data Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83.2 Configuring the Mass Change Request UI. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93.3 Creating a Mass Change Request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

4 Managing Mass Changes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15

5 Mass Changes to Positions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

6 Foundation Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .246.1 Importing Foundation Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246.2 Foundation Data Translation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Importing Data Translations for Legacy Foundation Objects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Importing Data Translations for Metadata Framework Foundation Objects. . . . . . . . . . . . . . . . . . . . 34

7 Employee Data Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 407.1 Centralized Services for Employee Data Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 407.2 Prerequisites for Importing Employee Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Configuring Data Import Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Role-Based Permissions for Employee Data Import Administrators. . . . . . . . . . . . . . . . . . . . . . . . . 44Enabling Security Scan of User Inputs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

7.3 Employee Data Import Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46Downloading Import File Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50Preparing Data to Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55Uploading Import Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87Uploading Multiple Import Files Together. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96Monitoring Jobs for Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98Troubleshooting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

7.4 Assignment ID Definition with Data Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103Setting Up a Process for Auto-Generating Assignment ID. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .104

7.5 Data Validation and Error Management with Data Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1067.6 End Date Correction with Data Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1077.7 Employee Data Deletion with Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

Deleting Employee Data with a Single Entity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112Deleting Employee Data with Multiple Entities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

2 PUBLICMass Changes in Employee Central

Content

Use Cases: Employee Data Deletion. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1167.8 Identical Record Suppression with Data Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Use Cases: Identical Record Suppression. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1187.9 Forward Propagation of Data with Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1247.10 Sequence Number Generation and Correction with Data Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . 1387.11 Rehire Employees with Data Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145

Rehiring Former Employees with an Existing User ID. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146Rehiring Former Employees with a New User ID. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

7.12 Attaching Documents with Data Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1497.13 Configuring Business Rules for Data Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150

Assigning a Business Rule to an Employee Central Entity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154Use Cases: Business Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155

7.14 Configuring Workflows for Data Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1637.15 Managing Access to Basic User Imports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1647.16 Restricting Legal Entity Changes to an Employee Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1657.17 Scheduling Data Import Jobs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1667.18 Automatic Interruption and Cancellation of Import Jobs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1687.19 Performance Benchmarks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169

8 Data Protection and Privacy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1748.1 Centralized Data Protection and Privacy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1748.2 Data Retention Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175

Mass Changes in Employee CentralContent PUBLIC 3

1 Change History

Learn about changes to the documentation for Mass Changes in Employee Central in recent releases.

2H 2021

Type of Change Description More Info

Changed Address Imports, Work Permit Imports, and Social Accounts Information Imports are now universally supported by Centralized Services.

Centralized Services for Employee Data Imports [page 40]

Changed Added information about forward propagation with same and different entity type. Currently, if you insert a same entity type within an existing time slice, the data isn't propagated forward. Insertion of only a different entity type within an existing time slice is propagated forward.

Forward Propagation of Data with Imports [page 124]

Added Added a note stating that Termination Details doesn't support imports through a .zip file. Ensure that the imported file is in a CSV format.

Attaching Documents with Data Imports [page 149]

Added Added a new topic "Monitoring Jobs". Monitoring Jobs for Imports [page 98]

Added Added information about downloading the base model fields for CSF configured entities.

Downloading Import File Templates [page 50]

Changed Added a note of type 'Restriction' that forward propagation of data for Pay Component Recurring entity currently doesn't support calculated fields.

Forward Propagation of Data with Imports [page 124]

Added Added a note mentioning that when a full purge is performed by changing only the end dates and enabling the flag Suppress update of identical records during Employee Central import for supported entities. on the Company System and Logo Setting page, a warning is displayed which mentions that identical records are suppressed. However, this warning can be ignored, and the records have been saved successfully.

Uploading Import Files in Full Purge Mode [page 88]


Change History


Changed Removed mentions of Compound Non-Effective Dated Entities because this option is removed from the Import Employee Data screen.

-

1H 2021


<July 9, 2021>

Changed Added a note saying that before importing data for new dependents with Consolidated Dependent import, ensure that their Biographical Information is imported.

Consolidated Dependents Imports [page 85]

<May 7, 2021>

Changed Created a separate topic for Foundation data and related information. Moved the related content out of the Employee Data Imports topic.

Foundation Data [page 24]

<April 23, 2021>

Added Added a use case about how business rule derive a previous value while evaluating conditions, as part of the data import process.

Use Cases: Business Rules [page 155]

Added Added a use case to explain the behavior of a permission that lets you update existing Global Information records, when importing data in Full Purge mode.

Global Information Imports [page 72]

<April 16, 2021>

New Job History, Compensation Information, Pay Component Recurring, and Social Accounts Information are new entities supported by Centralized services.


Changed Addresses entity is now universally supported by Centralized services.


Added Added a topic about how Centralized services support end date correction with various data imports.

End Date Correction with Data Imports [page 107]

Added Added a topic about the error management and data validations by Centralized services.

Data Validation and Error Management with Data Imports [page 106]

Mass Changes in Employee CentralChange History PUBLIC 5


Changed Added information that the base model of an entity will be considered always while importing data.

Uploading Import Files in Full Purge Mode [page 88]

Added Added a note describing the characteristics of workflows associated with Job History entity.

Configuring Workflows for Data Imports [page 163]

Changed Revised information about setting a batch size for employee and foundation data imports.

Configuring Data Import Settings [page 43]

Added Added information about automatic interruption and cancellation of data import jobs upon failing to meet the required criteria.

Automatic Interruption and Cancellation of Import Jobs [page 168]

Added Added a note about business rules getting executed based on rule context settings.

Assigning a Business Rule to an Employee Central Entity [page 154]

Added Added information about managing passwords for users created as part of basic user imports.

Basic User Information Imports [page 57]

Added Added a prerequisite about the permissions required to work with fields which are Generic Objects when creating a mass change request.

Creating a Mass Change Request [page 11]

Added Added a note about how to resolve dependency when a field added to the mass change configuration has a parent.

Configuring the Mass Change Request UI [page 9]

Changed Refactored the topic about suppressing identical records from a task to concept as there is no configuration required to perform. The setting is enabled by default.

Identical Record Suppression with Data Imports [page 117]

Added Added a new topic to describe how sequence number generation and correction works with Centralized services, with related use cases.

Sequence Number Generation and Correction with Data Imports [page 138]

Added Added a topic to list unique use cases related to identical record suppression with various data imports.

Use Cases: Identical Record Suppression [page 118]

Added Added a topic to list unique use cases related to business rule execution with various data imports.

Use Cases: Business Rules [page 155]

Changed Updated the description of a permission related to enabling RBP access validation for Employee Central elements during imports.

Role-Based Permissions for Employee Data Import Administrators [page 44]

Added Added a sub-section about sequence number and its significance while preparing data for Job History and Compensation Information imports.

● Job History Imports [page 62]● Compensation Information Imports

[page 66]


Change History

2 Overview of Mass Changes in Employee Central

Everything about the different methods in Employee Central to perform mass transactions on employee and/or company data.

There can be many scenarios for performing mass changes can be many, ranging from a system-wide data migration to ad-hoc data updates.

SAP SuccessFactors provides dedicated solutions to help achieve your objective. This guide elaborates on the different options available in Employee Central for mass data changes.

Solution DescriptionSupported Entities/Data Objects Suitable User Roles

Mass Data Management [page 8]

Use this solution to perform bulk updates to data objects from the UI.

Position data objects. System Administrators, HR Representatives

Foundation Data [page 24] Use this solution to import foundation data, and perform mass changes to foundation data.

Foundation data objects, including MDF (Generic) data objects.

System Administrators

Employee Data Imports [page 40]

Use this solution to import employee data, and perform mass changes to employee data.

All HRIS entities. System Administrators

Managing Mass Changes [page 15]

Use this solution to perform mass changes to Job Information and Job Relationship data. This solution performs mass changes on the basis of business rules.

Job Information and Job Relationship entities.

System Administrators

Mass Changes to Positions [page 17]

Use this solution to perform mass changes to Position data. This solution performs mass changes on the basis of business rules.

Position data objects. System Administrators

Mass Changes in Employee CentralOverview of Mass Changes in Employee Central PUBLIC 7

3 Mass Data Management

Mass Data Management is a UI based solution to perform bulk changes to data in Employee Central.

Mass Data Management is simple and effective solution for performing data modifications in bulk. It moves away from the traditional approach of configuring rules and a backend job for performing mass changes, to a UI based approach where you can exercise much better control over the data you want to modify.

Whether you are an administrator with a strong technical background or an HR representative with a functional (non-technical) background, you can use this solution to address your mass change requirements.

Salient features of Mass Data Management:

● A Fiori based UI, providing a simple, adaptive, and intuitive user experience.● Comparatively flat learning curve, requires little to no prior technical knowledge.● Readily extensible to support a wide range of data objects in Employee Central.

Using Mass Data Management, you can:

● Flexibly build a list of positions to modify using extensive filtering capabilities.● Modify multiple positions with one change job.● Review changes (highlighted on UI), and save change requests as drafts.● Share drafts with colleagues for a review before finalizing the changes.● Download logs to report on all mass changes performed in the system.● Configure additional fields in the Position data object that can be modified as part of a mass change request, or

used as filters.

Currently, Mass Data Management supports changes to Position data objects only.

3.1 Permissions for Mass Data Management

To perform mass changes and related tasks, you must have the following permissions.

Permission Type Permission Category Permission Name Result

Administrator Manage Mass Data Management

Enable Mass Data Management

Provides access to the

Admin Center Mass Data

Management page.

User Miscellaneous Permissions MassChangeJob Grants access to create and manage mass change job configuration and create mass change requests.

MassChangesJobConfiguration


Mass Data Management

3.2 Configuring the Mass Change Request UI

Before you create your first mass change request, you must configure the UI to include data object fields that can be filterable, editable, and visible.

Context

The mass change UI configuration acts as a canvas for all your mass data transactions. The different sections of the mass change UI aren't pre-configured by default. As the administrator, you can configure these sections by adding fields from the target data object to:

● Search data● Display data, and● Modify data.

Therefore, creating a mass change UI configuration is necessary to be able to create change requests.

NoteYou can only have one mass change UI configuration for each instance.

Procedure

1. Go to Admin Center Manage Data .2. Create a new MassChangesJobConfiguration.3. Enter an externalId, name, and select the targetGOType as Position.4. Optional: Modify the default value set on the minRecordLimitToTriggerJob field.

Based on this value, your mass change request is processed synchronously (instantly) or asynchronously (in the background). If the number of records you’ve modified exceeds this value, the mass change request is processed asynchronously. The data to process includes your changes, and changes resulting out of associated business rule execution. Changes resulting out of business rule execution are always processed asynchronously.

NoteThe user-defined value must be less than or equal to 50.

5. Add fields from the position data object to the configuration, by selecting from the fieldDefinition dropdown.

Note○ The <effectiveStatusStr> field is added to the configuration by default, and cannot be removed.○ Fields of data type User are not supported currently.○ Standard position associations such as Right to Return, and Parent Position are not supported

currently.

Mass Changes in Employee CentralMass Data Management PUBLIC 9

6. To configure a field to be filterable by default on the mass change UI, select the corresponding defaultFilter value to Yes.

7. To configure a field as a filter, select Details and set it as filterable.

NoteIf the field has a parent, ensure to add the parent field to the configuration and set it as filterable.

8. To configure a field to be editable as part of a mass change request, select Details and set it as editable.

Note○ If the field has a parent, ensure to add the parent field to the configuration and set it as editable.○ Except <externalCode>, all other fields can be configured as editable.

9. Optional: Add matrix relationship to the configuration by selecting from the associationName dropdown.

Note○ By default, matrix relationship is editable as part of a mass change request. You cannot configure the

association to be filterable as it isn't supported currently.

10. Save the configuration.

Results

You’ve successfully created a mass changes job configuration.

Next Steps

Go to Admin Center Mass Data Management and create a mass change request.

Related Information

Permissions for Mass Data Management [page 8]



3.3 Creating a Mass Change Request

Modify multiple records simultaneously by creating a mass change request.

Prerequisites

● You’ve the Enable Mass Data Management permission.● You've the permissions to view and/or edit different fields of the data object instances you intend to modify,

specifically fields that are Generic Objects.● You’ve created a mass change UI configuration.

Context

Currently, you can create a mass change request to update position records only.

Procedure

1. Go to Admin Center Mass Data Management .2. Select Create to initiate a new mass change request.

MULTIDRAG

You can modify the title of your mass change request by selecting the (Edit)icon.3. Enter a search criteria using the available filters.

Effective Date is the only filter criteria that's mandatory. Though it's initially preselected to show the current date, you can select any other date in the past or future, as applicable.

Filters allowing multiple values selection appear with a icon.

To change the default group of filters, select Adapt Filters. All filterable fields in your mass change UI configuration are displayed here.

NoteCurrently, a filter group can contain a maximum 8 filters (excluding Effective Date).

4. Select Go to initiate a search.

Records matching the filter criteria are fetched.

NotePosition and Start Date columns are added to the table configuration by default.


To change the table configuration, select (Columns). All fields added to your mass change UI configuration are displayed here.

RecommendationFor a better user experience, we recommend adding not more than 15 columns.

5. Optional: Select (Sort)to apply a sort criteria.

NoteYou cannot sort by Foundation Objects and Matrix Relationship fields.

6. Select the records to modify. Then select Edit.

You can select a maximum of 1000 records to modify at a time.7. Modify the records as necessary.

○ All editable fields in your mass change UI configuration are displayed here. The effective date you selected as part of the filter criteria appears in read-only mode indicating that the changes take effect on the respective date.

○ If you've configured matrix relatonship in your mass change UI configuration, you can see Matrix Relationships on the edit page. Only the matching matrix relationships for the selected positions are available for you to edit. Whenever you add a new matrix relationship, or edit the existing relationship, the change is applicable to all the selected positions.

Note○ You can't add a new matrix relationship by selecting a relationship type that already exists for any

of the selected positions.○ You can't delete existing matrix relationships.

8. Review and apply the changes.

Changes are applied to the selected records, and your mass change request is saved as draft. onChange rules configured on the modified fields are triggered.

NoteOn incremental changes to the draft for Matrix Relationships, the edit page defaults to the position's original value rather than to the last updated value. All other fields on the edit page defaults to the last updated values.

Depending on the number of records you’ve modified, your mass change request is processed synchronously or asynchronously. During asynchronous processing, the status of your mass change request is momentarily set to DRAFT PROCESSING. You cannot perform any changes to the mass change request until the status changes back to DRAFT.

Modified records are shown with a clickable link Modified. Select the link to see your edits, and the changes resulting out of business rule execution. To see modified records only, select the Modified tab.

Modified records containing errors are shown with a clickable link Containing Errors. Select the link to see the error details. You can either edit the record to resolve the errors, or discard the modifications instead. To see records with errors only, select the Containing Errors tab.



NoteYou can have at most 10 drafts active at a given point in time. Drafts that remain unchanged for 30 days from the date of creation are automatically deleted.

9. Optional: Modify other records from the list.10. Optional: To discard changes made to a single record or multiple records, select the respective records from

the list. Then select Discard Modifications.

You can also cancel the mass change request anytime as long as the request is in the draft status.

NoteCancellation of a mass change request leads to its automatic deletion.

11. Optional: At this point, you can share the mass change request with other users. To do so, go to the landing page and select the checkbox against your mass change request. Then select Share.

You can also add a custom message before sharing. An email notification is sent to all the recipients.

Note○ You can share multiple mass change requests.○ Mass change requests can be shared with a maximum of 5 users.○ The shared users can see the mass change requests in read-only mode. They can’t modify or submit

the mass change request.

12. Submit the mass change request for further processing.

A mass change request is successfully created, and you’re redirected to the landing page. The change request is saved in the PROCESSING status.

Note○ The changes take effect on the effective date selected.○ onSave rules configured with the data object are triggered.○ Workflows configured, if any, are triggered.○ The standard Position to Job Information sync process is also initiated.

Results

You’ve successfully initiated a mass change request. You'll receive an email notification after the request is processed successfully. A log file is also created for reference purposes, which is available for 6 months from its creation date.

Mass change requests failing to complete successfully or containing any errors are classified with the status ERROR. You can review the change request or notify someone to resolve the errors.


Related Information

Permissions for Mass Data Management [page 8]Configuring the Mass Change Request UI [page 9]



4 Managing Mass Changes

Simultaneously make changes to a lot of job information and job relationship records.

Prerequisites

You have view and edit permissions for mass changes: Administrator Permissions Manage Mass Changes

Context

You can make effective-dated changes to employee records in 1 batch job. Common example for creating a mass change is to move a lot of employees to a new manager, a new building, or a new project.

Procedure

1. Go to Admin Center Manage Mass Changes .2. Create a new mass change.3. Enter the required information.

For this field... ...do the following

Mass Change Name Enter a name

Employee Group Select a group from the list or create a new group. If you select an existing group, you can select View to review the members of that group.

Effective Date Select the date the change comes into effect.

Mass Change Area Select Job Information or Job Relationship or fields in those areas

Field Select the affected field

New Value Enter the new value

Event Reason Select the relevant event reason, for example, Data Change.

4. Select Save to save this as a draft version. Select Save and Initiate to run the batch the immediately.

In the Mass Changes list, you can see all mass changes created in the system or filter to see those created by you. For mass changes with the status Draft, select the mass change to open it again.

Mass Changes in Employee CentralManaging Mass Changes PUBLIC 15

Results

Once the batch is run, the status changes to Completed Successfully or Completed with Errors. For batches with errors, you cannot reinitiate them. However, you can copy them using Actions to create a new batch.

For successful batches, new time slices are created in the Job History for the affected employees.

You can see the results of the batch job in a CSV where necessary.


Managing Mass Changes

5 Mass Changes to Positions

There is a mass change feature you can use to make changes simultaneously to a large number of positions.

Overview

● You can use a single rule to define the position target population and the change attributes.● Changes are effective dated.● Changes to positions can be synced to incumbents.● The default is for the Mass Change Run object to be secured by a role-based permission (RBP). Only users with

the relevant permission can make mass changes.

Prerequisites

● The Mass Change Run object is RBP-secured by default. You grant access to it by going to the Admin Center and choosing Manage Permission Roles . You can find the permission under Miscellaneous Permissions.

● You grant access to Manage Mass Changes for Metadata Objects also in Manage Permission Roles, this time under Metadata Framework.

Restrictions

● If a pending position is valid for the change, but the effective start date is before the change date, the relevant record can't be updated.

● No role-based permissions are applied to selecting and changing the positions.● Only Set statements are allowed in the Select And Update Rule THEN condition.● If any records in the mass change run contain an optimistic locking exception, then the whole batch will be

rolled back. For more information, see the Related Links section below.

Mass Changes in Employee CentralMass Changes to Positions PUBLIC 17

Creating A New Mass Change Run

You create a mass change run by going to the Admin Center and choosing Manage Mass Changes for Metadata Objects. Here's an example, showing the sort of entries you can make:

Here's what the fields you see here mean:

● CodeUnique code for the new mass change run.

● NameTranslatable name for the new mass change run.

● Object Type To Be ChangedIndicates whether the object is a position or a time object.

● Change DateThis is the date on which the changes take effect. All records (active, inactive, pending) valid from this date that match the IF condition of the Select And Update Rule are included.

● Synchronize To IncumbentsThis indicates whether the changes in the position objects should be synchronized to the incumbents.

● Select And Update RuleEnter a rule that defines which objects are selected and what is updated. Use IF conditions to restrict the number of objects to be changed by this mass change run. Use SET statements in the THEN condition to define the new values of objects.

NoteOnly rules created with the Update Rule for Mass Change Run rule scenario can be selected. Only SET statements are supported in the THEN condition.

● Execution ModeYou can select Run or Simulate. When you choose Simulate, the mass changes aren't saved, but you can see the result in the log. When you choose Run, the mass changes are executed and saved. You can see the result in the log.

● Execution StatusThis field shows the status of the mass change run:○ Scheduled means that the mass change run is scheduled and will run soon○ In Progress means that the mass change run is still running.


Mass Changes to Positions

○ Executed means that the mass change run was successful.○ Failed means that there were errors in the last mass change run.

● LogThe log shows information about the executed mass change run. The information includes the number of updated and failed objects/records and CSV field with detailed information about each record.

NoteThe log is purged after six months.

If you select Simulate or Run as the execution mode and then save the mass change run, the system triggers a QUARTZ Job (Name MassChangeRun_<Code><UniqueNumber>) that processes the change. So, it may take a while before the run starts. You can review the status of the QUARTZ Job if you reload the mass change run in the Execution Status or the job directly by going to the Admin Center and choosing Monitor Job.After the mass change run has finished, the user who started the mass change run receives an email. The details can be found in the Log section of the mass change run.

NoteIn order to ensure that the mass change runs execute as smoothly as possible, we recommend that you enable the rule cache.

1. In the Admin Center, go to Configure Object Definitions.2. For the relevant mass change run, set the Use Rule Cache field to Yes.

The result is that the mass change run is much quicker than before, and you're significantly less likely to encounter a timeout.

Processing Details

Let's assume the mass change run discussed above is executed. The assigned rule "PosJobTitleChange" would look like this:

Before the run, the positions data in the system looks like this:


You set the change date of the mass change run to 12/31/2016. This means that not all position records are relevant for this mass change run. Only records that are valid as of the change date or records that are valid after the change date are relevant for the run. In the chart below, you can see 2 records that are only valid before the change date. These are not valid for the mass change run.



Once the relevant records are found, they are passed to the rule defined in Select And Update Rule. Only those matching the IF condition are changed. In the chart below, you can see that Position 2 is not changed at all because it does not satisfy the IF condition.


Mass Changes to Composite Objects

It is also possible to modify the data of a composite object, such as Matrix Relationship.The rule shown in the picture below is an example of such a rule.

The IF condition returns all positions that are assigned to company = SAP and that already have a matrix relationship maintained with Type = HR Manager Position and Related Positions is not equal to Expert Developer. The SET statement updates this existing matrix relationship and sets the related positions to Expert Developer.



NoteThe SET statement on a composite object creates a new record if no record specified by the Select-Statement in the SET-Condition was found. So, it's important to restrict this in the IF condition as shown in the screenshot above.

Related Information

Optimistic Locking


https://help.sap.com/viewer/cf23ba26985f4d4a8df3a34b7392847d/2111/en-US/a4c3dceb57bc4e62a35f2497191cc219.html

6 Foundation Data

Foundation Data consists of information that defines your company, and everything else related to it such as the organization, pay, job structures, and so on.

Foundation Data is commonly shared across the company. Therefore, it’s important to import foundation data before importing employee data.

You can use preconfigured templates available in Employee Cental to import Foundation Data. Each template corresponds to a data object, also known as a Foundation Object (FO). Each Foundation Object stores a specific type of foundation data.

Foundation Objects can be broadly classified into the following types, which include legacy Foundation Objects as well as Metadata Framework Foundation Objects (Generic Objects):

1. Foundation Objects for structuring your business.2. Foundation Objects for handling job-related areas.3. Foundation Objects for handling pay-related areas.4. Other Foundation Objects.

Related Information

Foundation Objects for Structuring your BusinessFoundation Objects for Handling Job-Related AreasFoundation Objects for Handling Pay-Related AreasOther Foundation Objects

6.1 Importing Foundation Data

Create a database of information proprietary to your company by importing Foundation Data.

Prerequisites

Corporate Data Model must be configured with the required Foundation Object definitions.


Foundation Data

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Context

Importing Foundation Data is one of the first steps in the data import process. You can import Foundation Data using preconfigured file templates available in Employee Central for each Foundation Object.

TipTo ensure you’re using the up-to-date version of CSV template, always download a copy from the system.

This topic covers the process of importing Foundation Data with legacy Foundation Objects. For information about importing Foundation Data and Translations with MDF Objects (also known as Generic Objects), refer to the Related Information section.

In Employee Central, following objects are classified as MDF Objects:

● Legal Entity● Local Legal Entity● Pay Group● Department● Business Unit● Job Function● Job Classification● Local Job Classification● Cost Center● Pay Calendar● Division

Procedure

1. Go to Admin Center Import Foundation Data .2. Select Download a blank CSV template.3. Select a Foundation Object from the list.

A popup window appears prompting you to choose a location on your computer to save the template.4. Save a copy of the template on your computer.5. Update the template with required information.

Ensure that the template contains all the required columns. The order of columns in the template doesn’t matter but it’s important that all columns exist.

6. To import the Foundation Data, select the Foundation Object from the Type field on the Import Foundation Data page.

Before importing Foundation Data, it’s important that you keep note of the associations established between Foundation Objects while setting up the Corporate Data Model. To ensure that the import is successful, you must import data with a 'Child' Foundation Object before importing data with a 'Parent' Foundation Object.

ExampleLet's suppose that you’ve created an association between Legal Entity and Department Foundation Objects, where Legal Entity is the parent of Department Foundation Object. As a result, the import file template of

Mass Changes in Employee CentralFoundation Data PUBLIC 25

the Legal Entity Foundation Object has a dedicated column for Department. Therefore, to import Legal Entity data, the Department data must exist in the system.

For more information about associations between different Foundation Objects, refer to the Related Information section.

7. Choose a method of data import.

○ Select Full Purge, if you’re importing the data for the first time, or you want to completely overwrite existing data with information included in the template. Existing records not included in your import file are unaffected.

ExampleLets suppose there are existing Cost Center records as follows:

Sample Database Output

Cost Center ID Start Date Name Parent Cost Center

A January 1, 1900 Industries R & D Industries

B January 1, 1900 Corporate IT Corporate

A January 1, 2018 Research and Development

Industries

B May 1, 2019 Corporate IT IT

You add a new record for Cost Center B by importing data in Full Purge mode.

Sample Import File Data



RESULT:○ Existing records with Cost Center ID as A remain unchanged.○ There is a single record for Cost Center ID as B.



A January 1, 1900 Industries R & D Industries

A January 1, 2018 Research and Development

Industries


○ Select Incremental Load, to update existing data.

NoteThis option is selectable for all Foundation Objects except Dynamic Role and Position Dynamic Role, which support data imports in Full Purge mode only.

8. Specify the number of records present in your import file template in the Real-Time Threshold field.


Foundation Data

Note○ If the number of records is greater than 10, the data is imported in the background.

9. Select Choose File to select the file to upload.10. (Optional) If you want the template to be encoded in a format other than Unicode (UTF-8) (default value),

select an encoding format from the File encoding dropdown.11. (Optional) To check if there are any data discrepancies, select Validate Import File Data.12. Select Import.

Next Steps

Repeat the process to import data with other Foundation Objects as required.

Related Information

Setting up Corporate Data ModelImporting Data Translations for Metadata Framework Foundation Objects [page 34]

6.2 Foundation Data Translation

By translating Foundation Data, you can ensure that proprietary information of your company is available in different languages.

Since foundation data includes fundamental information about your organization, pay, and job structure, which is reflected globally, you can create multilingual versions to facilitate users across the globe to view this information in their preferred language. Foundation data is translatable only if the user's preferred language is supported by the system. To find the list of supported languages, go to Options Change Language .

NoteFoundation data isn’t translated in the People Profile. The People Profile shows basic foundation data such as organizational information, such as division, department, location, and so on.

Related Information

Importing Data Translations for Legacy Foundation Objects [page 28]Importing Data Translations for Metadata Framework Foundation Objects [page 34]


https://help.sap.com/viewer/b14dd15ca58f43e0856184a740a4b212/latest/en-US/fb3a585c9af14ff1ae7b940ba3e528ad.html

6.2.1 Importing Data Translations for Legacy Foundation Objects

Create multilingual versions of data imported with legacy Foundation Objects.

Prerequisites

● Verify that foundation data is imported in your system.● Verify that Provisioning is configured to:

○ Activate the required language packs.○ Set the default language.○ Enable translation of Foundation Objects.

RememberAs a customer, you don’t have access to Provisioning. To complete tasks in Provisioning, contact SAP Support.

These configurations are a part of a basic setup of Employee Central.

Context

In terms of classification, the following data objects are identified as legacy Foundation Objects.

● Location Group● Geo Zone● Location● Pay Range● Pay Grade● Pay Component● Pay Component Group● Frequency● Dynamic Role● Workflow Config● Event Reason

You can translate the name and decription attributes in all these Foundation Objects.

NoteYou can also translate custom fields in the Foundation Objects, provided they are of type translatable.

Translating foundation data in legacy Foundation Objects is a 3-step process:

1. Download the import template of the Foundation Object.


Foundation Data

2. Update the template with the translations.3. Upload the template into the system.

NoteThe following procedure shows how you can perform a mass translation of Foundation Object data. If you want to add or update translations to specific instances of legacy Foundation Objects, refer to the Related Information section.

Procedure

1. Go to Admin Center Import and Export Data .2. Select Download Template from the Select an action to perform dropdown.

Field Value

Select Generic Object Select FOTranslation.

Include dependencies Select:○ Yes (default value), to download a zip file containing all

templates corresponding to the parent object and related child objects in CSV format. The zip file also contains an additional file Import_Sequence.csv, containing information about the import sequence that you must follow.

○ No, to download the template for the selected data object only.

Include immutable IDs Select:○ Yes, to include the entity ID and the record ID in the

template.○ No (default value), to exclude the entity ID and the re

cord ID in the template.

Exclude reference objects - visible when Include Dependencies is set to Yes.

Select:○ Yes, to exclude the reference objects in the zip file.○ No (default value), tp include reference objects in the

zip file.

Key Preference Select one of the following:○ External Code.○ Business Key (default value)

NoteA business key for an MDF object is a set of fields of the MDF object that can be used as a unique key.


Field Value

Hide External Code - visible only when Key Preference is set to Business Key.

Select one of the following:○ Yes○ No (default value)

Identity Type Select one of the following:○ User ID(default value)○ Assignment ID

3. Select Download.A popup window appears prompting you to select a location on your computer to download the zip file. Select an appropriate location and save the zip file on your computer.

4. Prepare the import file template with data to import.

The template is typically labeled as FoTranslation.csv.

The template is formatted to include the following columns:

Title Description

externalCode This column must contain the external code assigned to all the existing legacy Foundation Objects by the system. This value doesn’t correspond to any external code that you’ve created or imported as an Administrator. It’s the FoTranslation-specific external code that's created when you configure your system to enable Foundation Object translation.

foObjectID This column must contain the identifier assigned to all existing instances of legacy Foundation Objects by the system respectively. This identifier is created when you configure the system to enable Foundation Object translation.

foType This column must contain the type of the legacy Foundation Object.

ExamplebusinessUnit, jobFunction, company, to name a few.

foField This column must contain the HRIS-field ID of all translatable fields of a legacy Foundation Object. Typically, the name and description fields of a given legacy Foundation Object are translatable. However, you can also translate custom fields in the Foundation Objects, provided they are of type translatable.

value.<locale ID> There's one column for each language pack selected in Provisioning. These columns must contain translations of the data that you’ve entered for the foField of a given foType respectively.


Foundation Data


Following is an example of a translated file, the translations are highlighted:

Example

5. To upload the template, select Import Data from the Select an action to perform dropdown on the Import and Export Data page.

6. Select one of the following options:

○ CSV File, if you’ve downloaded the template excluding any related dependencies. On select, a form appears with the following fields:

Field Value

Select Generic Object Select FOTranslation.

File Select the file that you want to upload.

File Encoding Choose the correct file encoding for your data.

Purge Type Select Full Purge.

Suppress Redundant Date-Effective Records Select one of the following:○ Yes (default value)○ No

Key Preference Select one of the following:○ External Code○ Business Key (default value)



Field Value

Use Locale Format Select one of the following:○ Yes - If selected, you must also select a locale.○ No (default value)

Identity Type Select one of the following:○ User ID(default value)

Assignment ID

Date Format This field is hard-coded as MM/DD/YYYY.

○ ZIP File, if you’ve downloaded the template including related dependencies. On select, a form appears with the following fields:

Field Value

File Select the file to upload.


7. (Optional) Select Validate to perform a check before importing data.8. Click Import.

If successful, data translations for legacy Foundation Objects are imported into the system.

Results

After the import, the system determines the language in which foundation data is shown to users based on the following order of precedence:

1. Log on language of the user: The user's preferred language as selected in the Options Change Languagesection.

2. Default company language: When there’s no translation is available in the logon language of the user. Default company language is based on the configuration setting made in Provisioning.


3. US English: When there’s no translation available in the default company language.

Related Information

Employee Central Configuration: Setting Basic OptionsImporting Foundation Data [page 24]


Foundation Data

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6.2.1.1 Translating Data in Legacy Foundation Object Instances

Add or change translations in existing instances of legacy foundation objects.

Prerequisites

Data translations for legacy foundation objects are imported in the system.

Context

After importing data translations for legacy foundation objects through the mass import method, you can modify translations in an existing instance of a legacy foundation object if required. To do so, you must edit the respective foundation object instance and modify the translations by adding or updating data as necessary.

RecommendationFollow this method only you want to add or change only a few terms in the legacy foundation object instance. Example: Revising terms that have not been translated appropriately.

For information about mass importing translations for legacy foundation objects, refer to the Related Information section.

Procedure

1. Go to Admin Center Manage Organisation, Pay and Job Structures .2. Select a legacy foundation object type from the first Search dropdown.

ExampleLocation Group

3. Select a corresponding instance of legacy foundation object type from the second Search dropdown.The selected data object instance is displayed on screen.

4. Go to Take Action Make Correction .The data object is available in edit mode.

5. Click (View Translations) against a given field in the data object.

NoteTranslatable fields of the data object are associated with the icon.


A popup window appears with a list of supported languages and free text fields for entering translations. The list of languages correspond to the language packs activated in Provisioning.

RememberAs a customer, you do not have access to Provisioning. To complete tasks in Provisioning, contact SAP Support.

6. Click Finished.7. Enter the translations for other fields in a similar manner.8. Click Save.

The foundation object instance is updated with the new translations.

Related Information

Importing Data Translations for Legacy Foundation Objects [page 28]

6.2.2 Importing Data Translations for Metadata Framework Foundation Objects

Create multilingual versions of data imported with Metadata Framework foundation objects.

Prerequisites

● Verify that the following settings are made in Provisioning:○ Activate the required language packs.○ Set the default language.


These configurations are a part of a basic setup of Employee Central.● Verify that the following permission is granted: Import Translations.

Context

You can import data as well as translations for Metadata Framework Objects at the same time. In Employee Centrall, the following data objects are identified as Metadata Framework foundation objects (also known as Generic Objects).


Foundation Data

● Legal Entity● Business Unit● Cost Center● Division● Department● Job Classification● Job Function● Pay Group● Pay Calendar

You can translate the name and decription attributes in all these foundation objects.

NoteYou can also translate custom fields in the foundation objects only if they are of type translatable.

Importing data and translations for a Generic Object is a 3-step process:

1. Download the import template of the Generic Object.2. Prepare the import data as well as translations.3. Upload the template into the system.

NoteThe following procedure shows how you can perform a mass import of Generic Object data and translations. If you want to add or update translations in specific Generic Object instances, refer to the Related Information section.

Procedure

1. Go to Admin Center Import and Export Data .2. Select Download Template from the Select an action to perform dropdown.

Field Value

Select Generic Object Select a data object from the list

ExampleLegal Entity

Include dependencies Select:○ Yes (default value), to download a zip file containing all

templates corresponding to the parent object and related child objects in CSV format. The zip file also contains an additional file Import_Sequence.csv, containing information about the import sequence that you must follow.


Field Value

○ No, to download the template for the selected data object only.

Include immutable IDs Select:○ Yes, to include the entity ID and the record ID in the

template.○ No (default value), to exclude the entity ID and the re

cord ID in the template.

Exclude reference objects - visible when Include Dependencies is set to Yes.

Select:○ Yes, to exclude the reference objects in the zip file.○ No (default value), tp include reference objects in the

zip file.

Key Preference Select one of the following:○ External Code.○ Business Key (default value)


Hide External Code - visible only when Key Preference is set to Business Key.

Select one of the following:○ Yes○ No (default value)

Identity Type Select one of the following:○ User ID(default value)○ Assignment ID

3. Select Download.A popup window appears prompting you to select a location on your computer to download the zip file. Select an appropriate location and save the zip file on your computer.

4. Prepare the import file template with the required data.

In the template, there's one column for each language pack that you’ve selected in Provisioning. These columns must contain translations of data corresponding to the translatable fields of the respective foundation object.


5. To upload the template, select Import Data from the Select an action to perform dropdown on the Import and Export Data page.

6. Select one of the following options:


Foundation Data

○ CSV File, if you’ve downloaded the template excluding any related dependencies. On select, a form appears with the following fields:

Field Value

Select Generic Object Select the respective foundation object for which you want to import translations.

File Select the file to upload.

File Encoding Choose the correct file encoding for your data.

Purge Type Select Full Purge.

Supress Redundant Date-Effective Records Select one of the following:○ Yes (default value)○ No

Key Preference Select one of the following:○ External Code○ Business Key (default value)


Use Locale Format Select one of the following:○ Yes - If selected, you must also select a locale.○ No (default value)

Identity Type Select one of the following:○ User ID(default value)

Assignment ID


○ ZIP File, if you’ve downloaded the template including related dependencies. On select, a form appears with the following fields:

Field Value

File Select the file that you want to upload.


7. (Optional) Select Validate to perform a check before importing data.8. Select Import.

Results

Foundation Data is viible to users in a language that is determined as follows::

1. Log on language of the user: The user's preferred language as selected in the Options Change Languagesection.


2. Default company language: When there’s no translation is available in the logon language of the user. Default company language is based on the configuration setting made in Provisioning.


3. US English: When there’s no translation available in the default company language.

Related Information

Assigning Permissions to a Role

6.2.2.1 Translating Data in Metadata Framework Foundation Object Instances

Add or change translations in existing instances of Metadata Framework foundation objects.

Prerequisites

Data translations for Metadata Framework foundation objects (also known as generic objects) are imported in the system.

Context

After importing data translations for generic foundation objects through the mass import method, you can modify translations in an existing instance of a generic foundation object if required. To do so, you must edit the respective foundation object instance and modify the translations by adding or updating data as necessary.

RecommendationFollow this method only you want to add or change only a few terms in the generic foundation object instance. Example: Revising terms that have not been translated appropriately.

For information about mass importing translations for generic foundation objects, refer to the Related Information section.


Foundation Data

https://help.sap.com/viewer/4bb460003e3f44b7b36a5a2917bb6153/2111/en-US/f412b2160c2348b8b357fb3f6290d4b8.html

Procedure

1. Go to Admin Center Configure Object Definitions .2. Select a generic foundation object type from the first Search dropdown.

ExampleLegal Entity

3. Select a corresponding instance of generic foundation object type from the second Search dropdown.The selected data object instance is displayed on screen.

4. Go to Take Action Make Correction .The data object is available in edit mode.

5. Click (View Translations) against a given field in the data object.

NoteTranslatable fields of the data object are associated with the icon.

A popup window appears with a list of supported languages and free text fields for entering translations. There is also an entry that shows the default value currently set for the selected field. The list of languages correspond to the language packs activated in Provisioning.

RememberAs a customer, you do not have access to Provisioning. To complete tasks in Provisioning, contact SAP Support.

6. Click Finished.7. Enter the translations for other fields in a similar manner.8. Click Save.

The foundation object instance is updated with the new translations.


7 Employee Data Imports

A solution part of SAP SuccessFactors Employee Central to perform mass changes to employee data.

Employee Data Imports features as a dedicated method to help you execute changes to employee data in bulk. Using CSV templates corresponding to each HRIS element in Employee Central, Employee Data Imports enables you to manage changes to employee data efficiently.

Employee Data Imports can be used to manage data for different types of users in your company such as employees, contingent workers, and so on.

Following are some of the prominent scenarios where mass data transactions can be administrated using Employee Data Imports:

● Migrating user data from a third-party HRIS system to Employee Central.● Adding new user data, or hiring users.● Updating existing user data.● Deleting user data.● Terminating users.● Rehiring users.

Currently, Centralized services support several participating entities to bring data consistency and a host of performance-related improvements to the data import process. To know more about Centralized services, refer to the Related Information section.

Related Information

Centralized Services for Employee Data Imports [page 40]Prerequisites for Importing Employee Data [page 42]

7.1 Centralized Services for Employee Data Imports

Centralized services is an umbrella term for a collection of specialized services governing different processes in Employee Central.

Centralized services is basically a framework that acts as a common platform supporting various features in Employee Central, with the aim to bring consistency without compromising on quality.


Employee Data Imports

With Employee Data Imports, Centralized services work together to enable different HRIS entities to support functions like business rules, identical record suppression, forward data propagation, and so on.

Centralized services are enabled by default, and are applicable to data imports initiated from the Import Employee Data page or OData APIs.

Entities supported by Centralized services are of 2 types:

● Optionally supported entities, which depend on optional settings being enabled on the Company System and Logo Settings page. Optionally supported entities are:○ Compensation Information. This entity is dependent on the Enable Centralized Services for Compensation

Information (Applicable only for data imports from UI and API) setting.○ Pay Component Recurring. This entity is dependent on the Enable Centralized Services for Recurring Pay

Component Information (Applicable only for data imports from UI and API) setting.○ Job History. This entity is dependent on the Enable Centralized Services for Job Information (Applicable

only for data imports from UI and API) setting.○ Job Relationships. This entity is dependent on the Enable Centralized Services for Job Relationships

(Applicable only for data imports from UI and API) setting.○ Global Assignment Imports

NoteYou have the option to deselect any of these settings, in which case the respective entity exhibits legacy behavior without Centralized services.

● Universally supported entities, which are not dependent on any settings. Centralized services are always applicable to such entities, and cannot be opted out. Universally supported entities are:○ Address Imports○ Social Accounts Information

Mass Changes in Employee CentralEmployee Data Imports PUBLIC 41

○ Personal Documents Information

Centralized Services: Supported and Unsupported Entities

The following HRIS entities are currently supported by Centralized services:

● Addresses● Biographical Information● Compensation Information● Email Information● Employment Details● Global Assignments● Global Information● Job History● Job Relationships● National ID Information● Pay Component Recurring● Pay Component Non Recurring● Personal Information● Personal Documents Information● Phone Information● Social Accounts Information

The following HRIS entities are currently not supported by Centralized services:

● Basic Import● Background Import● Composite (Zip) Data Upload● Consolidated Dependents● Extended Import● Emergency Contact● Person Relationship● Termination Details

These entities continue to exhibit legacy behavior.

7.2 Prerequisites for Importing Employee Data

Before beginning the data import process, you must prepare your system to meet certain prerequisites.

Key Considerations

● To ensure that data is imported successfully, it’s imperative that you have a thorough knowledge of the HR data to be migrated as well as the data models across both the applications.



● You must account for dependencies or constraints that can impact the data import process, if any. If there’s Personally Identifiable Information or confidential data present, you must be aware of the parties who can review and validate the data.

● Employee Central is set up and data models, rules, and foundation objects are configured in accordance with the configuration work book.

● Role-based permission model is implemented in your system.● Configuring the system for optimal import performance.● Implementing input validation check on import data.

Related Information

Implementing Employee CentralImplementing Role-Based Permissions

7.2.1 Configuring Data Import Settings

Review the existing system settings to ensure an optimal performance during the data import process.

Context

Before you begin the data import process, be it foundation data or employee data, there are a few important system settings you must review. Depending on the volume of data to be imported, you can configure these settings accordingly. Based on established performance benchmarks, we also provide recommended values for your convenience.

Procedure

1. Go to Admin Center Company System and Logo Settings .2. Enter a value in the Maximum threadpool size for Employee Central and Foundation data imports field.

The thread pool size is an important factor in determining the time that the system takes to process data. With a thread pool size of 'X', the system imports 'X' batches of data at a time.

RecommendationWe recommend a thread pool size of 5.

3. Enter a value in the Set a batch size for employee and foundation data imports. (Enter a value between 1-100) field.


https://help.sap.com/viewer/DRAFT/b14dd15ca58f43e0856184a740a4b212/latest/en-US/e986688fbc724bcd9f492bdf16c8861e.html

https://help.sap.com/viewer/cdd844b5f0744d238284e937deb73f39/latest/en-US/b39c548684e544d794450b9cad9b3c8f.html

The system divides and groups the records in your import file into smaller units called 'batches'. The batch size is the number of records that the system processes in each batch. It's recommended that you set a batch size value between 1-100.

NoteA batch size value greater than 100 is not considered, and is automatically truncated to the maximum limit of 100.

The maximum number of records supported by Employee Central Imports is 30,000. If your import file has more than 30,000 records, we recommend that you distribute the data into multiple files and upload each file separately.

4. Enter a value in the Scheduled Jobs Retention Period in days field.

This value corresponds to the number of days to retain details of the scheduled import jobs, for monitoring and reporting purposes.

5. (Optional) You can disable rule processing by deselecting Enable rules execution during Job Information import, if already enabled.

6. Save the settings.

Results

You’re now all set to begin the data import process.

7.2.2 Role-Based Permissions for Employee Data Import Administrators

To import employee data and perform related tasks, you must have the required permissions.

You can define permissions for different roles before assigning them to users, so that they can perform tasks permitted by their role. It’s useful when there are many users who can access the Import Employee Data page, and you want to define the level of access for each user.


Administrator Permissions Manage User Enable RBP Access Validation for EC Elements during Imports

Allows you to import Job History and Compensation Information for users belonging to your target population only.

User Permissions Employee Central Import Entities

Employee Central Import Entities

Allows you to import employee data with the selected Employee Central Import entities.




Administrator Permissions Employee Central Import Settings

Enable Workflows for selected entities

Workflows attached with the selected Employee Central Import entities are triggered when you’re importing employee data.


Enable Business Rules for selected entities

Business rules attached with the selected Employee Central Import entities are triggered when you’re importing employee data.


Enable execution of rules against NO_OVERWRITE

Business rules attached with the selected Employee Central Import entities will also update fields that are marked as 'NO_OVERWRITE' in your import file template.


Enable Forward Propagation during Incremental Import

Data is propagated to effective dated records when you’re importing data with the selected Employee Central Import entities.


Support cumulative update of country-specific data for global information import in full purge mode

Country/region-specific data existing in the Employee Profiles is retained when you’re importing Global Information in full purge mode.

Administrator Permissions Manage Foundation Objects Import Translations You can import data and translations for the selected Foundation Objects.

Administrator Permissions Manage User Basic User Import You can import basic information of employees.

NoteEnsure that you’ve selected the Enable Control on Basic User Import in Role-Based Permissions option on the Manage Employee Central Settings page before assigning this permission.

Administrator Permissions Manage Hires Rehire Inactive Employee You can rehire employees who have previously worked at your company.

Administrator Permissions Manage User Allow users to view all the jobs You can monitor jobs submitted by all users.



Administrator Permissions Manage User Allow Retroactive Employee Data Changes

You can add changes before the earliest start date of a record.

Related Information

Using Role-Based Permissions

7.2.3 Enabling Security Scan of User Inputs

Configure the system to scan the data in the import files and take appropriate actions.

Context

As a security measure, you can setup your system to scan the data included in your import file and reject malicious content, if any.

Procedure

1. Go to Admin Center Platform Feature Settings .

The Platform Feature Settings page appears where you can enable or disable platform features.2. Select Security Scan of User Inputs.3. Click Save.

Your system is now configured to perform a validation on import data.

7.3 Employee Data Import Process

A standard process to follow for performing various transactions on employee data through imports.

The Employee Data Import process involves 3 main steps. Following is a clickable diagram highlighting the different stages in the process.



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● Downloading Import File Templates [page 50]● Preparing Data to Import [page 55]● Uploading Import Files [page 87]

You must execute these 3 steps to perform any kind of bulk transactions on employee data.

To get started, go to Admin Center Import Employee Data .

Employee Data Import Use Cases and Import Sequence

The following use cases describe the data import sequence for regular or full-time employees. To know about the data import sequence for contingent workers, refer to the Related Information section.

Adding New Employee Data/Hiring New UsersTo add new employee data, hire users (permanent/internal or non-permanent/external ), or migrate data to Employee Central, follow the recommended import sequence.

NoteEntities marked with '*' are required. Others are optional.


Recommended Data Import Sequence

Entities to Import Additional Information

1. Basic User Information This step involves the following data imports:

● Basic Import*: Information such as the first name, last name, email ID, and so on, is populated in the system. User accounts are created.

● Extended Import: Information about each employee such as the date of birth, citizenship, nationality, and so on, are added to user accounts.

● Background Import: Information such as educational qualification, certifications, work experience(internal and external), active community memberships, and so on, are added to user accounts.

2. Person Information With Biographical Information* import, information that constitutes the bio data of users such as the country/region of birth, region of birth, person ID, and so on, is added to user accounts. 'Persons' are created.

3. Employment Information This step involves the following data imports:

● Employment Details*: Information such as the employment start date, hire date, stock grants, option grants, and so on, are added to user accounts.

● Global Assignments: Information such as the assignment type, assignment duration, and so on, are added to user accounts.

4. Job Information This step involves the following data imports:

● Job History*: Information related to the current job assignment is added to user accounts.

● Job Relationships: Information related to associations with the current job assignment is added to user accounts.

5. Compensation Information This step involves the following data imports:

● Compensation Information*: Information such as the applicable pay group, pay type, payroll ID, and so on, is added to user accounts.

● Pay Component Recurring: Information such as the frequency of the recurring payments, the number of units, the end date, and so on, is added to user accounts.

● Pay Component Non Recurring: Information such as the component type, alternative cost center details (if any), pay date, and so on, is added to user accounts.



Entities to Import Additional Information

6. Personal Information This step involves the following data imports:

● Personal Information*: Information such as the first name, last name, preferred name, gender, nationality, native language, marital status, and so on, is added to user accounts.

● Global Information: Country/region-specific information is added to the user accounts.

● Phone Information: Information such as the phone numbers, area code, country/region code, extension, and so on, is added to user accounts.

● Email Information: Information such as the email type, email address, and so on, is added to user accounts.

● Social Accounts Information: Information such as the domain, account ID, and so on, is added to user accounts.

● National ID Information: Information about national identity of employees as applicable to their respective country/region, is added to user accounts.

ExampleThe social security number (SSN) in the United States, the Permanent Account Number (PAN) in India.

● Addresses: Information such as the current address, alternative address, address type, corresponding ZIP code, and so on, is added to user accounts. Address information can vary according to country/region.

● Emergency Contact: Information such as primary emergency contact, back up emergency contact, and so on, is added to user accounts.

Modify User DataTo modify existing user data, follow the data import process to import the corresponding entity data. There’s no recommended import sequence in this case.

ExampleTo modify employment information of users, import data for Employment Details entity.

Delete User DataDeleting user data is a sensitive case as it can cause downstream implications, and must be carried out carefully. You can import data to delete information associated with a single entity or multiple entities together. For more information, see Employee Data Deletion with Imports [page 112]

Terminate UsersTo terminate users, follow the data import process to import Termination Details.

Rehire UsersYou can rehire users with a new user ID, or an existing user ID.


To rehire users with an existing user ID, follow the data import process to import Job History details.

To rehire users with a new user ID, the recommended import sequence is as follows,

1. Employment Details2. Job History

For more information, see Rehire Employees with Data Imports [page 145].

Related Information

Importing Contingent Worker Data

7.3.1 Downloading Import File Templates

Begin the data import process by downloading an up-to-date version of the preconfigured import file template.

Prerequisites

● The HRIS elements corresponding to the data you want to import must be configured to include the required data fields.

● The HRIS elements that support country/region-specific templates must be configured, to download country/region-specific import templates.

● To include country/region specific address information with Emergency Contact and Person Relationship imports, Enable CSF support for Address in Emergency Contact and Personal Relationships Imports setting must be enabled from the Company System and Logo Settings page.

NoteBy enabling this setting, country/region-specific fields configured for different countries in the homeAddress HRIS element will be available for selection while downloading import templates for Emergency Contact or Person Relationship entities.

Context

Downloading the import file template from the server is recommended to ensure that you have the latest and up-to-date version of the template. You can also choose to download a country/region-specific template, or customize your template by selecting from the list of available fields.



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Procedure

1. Go to Admin Center Import Employee Data .2. Select Download Template as the action to perform.3. Select an entity from the dropdown.

Based on your selection, additional options appear on the page.4. Select at least one Country/Region from the Select Country dropdown.

Choose this option to download the template for the required country/region. This option appears only if the entity you've selected supports Country/Region specific information under the Available Data Fields column. You can select multiple countries/regions if required.

NoteFor the CSF-configured entities, you have an option to download the base model fields by deselecting all the countries in the Select country/region.

5. (Optional) If you want to encode the template in a format other than Unicode (UTF-8), select an encoding format from the File encoding dropdown.

6. Select the data fields to include in the import template from Available Data Fields.

This option appears only if the entity you've selected supports data field selection.

The selected fields appear under the Selected Data Fields column.

NoteTo remove a selected data field, click (Delete) against the respective field.

Mandatory fields or 'Business Keys', are automatically included under the Selected Data Fields, and can’t be removed. In SAP SuccessFactors, each record is identified by a set of unique identifiers known as Business Keys. Based on the business keys, employee records created or updated respectively.

NoteIf you have selected multiple countries/regions, ensure that you select only the required fields as custom data fields configured for other countries/regions that you haven’t selected can also appear in the list.

Example: While downloading a Job Information template for Canada, custom fields configured for USA also appear in the list of Available Data Fields.

7. Select Generate Template.

Next Steps

Prepare the template with data to import.


Related Information

Configuring Country-Specific Fields through Business Configuration UIPreparing Data to Import [page 55]

7.3.1.1 Import File Templates

SAP SuccessFactors provides preconfigured templates for importing different types of employee data.

An import file template is a CSV file intended to serve the purpose of importing a specific type of employee data. Since Employee Central identifies and stores employee data in what are known as HRIS elements, there is an import file template corresponding to every HRIS element involved in the data import process.

Import File Templates

Following are the import file templates available.

Import Template

Corresponding HRIS element as present in Business Configuration UI (BCUI)

Supports country-specific templates?

Supports manual data field selection?

Requires Role-based Permissions?

Basic Import No No Yes

NoteOnly when you've enabled the Enable Control on Basic User Import in Role-Based Permissions option in Manage Employee Central Settings, will the Basic User Import permission be required for admins to perform basic user import.

For details, see the Related Information section.



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Import Template





Extended Import No No No

Background Import No No No

Biographical Information

personInfo No Yes No

Person Relationship personRelationshipInfo

Yes Yes No

Employment Details employmentInfo Yes Yes No

Global Assignments globalAssignmentInfo

No Yes No

Personal Information personalInfo No Yes No

Global Information globalInfo Yes Yes No

Recruit Information No Yes No

Termination Details employmentInfo Yes Yes No

Job History jobInfo Yes Yes Yes

Permission Name: Employee Central Import Entities

Compensation Info compInfo Yes Yes Yes


Phone Information phoneInfo No Yes No

Email Information emailInfo No Yes No

Social Accounts Information

imInfo No Yes No

National ID Information nationalIdCard No Yes No

Addresses homeAddress Yes Yes No


Import Template





Emergency Contact emergencyContactPrimary

No Yes No

Personal Documents Information

No Yes No

Pay Component Recurring

payComponentRecurring

No Yes No

Pay Component Non Recurring

payComponentNonRecurring

No Yes Yes


Job Relationships jobRelationsInfo Yes Yes Yes


Consolidated Dependents

No No No

Compound Delete No No No

* Using this template, you can import:

● Biographical Information● Employment Details● National ID Information● Email Information● Phone Information

NoteThis template supports the import of multiple national IDs, phone numbers and email IDs.

Related Information

Managing Access to Basic User Imports [page 164]Role-Based Permissions for Employee Data Import Administrators [page 44]



7.3.2 Preparing Data to Import

After downloading the import file template, the next step in the data import process is to prepare the data to import in the required format.

Procedure

1. Ensure that all the required fields are present in the import file template.2. Understand the format, the permitted values, and other attributes of each field in your import file template.

Refer to the corresponding subtopic of the entity for which you're importing data to for more information about the business keys, Data Object tables, additional supported configurations, and related use cases.

3. Ensure that your spreadsheet management application supports the file encoding format you selected while downloading the import file template.

Unsupported file encoding formats can cause special characters in your import file to get corrupt. If the field labels or data contains a comma (,), ensure that the corresponding labels have quotes around them.

Note○ Special characters supported: ~ ` ! @ # $ % & * ( ) _ - + = { } [ ] / : ; " ' . ? /.○ Special characters supported but require special consideration:

○ Pipe (|): It acts as delimiter in imports for one-to-many association between two foundation objects. So, it’s supported, but if used in externalCode of a foundation object, causes issues when such an object is used in one-to-many association for another foundation object.

○ Backward Slash (\) or Double Quote (“): If picklist labels contain the Backward Slash (\) or Double Quote (“), these characters aren’t displayed on UI.

○ Unsupported special characters: Caret (^).

4. To retain leading zeros in your import file template, change the format of the required cell. To do so:a. Right-click the cell, and select Format Cells.b. On the Number tab, select the Text option.c. Save your changes.

Note

NoteWe've described the process in reference to the Microsoft Excel application, but the same logic can be applied to other popular spreadsheet management applications.

5. Pay special attention while mapping data with fields of the following data types:


Data Type Description Sample FieldExpected input in import file Sample Value

STRING Custom (user defined) String fields

<custom-string1> Text/Alphanumeric/number

ABC, 123ABC, 123

STRING Preconfigured (systemic) String fields

<company>, <location>

External code of the corresponding MDF Foundation Object

<1710>, <1710–2715>

TextArea Preconfigured (systemic) String fields

<notes> Text/Alphanumeric/number

<12345ABCdef>

HRIS_FINDUSER User-type fields <manager-id> Person ID <342152>

STRING Reference objects of type Picklist

<employee-class> Label of the picklist <Employee>, <Contractor>

Remember○ Provide a

value corresponding to your locale.

○ The system always considers active picklist values.

BOOLEAN <is-fulltime-employee>

Yes, No or an equivalent value

<Y>, <Yes>, <T>, <True>, <1>, <N>, <No>, <F>, <False>, <0>

DATE <probation-period-end-date>

Dependent on the logged in user's language settings

Example○ Format for US

English: MM/DD/YYYY

○ Format for UK English: DD/MM/YYYY

○ English US: 04/20/2019

○ English UK: 20/04/2019

6. If your import file contains data of new employees, ensure that the <start-date> value in the initial records of Job Information, Personal Information, and Compensation Information (with the Hire event) matches with the Hire Date in their Employment Details.



With Centralized services enabled, the Employment Information <start-date> is updated with the effective start date of the most recently processed Hire/Rehire record. This sync happens whenever a Hire/Rehire record is modified or inserted.

Since Employee Central is an effective-dated system, any mismatch in the date values leads to data inconsistencies.

7. If you're importing data for an entity other than Addresses and Personal Documents Information (Work Permit) imports, you don't need to enter the <end-date> value in the import files.

Even if you specify a value, the end dates are calculated automatically based on the corresponding start dates.8. Follow the recommended sequence for importing data for different roles.

Before you import employee data, the employee's manager and the HR representative data must be imported.

Related Information

Different IDs in SAP SuccessFactors HXM SuiteField Requirements for the User Data FileDownloading Import File Templates [page 50]

7.3.2.1 Basic User Information Imports

Notable points to help you prepare data for importing Basic User Information.

General Information

Business Keys Data Field Definitions Additional Information

● STATUS● USERID● USERNAME● FIRSTNAME● LASTNAME● GENDER● EMAIL● MANAGER● HR● DEPARTMENT● TIMEZONE

Basic User Information: Data Field Definitions

Basic User entity is currently not supported by Centralized services.


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Configurations/Processes Supported with Basic User Information Imports

Basic User entity supports the following configurations/processes by default:

● Assignment ID Definition

For more information about each configuration/process, refer to the Related Information section.

Managing Passwords of Users Migrated to Single Sign On (SSO) Authentication Protocol

New passwords generated with basic user imports will serve for basic authentication and token-based SSO only. No emails are generated for resetting passwords. To reset passwords, go to your identity provider's administrator panel.

Related Information

Assignment ID Definition with Data Imports [page 103]

7.3.2.2 Biographical Information Imports

Notable points to help you prepare data for importing Biographical Information.

General Information


User ID Biographical Information: Data Field Definitions

Biographical Information entity is universally supported by Centralized services.

NoteUser ID is a case sensitive field. Ensure that you enter the correct value to avoid validation errors.

Configurations/Processes Supported with Biographical Information Imports

Biographical Information entity supports the following configurations/processes:



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● Business Rule Configuration● Document Attachment● Identical Record Suppression


Related Information

Attaching Documents with Data Imports [page 149]Identical Record Suppression with Data Imports [page 117]Configuring Business Rules for Data Imports [page 150]

7.3.2.3 Employment Details Imports

Notable points to help you prepare data for importing Employment Details.

General Information


● User ID● Hire Date

Employment Details: Data Fields Definition

Employment Details entity is universally supported by Centralized services.

NoteUser ID is a case sensitive field. Ensure that you enter the correct value to avoid validation errors.

RememberYou cannot hire a user and set the new hire as a manager in the same import. You must first hire the user and then update the manager in a second import.

Configurations/Processes Supported with Employment Details Imports

Employment Details entity supports the following configurations/processes:

● Assignment ID Definition● Business Rule Configuration● Identical Record Suppression


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● Rehire Former Employees (with a new User ID)


Rehire Users with a New User ID

While rehiring inactive employees with a new employment, the <Original Start Date> field located under the Employment Information section of the Employee Profile highlights the effective start date of the employee. Since the <Original Start Date> of the new employment is different as compared to the old employment, when you import the rehire data, the system automatically updates the <Original Start Date> field with the value provided in your import file.

You can configure your system to keep the Original Start Date of employees unaffected by data imports. To do so, you must:

1. Add a custom date field to the employmentInfo HRIS element through the Business Configuration UI (BCUI). For more information about using BCUI, refer to the Related Information section.

2. Download the import file template for Employment Information. Ensure that you’ve included the custom date field included in the list of selected fields.

3. While preparing import data, enter the <Original Start Date> of the old employment in the custom date field.

4. Upload the import file template.

As a result, when the data is imported, even if the <Original Start Date> is updated, the custom date field will always show the start date of the old employment.

Related Information

Assignment ID Definition with Data Imports [page 103]Rehiring Former Employees with a New User ID [page 147]Identical Record Suppression with Data Imports [page 117]Using Business Configuration UI



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7.3.2.4 Global Assignment Imports

Notable points to help you prepare data for importing Global Assignment information.

General Information


● User ID● Assignment Start Date

Global Assignment: Data Fields Definition Global Assignment entity is currently supported optionally by Centralized services.

As part of the data preparation process, review the following:

● Global Assignment configuration settings to match your requirement.● Permissions for Global Assignment● Event Reasons for Global Assignment● Business Configuration for Global Assignment

Configurations/Processes Supported with Global Assignment Imports

Global Assignment entity supports the following configurations/processes by default:

● Assignment ID Definition

With Centralized services enabled, several supported configurations/processes are enhanced and a few new configurations/processes are supported, which are as follows:

● End Date Correction● Identical Record Suppression


Data Validation

Centralized services introduce several validations to ensure data consistency.

● When importing the Global Assignment record, the system checks whether there is an active job information record, as of the global assignment start date and either successfully imports the global assignment record or throws a validation, meaning that the import fails.The status of the Job Information record, as of the global assignment start date, cannot contain any of the following statuses: Termination, Retired, or No Show.


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Example

Job Information Record Import Date Import Result

Future termination record for September 30th

Import a global assignment with start date on September 15th

Successful


Future rehire record for Oct 1st

Import a global assignment with start date on Oct 10th

Successful


No future rehire record

Import a global assignment with start date on Oct 10th

Failed with Validations

Related Information

Assignment ID Definition with Data Imports [page 103]Configuring Global Assignment SettingsPermissions for Global AssignmentsCreating Event Reasons for Global AssignmentsBusiness Configuration for Global Assignments

7.3.2.5 Job History Imports

Notable points to help you prepare data for importing Job History.

General Information


● User ID● Event Date● Sequence Number

Job History: Data Fields Definition Job History entity is currently supported by Centralized services only if Enable Centralized Services for Job Information (Applicable only for data imports from UI and API. is enabled on the Company System and Logo Settings page.



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Configurations/Processes Supported with Job History Imports

Job History entity supports the following configurations/processes by default:

● Business Rules● Document Attachment● Employee Data Deletion● Identical Record Suppression● Forward Propagation of Data● Workflow Configuration

Points to note for workflow configuration:○ Workflows are triggered only if your import file contains 1 record for each user. If there are multiple records

for the same user with at least 1 record requiring approval, the data for this user isn’t imported.○ Workflows are triggered only by the entity used in the import, for example, Job History. If no workflow is

triggered by the entity in the import, all changes are immediately saved to the database, including derived entities, such as cross-entity rule- results.

○ Workflows are triggered only when a new Job History record is inserted in the import.○ Workflows aren't triggered for a new hire record, with an exception for internal hires.○ Workflows aren't supported for the Update operation. This means that a workflow isn't triggered when a

Job History record with a configured workflow is updated, with or without derived entities involved, such as Compensation Information.

○ Carbon copy (Cc) role notifications are supported.○ Cross-entity rules are supported.


● Business Rules● Employee Data Deletion● End Date Correction● Identical Record Suppression● Forward Propagation of Data● Sequence Number Generation and Correction

Sequence Number is an important factor to consider while preparing import data. Since Job History supports importing multiple records for a user with same event dates, it’s essential to provide a proper sequence number if you want to:○ Add multiple records for a user on the same date, or,○ Update one of multiple records existing for the user on a same date.

The sequence number generation and correction process helps handle scenarios where a sequence number is not provided with import data.



Standard Events for Job History Imports

● Add Assignment ● End Assignment ● LOA ● Rehire

● Away On Global Assignment

● End Pension Payout ● Obsolete Assignment ● Start Pension

● Back From Global Assignment

● End Surviving Spouse ● Obsolete Pension Payout ● Start Surviving Spouse

● Data Change ● Hire ● RLOA ● Termination

NoteYou must import Employment Details before importing Job History for Hire, Rehire, or Termination events, because the start and/or end dates of the employment are always adjusted with these events.

Data Validation

Centralized services introduce several validations to ensure data consistency. Job History imports are validated for the following scenarios:

● To ensure that active employees don't have inactive managers on the start date of the newly imported Job Information record. To ensure that active employees don't have inactive managers during the validity of the newly imported Job Information record, a warning message is raised. The validation runs for active employees only.

● To ensure that exactly 1 hire record exists for each user, which is also the first record.● To ensure the employment status doesn't change when the event or event reason is changed.● To ensure that working days for each week is greater than or equal to 0, or less than or equal to 7.● To ensure that only the Set action is used in rules where Job Information or Job Information Model is the target

object.● To ensure that the user can’t be their own manager, or the user can’t be their manager’s manager.● To ensure that duplicate records are not created from cross-entity rules, the system checks onSave rules for

Job Information. The existing hire record is updated, however, forward propagation is stopped for the record. If the rule result contains a 'special event', you can use a fallback event reason. This fallback event reason and event in the cross-entity rule result to create an new Job Information record.

Position to Job Sync Validation: If you've Position Management enabled, you can execute position-specific processes with Job History imports to validate the modified data. For more information, refer to the Related Information section.

Higher Duty: During the Job History import of higher duty or temporary assignment records, the validations related to higher duty or temporary assignment are executed and the reference salaries and higher duty allowance are calculated and updated, where required.

Employments Information: Derivation to ensure that the start and/or end date of Employment Information will always be adjusted whenever a Job Information Hire/Termination/Rehire record is modified.



Global Assignment: Derivation to ensure that the start Global Assignment and end Global Assignment dates on Global Assignment records are always adjusted when the corresponding records are imported using the Job History import.

Time: With Centralized services, it's possible to:

● Update fields other than the event reason field for a leave of absence.● Update the expected return date field when a configuration switch is enabled in Time Management.

Related Information

Attaching Documents with Data Imports [page 149]Deleting Employee Data with a Single Entity [page 112]Identical Record Suppression with Data Imports [page 117]Restricting Legal Entity Changes to an Employee Profile [page 165]Configuring Workflows for Data Imports [page 163]Configuring Business Rules for Data Imports [page 150]Forward Propagation of Data with Imports [page 124]Rehiring Former Employees with an Existing User ID [page 146]Sequence Number Generation and Correction with Data Imports [page 138]End Date Correction with Data Imports [page 107]Execute Position Processes During Job History Imports

7.3.2.6 Job Relationships Imports

Notable points to help you prepare data for importing Job Relationships information

General Information


● User ID● Event Date● Relationship Type

Job Relationships: Data Fields Definition Job Relationships entity is currently supported optionally by Centralized services.

Configurations/Processes Supported with Job Relationships Imports

Job Relationships entity supports the following configurations/processes by default:

● Employee Data Deletion


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When a field is changed in an existing job relationship, fields are changed in the import using a Modify operation. However, for changes to the <Relationship Type> field, the changes are done in the import using a Delete and Insert operation.

● Forward Propagation of Data


● Business Rules● Employee Data Deletion● End Date Correction● Identical Record Suppression● Forward Propagation of Data


Data Validation

Centralized services introduce several validations to ensure data consistency. Job Relationships imports are validated for the following scenarios:

● To ensure that the start date is not before the first Job Information Hire record.● To ensure that active employees don't have an inactive related user on the start date of the newly imported Job

Relationships record, a warning message is raised. The validation runs for active employees only.

Related Information

Deleting Employee Data with a Single Entity [page 112]Forward Propagation of Data with Imports [page 124]

7.3.2.7 Compensation Information Imports

Notable points to help you prepare data for importing Compensation Information.

General Information


● User ID Compensation Information: Data Fields Definition Compensation Information is currently supported by Centralized services only if



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● Event Date

● Sequence Number

Enable Centralized Services for Compensation Information (Applicable only for data imports from UI and API) is enabled on the Company System and Logo Settings page.

RecommendationWhile updating Compensation Information on a given <Event Date>, we recommend that you include the corresponding Recurring Pay Component record on the same date so that you don't have to manually update the record later.

Configurations/Processes Supported with Compensation Information Imports

Compensation Information entity supports the following configurations/processes by default:

● Employee Data Deletion● Business Rule Configuration● Forward Propagation of Data


● Employee Data Deletion● End Date Correction● Business Rule Configuration● Forward Propagation of Data● Sequence Number Generation and Correction


The sequence number generation and correction process helps handle scenarios where a sequence number isn’t provided with import data.



Data Validation

Centralized services introduce several validations to ensure data consistency. Compensation Information imports are validated for the following scenarios:

● When Compensation Information is imported, the system checks that the associated Pay Component Recurring is imported and validated.

● If the Allow Retroactive Employee Data Changes permission setting is activated, the system validates changes prior to the earliest retroactive date but only shows a warning message. If the Allow Retroactive Employee Data Changes permission setting is deactivated, an error message is shown.

Related Information

Deleting Employee Data with a Single Entity [page 112]Configuring Business Rules for Data Imports [page 150]Forward Propagation of Data with Imports [page 124]Sequence Number Generation and Correction with Data Imports [page 138]End Date Correction with Data Imports [page 107]

7.3.2.8 Recurring Pay Component Imports

Notable points to help you prepare data for importing Recurring Pay Component Information.

General Information


● Event Date● User ID● Event Date● Sequence Number

Recurring Pay Component: Data Fields Definition

Recurring Pay Component is currently supported by Centralized services only if Enable Centralized Services for Recurring Pay Component Information (Applicable only for data imports from UI and API) is enabled on the Company System and Logo Settings page.

Configurations/Processes Supported with Recurring Pay Component Imports

Recurring Pay Component entity supports the following configurations/processes by default:

● Business Rule Configuration



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● Identical Record Suppression● Employee Data Deletion● Forward Propagation of Data


● Employee Data Deletion● End Date Correction● Forward Propagation of Data● Identical Record Suppression● Sequence Number Generation and Correction


The sequence number generation and correction process helps handle scenarios where a sequence number isn’t provided with import data.


Data Validation

Centralized services introduce several validations to ensure data consistency. Recurring Pay Component imports are validated for the following scenarios:

● To ensure that the Recurring Pay Component is validated along with the corresponding Compensation Information when the import is executed.

● To ensure that a business rule with recurring pay components as the base object can't create or delete other recurring pay components.

● To ensure that only pay components defined as recurring can be created or updated for Compensation Information.

Pay Component Value: For pay components of type Amount and Percentage, the system ensures that a null value is not accepted. However, a value of 0.0 is accepted. For pay components of type Number, usually the value is not provided by the user since it is calculated and set by the system. Any value is accepted, including null.

Frequency: Frequency is only checked if the canOverride field is set to False. An error is raised when the frequency provided in the import does not match the value provided in the object definition. Both values can be null.

Related Information

Configuring Business Rules for Data Imports [page 150]Forward Propagation of Data with Imports [page 124]Identical Record Suppression with Data Imports [page 117]Employee Data Deletion with Imports [page 112]


7.3.2.9 Non-Recurring Pay Component Imports

Notable points to help you prepare data for importing Non-Recurring Pay Component Information.

General Information


● Issue Date● Pay Component● User ID

Non Recurring Pay Component: Data Fields Definition

Non-Recurring Pay Component entity is currently supported optionally by Centralized services.

Sequence Number

<sequence-number> is a required field, but not a business key, in the non-recurring pay component data import process. This field accepts an alphanumeric value with a character limit set to 38. With a unique <sequence-number>, you can import multiple records having a same pay component on the same day, without any risk of existing data being overwritten.

Based on your business requirements, there are two cases related to <sequence-number> configuration. To check your existing configuration, go to Admin Center Manage Business Configuration Employee CentralHRIS Elements payComponentNonRecurring .

CASE 1: <sequence-number> isn’t configured or disabled

The system automatically generates a sequence number for each employee record. However, the value isn’t shown on the UI.

CASE 2: <sequence-number> is enabled

● While importing data in full purge mode,○ If you haven’t provided any value in the <sequence-number> field, the system automatically assigns a

value. For a starting record, the value is set to 1 whereas, for any other record in the list, the value is set based on the following equation: New sequence number = last assigned sequence number + 1

Example1. Consider the <sequence-number> for the first three records in your import file as follows: 1, 2,

FSWQEDA12DASDADDASD. For the fourth record, if there’s no sequence number assigned, the system auto assigns a value 3.

2. Consider the <sequence-number> in your import file as follows: 1, 2, FSWQEDA12DASDADDASD, , 4, 5. For the fourth record, which doesn't have a sequence number, the system auto assigns a value 6.



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NoteThe system doesn’t consider alphanumeric values, if any, in the <sequence-number> field while auto assigning values.

● While importing data in the incremental mode, ensure that there are valid and unique values in the <sequence-number> field for each record.

Configurations/Processes Supported with Non-Recurring Pay Component Imports

Non-Recurring Pay Component entity supports the following configurations/processes by default:

● Business Rule Configuration● Forward Propagation● Workflow Configuration


Related Information

Configuring Business Rules for Data Imports [page 150]Forward Propagation of Data with Imports [page 124]Configuring Workflows for Data Imports [page 163]

7.3.2.10 Personal Information Imports

Notable points to help you prepare data for importing Personal Information.

General Information

Business Keys Data Field Definitions Additional Supported Configurations

● Person ID External● Event Date

Personal Information: Data Fields Definition

Personal Information entity is universally supported by Centralized services.


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Configurations/Processes Supported with Personal Information Imports

Personal Information entity supports the following configurations/processes:

● Business Rule Configuration● Document Attachment● Employee Data Deletion● Identical Record Suppression


● Employee Data Deletion● End Date Correction● Business Rule Configuration● Forward Propagation of Data

Related Information

Attaching Documents with Data Imports [page 149]Deleting Employee Data with a Single Entity [page 112]Identical Record Suppression with Data Imports [page 117]Configuring Business Rules for Data Imports [page 150]

7.3.2.11 Global Information Imports

Notable points to help you prepare data for importing Global Information.

General Information


● Country● Event Date● Person ID External

Global Information: Data Fields Definition Global Information entity is universally supported by Centralized services.

Configurations/Processes Supported with Global Information Imports

Global Information entity supports the following configurations/processes:



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● Business Rule Configuration● Employee Data Deletion● Identical Record Suppression● Forward Propagation of Data


Cumulative update of country/region-specific information

Global Information supports updating existing country/region-specific information, even when you’re importing data in Full Purge mode. To do so, you must have the Support cumulative update of country-specific data for global information import in full purge mode permission. The following example shows how it works:

ExampleLets suppose a user has Global Information as follows:

Sample Global Information

Person ID External Country/Region Custom String 1 Custom String 2

mhoff USA Sample_Data_1 Sample_Data_2

mhoff DEU Sample_Data_3 Sample_Data_4

You add new records by importing Global Information in Full Purge mode.

Sample Import Data



If you've the Support cumulative update of country-specific data for global information import in full purge mode permission, the existing country/region-specific record of the user is updated.




mhoff DEU Sample_Data_3 Sample_Data_4

If you don't have Support cumulative update of country-specific data for global information import in full purge mode permission, all existing records are deleted and replaced with the new import data.





Related Information

Identical Record Suppression with Data Imports [page 117]Configuring Business Rules for Data Imports [page 150]Forward Propagation of Data with Imports [page 124]Deleting Employee Data with a Single Entity [page 112]

7.3.2.12 Phone Information Imports

Notable points to help you prepare data for importing Phone Information.

General Information


● Person ID External● Phone Type

Phone Information: Data Fields Definition Phone Information entity is universally supported by Centralized services.

Configurations/Processes Supported with Phone Information Imports

Phone Information entity supports the following configurations/processes:

● Business Rule Configuration● Employee Data Deletion● Identical Record Suppression


Related Information

Identical Record Suppression with Data Imports [page 117]Configuring Business Rules for Data Imports [page 150]Deleting Employee Data with a Single Entity [page 112]



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7.3.2.13 Email Information Imports

Notable points to help you prepare data for importing Email Information.

General Information


● Person ID External● Email Type

Email Information: Data Fields Definition Email Information entity is universally supported by Centralized services.

Configurations/Processes Supported with Email Information Imports

Email Information entity supports the following configurations/processes:

● Business Rule Configuration● Employee Data Deletion● Identical Record Suppression


Related Information

Deleting Employee Data with a Single Entity [page 112]Configuring Business Rules for Data Imports [page 150]Identical Record Suppression with Data Imports [page 117]


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7.3.2.14 Social Account Information Imports

Notable points to help you prepare data for importing Social Account Information.

General Information


● Person ID External● Domain

Social Account Information: Data Fields Definition

Social Accounts Information is universally supported by Centralized services.

Configurations/Processes Supported with Social Account Information Imports

With Centralized services enabled, Social Accounts Information entity supports the following configurations/processes:

● Business Rule Configuration● Identical Record Suppression● Employee Data Deletion


Related Information

Configuring Business Rules for Data Imports [page 150]Identical Record Suppression with Data Imports [page 117]Employee Data Deletion with Imports [page 112]



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7.3.2.15 National ID Information Imports

Notable points to help you prepare data for importing National ID Information.

General Information


● Person ID External● National ID Card Type● Is Primary● Country

National ID Information: Data Fields Definition

National ID Information entity is universally supported by Centralized services.

Configurations/Processes Supported with National ID Information Imports

National ID Information entity supports the following configurations/processes:

● Business Rule Configuration● Document Attachment● Employee Data Deletion● Identical Record Suppression● National ID Assignment


Related Information

Attaching Documents with Data Imports [page 149]Deleting Employee Data with a Single Entity [page 112]Using Temporary National ID While Hiring an Employee [page 78]Identical Record Suppression with Data Imports [page 117]Configuring Business Rules for Data Imports [page 150]


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7.3.2.15.1 Using Temporary National ID While Hiring an Employee

Provide a temporary national ID in the import template for employees not having a valid national ID during the hiring process.

Prerequisites

● Verify if the required user accounts exist in the system.● Verify if the fields, isTemporary and temporary-id are enabled in thenationalIdCard HRIS element. To check

the existing configuration, go to Admin Center Manage Business Configuration Employee Central HRIS Elements nationalIdCard .

NoteEnsure that the national-id field is not configured as a mandatory field.

For information about a complete list of fields available for nationalIdCard element, refer to the Related Information section.

Procedure

1. Go to the Admin Center.2. In the Tools Search field, type Import Employee Data.

This brings up the Import Employee Data page.3. From the Select the action you want to perform drodown, choose Download Template.4. From the Select an entity dropdown, choose National ID Information template.5. Generate the template.

To know more about downloading templates, see Download Templates.6. In the downloaded template, enter Yes in the Temporary ID Available column.

7. Provide the temporary ID of the employee in the Temporary ID column.

NoteThat this is optional. You can also leave this column blank.

8. Now, upload the import file.

To know more about uploading employee data, see Importing Files.



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Results

On a successful import, the employee's temporary national ID will be stored in the system. You can view the national ID information on the Employee Profile page.

7.3.2.16 Address Imports

Notable points to help you prepare data for importing Address information.

General Information


● Person ID External● Event Date● Country● Address Type

Address Information: Data Fields Definition

Addresses entity is universally supported by Centralized services.

Configurations/Processes Supported with Addresses Imports

Addresses entity supports the following configurations/processes:

● Business Rule Configuration● Documents Attachment● Employee Data Deletion● Forward Propagation of Data● Identical Record Suppression

Note

If the Company System and Logo Settings Suppress update of identical records during Employee Central import for supported entities setting is active, but the <Country> field in the Home address is missing, then the system warns you that all fields are identical.

With Centralized services enabled, several supported configurations/processes are enhanced as follows:

● Employee Data Deletion● End Date Correction● Business Rule Configuration● Forward Propagation of Data


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End Dates for Addresses

Providing an end date in the address record for an employee isn’t a mandatory requirement as it is automatically calculated based on the respective start date. But if you intend to provide an end date, note the following.

For multiple records with same Person ID External, it’s recommended that you provide End Date values in all such records, or don’t provide any value at all. Providing End Date value in some records and not in others results in validation errors.

NoteEnd dates explicitly provided in the import template will be considered only with Full Purge imports. If you are importing data in Incremental Load mode, end dates are calculated automatically.

End Date Correction

End date correction is a method by which the system determines whether or not there can be gaps (time frame between the end date of one record and the start date of the next record) between different address records of an employee. While preparing import data, you can choose to specify an end date value along with other information in your import file template. Based on whether you import the data in Incremental Load or Full Purge mode, the end dates are adjusted automatically.

Example

ExampleLet' suppose your import the following records in Incremental Load mode.

Sample Import Data

Person ID External Address Type Start Date Country

104003 Home January 4, 2020 USA

104003 Home May 4, 2020 USA

104003 Home October 4, 2020 USA

After the data is imported, the output will be as follows:


Person ID External Address Type Start Date End Date Country

104003 Home January 4, 2020 May 3, 2020 USA

104003 Home May 4, 2020 October 3, 2020 USA

104003 Home October 4, 2020 December 31, 9999 USA

Any date gaps between the address records are automatically adjusted. The end date of the last record is also adjusted.



Now, if you add a new record that is active anywhere between the start date of the first record and the end date of the last record.

Sample Import Data

Person ID External Address Type Start Date Country

104003 Home February 4, 2020 USA




104003 Home January 4, 2020 February 3, 2020 USA

104003 Home February 4, 2020 May 3, 2020 USA

104003 Home May 4, 2020 October 3, 2020 USA

104003 Home October 4, 2020 December 31, 9999 USA

The end date of the first record is corrected in accordance with the start date of the newly added record. Also, the end date of the new record is corrected in accordance with the start date of the third record. The reason being, the end of any record can’t be greater than the start date of the subsequent record. This process of end date calculation holds true even if you don’t provide an end date value in your import file template.

If you’re importing data in Full Purge mode for the same address type with end dates provided, gaps in between records are considered and end dates aren't corrected.

Let' suppose your import file template has the following records ready to be imported in Full Purge mode.

Sample Import Data



104003 Home May 4, 2020 June 4, 2020 USA

104003 Home October 4, 2020 November 4, 2020 USA

After the data is imported, the database output will be as follows:




104003 Home May 4, 2020 June 4, 2020 USA

104003 Home October 4, 2020 November 4, 2020 USA

Note that any existing address information of employees is deleted and replaced with new data from your import file template.


Related Information

Attaching Documents with Data Imports [page 149]Deleting Employee Data with a Single Entity [page 112]Forward Propagation of Data with Imports [page 124]Identical Record Suppression with Data Imports [page 117]

7.3.2.17 Emergency Contact Information Imports

Notable points to help you prepare data for importing Emergency Contact Information.

General Information


● Person ID External● Name● Primary● Relationship

Emergency Contact Information: Data Fields Definition

Emergency Contact Information entity is currently not supported by Centralized services.

Configurations/Processes Supported with Emergency Contact Information Imports

Emergency Contact Information entity supports the following configurations/processes by default:

● Document Attachment● Employee Data Deletion


Special Cases to Consider with Emergency Contact Information Imports

● Deleting Emergency Contact Information: Deletion of the primary emergency contact information record of employees isn’t supported through the data import process. You must either update an existing record as the primary record or import a new record (that will act as the primary record) before deleting the existing primary record. However, to delete the primary record only, you can do it manually from the Employee Profile.

● Updating Emergency Contact Information: If you’re importing primary emergency contact information (in Incremental Load mode) for an employee already having a primary emergency contact record, the existing information is overwritten. Therefore, to add a new record and keep the existing information intact, you must



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include all the records of the employee (new and existing) in your import file. Alternatively, you can add a new record directly from the UI through the employee's profile.

Related Information

Attaching Documents with Data Imports [page 149]Deleting Employee Data with a Single Entity [page 112]

7.3.2.18 Person Relationship Information Imports

Notable points to help you prepare data for importing Person Relationship Information.

General Information


● Person ID External● Event Date

Person Relationship: Data Fields Definition Person Relationship Information entity is currently not supported by Centralized services.

Assigning Dependent as the Employee's Beneficiary

You can assign a dependent as a beneficiary only for Australian employees. To do so, you must enter the details of the dependent beneficiary in the Is-Beneficiary column of your import file template.

NoteThere can only be one dependent beneficiary per employee.

If you’ve assigned a dependent beneficiary for non-Australian employees, the system skips importing such data. However, if the non-Australian employees have a pension payout, you can assign as many dependent beneficiaries as required.


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7.3.2.19 Personal Documents Information (Work Permit) Imports

Customers who import work permits on the Centralized services must comply with the following requirements on data preparation and understand the behavior changes. This topic isn’t applicable for other customers.

General Information


● Country● Document Type● Document Number● User ID

Personal Documents Information: Data Fields Definition

Social Accounts Information entity is universally supported by Centralized services.

Note● Issue Date is a mandatory field and shouldn’t be left empty.● Importing work permits on the Centralized services is based on user ID, instead of person ID. Because one

person can have multiple user accounts, so you could end up purging work permit information of multiple users when you chose to purge data for one person. Now, with a user ID-based importing process, you only purge work permit information for the particular user ID you selected.

● Personal Documents Information supports data imports in Full Purge and Incremenal Load modes.

Configurations/Processes Supported with Personal Documents Information Imports

Personal Documents Information entity supports the following configurations/processes by default:

● Document Attachment

With Centralized services enabled, the following new configuration or process is supported:

● Identical Record Suppression


Related Information

Attaching Documents with Data Imports [page 149]Deleting Employee Data with a Single Entity [page 112]Configuring Business Rules for Data Imports [page 150]



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Identical Record Suppression with Data Imports [page 117]

7.3.2.20 Consolidated Dependents Imports

Notable points to help you prepare data for importing Consolidated Dependent information.

The Consolidated Dependents template includes data specific to the following entities:

● Person Relationship● Biographical Information● Personal Information● National ID Information● Addresses

The recommended method is to upload the dependents' data entity by entity. You can begin by first importing the biographical information of the dependent by assigning a suitable <person-id-external> to it. Remember to leave the User ID column blank while importing the Biographical Information for dependents.

1. Import the Person Relationship entity. Enter the unique <person-id-external> assigned while importing Biographical Information, to the Related Person Id External column. Then, add the employee’s Person ID in the Related Person Id External field.

2. Import Addresses, National ID, and Personal Information.

However, if you choose to import the dependents in a consolidated manner, import the biographical information of the dependent by assigning a suitable <person-id-external> to it. Remember to leave the User ID column blank while importing the Biographical Information for dependents.

Next, import the Consolidated Dependents. Enter a unique <person-id-external> assigned while importing Biographical Information, to the Related Person Id External column. Then, add the employee’s Person ID in the Related Person Id External field.

NoteBefore importing data for new dependents with Consolidated Dependent import, ensure that their Biographical Information is imported. Failure to do this leads to data corruption.

In the Consolidated Dependents import file template, you can define a dependent's relationship, and add (or update) Address information, Personal Information, Biographical Information, and National ID information of an employee's dependents. However, you must ensure that there exists at least one non-effective dated record per dependent.

NoteCurrently, uploading multiple National IDs and Addresses isn’t supported.

Related Information

KBA for Missing First Name and Last Name after Consolidated Dependents Import


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7.3.2.21 Termination Details Imports

Notable points to help you prepare data for importing employee termination details.

General Information


User ID Termination Details: Data Fields Definition Termination Details entity is currently not supported by Centralized services.

Configurations/Processes Supported with Termination Details Imports

Termination Details entity supports the following configurations/processes by default:

● Business Rule Configuration● Document Attachment● Workflow Configuration


Managing Termination Details for Employees with Concurrent Employment

For terminating the main employment of employees with concurrent employment, you must ensure that you also set one of their active employments as their new main employment.

Example

Employee Name User ID of Main EmploymentUser ID of Concurrent Employment 1

User ID of Concurrent Employment 2

John Doe jdoe jdoe_1 jdoe_2

The effective start date of concurrent employment 1 is July 1, 2019 whereas the effective start date of concurrent employment 2 is December 1, 2019.

You can terminate the main employment of John only if you assign him new main employment. In this case, you must assign concurrent employment 1 as the new main employment as its effective start date is before concurrent employment 2.

To assign a new main employment, you must enter the user ID of an active concurrent employment under the <New Main Employment> column in your import file template.



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Related Information

Attaching Documents with Data Imports [page 149]Configuring Workflows for Data Imports [page 163]Configuring Business Rules for Data Imports [page 150]

7.3.3 Uploading Import Files

Create new records or update existing records by uploading import files prepared with the required information.

Context

After you’ve downloaded the import file template and prepared the import data, you must upload the file to Employee Central for creating or updating employee records as applicable. Once the file is successfully uploaded, data is added or updated in the system accordingly.

Depending on the selected entity, you can configure how the data must be imported based on your requirement. Employee Central provides two options:

Employee Data Import Types

Import Type Suitable for

Full Purge Adding new data, or replacing existing data with new data.

Incremental Load Updating existing data.

NoteThese options are also available while importing data using OData APIs.

Related Information

Uploading Import Files in Full Purge Mode [page 88]Uploading Import Files in Incremental Load Mode [page 91]


7.3.3.1 Uploading Import Files in Full Purge Mode

Overwrite existing employee data with information in your import file by uploading data in full purge mode.

Prerequisites

● You've updated the import file with the required data to upload.● There are no dependencies on the import data. For instance, before importing data for an employee, data for

the employee's manager and HR representative must be existing in the system.● The data import settings are properly configured.● You've reviewed the configuration of the respective HRIS element on the Business Configuration UI.

NoteDuring data imports, the base configuration of the HRIS element takes precedence over its country/region-specific and person type configurations. For instance, if <custom-string 1> is not a mandatory field in the jobInfo HRIS element but mandatory in its contingent worker person type configuration, it is a non-mandatory field for Job History data imports. If such fields are present in your import file without a value, or not present in your import file at all, a null value is automatically added to them.

Context

Full purge imports are recommended when you’re importing data for the first time, or want to completely overwrite existing information in the employee data files. You also have the option to upload multiple files together. For more details, refer to the Related Information section.

Procedure

1. Go to Admin Center Import Employee Data .2. Select Import Data as the action to perform.3. Select the entity corresponding to the data you want to import.

Based on your selection, additional options appear on the page. If you’ve selected Basic Import, select More Options to further customize your import. For information about configuring advanced options with basic imports, refer to the Related Information section.

4. If the entity you've selected supports a Purge Type, select Full Purge.5. Select Browse to attach the import file from your computer.6. (Optional) Depending on the selected entity, the Import Description field appears. Enter a brief job description.7. (Optional) To select a data encoding format other than Unicode (UTF-8), choose from the File encoding

dropdown.



By selecting a proper file encoding format, you can represent data in different languages as necessary.8. (Optional) To select the file locale other than English (United States), choose from the File Locale dropdown.

The options appearing in the dropdown correspond to the language packs selected during Employee Central configuration. File Locale allows you to choose the language and locale for the data you’re importing, which is especially important for date, number, and picklist fields, as the format can change based on the locale. Selecting a file locale wouldn’t affect your default logon language or the language of your UI components.

9. (Optional) Depending on the selected entity, the Real-Time Threshold field is shown. Enter an appropriate value.You can change the Real-Time Threshold to specify a value lower than the default value shown. The user-defined threshold value can’t exceed the default value. A default value is automatically displayed for the selected entity.s If the number of records in your import file is greater than the Real-Time Threshold value, data imports happens asynchronously. Otherwise, data is synchronously imported.

NoteThe mode of importing data (synchronous or asynchronous) is automatically determined depending on the number of records in your import file.

10. (Optional) Select Validate Import File Data to check if there are any discrepancies in the data provided in the template.Run this check to ensure that there are matching import headers, and the CSV file you're uploading contains valid data. If the entity for which you’re importing data supports Centralized services, and has a parent or child entity, then data associated with the parent or child entity is also validated.

ExampleWhen importing Personal Information, the associated Global Information is also validated and vice versa. When importing Compensation Information, the associated Pay Component Recurring information is also validated and vice versa.

11. Select Import.

Results

The data is validated and the import process is initiated. After the import process is complete, email notifications are generated. The email notifications also include details about any errors encountered during the process.

If you are importing data for an entity that has related entities, the related entity records are implicitly copied over. For instance, Personal Information entity is related to Global Information, and they share a parent-child relationship. When you're importing Personal Information on a future date, the Global Information associated with the existing Personal Information is implicitly copied over and vice-versa.

NoteBusiness rules are not executed on the copied over records.

NoteWhen you perform full purge imports by changing only the end dates and enabling the flag Suppress update of identical records during Employee Central import for supported entities. on the Company System and Logo


Setting page, a warning is displayed which mentions that identical records are suppressed. However, please note that this warning can be ignored, and the records have been saved successfully.

Next Steps

After uploading the import file, you can:

● Select Monitor Job to:○ Track the progress of your import job. To monitor import jobs submitted by other users, you must have the

Allow users to view all the jobs permission.○ (For batch imports) Download failed records after a batch is completed, while the main batch job

continues.

TipIf some batches fail because of picklist unavailability, reimport the failed records.

If a job isn’t showing any progress, it can be because the UI isn’t displaying updated results. In such cases, note the time stamp and report an incident.

● Repeat the procedure to upload another import file.

RecommendationIf there’s an ongoing job that's processing a large amount of data, avoid importing other data until the job is completed. Multiple processes running in parallel can adversely affect system performance.

Related Information

Downloading Import File Templates [page 50]Preparing Data to Import [page 55]Configuring Data Import Settings [page 43]Configuring Additional Options with Basic Imports [page 94]Role-Based Permissions for Employee Data Import Administrators [page 44]Uploading Multiple Import Files Together [page 96]



7.3.3.2 Uploading Import Files in Incremental Load Mode

Selectively update existing employee data by uploading data in incremental load mode.

Prerequisites




Context

Importing data in the Incremental Load mode is beneficial when you want to update specific information while retaining a majority of existing employee data. You can also perform what is known as a Partial Import.

To perform a partial import, you must enter &&NO_OVERWRITE&& against fields in your import file, whose value you want to retain.

Note● You cannot enter &&NO_OVERWRITE&& against fields that are business keys.● Business rules consider updating fields marked as not to be overwritten, if you’ve the Enable execution of

rules against NO_OVERWRITE permission.

Procedure

1. Go to Admin Center Import Employee Data .2. Select Import Data as the action to perform.

Based on your selection, additional options appear on the page. If you’ve selected Basic Import, select More Options to further customize your import. For information about configuring advanced options with basic imports, refer to the Related Information section.


3. If the entity you've selected supports a Purge Type, select Incremental Load.4. Select Browse to attach the import file from your computer.5. (Optional) Depending on the selected entity, the Import Description field appears. Enter a brief job description.6. (Optional) To select a data encoding format other than Unicode (UTF-8), choose from the File encoding

dropdown.

By selecting a proper file encoding format, you can represent data in different languages as necessary.7. (Optional) To select the file locale other than English (United States), choose from the File Locale dropdown.

The options appearing in the dropdown correspond to the language packs selected during Employee Central configuration. File Locale allows you to choose the language and locale for the data you’re importing, which is especially important for date, number, and picklist fields, as the format can change based on the locale. Selecting a file locale wouldn’t affect your default logon language or the language of your UI components.

8. (Conditional) Define the Real-Time Threshold value.You can change the Real-Time Threshold to specify a value lower than the default value shown. The user-defined threshold value can’t exceed the default value. A default value is automatically displayed when you select an entity. If the number of records in your import file is greater than the Real-Time Threshold value, the system imports the data asynchronously. Otherwise, data is imported synchronously. Partial imports are always asynchronous.

NoteThe mode of importing data (synchronous or asynchronous) is automatically determined depending on the number of records in your import file.

9. (Optional) Select Validate Import File Data to check if there are any discrepancies in the data provided in the template.

Run this check to ensure that there are matching import headers, and the CSV file you're uploading contains valid data. If the entity for which you’re importing data supports Centralized services, and has a parent entity, then data associated with the parent entity is also validated.

Example: Global Information supports Centralized services, and is the child of Personal Information. Hence, when data is validated as part of Global Information imports, the corresponding Personal Information is also validated.

10. Select Import.

Results

The data is validated, and the import process is initiated.

Fields not having any values in your import file are substituted with default values. The default value can be:

● &&NO_OVERWRITE&&, for fields supporting partial imports.● Null value, for all other fields.

If you are importing data for an entity that has related entities, the related entity records are implicitly copied over. For instance, Personal Information entity is related to Global Information, and they share a parent-child relationship. When you're importing Personal Information on a future date, the Global Information associated with the existing Personal Information is implicitly copied over and vice-versa.



NoteBusiness rules are not executed on the copied over records.

After the import process is complete, email notifications are generated. The email notifications also include details about any errors encountered during the process.

Next Steps

After uploading the import file, you can:

● Select Monitor Job to:○ Track the progress of your import job. To monitor import jobs submitted by other users, you must have the

Allow users to view all the jobs permission.○ (For batch imports) Download failed records as soon as a batch is completed, while the main batch job

continues.

TipIf some batches fail because of picklist unavailability, reimporting the failed records resolve the problem. If a job is taking unusually long time to complete, it’s possible that the UI isn’t displaying updated results. In such cases, capture the time stamp and report the incident.

● Repeat the procedure to upload another import file. Generally, you upload a single file to import data corresponding to a respective entity. However, you also have the option to upload multiple files together. For more details, refer to the Related Information section.

RecommendationIf there’s an ongoing job that's processing a large amount of data, avoid importing other data until the job is completed. Multiple processes running in parallel can adversely affect system performance.

Related Information

Partial Imports: Unsupported Fields [page 94]Downloading Import File Templates [page 50]Preparing Data to Import [page 55]Configuring Data Import Settings [page 43]Configuring Additional Options with Basic Imports [page 94]Role-Based Permissions for Employee Data Import Administrators [page 44]Uploading Multiple Import Files Together [page 96]


7.3.3.2.1 Partial Imports: Unsupported Fields

Only certain fields in your import file template support Partial Imports.

If you want to perform a Partial Import while importing data in Incremental Load mode, you cannot update information for:

● ADDRESS○ The default Address entity does not support Partial Import.○ Location and Emergency Contact Foundation Objects also refer to this address. Therefore these two

columns will not support Partial Import as well.● WORK_PERMIT_INFO● PAY_CALENDAR● JOB_RELATIONSHIPS● JOB_FAMILY● DYNAMIC_ROLE*

● WF_CONFIG*

● WF_CONFIG_CONTRIBUTOR*

● WF_CONFIG_CC*

Note*: These fields are Foundation Objects.

7.3.3.3 Configuring Additional Options with Basic Imports

Select additional actions to be performed with basic employee data imports.

Prerequisites

You have selected More Options while importing basic employee data.

Context

You can configure specific tasks to be performed with basic user imports such as such as manager transfer, document removal, and so on.



Procedure

1. Select the applicable options from the Basic Options tab.

Automatic Manager Transfer

Select this option... To...

Automatic Completed Document Copy to New Manager Move all the documents from the old manager's Completed folder to the new manager's Completed folder.

Automatic Inbox Document Transfer To New Manager Move all the documents from the old manager's Inbox to the new manager's Inbox.

Automatic En Route Document Transfer To New Manager Move all the documents from the old manager's En-Route folder to the new manager's En-Route folder.

Automatic insertion of new manager as next document recipient if not already

Make the newanager a part of the review process and remove the old manager from accountability henceforth.

Automatic Document Removal

Select this option... To...

Remove Inactive Employees' In-Progress Documents Remove all in progress documents of inactive employees.

Remove Inactive Employees' Completed Documents Remove all completed documents of inactive employees.

NoteTo find options related to Automatic Manager Transfer and Automatic Document Removal, Effective Dated fields in Basic Import setting must be enabled in Provisioning.loioed81bdafb4204860bd12c0ffd5c0aa6c

2. Select applicable options from the Compensation Options tab.3. Save the settings.

Next Steps

Complete the basic data import process.


7.3.4 Uploading Multiple Import Files Together

Compress multiple import files together and upload them simultaneously as a Zip file.

Prerequisites




Context

Generally, you upload a single file to import data corresponding to a respective entity. However, if you have multiple files to upload, you can compress them together into a Zip file and upload the single compressed file. The order in which data is imported is as follows:

● Basic Import● Biographical Information● Employment Details● Personal Information Import● Job History

Other data, if any, is imported without any particular order.

If you’re creating new employee records, ensure that your Zip file contains the following import files:

● Basic Import● Biographical Information● Employment Details

Procedure

1. Go to Admin Center Import Employee Data .



2. Select Import Data as the action to perform.3. Select Composite (Zip) Data Upload.4. Select a method of importing data from the Purge Type field.

○ Full Purge, if you’re importing data for the first time or you want to completely overwrite existing data with information included in the import file.

CautionWith this option, all existing employee data (historic data included) corresponding to the selected entity is removed. To keep existing information, you must include the same in the import file or create a data backup, as required.

While importing data, if the system encounters fields without any value, null values are added to them.○ Incremental Load, to update employee data already existing in the system.

You can also use this option to perform a Partial Import, when only the required employee data is updated and all the other details remain unchanged. To partially import data, you to enter &&NO_OVERWRITE&& under those fields in your import file, whose value you don't want to modify. As a result, after you upload the file in the system, except business keys, and fields having a value &&NO_OVERWRITE&&, all other values will be updated with values provided in your import file.While importing data, if the system encounters a field without any value, &&NO_OVERWRITE&&, or null value is added to it depending on whether it supports partial import or not.

5. Select Browse to attach the Zip file from your computer.6. (Conditional) Depending on the entity you’ve selected, the Import Description field appears. Enter a brief job

description.7. (Optional) To select a data encoding format other than Unicode (UTF-8), choose from the File encoding

dropdown.

By selecting a proper file encoding format, you can represent data in different language as necessary.8. (Optional) To select the file locale other than English (United States), choose from the File Locale dropdown.

Selecting a file locale wouldn’t affect your default logon language or the language of your UI components. It corresponds to the locale for which data is being imported. The options appearing in the dropdown are based on the language packs selected during Employee Central configuration.

9. (Conditional) Define the Real-Time Threshold value.You can change the Real-Time Threshold to specify a value lower than the default value shown. The user-defined threshold value can’t exceed the default value. A default value is automatically displayed when you select an entity. If the number of records in your import file is greater than the Real-Time Threshold value, the system imports the data asynchronously. Otherwise, data is imported synchronously. Partial imports are always asynchronous.

NoteThe mode of importing data (synchronous or asynchronous) is automatically determined by the system depending on the number of records in your import file. During an asynchronous import, the system validates the first 10 records. Discrepancies, if any, results in errors. After you rectify the errors and upload the file again, the import process will continue.

10. (Optional) Select Validate Import File Data to check if there are any discrepancies in the data provided in the template.


TipWhen importing data for new employees, validations like 'Person-ID-External' is invalid can appear. You can ignore these validations and proceed with the import.

11. Select Import.

Results

The data is validated, and the import process is initiated. After the import process is complete, email notifications are generated. The email notifications also include details about any errors encountered during the process.

Next Steps

After uploading the Zip file, you can monitor the import job by selecting Monitor Job.

Related Information

Downloading Import File Templates [page 50]Preparing Data to Import [page 55]Configuring Data Import Settings [page 43]

7.3.5 Monitoring Jobs for Imports

Check the execution details and other statistics of each job associated with your primary batch.

Prerequisites

To monitor jobs submitted by you, you need the Administrator Permissions Admin Center PermissionsMonitor Scheduled Jobs

To monitor jobs submitted by others, you need the Administrator Permissions Manage User Allow users to view all the jobs permission to use this feature.



Context

If the number of records in your import file is greater than the specified real-time threshold value, data imports happen asynchronously. A job is submitted for further processing.

Procedure

1. Go to Admin Center Monitor Jobs .

The Monitor Jobs page appears, which list all the jobs (of type Employee Data Import) that you have submitted.

2. Identify the job that you want to monitor.3. Click Download Status corresponding to your job, if you want to download a copy of the job execution report.

A popup window appears prompting you to save the status file in a CSV format.4. Save the file on your computer.

Next Steps

We recommended using Scheduled Job Manager to monitor scheduled jobs of specific job types in your instance.

Related Information

Monitoring Scheduled Jobs in Admin Center

7.3.6 Troubleshooting

Information about typical error or warning messages that you may encounter during the data import process along with their cause and resolution.

Error/Warning Message While Importing... What's the Cause? What's the Resolution?

Missing required field

- Required information was not provided.

Fill out all required information and upload the file again.

Username already exists

- There's a duplicate record in your import file.

Delete the duplicate record and upload the file again.


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Manager Cycle detected with this manager ID — <manager id>

- There's an inconsistent entry in the hierarchy field.

Ensure that the employee's own USERID is not listed. This field should show the manager's USERID. Also, the employee must not appear both above and below the manager in the file.

The correct sequence is:

1. Manager’s data

2. HR Representative data

3. Employee data

Manager ID invalid - The manager's <USERID> assigned for the employee doesn't exist in the database

Make sure that the manager's <USERID> exists in the database.

If you're adding both the employee and manager, make sure that the manager is added before the employee.

Internal system error encountered while importing record.

- The data in your import file is invalid/incorrect, or the existing data is invalid.

Verify they the data you're importing is correct/valid.

The Date of Birth does not correspond to the National ID associated with this user

Biographical Information For some countries, the National Id information includes date of birth record of a user. This message most likely appears when you're updating the date of birth, and the data does not match the National Id record associated with the user.

Verify the import data, make corrections as necessary and import the data again.

The Gender does not correspond to the National ID associated with this user

Personal Information For some countries, the National Id information includes gender data of a user. This message most likely appears when you're updating the gender data, and the data does not match the National Id record associated with the user.

Verify the import data, make corrections as necessary and import the data again.




Personal information does not exist

Personal Information This message most likely appears when a user's <person-id-external> or a dependent's <person-id-external> is invalid. This can happen due when:

● <person-id-external> record for a dependent does not exist.

● <person-id-external> for a dependent exists, but not associated with an employee.

● You’re importing personal information for a user whose <person-id-external> does not exist.

● When <person-id-external> record for a dependent does not exist, import biographical information to define a new person in the system. Thereafter, import person relationship information to associate the dependent with the respective employee.

● To import personal information of a user whose <person-id-external> does not exist, you must import their basic user information to create a <person-id-external>, and then import personal information.

Failed to perform country specific validation. Please ensure this record is associated with a valid Company record for given dates

Job History This error message most likely appears when:

● You’re importing job history of employees, and the dates do not match the date format associated with the file locale selected during import.

ExampleIf your file locale is set to English (United States) and you’d like to import job history for employees from Germany. While Germany supports the date format DD.MM.YYYY, the data you upload is in

Depending on the cause of the error, you can change the file locale or associate a country with the legal entity and try importing the data again.



the format MM/DD/YYYY (corresponding to the English (United States)) file locale. If you specify dates in the German date format, the system will generate an error.

● A country has not been associated with the Legal Entity or, a country has been defined but the effective start date of the country is in future (when compared to the record being imported).

Country is a required field and cannot be blank

● Emergency Contact● Consolidated

Dependents

This error message most likely appears when you leave the <Country> field blank while filling out the <Address> field while importing emergency contact or dependents information.

<Country> is now a mandatory field when the visibility of the is-address-same-as-person HRIS field is set to No

Update the import file template with an appropriate value in the <Country> field and try importing the data again.

You cannot create Host employment record for Person ID External without a Home Employment

Global Assignment This error message most likely appears when:

● You’re importing a Host Employment record for an inactive employee without associating a Home Employment.

● You’re importing the Host Employment record, where the start date is earlier than the start date of the Home Employment.

● Create a Home Employment before importing Host Employment for an inactive employee.

● Specify the start date of the Host Employment on or after the Home Employment start date and import the data again.




User has already been rehired. You can delete the existing rehire record or terminate the employee to proceed with this rehire record

Termination Details This error message most likely appears when:

● You’re importing a rehire record for an active employee.

● A rehire record already exists for the user.

● You must terminate the active employee before initiating the rehire process.

● You must delete the existing rehire record before importing the new rehire record.

Additional Points to Note

● While investigating the failed records in your import file, check if any records have the <End Date> field. If the <End Date> in your import file does not correspond to the <End Date> value present in the system, the import process will not be successful. While the system calculates the end dates based on the hierarchy of event start dates, you can remove this field value, and try importing the file again.

● Ensure all the effective-dated records are in a single CSV file, when importing multiple batches in parallel.● After a Basic Import, if you are unable to find users in your system, it is most likely that the list of users in the

“Everyone” group isn't refreshed. To fix this, re-import basic user information for a few users (not all). This will refresh the list and you should be able to find the users now.

● After a Biographical Information import, if you face an error after clicking on Employee Information in an employee profile to review the Biographical information, it is most likely that the import hasn't been completed. Ensure that the import process is complete before reviewing the data in employee profiles.

● After importing dependents information, if you find that:○ A single dependent is shared by two employees, it might be due to an incorrect <Person-ID-External>

association. To resolve this, create one <Person-ID-External> for each dependent respectively. Thereafter, associate this information with the corresponding employees using the Person Relationship template.

○ Dependents are converted to employees, remove the National ID of the dependent and re-import data with a new <Person-ID-External>. This will avoid the validation check on the National ID.

7.4 Assignment ID Definition with Data Imports

Assignment ID can be used to define a relationship between the personnel (temporary or permanent) and your company.

Objectively, assignment ID (<assignment_id_external>) is similar to the user ID assigned to all personnel in your company. However, assignment ID is flexible and can be changed whenever required, unlike the user ID. Modifications to the user ID of employees require assistance from your designated Implementation Partner or SAP Cloud Support.


With Employee Central imports, there are 2 ways to define assignment ID for new employees who have multiple employment records:

Prerequisite: The required HRIS elements must be configured to add the <assignment_id_external> field. To check the existing configuration, go to Admin Center Manage Business Configuration Employee CentralHRIS Elements .

1. Manually define assignment ID in your import file template.○ For new employees, import data using the Basic Import template.○ For new employees with Concurrent Employment, import data using the Employment Details template.○ For new employees having a Global Assignment, import data using the Global Assignment template.

NoteWhile importing data, if the system finds records where you haven’t entered an Assignment ID, a value is automatically assigned from the corresponding <users_sys_id> field.

2. Configuring the system to auto-generate an assignment ID: Create an employee setting configuration to generate assignment ID during the data import process.

Setting Up a Process for Auto-Generating Assignment ID [page 104]Auto-generate assignment IDs while importing data by creating an employee setting configuration.

Related Information

Managing User Information: Assignment IDBasic User Information Imports [page 57]Employment Details Imports [page 59]Global Assignment Imports [page 61]

7.4.1 Setting Up a Process for Auto-Generating Assignment ID

Auto-generate assignment IDs while importing data by creating an employee setting configuration.

Context

To automate the process of generating the Assignment IDs for new employees, you must create an employee settings configuration and attach a business rule to auto-generate assignment IDs. The business rule is executed during the data import process.



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Procedure

1. Go to Admin Center Manage Data .2. Select Employment Settings Configuration from the Create New dropdown.

A form to create an employment setting configuration appears.3. Specify a code for the employment settings configuration.4. (Optional) Enter the name of the configuration in the Name field.5. Set the Status as Active.6. Select Yes from the Activate “Generate Assignment ID External” by Using a Business Rule dropdown.

7. Select (Add Rule) to create a business rule.The Configure Business Rules page appears in a popup window. For information about how to create a business rule, refer to the Related Information section.

NoteEnsure that you create a business rule instance belonging to the Generate Assignment ID External scenario in Employee Central Core rule scenario category.

8. After creating the business rule, select the new rule from the Rule to generate Assignment ID External dropdown.

9. Save the changes.

Results

Your employee settings configuration is activated. With this configuration in place, the system generates an assignment ID while importing Employment Details or Global Assignment information of employees.

Note● The assignment ID generated by the system can be different from the user ID of employees.● Assignment ID from the import file takes precedence over the assignment ID generated by the system.

Task overview: Assignment ID Definition with Data Imports [page 103]

Related Information

Creating a Business Rule


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7.5 Data Validation and Error Management with Data Imports

Data validation and error management are part of Centralized services to help ensure data imports and the resultant changes are accurate and consistent.

General Validations

Data imports for all entities supported by Centralized services are validated. The validations include:

● Association validation: To check the associations between the various Foundation Objects and Generic Objects, and verify if the data you’ve entered in the import file is correct.

● Derived entity validation: To check if there are any issues arising as a result of cross-block transactions with data imports. Cross-block transactions can arise out of cases such as rule execution, forward propagation, and so on.

ExampleWhile importing Job Information, if a cross-block rule is executed to update Compensation Information, the corresponding record is validated. Compensation Information is the derived entity in this case.

NoteThe Job History import fails in Initial Load Mode if there is a cross-entity rule from Job Information to Recurring Pay Component if there is no corresponding Compensation Information record.

● Duplicate record validation: To check if there are multiple records in your import file with same data.● Forward data propagation validation: To validate existing data in all the target records qualifying for forward

propagation.● Related entity validation: To check the existing data of an entity that is related to the entity for which you are

importing data.

ExamplePersonal Information and Global Information share a parent-child relationship. When you're importing Personal Information on a future date, the Global Information associated with the existing Personal Information is implicitly copied over. If the existing Global Information has inconsistencies, they must be resolved before importing Personal Information.

Similarly, with Global Information imports, the associated Personal Information record is validated for consistency.

ExampleWhen a new time slice for Comp Info is imported, the PCR is also copied over from the previous time slice. During the copy, validation is completed for both Comp Info and PCR. To reduce data inconsistency. (Only for SL)



● Sequence number validation: To check if a sequence number is entered for all the records having same business keys. Applicable for data imports with entities that support addition or modification of multiple records (having same business keys) on the basis of a sequence number, such as Job Information.

● Earliest date validation: To check if the effective date of changes is before the earliest date of the record and that the logged in user has permission to make those changes. This validation is for all effective-dated entities supported on Centralized services.

Error Management

Raise Message: While configuring business rules, you can add conditions to handle exceptional scenarios with a warning or an error message using the Raise Message action. For more information about creating a rule that raises a message, refer to the Related Information section.

Related Information

Creation of a Rule That Raises a Message

7.6 End Date Correction with Data Imports

End date correction is a part of Centralized services to manage end dates of effective-dated employee records.

When you’re importing data for effective-dated entities, end date correction is required to maintain data consistency in the following scenarios:

● Addition or deletion of a record for employees who have multiple records.● Updating an existing record with a new start date.

For employees who have multiple records, end date correction is a method to determine whether there can be date gaps between different records or not.

NoteA 'date gap' is the time frame between the end date of one record and the start date of the next record.

Based on whether you import the data in Incremental Load or Full Purge mode, the end dates are adjusted automatically.

End date correction is supported for the following entities:


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HRIS Entities Supporting End Date Correction

HRIS Entity Supports User-Defined End Dates? Additional Information

Job History No ● If an entity supports user-defined end dates, end dates specified in your import file template are considered, and not calculated automatically.

Note

If the Company System and

Logo Settings Suppress update of identical records during Employee Central import

for supported entities setting is active and new end dates are provided in a full purge import, the system warns that all fields are identical except the end dates. The system does, however, save the changes and update the end dates.

● If an entity doesn't support user-defined end dates, end dates specified in your import file template are ignored, and calculated automatically.

Compensation Information No

Recurring Pay Component No

Personal Information No

Global Information No

Addresses Yes

NoteOnly for data imports in Full Purge mode.

Job Relationships Yes

NoteOnly for data imports in Full Purge mode.

Use Cases for End Date Correction and Calculation

Adding new records without providing end date values in the import file

Prerequisites: You’re importing data in Incremental Load mode.

Example

Sample Import Data

Person ID External Address Type Start Date (dd/mm/yyyy) Country/Region

104003 Home 04/01/2020 USA

104003 Home 04/05/2020 USA

104003 Home 04/10/2020 USA





Person ID External Address TypeStart Date (dd/mm/yyyy)

End Date (dd/mm/yyyy) Country/Region

104003 Home 4/1/2020 03/05/2020 USA

104003 Home 4/5/2020 03/10/2020 USA

104003 Home 4/10/2020 31/12/9999 USA

Result: End dates are automatically calculated. Date gaps, if any, between records are adjusted accordingly. The end date of the last record is also adjusted.

Adding new records with end date values provided in the import filePrerequisites: You’re importing data in Full Purge mode.

ExampleLet' suppose you’re importing address information of an employee, with end dates provided for all records.

Sample Import Data



104003 Home 04/01/2020 04/02/2020 USA

104003 Home 04/05/2020 04/06/2020 USA

104003 Home 04/10/2020 04/11/2020 USA

Result: Existing address information of employees is deleted and replaced with data from your import file. If there are any date gaps between records, they are not corrected.




104003 Home 04/01/2020 04/02/2020 USA

104003 Home 04/05/2020 04/06/2020 USA

104003 Home 04/10/2020 04/11/2020 USA

Adding new records with start dates coming after the start date of the most recent existing recordPrerequisites: You’re importing data in Incremental Load mode.

ExampleLet's suppose a user has one Job Information record as follows:

The start date here means before the start date of an existing record.


Sample User Data

Start Date (dd/mm/yyyy)

End Date (dd/mm/yyyy) Country/Region Supervisor Job Title

01/01/2021 31/12/9999 USA John Doe Analyst

You add two new records without providing an end date in the import file:

Sample Import Data



01/01/2022 IND Jane Doe Senior Analyst

01/01/2023 AUS John Smith Manager






01/01/2022 31/12/2022 IND Jane Doe Senior Analyst

01/01/2023 31/12/9999 AUS John Smith Manager

Result: The end date of the existing record is corrected in accordance to the new records added. The end dates of the new records are also calculated.

Adding new records with start dates coming before the start date of the initial recordPrerequisites: You’re importing data in Incremental Load mode.

ExampleLet's suppose a user has one Job Information record as follows:

Sample User Data




You add a new record without providing an end date in the import file:

Sample Import Data



01/01/2020 IND Jane Doe Analyst Intern







01/01/2020 31/12/2020 IND Jane Doe Analyst Intern


Result: The end date of the new record is corrected in accordance to the existing record.

Adding a new record with start date between the start dates of existing records

Prerequisites: You’re importing data in Incremental Load mode.

ExampleLets suppose the following data exists for a user:

Sample User Data



104003 Home 04/01/2020 3/5/2020 USA

104003 Home 04/05/2020 3/10/2020 USA

104003 Home 04/10/2020 31/12/9999 USA

Now, you add a new record between the start date of the first record and the end date of the last record.

Sample Import Data

Person ID External Address Type Start Date (dd/mm/yyyy) Country/Region

104003 Home 04/02/2020 USA





104003 Home 04/01/2020 03/02/2020 USA

104003 Home 04/02/2020 03/05/2020 USA

104003 Home 04/05/2020 03/10/2020 USA

104003 Home 04/10/2020 31/12/9999 USA

Result: The end date of the first record is corrected according to the start date of the new record. Also, the end date of the new record (second record) is corrected according to the start date of the third record. The reason being, the end of any record can’t be greater than the start date of the subsequent record. This process of end date calculation holds true even if you don’t provide an end date value in your import file template.


The principles of end date correction as demonstrated in the these use cases are also applicable to other effective-dated entities.

7.7 Employee Data Deletion with Imports

Remove employee data associated with different entities.

Deleting employee data is a consequential process, and must be dealt with utmost importance. Data once deleted can be difficult or impossible to recover.

Using data imports, you can choose to delete employee data associated with a single entity, or multiple entities as applicable.

Deleting Employee Data with a Single Entity [page 112]Import employee data to be removed with a single entity.

Deleting Employee Data with Multiple Entities [page 114]Consolidate and import employee data with multiple entities for deletion.

Use Cases: Employee Data Deletion [page 116]Notable scenarios related to employee data deletion with imports.

7.7.1 Deleting Employee Data with a Single Entity

Import employee data to be removed with a single entity.

Prerequisites

● To delete country/region-specific information, the corresponding HRIS elements must be properly configured. To review your existing configuration, go to the Admin Center Manage Business Configuration page.

● To delete Job History, ensure that the Company field is available in your import file template.● To delete a leave of absence Job History record, you have Enable Leave of Absence Editing enabled in the Time

Management Configuration MDF object.

Context

Employee data can be deleted in Incremental Load mode, by choosing an operation type between DELETE and DELIMIT. The operation type depends on the entity you select for importing data.

You cannot delete and add data at the same time. To do so, you must create two separate jobs.



NoteThis criteria doesn't apply to entities supported by Centralized services.

Business key changes are considered as a 'Delete' of existing business keys and 'Insert' of new business keys. This applies whether the business key is changed or if the same business key is deleted and re-added.

Key considerations with Compensation Information deletion:

● You must provide the sequence number with the records in your import file template.● You can delete data associated with multiple employee records.● For a given employee, if your import file contains data to be deleted and added at the same time, Recurring Pay

Component associated with the Compensation Information (to be deleted) is automatically linked with the new Compensation Information (to be added).

● Deleting Compensation Information results in the deletion of the corresponding Recurring Pay Component information also.

Procedure

1. Download the import file template of the required entity.2. Prepare the template with data to delete.

While preparing import data, enter DELIMIT or DELETE (depending on the selected entity) in the Operation column.

For deleting.. Enter...in the Operation column SAP Recommendation

Addresses DELIMIT -

Compensation Information DELETE -

Email Information DELIMIT DELETE

Emergency Contact Information DELIMIT -

Global Information DELIMIT -

Job History DELETE -

Job Relationships DELIMIT -

National ID Information DELIMIT DELETE

Non Recurring Pay Component Information

DELIMIT -

Person Relationship DELIMIT -

Personal Information DELETE -

Phone Information DELIMIT DELETE

Recurring Pay Component Information DELIMIT -

Social Accounts Information DELIMIT -


3. Upload the file to import the data.

Results

If successful, the employee data corresponding to the selected entity is deleted.

Related Information

Configuring Country-Specific Fields through Business Configuration UIDownloading Import File Templates [page 50]Preparing Data to Import [page 55]Uploading Import Files [page 87]Deleting Employee Data with Multiple Entities [page 114]

7.7.2 Deleting Employee Data with Multiple Entities

Consolidate and import employee data with multiple entities for deletion.

Prerequisites

Enable Compound Delete must be enabled in Provisioning. This setting is required to download the required import file template.

RememberAs a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your implementation partner. If you're no longer working with an implementation partner, contact Product Support.

Multiple entry deletion is supported for these entities:

● Addresses● Biographical Information

NoteYou can only delete the Biographical Information of employees if there is no existing Employment Information and/or Dependent information for them.

● Email Information● Job Relationships● National ID Information



https://help.sap.com/viewer/ad84af95610e409c84e0ca8261aab640/latest/en-US/f3371471a8084daeab4cc4e9339eef46.html

● Pay Component Non Recurring● Phone Information

Context

You can use a dedicated import template to group together employee data belonging to different entities for deletion.

NoteData deletion with multiple entities always happens in Full Purge mode.

Procedure

1. Download the Compound Delete import file template.2. Prepare data to import.

The import file template contains two columns.○ In the externalCode column, enter the employee identifier such as the User ID or the Person ID External.○ In the hris-element-id column, enter the identifier of the HRIS element whose associated data you want to

delete.

Note

To find the HRIS element identifier, go to Admin Center Manage Business Configuration page.


Results

If successful, the corresponding employee data is deleted.

Related Information

Downloading Import File Templates [page 50]Preparing Data to Import [page 55]Uploading Import Files [page 87]


7.7.3 Use Cases: Employee Data Deletion

Notable scenarios related to employee data deletion with imports.

Data Deletion for Addresses

Addresses, being an effective dated HRIS entity, supports employee data deletion when Centralized services are enabled. You can delete address information of an employee by importing a record having a start date that doesn’t exist in the system. If forward propagation is applicable, data changes are cascaded to subsequent records of the employee.

NoteOnly applicable in cases where the start date of the record you’re importing falls within the date range of records existing in the system.

Example

ExampleExisting Address information for an employee.

Address Type Start Date (dd/mm/yyyy) End Date (dd/mm/yyyy)

Home Address Type 1, Home Address Type 2

01/01/2010 31/12/2011


01/01/2012 31/12/2013


01/01/2014 31/12/2015


01/01/2016 01/01/9999

You import data to delete 'Home Address Type 1':

Address Type Start Date (dd/mm/yyyy) Operation

Home Address Type 1 01/01/2011 DELIMIT

Result:

● The address type is deleted as per the start date provided in the import file.● The value is propagated to future records as applicable.● End dates are adjusted accordingly.



01/01/2010 31/12/2010

Home Address Type 2 01/01/2011 31/12/2011







7.8 Identical Record Suppression with Data Imports

A method to exclude duplicate records and redundant information while importing data.

Multiple records with same data for a person indicate inaccurate or stale data. It can cause issues with reporting, analyzing metrics leading to performance inefficiency. Identical record suppression enables you to maintain data consistency and avoid duplicate records from getting imported.

Identical record suppression is enabled by default with employee data imports. You can manage this setting on the Admin Center Company System and Logo Settings page, using the Suppress update of identical records

during Employee Central import for supported entities option.

Entities that support identical record suppression with data imports are:

● Addresses● Biographical Information● Employment Details● Email Information● Global Information● Job History● Job Relationships● National ID Information● Recurring Pay Component● Personal Information● Personal Documents Information● Phone Information● Social Accounts Information

NoteIdentical record suppression with Personal Documents Information, Social Accounts Information, or Recurring Pay Component imports requires Centralized services.

With Employment Details and Biographical Information imports, you can suppress identical records while adding new data or updating existing data. Whereas with Job History and Personal Information imports, you can suppress identical records only when you’re updating existing data as they’re effective-dated entities.

ExampleIf you're importing data that matches existing data for an employee on a given date, the record isn’t imported. However, if you're importing data that matches existing data but on a different date, the record is imported.


If you import Job History and Personal Information with or without providing a seq-number in the import file, the import data is validated against the existing employee data on the same effective date. If there’s no information available as of that effective date, the system validates the data you’re importing with the previous effective dated record. If there are still no changes, the data isn't updated.

NoteIdentification of records to suppress isn’t a part of the validation process.

Related Information

Centralized Services for Employee Data Imports [page 40]Use Cases: Identical Record Suppression [page 118]

7.8.1 Use Cases: Identical Record Suppression

Notable scenarios related to identical record suppression with employee data imports.

Identical Record Suppression with Job Information Imports

Importing Job Information with Centralized services and Identical record suppression not enabledPrerequisites:

● Admin Center Company System and Logo Settings Enable Centralized Services for Job Information is not enabled.

● Admin Center Company System and Logo Settings Suppress update of identical records during Employee Central import for supported entities is not enabled.

Let's suppose an employee has existing Job Information as follows:

Sample Employee Data

Start Date (dd/mm/yyyy) Country/Region Supervisor Job Title

01/01/2021 USA John Doe Analyst

Case 1: You add a new record that's identical to the existing record by importing data in Full Purge mode.

Sample Import Data



Result: The existing record is deleted and replaced with the new record, even though both records are identical.



Case 2: You add a new record that's exactly same as the existing record by importing data in Incremental Load mode.

Sample Import Data



Result: The new record is successfully added. The two identical records are distinguishable by their sequence number.


Start Date (dd/mm/yyyy) Country/Region Supervisor Job Title Sequence Number

01/01/2021 USA John Doe Analyst 1

01/01/2021 USA John Doe Analyst 2

Importing Job Information with Centralized services not enabled and Identical record suppression enabledPrerequisites:

● Admin Center Company System and Logo Settings Enable Centralized Services for Job Information is not enabled.

● Admin Center Company System and Logo Settings Suppress update of identical records during Employee Central import for supported entities is enabled.





Case 1: You add a new record that's identical to the existing record by importing data in Full Purge mode.

Sample Import Data



Result: The record is not imported ('suppressed'). The audit details are not updated.

Case 2: You add a new record that's identical to the existing record by importing data in Incremental Load mode.

Sample Import Data








Importing Job Information with Centralized services enabled and Identical record suppression not enabled

Prerequisites:

● Admin Center Company System and Logo Settings Enable Centralized Services for Job Information is enabled.






01/03/2021 USA John Doe Senior Analyst

Case 1: You add a new record by importing data in Full Purge mode.

Sample Import Data



Result: All existing records are deleted and replaced with the new record. The audit details are updated.


Start Date (dd/mm/yyyy) Country/Region Supervisor Job Title Last Modified Date

01/02/2021 USA John Doe Senior Analyst <Date of Import>

Case 2: You add a new record identical to one of the existing records by importing data in Full Purge mode.

Sample Import Data



Result: The first record is not imported as the data is identical to an existing record, however, the audit details are updated. The second record is deleted.



01/01/2021 USA John Doe Analyst <Date of Import>

Case 3: You add a new record by importing the data in Incremental Load mode.



Sample Import Data


01/04/2021 USA John Doe Manager

Result: The new record is added to the existing set of employee records. The audit details are updated.





01/04/2021 USA John Doe Manager <Date of Import>

Case 4: You add a new record identical to an existing record by importing the data in Incremental Load mode.

Sample Import Data



Result: The record is not imported. However, the audit logs are updated.





Importing Job Information with Centralized services and Identical record suppression enabledPrerequisites:

● Admin Center Company System and Logo Settings Enable Centralized Services for Job Information is enabled.







Case 1: You add a new record by importing data in Full Purge mode.


Sample Import Data



Result: The first record is imported as there is a change to Job Title.. However, second record is deleted and the audit details are updated..




Case 2: You add a new record identical to an existing record by importing data in Full Purge mode.

Sample Import Data



Result: The first record is not imported as the data is identical to an existing record (suppressed) and the audit details are not updated. However, the second record is deleted.

Sample Output Data



Case 3: You add a new record identical to an existing record by importing the data in Incremental Load mode.

Sample Import Data








Identical Record Suppression with Compensation Information, Recurring Pay Component Imports

The following use cases are from the perspective of Compensation Information imports, but the behavior is the same with Recurring Pay Component imports.



Importing Compensation Information with Centralized services enabled and Identical record suppression not enabledPrerequisites:

● Admin Center Company System and Logo Settings Enable Centralized Services for Compensation Information is enabled.


Let's suppose an employee has existing Compensation Information as follows:

Sample User Data

Start Date (dd/mm/yyyy) Event Reason Sequence Number User ID Benefits Rate

10/10/2020 DATACHG 1 sdesikan1 5


You add the following records by importing data in Incremental Load mode.

Sample Import Data




Result:

● The first record is not imported ('suppressed') as the data is identical to an existing record. The audit details are updated.

● The second record is imported successfully. But its sequence number is corrected to match the order.


Start Date (dd/mm/yyyy) Event Reason Sequence Number User ID Benefits Rate Last Modified Date

10/10/2020 DATACHG 1 sdesikan1 5 <Date of Import>



Importing Compensation Information with Centralized services and Identical record suppression enabledPrerequisites:

● Admin Center Company System and Logo Settings Enable Centralized Services for Compensation Information is enabled.



Let's suppose an employee has existing Compensation Information as follows:

Sample User Data




You add a new record by importing data in Incremental Load mode.

Sample Import Data



Result: The record is not imported ('suppressed') as the data is identical to an existing record, and a warning message is displayed on the UI. The audit details are not updated.





7.9 Forward Propagation of Data with Imports

Forward propagation is a process by which data changes are cascaded or "propagated" to future dated records. Forward propagation is supported only in Incremental Load mode.

Forward propagation of data is useful when modifications to employee data are applicable to corresponding effective dated records in the future.

For records where forward propagation of data occurs, the system runs the validation checks against all the fields.

Currently, forward propagation of data is supported with the following data imports on Centralized services:

● Addresses● Compensation Information● Global Information● Job History● Job Relationships● Personal Information● Recurring Pay Component

The following sections describe the behavior of these supported entities on Centralized services.



Note● Rules aren't triggered on forward propagated data.● Forward propagation is supported only on incremental mode.● Forward propagation is supported only for insert, meaning when inserting and modifying a value or adding

a new record for an entity.● Forward propagation of data happens with Job History and Compensation Information (including Recurring

Pay Component) imports only if you've the Enable Forward Propagation during Incremental Import permission.

Forward Propagation of Data with Job History, and Personal Information Imports

Forward propagation of data when field values in the records subsequent to the newly added record match with the values in the first record.

Example

These examples of forward propagation apply to Job History and Personal Information imports as well.

ExampleExisting Compensation Information records of an employee:

Sample Compensation Information

Start Date Custom String 1 Custom String 2 Custom String 3 Custom String 4

April 1, 2019 X A O -

June 1, 2019 X B O -

September 1, 2019 Y C O -

You add a new record by importing the following data:

Sample Import Data


May 1, 2019 Z B Q E

Compensation Information of the employee after importing data:

Sample Database Output - with Forward Propagation


April 1, 2019 X A O -



May 1, 2019 Z B Q E

June 1, 2019 Z B Q E

September 1, 2019 Y C Q E

For the record with <Start Date> as June 1, 2019, the values in the Custom String 1, Custom String 3 and Custom String 4 match with the values in the record with <Start Date> as April 1, 2019, but the value in Custom String 2 doesn't match. Hence, data is propagated only to Custom String 1, Custom String 3, and Custom String 4. Also for the record with <Start Date> as September 1, 2019, forward propagation happens on Custom String 3 and Custom String 4 as the value was same as previous record. However, for Custom String 1 the propagation stops as the value is different from previous record.

Forward Propagation of Data with Recurring Pay Component and Global Information Imports

RestrictionForward propagation of calculated fields such as <Annualized Salary>, <Calculated Amount> is currently not supported.

ExampleThese examples of forward data propagation apply to both Recurring Pay Component and Global Information imports.

NoteWhen you add records of child entity to a time slice without existing child entity records, forward propagation of data happens if the field value in the futures is empty.

ExampleExisting Compensation Information records of an employee:


User ID Start Date Event Reason

Mhoff January 1, 2000 DATACOST






Existing Recurring Pay Component records of the same employee:


User ID Start Date Pay Component Currency

Mhoff January 1, 2000 Base Salary USD





Sample Import Data


Mhoff January 1, 2001 Travel Allowance INR

Mhoff January 1, 2001 Base Salary INR

Recurring Pay Component information of the employee after importing data:





Base Salary INR


Base Salary USD


Base Salary USD

In continuation with the above sample database output, if you delete an existing record by importing the following data:

Sample Import Data

User ID Start Date Pay Component Currency Operation

Mhoff January 1, 2001 Travel Allowance INR DELIMIT

Recurring Pay Component information of the employee after importing data:





Mhoff January 1, 2001 Base Salary INR



In this case, only the pay component data is deleted while all the other data remains intact.

Example

Existing Records of Personal Information for an Employee

Person ID External First Name Last Name Start Date End Date

104003 Julie Armstrong January 1, 2015 December 31, 2015




Existing Records of Global Information for an Employee

Person ID External Country/Region Number of Children Start Date End Date

104003 Australia 0 January 1, 2015 December 31, 2015



You add new record by importing the following data:

Sample Import Data

Person ID External Country/Region Number of Children Start Date

104003 Australia 1 January 1, 2016

Result:

No forward propagation happens, because the number of children starting from January 1, 2017 is "0" and is different from the original value of the previous record, which is empty.

Records of Global Information for an Employee After Import








Example







Existing Records of Global Information for an Employee



104003 Australia January 1, 2017 December 31, 2018



Sample Import Data



Result:

The updated field value "1" is forward propagated and stops on December 31, 2018, because there's no record of global information from January 1, 2016 to December 31, 2016 and the value of <Number of Children> in the future record is empty.







Example





There's no records of global information for this employee.



Sample Import Data



Result:

The global information record is forward propagated.





Forward Propagation of Data with Address and Job Relationship Imports

With address imports, forward propagation works when you add or modify (update or delete) data.

The following examples apply to Job Relationship imports as well.

Forward Propagation with Data Addition

The following examples show how data is propagated when you add address information.

Example

Existing Records of Addresses for an Employee

Person ID External Address Type Postal Code Start Date End Date

104003 Billing 10000 January 1, 1999 December 31, 2019


104003 Billing January 1, 2021 December 31, 9999


Person ID External Address Type Postal Code Start Date

104003 Billing 20000 May 1, 2020




104003 Billing 10000 January 1, 2020 April 30, 2020

104003 Billing 20000 May 1, 2020 December 31, 2020




104003 Billing January 1, 2021 December 31, 9999

Example








104003 Billing 30000 May 1, 2020







The updated field value "30000" is forward propagated to the future record that starts from January 1, 2021 because before import, the future record has the same postal code as that of the previous record.

Example








104003 Billing 30000 May 1, 2020


Sample Database Output with Forward Propagation






The updated field value "30000" is forward propagated and stops on December 31, 2020 because there's no record from January 1, 2021 to April 30, 2021.

Forward Propagation with Same and Different Entity TypeCurrently, if you insert a same entity type within an existing time slice, the data isn't propagated forward. Insertion of only a different entity type within an existing time slice is propagated forward.

ExampleForward propagation happens and gaps are filled.

Existing Address Information of an Employee

Person ID External Address Type Start Date End Date Address 1 Country/Region

104003 Home January 4, 2020 April 4, 2020 Home address 1 USA

104003 Mailing May 5, 2020 September 4, 2020

Mailing address 1 USA

104003 Mailing October 4, 2020 December 31, 9999

Mailing address 2 USA


Person ID External Address Type Start Date Address 1 Country/Region Attachment ID

104003 Home May 5, 2020 Home address 2 USA 924

Sample Database Output with Forward Propagation

Person ID External Address Type Start Date End Date Address 1

Country/Region Attachment ID

104003 Home January 4, 2020

April 4, 2020 Home address 1 USA

104003 Home May 5, 2020 September 4, 2020

Home address 2

USA 924


Mailing address 1

USA





104003 Home September 5, 2020

October 3, 2020

Home address 2

USA 924

104003 Home October 4, 2020

December 31, 9999

Home address 2

USA 924

104003 Mailing October 4, 2020

December 31, 9999

Mailing address 2

USA

The newly added home address information is propagated to future dated records with other details in the import file template like Address 1 and Attachment ID.

Example

Sample Address Information


123412 Home January 1, 2020 December 31, 2029

Homeaddress1 USA


Homeaddress2 USA

123412 Mailing January 1, 2031 December 31, 9999

Mailingaddress USA

Now, import data with Address Type as Home.


123412 Home January 1, 2025 updateHomeAddress

USA

Address information of the employee after importing data:




Homeaddress1 USA


updateHomeAddress

USA


Homeaddress2 USA




Mailingaddress USA

Here, when a same entity type (in this example, entity Address Type is Home), within an existing time slice is imported, forward propagation of data doesn't take place.

ExampleFor the same Sample Address Information mentioned in the previous example, import data with Address Type as Others.


123412 Others January 1, 2025 OtherAddress USA





Homeaddress1 USA


Homeaddress1 USA

123412 Others January 1, 2025 December 31, 2029

OtherAddress USA


Homeaddress2 USA


OtherAddress USA


Mailingaddress USA


OtherAddress USA

Here, when a different entity type (in this example, entity Address Type is Others), within an existing time slice is imported, forward propagation of data takes place.

ExampleForward propagation is supported only when a new type of import is inserted between the records. See the following example for Job Relationship imports.



Record Start Date Job Position

1 1.1.2000 HR Manager

2 1.5.2000 Custom Manager


Now, insert a record with 1.3.2000 and Custom Manager between record 1 and 2. The result is that forward propagation doesn't take place because Custom Manager exists in the future records already.







Now, in the following example, insert a record with 1.3.2000 and Matrix Manager between record 1 and 2.





Forward propagation takes place as the inserted record is of a new type.



2 1.3.2000 Matrix Manager






Forward Propagation with Data DeletionThe following example shows how data is propagated when you delete address information.

ExampleExisting Address information of an employee:


Sample Address Information




April 4, 2020 - USA -

104003 Home May 5, 2020 September 4, 2020

278 Shadow Brook Street Ada, OK 74820

USA 924



USA 924


December 31, 9999


USA 924


December 31, 9999


USA 924

You delete a record by importing the following data:

Person ID External Address Type Start Date Country/Region Operation

104003 Home May 5, 2020 USA DELIMIT






April 4, 2020 - USA -



USA 924


December 31, 9999


USA 924


December 31, 9999


USA 924



Example


Person ID External Address Type Country/Region Start Date End Date

104003 Home USA January 1, 2012 December 31, 2012


104003 Billing USA January 1, 2013 December 31, 2014


104003 Billing USA January 1, 2015 December 31, 9999

You delete a record by importing the following data:

Person ID External Address Type Start Date Country/Region Operation

104003 Billing January 1, 2013 USA DELIMIT

Result: The Billing records with the start date on January 1, 2013 and January 1, 2015 are deleted.


Person ID External Address Type Country/Region Start Date End Date




Related Information



7.10 Sequence Number Generation and Correction with Data Imports

Sequence number generation and correction with is a part of Centralized services to differentiate between employee records having identical information.

What's a Sequence number?

Sequence number is an attribute of the employee data stored in Employee Central that's purely meant for reference purposes, and not visible on the UI. It's a numeric field available in HRIS entities which permit multiple changes to data on a daily basis such as Job Information, Recurring Pay Component information, and so on.

Why is Sequence number required?

A sequence number is required to maintain employee records in a prescribed order to ensure data consistency. When you import multiple records on the same Start Date, or add new records with start dates matching with existing records, a sequence number helps distinguish one record from another. Here are a few examples illustrating the significance of the sequence number.

Example 1

ExampleLet's suppose you’re importing four new records for a user without providing a sequence number in your import file.

Sample Import Data

Event Date (dd/mm/yyyy) User ID Country/Region Job Title Sequence Number

01/01/2021 jdoe USA Analyst Intern

01/01/2021 jdoe USA Junior Analyst

01/01/2021 jdoe USA Senior Analyst

01/01/2021 jdoe USA Manager

These records are not imported because the system is unable to determine the first record of the sequence.

Example 2

ExampleLets suppose there are three records existing for a user as follows:

Sample Employee Records

Event Date (dd/mm/yyyy) User ID Country/Region Supervisor Job Title

Sequence Number

01/01/2021 jdoe USA Carla Grant Analyst Intern 1

01/01/2021 jdoe USA Carla Grant Junior Analyst 2




Sequence Number

01/01/2021 jdoe USA Carla Grant Senior Analyst 3

You add a new record by importing data in Incremental Load mode, without providing a sequence number in your import file.

Sample Import Data


Sequence Number

01/01/2021 jdoe USA Carla Grant Manager

After the data is imported, the new record is assigned a sequence number to match the order of the existing records.



Sequence Number




01/01/2021 jdoe USA Carla Grant Manager 4

Let's suppose you import another record on the same date in Incremental Load mode. This time you provide a sequence number in your import file.

Sample Import Data


Sequence Number

01/01/2021 jdoe USA Carla Grant Business Analyst 2

Since the business keys (Event Date, User ID, and Sequence Number) match with an existing record, the corresponding record is updated.

Database Output


Sequence Number


01/01/2021 jdoe USA Carla Grant Business Analyst 2




RememberSequence number is a part of the key that identifies an employee record. Therefore, to update an existing record and not add a new one, you must ensure to provide the sequence number of the respective record.

Notable Use Cases

Sequence number correction with data deletion

ExampleLets suppose an employee has existing Job Information as follows:

Sample Employee Records

Event Date (dd/mm/yyyy) User ID Supervisor Sequence Number Notes

01/01/2021 jdoe Carla Grant 1 Note 1




You delete the record with sequence number 2.

Sample Import Data

Event Date (dd/mm/yyyy) User ID Supervisor

Sequence Number Notes Operation

01/01/2021 jdoe Carla Grant 2 Note 2 Delete

Result: The sequence number of the subsequent records are automatically corrected to maintain the order.

Database Output

Event Date (dd/mm/yyyy) User ID Supervisor Sequence Number Notes




Sequence number generation and correction for records created by business rules

ExampleLets suppose an employee has the following Job Information, Compensation Information, and Recurring Pay Component Information:



Sample Job Information


Sequence Number

01/01/2021 jdoe USA Carla Grant Analyst 1


Event Date User ID Pay Group Benefits Rate Sequence Number

01/01/2021 jdoe USA Semi-Monthly (US)

0 1

Sample Recurring Pay Component Information

Event Date (dd/mm/yyyy) User ID Pay Component Currency Sequence Number

01/01/2021 jdoe Base Salary USD 1

You add a new record by importing data in Incremental Load mode. You also have a business rule associated with the Job Information entity to create new Compensation and Recurring Pay Component records.

Sample Import Data


Sequence Number

01/01/2021 jdoe IND Carla Grant Senior Analyst 2

Result: When the new records created by the rule are associated with the Compensation Information and the Recurring Pay Component Information of the user, a sequence number is automatically adjusted.

Sample Database Output for Job Information


Sequence Number

01/01/2021 jdoe USA Carla Grant Analyst 1

01/01/2021 jdoe IND Carla Grant Senior Analyst 2

Sample Database Output for Compensation Information

Event Date (dd/mm/yyyy) User ID Pay Group Benefits Rate Sequence Number

01/01/2021 jdoe USA Semi-Monthly (US)

0 1

01/01/2021 jdoe IND Monthly (IN) 2 2

Sample Database Output for Recurring Payment Information



01/01/2021 jdoe Base Salary INR 2


Sequence number correction with identical record suppression

ExampleLets suppose an employee has existing Job Information as follows:



Sequence Number





You add three new records by importing Job Information in Incremental Load mode, without providing a sequence number:

Sample Import Data


01/01/2021 jdoe USA Carla Grant Manager

01/01/2021 jdoe USA Carla Grant Business Analyst

01/01/2021 jdoe USA Carla Grant System Analyst

Result: These records are not imported because the system is unable to determine the first record of the sequence.

Importing data without providing a sequence number

● ExampleLets suppose an employee has existing Job Information as follows:



Sequence Number


Case 1: You add a new record by importing data in Full Purge mode, without providing a sequence number.

Sample Import Data


Sequence Number

01/02/2021 jdoe USA Marcus Hoff Analyst

Result: During the import process, a sequence number "1" is generated and assigned to the new record. Data in the new record is matched against existing data. Since the business keys (Event Date, User ID,



Sequence Number) don't match with the existing record, the existing record is updated. The audit logs are updated as well.



Sequence Number

01/02/2021 jdoe USA Marcus Hoff Analyst 1

Case 2: You add a new record identical to the existing record by importing data in Full Purge mode, without providing a sequence number.

Sample Import Data


Sequence Number

01/02/2021 jdoe USA Marcus Hoff Analyst

Result: During the import process, a sequence number "1" is generated and assigned to the new record. Data in the new record is matched against existing data. Since the business keys (Event Date, User ID, Sequence Number) match with the existing record, the data is not imported ('suppressed'). The audit logs are not updated.



Sequence Number

01/01/2021 jdoe USA Marcus Hoff Analyst 1

● ExampleLets suppose an employee has existing Job Information as follows:



Sequence Number




Case 1: You add a new record by importing data in Full Purge mode, without providing a sequence number.

Sample Import Data


Sequence Number

01/01/2021 jdoe USA Carla Grant Junior Analyst

Result: During the import process, a sequence number "1" is generated and assigned to the new record. Data in the new record is matched against existing data. Since the business keys (Event Date, User ID,


Sequence Number) match with an existing record, the existing record is updated and the remaining records are deleted.



Sequence Number


Case 2: You add a new record by importing data in Incremental Load mode, without providing a sequence number.

Sample Import Data


Sequence Number


Result: During the import process, a sequence number "1" is generated and assigned to the new record. Data in the new record is matched against existing data. Since the business keys (Event Date, User ID, Sequence Number) match with an existing record, the existing record is updated.



Sequence Number




Case 3: You add multiple records by importing data in Full Purge mode, without providing a sequence number.

Sample Import Data


Sequence Number



Result: The records are not imported as the system is unable to determine the first record of the sequence.

● ExampleLets suppose an employee has existing Compensation Information as follows:


Event Date (dd/mm/yyyy) User ID Payroll ID Payroll System ID Sequence Number

01/01/2021 jdoe 1 4 1




01/01/2021 jdoe 2 4 2

You add recurring pay component information by importing data in Incremental Load mode, without providing a sequence number.

Sample Import Data


01/01/2021 jdoe Base Salary USD

01/01/2021 jdoe Meal Allowance USD

Result: The Compensation Information record with sequence number 1 doesn't have any recurring pay component records linked to it, whereas, the Compensation Information record with sequence number 2 has two recurring pay component records linked.

Sample Database Output - Compensation Information


01/01/2021 jdoe 1 4 1

Linked Recurrring Pay Component records: None

Sample Database Output - Compensation Information


01/01/2021 jdoe 2 4 2

Linked Recurrring Pay Component records:

Sample Database Output - Recurring Pay Component Information



01/01/2021 jdoe Meal Allowance USD 2

7.11 Rehire Employees with Data Imports

Persons who have previously worked at your company can be rehired if the required qualifications are met.

If a terminated employee is eligible to be rehired in your company, you can initiate the rehire process in Employee Central. However, if a significant number of persons are to be rehired, you can use Employee Central Imports to save time and manual effort.


There are two ways of rehiring former employees using employee data imports:

1. Rehire with the existing user ID of their previous employment. In this case, the previous employment data is visible in the system.

2. Rehire with a new user ID. In this case, the previous employment data isn’t visible in the system. For more information about rehiring users with a new user ID, refer to the Related Information section.

Rehiring Former Employees with an Existing User ID [page 146]Retain and refer the old employment data by rehiring former employees using their existing user ID.

Rehiring Former Employees with a New User ID [page 147]Create a fresh employment record by rehiring former employees with new user ID.

7.11.1 Rehiring Former Employees with an Existing User ID

Retain and refer the old employment data by rehiring former employees using their existing user ID.

Prerequisites

You must have the Rehire Inactive Employee permission.

Context

When you rehire former employees using their existing user ID, their old employment data is visible in the system, and referred directly wherever possible. It is also possible to rehire former no-shows.

Procedure

1. To rehire users with the same user ID, download a copy of the Job History import file template.2. Prepare data to import.

Along with other information, enter the user ID of their previous employment under <User ID> column and the event reason for rehiring users (as configured for your company) under <Event Reason> column. For information about other notable points with Job History imports, refer to the Related Information section.


Results

If successful, users are rehired on a new employment with their existing user ID.



During the import, most of the termination-specific fields are removed. Fields such as Benefits End Date as well as custom strings are deleted. Only the Ok to Rehire, Eligible for Salary Continuation, and Regret Termination fields are kept.

If the user had a global assignment, then all specific fields for global assignment details such as Payroll End Date and custom fields are also removed.

Related Information

Role-Based Permissions for Employee Data Import Administrators [page 44]Downloading Import File Templates [page 50]Preparing Data to Import [page 55]Job History Imports [page 62]Uploading Import Files [page 87]Rehiring Former Employees with a New User ID [page 147]Termination Information

7.11.2 Rehiring Former Employees with a New User ID

Create a fresh employment record by rehiring former employees with new user ID.

Prerequisites

● The People Profile is active and set up.


● You must have the Manage Hires Rehire Inactive Employee with New Employment permission.

Context

When you rehire former employees by assigning a new user ID with their new employment, their old employment data isn’t visible in the system. It is also possible to rehire former no-shows.

If a user being rehired already has an active employment, a concurrent employment is created.


https://help.sap.com/viewer/213711b5e5a847e2a20dfdd465346252/latest/en-US/3a01f7a3f66b4814a493c27c5b82accc.html

NoteIf concurrent employment isn’t enabled, the rehire process fails.

Procedure

1. Download a copy of the Employment Details import file template.2. Prepare data to import.

Along with other information, enter the person ID of the user in the <Person ID External> column, and the new user ID in the <User ID> column. The <Is Rehire> field must have a value relative to Yes.

Note<Is Rehire> is a boolean field. It accepts a set of values for Yes.

The <isRehire> field is a transient field used during import when a user is created for the Rehire with New Employment scenario. This value is not saved to the database, it is only needed for the import.

To set the value as Yes, you can enter: Y, Yes, T, True, 1. By default, the system considers the field value as 1.

For information about other notable points with Employment Details imports, refer to the Related Information section.


If successful, new user accounts are created.4. To activate the newly created user accounts, download a copy of the Job History import file template.5. Prepare data to import.

Along with other information, enter the user ID of their previous employment under <User ID> column and the event reason for rehiring users (as configured for your company) under <Event Reason> column. For information about other notable points with Job History imports, refer to the Related Information section.


If successful, the HRIS sync job is scheduled. After the job is completed, the new user accounts are activated.

Related Information

Role-Based Permissions for Employee Data Import Administrators [page 44]Downloading Import File Templates [page 50]Preparing Data to Import [page 55]Employment Details Imports [page 59]Job History Imports [page 62]Uploading Import Files [page 87]



7.12 Attaching Documents with Data Imports

Update employee records with supporting information by attaching a digital copy of documents with import file templates.

Prerequisites

● The <attachment-id> field must be enabled and configured as visible in the HRIS elements of Emergency Contact and Person Relationship entities.

NoteThe <attachment-id> field appears by default in the import templates of all other supported entities.

● To download country/region-specific import file templates, the corresponding HRIS element must be configured.

To check the existing configuration, go to Admin Center Manage Business Configuration page.

Context

You can attach various types of documents such as Address Proof, Job Info Letter, and so on, with employee records as a source of verification to claims made by employees. Document attachment is supported with the following data imports:

● Personal Documents Information (Work Permit)● Job History● Biographical Information● Personal Information● National ID Information● Consolidated Dependents● Person Relationship● Emergency Contact● Addresses● Termination Details

Documents in the following formats are supported: *.doc, *.docx, *.pdf, *.txt, *.htm, *.ppt, *.pptx, *.xls, *.xlsx, *.gif, *.png, *.jpg, *.jpeg, *.html, *.rtf, *.bmp, and *.msg.

Procedure

1. Go to Admin Center Import Employee Data .


2. Download the import file template of the required entity.3. While preparing the import data, enter the name of the document (along with extension) in the <attachment-

id> column.

Example: mhoff_visa.pdf4. Create a new file in a text editor program and save the file as import.properties.5. Edit the import.properties file, and add the parameter <importFileName> to hold the name of your import

file template.

Example: Let's suppose that you’ve downloaded the template to import Job History. Then the value for <importFileName> must be the same as the actual file name of the CSV import file.

6. Compress the import file, the required documents, and the import.properties file into a zip file.

NoteTermination Details doesn't support imports through a .zip file. Ensure that the attachments are already uploaded using API and use the attachmentID reference in the Termination template.


Results

If successful, the documents included in your zip file are linked with corresponding employee records.

Related Information

Setting Up Country-Specific Data ModelDownloading Import File Templates [page 50]Preparing Data to Import [page 55]Uploading Import Files [page 87]

7.13 Configuring Business Rules for Data Imports

Use business rules to perform predefined tasks with different events during data imports.

Prerequisites

● You have set the Permission Settings Administrator Permissions Employee Central Import SettingsEnable Business Rules for selected entities permission.



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● You have set the Permission Settings Administrator Permissions Employee Central Import SettingsEnable execution of rules against NO_OVERWRITE permission.

● Supported HRIS entities are as follows:○ Addresses○ Biographical Information○ Compensation Information○ Employment Details○ Email Information○ Global Information○ Job History○ Job Relationships○ National ID Information○ Non-Recurring Pay Component Information○ Personal Information○ Personal Documents Information○ Phone Information○ Recurring Pay Component Information○ Social Accounts Information○ Termination Details

● For configuring rules with Compensation information entity, the Enable Centralized Services for Compensation Information option must be enabled on the Company System And Logo Settings page.

● For configuring a raise message operation with Job History, the Enable Centralized Services for Job Information option must be enabled on the Company System And Logo Settings page.

Context

You can apply business rules with data imports to execute supplementary tasks when data is changed or saved.

Business rules can be linked to an HRIS element or any of its fields. Rules are triggered based on the event type selected. For imports, HRIS elements support onSave, onPostSave event types, whereas HRIS fields support only onChange event type.

NoteonPostSave event is applicable with the Job Information entity only.

When deleting records, business rules are not triggered except for onSave rules for workflows. For those workflow rules to be triggered, only the SET operation on the same type/record for deletion is supported.

Special cases to note while configuring rules::

RestrictiononChange business rules attached to fields of an HRIS entity are triggered during the import process, irrespective of whether there are any changes or not. However, this restriction isn’t applicable to HRIS entities supported by Centralized Services as onChange rules attached with such entities are triggered only when there are changes to the corresponding field values.


● With Non-Recurring Pay Component imports, onSave and onChange business rules configured for Job History information aren't triggered. Similarly, rules aren't triggered when you update an existing record from the Manager Self Service (MSS) page.

● With Job History imports, you cannot use event reasons in business rules to trigger changes in employment status. For example, you cannot terminate an employment using a business rule.

● With Job Relationship imports, you can configure business rules that perform CREATE operation only. SET and DELETE operations aren’t supported.

● With Personal Information imports for dependents, business rules attached to personalInfo HRIS element for onSave or onChange events having base objects as Dependents or Personal Information aren't triggered.

● With Recurring Pay Component imports, the DELETE operation is not supported. The SET operation is supported only when setting values in the same record; setting values in other recurring pay components is not possible. When used to set values in the same record, the CREATE operation works like a set. When used to set values in or create another record, the CREATE operation is supported only for Centralized services imports.

Behavior with Cross-Entity RulesEmployment-related entities support cross-entity business rules, under specific conditions. For more information about cross-entity rules, and use cases related to business rules, refer to the Related Information section.

Cross entity-rules are supported for workflows.

In cross-entity rules, forward propagation on a target entity (for example, Compensation Information) is applied if the source entity (for example, Job Information) has permission for forward propagation.

Behavior with Event Reason Derivation● Manual Event Reason Derivation

If the event reason value is provided in the import template, then this event reason is used.The data is validated by the system to ensure that an event reason is given. Since it is a required field, it cannot be empty.If the event reason is removed from the template or if &&NO_OVERWRITE&& value is provided in the template for Event Reason field, the system reminds the user that an event reason is a required field.

● Using Event Reason Derivation with Business RulesTo have the event reason derived using business rules, you must enable the Enable Business Rules for selected entities permission for imports. We also recommend activating the Enable the Execution of Rules Against NO_OVERWRITE setting.If the event reason value is provided in the import template, then the event reason provided in template is taken into account rather than the event reason derivation by onSave business rules.When you create records using imports, if an event reason is provided but is empty in the template, then the event reason is derived using the onSave business rules. If the event reason is removed from the import template or if the &&NO_OVERWRITE&& value is provided in the template for the Event Reason field, then the event reason derivation by onSave business rules is used.When you update records using imports, if the event reason is removed from the template or if the &&NO_OVERWRITE&& value is provided in the template for the Event Reason field, then the event reason used before the update will be used.

Procedure

1. Go to Admin Center Configure Business Rules .



2. Create a business rule by selecting (Create New Rule) .3. Select Basic rule scenario under Basic rule category.4. Enter the Rule Name, Rule ID, and select a Start Date.

The Rule ID automatically picks up the value entered in the Rule Name field. However, it can be changed.5. Select a Base Object.

The base object must correspond to the name of the HRIS element. Here are a few suggestions:

Select Base Object... With rules for HRIS element...

Spot Award or Spot Award Model payComponentNonRecurring

Job Information or Job Information Model jobInfo

Personal Information or Personal Information Model personalInfo

Compensation Information or Compensation Information Model

compInfo

Recurring or Recurring Model payComponentRecurring

Employment Details or Employment Details Model employmentInfo

6. Continue and set up the business rule as required.

You can handle exceptional conditions with the Raise Message action. However, this feature is supported only for specific entities supporting Centralized Services. For all other entities, you can handle exceptional conditions by:1. Assigning the error or warning message to a custom string in the corresponding HRIS element.2. Monitoring the custom string to catch any exceptions.

7. Save the configuration.

A business rule is created with the specified conditions.

Next Steps

Assign the business rule to the desired HRIS element or field.

Related Information

Role-Based Permissions for Employee Data Import Administrators [page 44]Centralized Services for Employee Data Imports [page 40]Assigning a Business Rule to an Employee Central Entity [page 154]Cross-Entity Rules in Employee CentralUse Cases: Business Rules [page 155]


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7.13.1 Assigning a Business Rule to an Employee Central Entity

Apply the business rule by assigning it to the corresponding Employee Central entity.

Prerequisites

If you’re assigning a business rule to an Employee Central entity optionally supported by Centralized services, and you want to apply a rule context criteria with the rule, ensure that the relevant settings are active:

Note

● For Job Information entity, Company System and Logo Settings Enable Centralized Services for Job Information must be selected.

● For Compensation Information entity, Company System and Logo Settings Enable Centralized Services for Compensation Information must be selected.

● For Recurring Pay Component Information entity, Company System and Logo Settings Enable Centralized Services for Compensation Information must be selected.

Context

You can apply a business rule to an HRIS entity or one of its fields. You can also define a rule context to prevent unnecessary rule triggers.

NoteRule contexts are applicable for onChange and onSave business rules only.

Procedure

1. Go to Admin Center Manage Business Configuration .

2. In the left pane, expand Employee Central HRIS Elements .3. Select the respective HRIS element from the list.4. To apply a business rule to an HRIS element:

a. In the Trigger Rules section, select the Base Object corresponding to the base object selected in the business rule.

b. Select a value for Event Type.c. Select the business rule from the Rules dropdown.d. Set the value for the Enabled field to Yes.



e. If you want to set a rule context, select Details.f. Under the Rule Contexts section, modify the settings as per your requirements.

NoteIf you have Centralized services enabled, onSave business rules are executed with data imports only if Imports setting is enabled.

g. Save your changes.5. To apply a business rule to a localized HRIS field in the selected HRIS element:

a. Select Details associated with the HRIS field.A pop-up window appears.

b. In the Trigger Rules section, select the Base Object corresponding to the base object selected in the business rule.

c. Select a value for Event Type.

NoteOnly onChange is supported for HRIS fields.

d. Select the business rule from the Rules dropdown.e. Set the value for the Enabled field to Yes.f. If you want to set a rule context, Select Details.g. Under the Rule Contexts section, make selections as per your requirements.

NoteIf you have Centralized services enabled, onChange business rules are executed with data imports only if Imports setting is enabled.

h. Save your changes.

Results

You’ve successfully assigned a business rule to the selected HRIS entity.

7.13.2 Use Cases: Business Rules

Notable scenarios related to business rule execution with different data imports.

Cross-Entity Rules with Centralized services

Cross-entity rules configured to create new records are now regulated by Centralized services. Newly created records are added only if they’re unique and don't match with existing records. Otherwise, the existing record is updated.


The following example explains the behavior from the perspective of Job Information, but the logic is applicable to cross-entity rules between Compensation Information and Recurring Pay Component entities.

Example

Prerequisites: Admin Center Company System and Logo Settings Enable Centralized Services for Job Information isn’t selected.

Let's suppose a user has existing Job Relationships as follows:

Sample Job Relationship Data

User ID Relationship TypeEvent Date (dd/mm/yyyy)

End Date (dd/mm/yyyy) Related User ID Notes

JDoe Second Manager 01/01/2021 31/12/2021 JSmith Note 1

JDoe HR Manager 01/01/2021 31/12/2021 CGrant Note 2

You add a new Job Information record by importing data in Incremental Load mode.

Sample Import Data

User IDEvent Date (dd/mm/yyyy)

End Date (dd/mm/yyyy) Job Title Event Reason

JDoe 11/01/2021 Manager DATACHG

An onSave rule is attached to the Job Information entity that creates a new Job Relationship record.

Rule-Created Data

User ID Relationship TypeEvent Date (dd/mm/yyyy) Related User ID Notes

JDoe Second Manager 01/01/2021 JSmith Note 3

Result: This record is not added as the business keys (User ID, Start Date, Relationship Type) match with an existing Job Relationship record.

Now, go to Admin Center Company System and Logo Settings and select Enable Centralized Services for Job Information.

Add a new Job Information record by importing data in Incremental Load mode.

Sample Import Data

User IDEvent Date (dd/mm/yyyy)

End Date (dd/mm/yyyy) Job Title Event Reason

JDoe 11/02/2021 Manager DATACHG

The following record is created as a result of business rule execution:

Rule-Created Data

User ID Relationship TypeEvent Date (dd/mm/yyyy) Related User ID Notes

JDoe Second Manager 01/01/2021 JSmith Note 3



Since the business keys of the new record match with an existing record, the existing record is updated with new information instead.


User ID Relationship TypeEvent Date (dd/mm/yyyy)

End Date (dd/mm/yyyy) Related User ID Notes

JDoe Second Manager 01/01/2021 31/12/2021 JSmith Note 3

JDoe HR Manager 01/01/2021 31/12/2021 CGrant Note 2

onChange Rules with Centralized Services: Updating Value of a Field Present in the Import File

onChange rules configured at the field level of an HRIS entity can update the value of other fields in your import file only if the field value is null or empty.

ExampleLet's suppose a user has the following Personal Information.

Sample Personal Information

Person ID External Custom String 1 Custom String 2 Custom String 3

ecsl Personal Information Type A Personal Information Type B

You add new Personal Information by importing data in Incremental Load mode.

Sample Import Data

Personal ID External Custom String 1 Custom String 2 Custom String 3

ecsl Personal Information Type C Personal Information Type D

Now, if there are onChange rules configured on <Custom String 1>, <Custom String 2> such that,

Sample Code

//Rule 1 if(Personal Information.custom-string1 == Personal Information Type C) THEN SET Personal Information.custom-string2 == Personal Information Type E//Rule 2if(Personal Information.custom-string2 == Personal Information Type E) THEN SET Personal Information.custom-string3 == Personal Information Type F

During the data import process, Rule 1 is evaluated as true. But since <Custom String 2> has a value in the import file, it takes precedence over the rule evaluation. As a result, Rule 2 is evaluated as false.

Result:




ecsl Personal Information Type C Personal Information Type D

ExampleLet's suppose a user has the following Personal Information.





Sample Import Data

Personal ID External Custom String 1 Custom String 2 Custom String 3

ecsl Personal Information Type C

Now, if there are onChange rules configured on <Custom String 1>, <Custom String 2> such that,

Sample Code

//Rule 1 if(Personal Information.custom-string1 == Personal Information Type C) THEN SET Personal Information.custom-string2 == Personal Information Type E//Rule 2if(Personal Information.custom-string2 == Personal Information Type E) THEN SET Personal Information.custom-string3 == Personal Information Type F//Rule 3if(Personal Information.custom-string3 == Personal Information Type F) THEN SET Personal Information.custom-string1 == Personal Information Type G

During the data import process, Rule 1 and Rule 2 are evaluated as true. Therefore, the values of <Custom String 2> and <Custom String 3> are updated accordingly. But since <Custom String 1> has a value in the import file, it takes precedence over the rule evaluation. As a result, Rule 3 is evaluated as false.

Result:



ecsl Personal Information Type C Personal Information Type E Personal Information Type F



onChange Rule Behavior with Centralized Services: Updating Value of a Field Not Present in the Import File

onChange rules configured on the field level of an HRIS entity don't update fields excluded in your import file or marked as not to be overwritten. But if you’ve the Enable execution of rules against NO_OVERWRITE permission, the rules are able to update fields not present in your import file, or fields marked as not to be overwritten.

ExamplePrerequisites: You don't have the Enable execution of rules against NO_OVERWRITE permission.

Case 1: Let's suppose a user has existing Personal Information as follows:





Sample Import Data

Personal ID External Custom String 1 Custom String 3


The following onChange rule is configured on <Custom String 1>:

Sample Code IF (Personal Information.custom-string1 == Personal Information Type C) THEN SET Personal Information.custom-string2 == Personal Information Type E

Result: When the data import job is in progress, Rule 1 is evaluated to be true. But <Custom String 2> is not present in the import file, and has a definite value in the existing record. Therefore, its value isn’t updated.



ecsl Personal Information Type C Personal Information Type B



Person ID External Custom String 1 Custom String 2

ecsl Personal Information Type A


Sample Import Data

Personal ID External Custom String 1





Result: When the data import job is in progress, Rule 1 is evaluated to be true. But <Custom String 2> is not present in the import file, and doesn’t have a definite value in the existing record. Therefore, its value is updated.



ecsl Personal Information Type C Personal Information Type E

ExamplePrerequisites: You have the Enable execution of rules against NO_OVERWRITE permission.






Sample Import Data

Personal ID External Custom String 1 Custom String 3




Result: When the data import job is in progress, Rule 1 is evaluated to be true. <Custom String 2> is not present in the import file, and has a definite value in the existing record. But since you've the Enable execution of rules against NO_OVERWRITE permission, its value is updated.









ecsl Personal Information Type A


Sample Import Data

Personal ID External Custom String 1




Result: When the data import job is in progress, Rule 1 is evaluated to be true. <Custom String 2> is not present in the import file, and doesn’t have a definite value in the existing record. Therefore, its value is updated.




Derivation of the 'Previous Value' in onSave Rules

When you're adding multiple records for a user in a chronological order, rules configured to evaluate based on the previous value of a field (in correspondence with a given date) will refer to the existing records of the user, and not the records in your import file. If there are no existing records present, the rule will evaluate against a null value.

ExampleLet's suppose a user has the following Job Information:


Event Date (dd/mm/yyyy) User ID Event Reason Business Unit

01/01/2020 JDoe HIRE Business Unit DB

You add new Job Information for the same user by importing data in Full Purge mode.

Sample Import Data


01/01/2020 JDoe HIRE Business Unit Import



01/02/2020 JDoe DATACHG New Business Unit

You have the following rule configured with the Job Information entity for an onSave event.

Sample Code IF (Job Information Mode.Business Unit.Value != Job Information Mode.Business Unit.Previous Value) THEN SET Job Information Mode.Job Title.Value == Job Information Mode.Local Job Title.Value

When this rule is triggered for the record with event date (01/02/2020), the previous value of the <Business Unit> is obtained as Business Unit DB, and not Business Unit Import.

Derivation of the 'Previous Value' in onPost Save Rules

These rules always pull the previous value by looking at the previous record in case of UI or a single record insert. When you're adding multiple records for a user with imports or APIs, the system derives the previous value by combining the import records and the existing records of the user.

By default, all transactions supported by Centralized services adhere to this behavior, for example, Position-to-Job Information Synchronization.

ExampleLet's suppose a user has the following Job Information saved in the system:


Start Date (dd/mm/yyyy) User ID Event Reason Job Title Custom-String 1

01/01/2001 JDoe HIRE Analyst 100


You add new Job Information for the same user by importing data in Incremental Load mode.

Start Date (dd/mm/yyyy) User ID Event Reason Job Title Custom-String 1



You have a rule configured with the Job Information entity for an onPostSave event to check the job-info.custom-string 1 previous value.

When this rule is triggered for the record with start date (01/01/2005), the previous value of the <Custom-String 1> is 100.



When this rule is triggered for the record with start date (01/01/2010), the previous value of the <Custom-String 1> is 300.

7.14 Configuring Workflows for Data Imports

Create an approval process by configuring workflows to review data being imported.

Prerequisites

● You've enabled Enable Business Rules for Workflow Derivation setting in Provisioning.


● You've the Enable Workflows for selected areas permission.

Context

A workflow is a sequence of connected steps that allows you to notify and seek approval from the concerned stakeholders before importing data. You can configure a workflow with the following data imports:

● Job History● Termination Details● Non-Recurring Pay Component Information

RememberWorkflows configured with Job History:

● Are triggered only if your import file contains one record for each user. If there are multiple records for the same user with at least one record requiring approval, the data for this user isn’t imported.

● Are triggered only by the entity used in the import, for example, Job History. If no workflow is triggered by the entity in the import, all changes are immediately saved to the database, including derived entities, such as cross entity rule results.

● Are triggered only when a new Job History record is inserted in the import.● Are not supported for the Update operation. This means that a workflow isn't triggered when a Job History

record with a configured workflow is updated, with or without derived entities involved, such as Compensation Information.

● Aren't triggered for a new hire record. They are triggered for internal hire though.● Support Carbon copy (Cc) role notifications.


Workflows configured with Termination Details aren't triggered if you’re terminating an employee on a Global Assignment. Employees on a Global Assignment can be terminated only after you end their Global Assignment.

All workflows are triggered when data is imported in Incremental Load mode only.

Procedure

1. Configure a workflow to set up an approval process.2. Configure a basic business rule with conditions to trigger the workflow.

TipEnsure that the base object of your business rule corresponds to the Employee Central entity with which you want to attach the workflow.

3. Assign the business rule to the respective Employee Central entity.

Results

You've successfully configured and assigned a workflow. When the workflow is triggered, a task to review the import data is created and assigned to each recipient defined in the workflow. Email notifications are generated to inform the recipients about the actions. Based on their approval, data is imported.

Related Information

Employee Central Workflows: Creating a WorkflowConfiguring Business Rules for Data Imports [page 150]Assigning a Business Rule to an Employee Central Entity [page 154]

7.15 Managing Access to Basic User Imports

Govern who can, and who can't import basic user information by managing access to basic user import.

Context

Previously, admins having access to the Import Employee Data page could import all sorts of employee data, including basic user information. With Q4 2019, you have the option to restrict access to basic user information



https://help.sap.com/viewer/7a4a65f1ace44f5ba6e969f7e952674a/latest/en-US/c312361d389f460f9ca737a10d292859.html

imports with the help of role-based permissions. You can configure your system so that admins having the Basic User Import permission can import basic user information.

NoteIf you choose not to configure role-based access to basic user information imports, admins can import basic user information as long as they can access the Import Employee Data page.

Procedure

1. Go to Admin Center Manage Employee Central Settings .2. Select Enable Control on Basic User Import in Role-Based Permissions.3. Save your changes.

Results

The Basic User Import permission is now available for assignment.

Next Steps

Grant the Basic User Import permission to the required user roles.

Related Information


7.16 Restricting Legal Entity Changes to an Employee Profile

Prevent complications arising out of legal entity-related changes with Job Information imports.

Context

While importing Job Information of employees rehired on a new employment, you must ensure that the legal entity associated with their new employment doesn’t match with the legal entity associated with their previous


employment. Because employees can only be associated with one legal entity, a new employment must be associated with a new legal entity.

Procedure

1. Go to Admin Center Manage Data .2. Select Employment Settings Configuration from the Create New dropdown.3. Enter a unique identifier of the configuration in the Code field.4. (Optional) Enter the name of the configuration in the Name field.5. Select the status as Active.6. Select the condition to enforce new employment as On Change of Legal Entity.7. Save your changes.

Results

The employee settings configuration is created and activated.

7.17 Scheduling Data Import Jobs

Create a recurring job to import a specific type of employee data to your Employee Central instance.

Prerequisites

You have an SFTP account. For security reasons, we recommend that you use SAP SuccessFactors hosted SFTP server. In case you don't have an SFTP account, contact your Partner or SAP Cloud Support.

Context

If you want to automate the employee data import process through an SFTP/FTP Job Scheduler, you can create a recurring job request in Provisioning.




Procedure

1. Log on to Provisioning and select your company.2. Under Managing Job Scheduler, select Manage Scheduled Jobs.3. Select Create New Job.4. Create a job definition by providing a Job Name and assigning a Job Owner.5. Select Employee Data Import (For Employee Central Only) from the Job Type dropdown.6. Define the job parameters by selecting the type of data you want to import

If you don’t have the up-to-date import template, select Download a blank CSV template.

For Basic Import, there are additional options available. Select the options as applicable.

Some import types provide the option of choosing how you want to import data. Select:○ Full Purge, if you want to delete or overwrite existing employee data with the data in your import template.○ Incremental Load, if you want to retain existing employee data and update only the required data present in

your import template.

If you want to encode the template in a format other than Unicode (UTF-8), select an encoding format from the File encoding dropdown.

To select the file locale other than English (United States), choose from the File Locale dropdown.

NoteThe options appearing in the dropdown correspond to the language packs selected during Employee Central configuration. File Locale allows you to choose the language and locale for the data you’re importing, which is especially important for date, number, and picklist fields, as the format can change based on the locale. Selecting a file locale wouldn’t affect your default logon language or the language of your UI components.

7. Configure the server access parameters by entering the Host Address8. Enter the FTP Login and FTP Password values.

TipThese values can be obtained from the Operations team.

9. Select FTP Passive Mode if applicable, only after confirming with the Operations team.10. Keep the SFTP Protocol checkbox selected and test the connection. Also test whether the file put permission is

working as required.11. Provide the file path where your import file can be located by the job scheduler.12. Enter the name of your import file template, and select a date format and the file encryption method of your

choice.

If the job scheduler is unable to find your import file on the server, your scheduled job is not executed and marked with status as "Skipped".

13. Set the job recurrence criteria as applicable.14. Enter the date and time when you would like the job to start.15. Enter the email addresses of users who must be kept notified about events related to the job execution.


16. Select the checkbox to send an email notification when the job starts, if necessary.17. Complete the job request creation by selecting Create Job.

Results

If successful, your job request is created and listed under the Manage Scheduled Jobs page.

Next Steps

As a next step, you can:

● Manually initiate the job for the first time. To do so, select Actions Submit followed by Actions Run It Now against your job on the Manage Scheduled Jobs page by:

● Create a new job request for importing another type of employee data.

7.18 Automatic Interruption and Cancellation of Import Jobs

From the performance standpoint and resource utilization perspective, actively running data import jobs are interrupted or canceled upon failing to meet the required criteria.

Data import jobs are now internally monitored in reference to metrics such as time taken since inception, memory consumption and so on. If a job fails to meet a certain pre-defined threshold, it’s interrupted or cancelled as applicable. The intention is to help reduce the overhead cost of scheduling and running jobs with errors, and enable job owners to manage failed jobs more effectively.

This process of automatic interruption or cancellation applies to import jobs initiated from the UI or API, as well as scheduled jobs in Provisioning.

Criteria for Auto-Cancellation of Jobs

A data import job qualifies to be canceled if:

● It's failing repeatedly, and● There are at least 100 failures reported within a span of 90 days.

If a job is canceled, the respective job owners are notified accordingly with the help of email notifications.

Criteria for Auto-Interruption of Jobs

A data import job qualifies to be interrupted if its running for a long time, or is memory intensive. The following conditions help evaluate if a data import job should be interrupted:

● Its been running for more that 2 hours, or● Is consistently utilizing significant system memory (~90%) for over 30 minutes.



All interrupted jobs are recovered after some time with the same job request ID, and their status is set to "Recovered".

A data import job is interrupted and recovered only twice. Thereafter, the job runs uninterrupted till its completion.

You can monitor the progress of your jobs at Admin Center Monitor Jobs page.

7.19 Performance Benchmarks

Performance benchmarks are standards established with respect to the amount of time taken to import a set of records with each employee data import entity.

The benchmarks for each entity have been established in a test environment under the following conditions:

● The maximum number of records in the import file template for each entity is 10,000, unless specified otherwise.

● Business rules are not applied while importing these records. If you have business rules applicable, there can be a difference in the reported benchmark data and the actual data.

● Centralized services for Employee Central Imports is disabled, unless specified otherwise.

NoteBy default, a single CSV file supports an import of upto 30k records. The time required to import is proportional to the number of records in your import file.

Performance Benchmarks for Employees

Employee Data Import Entity Purge TypeApproximate Time Taken (in minutes) Additional Information

Basic Import - 28 -

Biographical Information, also referred to as Person Info Import.

- 13 Parallel imports using multiple import files is supported.

Employment Details - 4 -

Personal Information Full Purge 3 Parallel imports using multiple import files is supported.

Incremental Load 2

Addresses Full Purge 4 Parallel imports using multiple import files is supported.

Incremental Load 5

Phone Information Full Purge 3 Parallel imports using multiple import files is supported.

Incremental Load 2



Email Information Full Purge 2 Parallel imports using multiple import files is supported.

Incremental Load 2

National ID Information Full Purge 3 (With Centralized Services enabled)

2 (With Centralized Services disabled)

Parallel imports using multiple import files is supported.

Incremental Load 4 (With Centralized Services enabled)

3 (With Centralized Services disabled)

Personal Documents Information

- 10 -

Emergency Contact - 20 -

Global Information Full Purge 8 Parallel imports using multiple import files is supported.

Incremental Load 4

Compensation Info Full Purge 5 -

Incremental Load 6 -

Pay Component Recurring

NoteThe <Start Date> value in the import file should be the same as the <Start Date> value mentioned while importing Compensation Info.

Full Purge 7 -


Pay Component Non-Recurring with a batch of 50k records.

- 50 -

Job History Full Purge 34 -





Job History (For Position Management)

Incremental Load 150 Prerequisites: Go to Admin

Center Position

Management Settings page,

● Under the General tab,○ Select Always from

the dropdown for To Be Hired’ Status if Incumbent is Unassigned from a Position.

○ Select Always from the dropdown for Reset 'To Be Hired' Status if Incumbent is Assigned to a Position.

● Set Vacant flag to True in the position object.

Incremental Load 40Prerequisites: Go to Admin

Center Position





● Set Vacant flag to False in the position object.



Incremental Load 180Prerequisites: Go to Admin

Center Position





● Set Vacant flag to False in the position object.

● Under Import tab, select Yes from the dropdown for Adapt Reporting Hierarchy During Position Import.

Termination Details - 60 -

Performance Benchmarks for Dependents


Biographical Information for a batch of 20k records.

- 50 Generate a unique PersonID-External for each dependent.

TipSuffix the ID with a “d” to distinguish between employees and their corresponding dependents.

Person Relationship for a batch of 20k records.

- 50 -

Personal Information for a batch of 20k records.

- 50 -




National ID for a batch of 20k records.

- 50 National ID validations are performed on Employee and Dependents information alike.

For more information on how the validations are performed, refer to the Related Information section.

Related Information

Validation Rules of National ID


https://help.sap.com/viewer/c18eb6c8febd4d7c924db8a257ce940d/latest/en-US/b09d647e4d1c4e9eab6333e45b5213cf.html

8 Data Protection and Privacy

Learn how you can keep the personal data of your employees secure and private with SAP SuccessFactors.

Centralized Data Protection and Privacy [page 174]Data protection and privacy features work best when implemented suite-wide, and not product-by-product. For this reason, they are documented centrally.

Data Retention Management [page 175]Identify which data purge function in the Data Retention Management tool meets your data protection and privacy requirements.

8.1 Centralized Data Protection and Privacy

Data protection and privacy features work best when implemented suite-wide, and not product-by-product. For this reason, they are documented centrally.

The Setting Up and Using Data Protection and Privacy guide provides instructions for setting up and using data protection and privacy features throughout the SAP SuccessFactors HXM Suite. Please refer to the central guide for details.

NoteSAP SuccessFactors values data protection as essential and is fully committed to help customers complying with applicable regulations – including the requirements imposed by the General Data Protection Regulation (GDPR).

By delivering features and functionalities that are designed to strengthen data protection and security customers get valuable support in their compliance efforts. However it remains customer’s responsibility to evaluate legal requirements and implement, configure and use the features provided by SAP SuccessFactors in compliance with all applicable regulations.

Parent topic: Data Protection and Privacy [page 174]

Related Information

Data Retention Management [page 175]Setting Up and Using Data Protection and Privacy


Data Protection and Privacy

https://help.sap.com/viewer/2becac773fcf4f84a993f0556160d3de/latest/en-US

8.2 Data Retention Management

Identify which data purge function in the Data Retention Management tool meets your data protection and privacy requirements.

The Data Retention Management tool supports two different data purge functions: the newer data retention time management (DRTM) function and legacy non-DRTM function.

RememberWe encourage all customers to stop using the legacy purge function and start using data retention time management (DRTM) instead. To get started using this and other data protection and privacy features, refer to the Data Protection and Privacy guide.

If you already use the legacy data purge function as part of your current business process and you are sure that it meets your company's data protection and privacy requirements, you can continue to use it, as long as you aware of its limitations.

NoteIf you are using the legacy data purge function, you can only purge a calibration session when there is at least one facilitator assigned to the session.

RestrictionBe aware that the legacy data purge function may not meet your data protection and privacy requirements. It doesn't cover the entire HXM Suite and it doesn't permit you to configure retention times for different countries or legal entities.

In the longer term, we recommend that you also consider adopting the newer solution. In the meantime, to use legacy data purge, please refer to the guide here.

Parent topic: Data Protection and Privacy [page 174]

Related Information

Centralized Data Protection and Privacy [page 174]

Mass Changes in Employee CentralData Protection and Privacy PUBLIC 175

https://help.sap.com/viewer/2becac773fcf4f84a993f0556160d3de/LATEST/

https://help.sap.com/viewer/dbdeaf664f894726b21680e3ebaf26d8/LATEST/en-US

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Important Disclaimers and Legal Information

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