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ADMINISTRATION GUIDE | CONFIDENTIAL

SAP SuccessFactors Employee Central


Document Version: Q1 2019 – 2019-04-05

Employee Central Imports


© 2019 SAP SE or an SAP affiliate company. All rights reserved.

THE BEST RUN


Content

1 What's New in the Employee Central Imports Guide. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

2 Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

3 What are Role-Based Permissions?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14


3.1 Permission Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Creating Static Permission Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Creating Dynamic Permission Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
View, Edit, Copy, and Delete Permission Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
3.2 Permission Roles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21
Creating Permission Roles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Assigning Permissions to a Role. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
View, Edit, Copy, and Delete Permission Roles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Creating a New Role for External Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
3.3 Permission Role Assignments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Assigning Permission Groups to a Role. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Assigning Target Populations to a Role. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
Using Relationships to Assign Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

4 Working with Data Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35


4.1 Getting Started with Data Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
4.2 Working with Foundation Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Importing Foundation Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Working with Data Translation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36
4.3 Employee Data Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Create User Account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Create Persons in the System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Upload Employment Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47
Upload Job Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Upload Compensation Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Upload Personal Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
4.4 Maintain Hire Date When Creating a New User. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49
4.5 Suppressing Duplicate Inserts While Importing Employee Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
4.6 Importing Employee Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51
Download Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Uploading Import Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Configuring Basic User Options While Uploading the Basic Import Template. . . . . . . . . . . . . . . . . . . 55
4.7 Using Temporary National ID While Hiring an Employee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Employee Central Imports


2 CONFIDENTIAL Content
4.8 Restricting the Legal Entity Change of an Employee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
4.9 Assigning Concurrent Employment as the Main Employment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
4.10 Deleting Employee Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Deleting Entity-specific Employee Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Deleting Multiple Entities of an Employee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Points to Consider While Deleting Compensation Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
4.11 Triggering Workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63
4.12 Triggering Business Rules While Importing Employee Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Setting Up Permissions to Trigger Business Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Assign Business Rules to Employee Central Objects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Triggering Business Rules Based on Rule Contexts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Points to Consider While Triggering Business Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .69
4.13 Forward Propagation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70
Prerequisites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70
Compensation Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Pay Component Recurring Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71
4.14 Attach Documents While Importing Employee Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Uploading Attachments Through Import Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Uploading Documents in a Zipped File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
4.15 Optimizing Performance of Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
4.16 FAQs: Importing Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Import Basics. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Basic User Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Personal Information Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Biographical Information Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Person Relationship Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .99
Employment Details Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Emergency Contacts and Consolidate Dependents Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Global Assignment Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .106
Termination Details Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Consolidated Dependets Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

5 Performance Benchmarks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .109


5.1 Basic User Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
5.2 Biographical/Person Info Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
5.3 Employment Details Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .111
5.4 Personal Information Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
5.5 Person Relationships (Dependents) Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
Consolidated Dependent Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
5.6 Consolidated Imports for Non-Effective Dated Entities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
5.7 Job Information Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
5.8 Compensation Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118

Employee Central Imports


Content CONFIDENTIAL 3
5.9 Termination Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118

6 General Issues and Guidelines While Importing Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .119


6.1 Working with User Data Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
6.2 Best Practices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
6.3 Points to Consider. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123

7 Workaround for Job Info Mass Data Import with Time Off Enabled. . . . . . . . . . . . . . . . . . . . . . . . 124
7.1 Before the Import: Remove the Association for the Time Type from the Time Type Profile. . . . . . . . . . . .125
7.2 After the Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
7.3 FAQs: Time-Off. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

8 Data Privacy and Protection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129


8.1 Data Protection and Privacy Content is Centralized. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
8.2 Data Retention Management Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

Employee Central Imports


4 CONFIDENTIAL Content
1 What's New in the Employee Central
Imports Guide

This document describes changes to this guide for the recent releases.

Q1 2019

Changes to this Guide in Q1 2019

What's New Description More Information

Added a note about viewing an employ­ An employee's country information in the Upload Job Information [page 47]
ee's country information on the
Organizational Information section on the
Employee Profile page
Employee Profile page depends on the
job information record of the employee
being imported.

Added a new topic about using tempo­ Admins can provide an employee's tem­ Using Temporary National ID While Hiring
rary National ID in the National ID Infor­
porary national ID in the template if that an Employee [page 57]
mation template
employee does not have a valid national
ID while hiring.

Added a new topic about restricting the As an employee can only be associated Restricting the Legal Entity Change of an
change of Legal Entity of an Employee Employee [page 58]
with one Legal Entity, Admins can now re­
strict changing the Legal Entity of an em­
ployee while importing the Job History
template.

Added a new topic about configuring You can now allow or limit the triggering Triggering Business Rules Based on Rule
contexts for business rules Contexts [page 66]
of rules while importing the templates.

Added a new topic about configuring You can now select whether the rules Configuring Context for onSave Business
context for onSave business rule should be triggered for HRIS-elements. Rules [page 67]

Added a new topic about configuring You can now select whether the rules Configuring Context for onChange Busi­
context for onChange business rule ness Rules [page 68]
should be triggered for HRIS-fields.

Added information about the scheduled By default, the system only lists 25 re­ General Issues and Guidelines While Im­
jobs that appear on the Monitor Job page porting Data [page 119]
sults per page.

Updated the Base Object for the HRIS-el­ The Base Object to be used while creat­ Triggering Business Rules While Import­
ement payComponentRecurring
ing business rules for compartmentaliz­ ing Employee Data [page 64]
ing is Compensation Information
or Compensation Information
Model.

Employee Central Imports


What's New in the Employee Central Imports Guide CONFIDENTIAL 5
What's New Description More Information

Added a new topic about assigning busi­ With the Enable Business Rules permis­ Assign Business Rules to Employee Cen­
ness rules to Employee Central objects.
sion enabled, a business rule is triggered tral Objects [page 65]
only when it is assigned to the corre­
sponding Employee Central object.

Q4 2018

Changes to this Guide in Q4 2018

What's New Description More Information

November 16

Added a note about providing zero (0) in When the Pay Component Type is set to Upload Compensation Information [page
the paycompvalue column when import­ Number,and paycompvalue is a manda­ 48]
ing the Pay Component Recurring tem­ tory field, we recommend you provide
plate zero (0) in the paycompvalue column
when importing the Pay Component Re­
curring template.

November 02

Updated the steps about providing de­ While importing data, Admins can now Uploading Import Files [page 54]
scription in the new field Import
use the new field Import Description to
Description while importing data.
describe additional notes about the im­
port you’re performing.

Added a new topic about deleting em­ Admins can delete employees' data spe­ Deleting Employee Data [page 60]
ployee data specific to an entity or delet­ cific to an entity by importing the tem­
ing multiple entities of employees. plate through the Incremental mode or
delete multiple entities of employees'
through a single template Compound De­
lete.

Updated the topic about the DELETE op­ In addition to Job History and Personal Deleting Entity-specific Employee Data
eration while importing Compensation Information entities, Admins can now de­ [page 60]
Information template. lete compensation records while import­
ing the Compensation Info template
through the Incremental mode.

Added a new topic about the important This section includes guidelines to be Points to Consider While Deleting Com­
notes while deleting Compensation re­ noted while deleting Compensation re­ pensation Records [page 62]
cords. cords.

Updated the topic about choosing multi­ While downloading a template, Admins Downloading Country-specific Import
ple countries while downloading a tem­ can now choose multiple countries from Templates [page 53]
plate. the Select Country dropdown.

Employee Central Imports


6 CONFIDENTIAL What's New in the Employee Central Imports Guide
What's New Description More Information

Added a new topic about suppressing un­ This section now includes a note about Suppressing Duplicate Inserts While Im­
changed or duplicate data while import­ suppressing Job History and Personal In­ porting Employee Data [page 50]
ing employee data. formation by providing a seq-number in
the import CSV file.

Updated the information about the For­ This section now includes details about Pay Component Recurring Information
ward Propagation of Pay Component Re­ [page 71]
how the forward propagation works when
curring records
Admins,

● Import Pay Component Recurring


template with the pay component
value similar to the existing record.
● Import Pay Component Recurring
template with the DELIMIT value in
the CSV file.

Q3 2018

Changes to this Guide in Q3 2018

What's New Description More Information

November 02

Updated the topic about forward propagating When you insert a new Pay Compo­ Pay Component Recurring Information
[page 71]
Pay Component Recurring Information nent Recurring record between time
slices with the same pay component
value as of the future record, the
system will not replace the Currency
value to the future records.

August 31

Added a note about assigning a unique per­ While uploading the Consolidated Consolidated Dependent Template [page
son-id-external of a person as a dependent to Dependents template, ensure that 114]
an employee. you assign a unique person-id-exter­
nal of the dependent who is not as­
sociated to an another employee.

August 17

Download country-specific template Added a topic about downloading a Downloading Country-specific Import
template specific to a country. Templates [page 53]

View labels of the data fields in Available Data This section includes some points to Download Templates [page 51]
Field consider when you're downloading a
template.

Employee Central Imports


What's New in the Employee Central Imports Guide CONFIDENTIAL 7
What's New Description More Information

Upload attachments for the Termination Added a note about attaching docu­ Attach Documents While Importing Em­
ployee Data [page 73]
Details entity ments when importing Termination
Detailsentity.

Attachment-id while importing documents This section now includes a note Uploading Attachments Through Import
through Termination Details template about the attachment-id to be speci­ Templates [page 74]
fied in the CSV import file for
Termination Details entity.

Upload documents in a zipped file This section now includes a note Uploading Documents in a Zipped File
about attaching documents in a zip­ [page 76]
ped file while importing the
Termination Details template.

Configure basic user options Added a topic about configuring ba­ Configuring Basic User Options While
sic user options while uploading the Uploading the Basic Import Template
Basic Import entity. [page 55]

Q2 2018

Changes to this Guide in Q2 2018

What's New Description More Information

May 04

Data fields visibility in the downloaded tem­ Added information about the data Downloading Import Templates [page
plate fields that appears in the down­ 52]
loaded template.

Viewing basic user options Added steps about viewing basic Uploading Import Files [page 54]
and compensation specific options
in the Basic Import entity.

Assigning dependents as a beneficiary when Added an FAQ about assigning a de­ Can you assign a dependent as an em­
ployee's beneficiary when you’re import­
importing the Person Relationship template pendent as a beneficiary.
ing the Person Relationship template or
Consolidated Dependents template?
[page 101]

Assigning dependents as a beneficiary when Added an FAQ about assigning a de­ Can you assign a dependent as an em­
importing the Consolidated Dependents tem­ pendent as a beneficiary. ployee's beneficiary when you’re import­
plate ing the Person Relationship template or
Consolidated Dependents template?
[page 101]

Employee Central Imports


8 CONFIDENTIAL What's New in the Employee Central Imports Guide
Q1 2018

Changes to this Guide in Q1 2018

What's New Description More Information

March 19

Updating a Pay Component Non Recurring re­ To update an existing Pay Compo­ Can you update a Pay Component Non
cord nent Non Recurring record, you’ll Recurring data that exists on the same
need to provide the corresponding pay-date with the same pay-component-
sequence number, in addition to code? [page 94]
user_id, pay_component_code, and
pay_date.

March 09

Enabling role-based permission to trigger You can now assign permissions to Triggering Business Rules While Import­
ing Employee Data [page 64]
business rules when importing Job Informa­ different user groups at the role level
tion template to trigger business rules when im­
porting Job History data. Previously,
you had to enable these permissions
at the company level on the
Company System and Logo Settings
page.

Enabling role-based permission to forward You can now assign permissions to Prerequisites [page 70]
propagate data when importing Job Informa­ different user groups at the role level
tion to forward propagate data through
Incremental inserts when importing
Job History data. Previously, you
had to enable these permissions at
the company level on the Company
System and Logo Settings page.

Inactive user purge This section has been removed, and Purging Inactive Users
is now available in the legacy Data
Retention Management document.

Setting Up and Using Data Protection and Pri­ Data protection and privacy is best Data Protection and Privacy Content is
vacy when it is implemented suite-wide, Centralized [page 129]
and not product-by-product, so we
centralized data protection and pri­
vacy information content.

Employee Central Imports


What's New in the Employee Central Imports Guide CONFIDENTIAL 9
What's New Description More Information

Legacy data purge function If you already use the legacy data Data Retention Management Options
purge function as part of your cur­ [page 129]
rent business process, and you are
sure that it meets your company's
data protection and privacy require­
ments, you can continue to use it.

Q4 2017

Changes to this Guide in Q4 2017

What's New Description More Information

November 17

Deleting employee records You can delete all employee records Deleting Multiple Entities of an Employee
for an active user or a person using [page 61]
the Compound Delete template.

Best practices when you're importing data for When you're importing data for a Employee Data Import [page 45]
a new user in Employee Central. new user in Employee Central, we
strongly recommend you to ensure
that the start-date that you provide
for Job History, Personal Informa­
tion and Compensation Info
matches the start-date with the Em­
ployment Details of the user stored
in the system.

November 03

Use the new Import Employee Data page to Previously, when you downloaded a Importing Employee Data [page 51]
download templates and upload your em­ template, all data fields were visible
ployee data in the downloaded template.
Now,you can choose data fields,
with the exception of the standard
fields, that you’d want to appear in
the downloaded template.

Downloading a new import template to vali­ This section now includes the new Points to Consider [page 123]

date that the columns in your import file cor­ navigation path to download a tem­
responds to the columns in the import tem­ plate.
plate

Employee Central Imports


10 CONFIDENTIAL What's New in the Employee Central Imports Guide
2 Introduction

This guide assumes you are familiar with Employee Central Data Objects. It also assumes that the Employee
Central setup is in place based on the configuration work book.

When used with the configuration workbook, the guidelines provided here can be used to not only work out an
effective Data Migration strategy for employee data but also help you devise Cutover Plans and define realistic Go-
Live dates.

To ensure a smooth data migration, it is important to adhere to the sequence of imports. The following diagram
shows the order in which the imports must be performed.

Employee Central Imports


Introduction CONFIDENTIAL 11
Sequence of Imports

Employee Central Imports


12 CONFIDENTIAL Introduction
 Note

For imports numbered 4, 5,6,7,8 and 9, you will notice two set of imports. Imports with the same number can be
executed simultaneously. For example, import #4 in Personal Details (Personal Info) can be done along with
Positions Import which is numbered 4 in Job Details.

Likewise, Compensation Info Import (from Compensation Details) can be done along with Benefits import
(import #7), which is numbered at the same level in Personal Details.

Employee Central Imports


Introduction CONFIDENTIAL 13
3 What are Role-Based Permissions?

Role-Based Permissions (RBP) is a security model that allows you to restrict and grant access to your SAP
SuccessFactors HCM Suite. RBP controls access to the applications that employees can see and edit. This is a
suite-wide authorization model that applies to the majority of the SAP SuccessFactors products.

Open this video in a new window

The RBP security authorization model uses groups and roles to organize employees (groups) and permissions
(roles) to control access to your system; By organizing employees into groups and permissions into roles you can
assign a group of employees the same set of permissions by assigning them a role.

 Note

RBP is approved for organizations with up to 300,000 employees. We will continue to raise this bar in the
future. When in doubt, contact customer support.

Role-based permissions contain three main elements: Permission Groups, Permission Roles, and Target
Populations. Permission groups are a set of employees who share certain attributes such as City or Job Code and
require access to a similar set of tasks within your system. Roles are defined as a set of permissions. You can assign
the permission roles, you define, to a permission group and if the role requires that you define a target population,
meaning a group to perform tasks for, you'll assign the target population when you define the role.

Target populations are groups that are assigned to permission roles when the permission granted is performed on
behalf of other employees.

 Tip

We recommend that you create groups before creating roles so that during role creation, you can select the
group for which to grant the role. In addition, you’ll need defined groups for roles that require a target
population.

Permission Groups [page 15]


Permission groups are used to define groups of employees who share specific attributes. You can use
various attributes to select the group members, for example a user's department, country, or job code.

Permission Roles [page 21]


RBP uses permission roles to group a set of permissions. After grouping the permissions into a role, you
can assign the role to a group of users, granting them access to certain tasks and features in your system.

Permission Role Assignments [page 26]


You can assign a permission role to everyone or to a subset of employees, determined by permission
groups, target populations, or by relationships. When defining a role in RBP, you can assign the role to a
group that you've created or you can assign roles based on hierarchical relationships. Some roles will
require that you also assign target populations, they're only necessary for certain permissions in a role and
your system will notify you when a target population is required.

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14 CONFIDENTIAL What are Role-Based Permissions?
3.1 Permission Groups

Permission groups are used to define groups of employees who share specific attributes. You can use various
attributes to select the group members, for example a user's department, country, or job code.

 Example

There might be a permission group called "Human Resources in US", which lists all US-based employees who
work in the HR department. To define this group, you would specify that users must match the selection criteria
"Country = United States" and "Department = HR".

 Note

The attributes or selection criteria that are available for defining groups are configurable.

In RBP, you can assign permission roles to permission groups. In addition, you use groups to define the target
population a granted user has access to.

 Example

The group "Human Resources in US" might have access to the group "US Employees".

Groups configured with criteria other than specific user names are called dynamic (as opposed to static),
which means that the assignment of employees into and out of a group is automated. For example, a group of
granted users can be “All employees in the Sales department”. As employees are transferred into and out of the
sales department, their permissions will automatically adjust. This automation will save you time and money.
This is especially beneficial for large organizations that need higher levels of administrative efficiency.

Creating Static Permission Groups [page 15]


Static permission groups are created and modified by adding individual user names to a group using an
excel spreadsheet. They store a static list of users instead of a list based on dynamically generated criteria.
Changing user information does not modify group members, you must redefine group members by
importing an updated spreadsheet.

Creating Dynamic Permission Groups [page 19]


Dynamic permission groups are generated automatically when the attributes of employees match the
group selection criteria. Administrators can create and manage dynamic permission groups for both
employees and external users.

View, Edit, Copy, and Delete Permission Groups [page 21]


You can edit, copy, and delete static or dynamic permission groups. For dynamic groups, you can also view
the group's change history.

3.1.1 Creating Static Permission Groups

Static permission groups are created and modified by adding individual user names to a group using an excel
spreadsheet. They store a static list of users instead of a list based on dynamically generated criteria. Changing

Employee Central Imports


What are Role-Based Permissions? CONFIDENTIAL 15
user information does not modify group members, you must redefine group members by importing an updated
spreadsheet.

Procedure

1. In the Admin Center, search for Manage Permission Groups.


2. Click Import Static Groups to create or modify a group.
3. Select between Full Replace or Delta Replace.
A full replace, creates or entirely replaces a group, while a delta replace adds members to an already existing
group.

4. Download a blank CSV template after you've chosen an import type. The Full Replace template has two column
headers, GROUPNAME and USERID. The Delta Replace has an additional Action column.
5. For each user that you add to a group, add the group name to the GROUPNAME column and user's ID to the
USERID column.

 Note

For new users, you can create user IDs in the upload file.

 Note

Character encoding of your file should be Unicode(UTF-8). The maximum file size is 20MB. If your import
file exceeds 20MB, you can either split the file into several smaller files or request Professional Services to
modify the system configuration file.

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16 CONFIDENTIAL What are Role-Based Permissions?
6. Select the file with your data by clicking Choose File.
7. Click Validate File to validate file format, file size, etc.
8. If the validation is successful, click Upload to import the static permission groups.

If your file has errors, they display at the top of the Import Static Group window.

 Note

For one group type, a maximum of two jobs can run at the same time.

Results

After the upload completes, the system sends you a notification with success or error messages. Successfully
created groups display in the group list after refreshing your system.

Employee Central Imports


What are Role-Based Permissions? CONFIDENTIAL 17
3.1.1.1 Adding Individual Members to Static Groups

You can add members to a static group in your system or by importing an excel file to your system.

Procedure

1. In the Admin Center, search for Manage Permission Groups.


2. Click the name of the static group you're updating.

The Permission Group screen displays.


3. To add a user to a static group, click Add User.
4. Search for the users you'd like to add to the group.

Entering keywords in the search field displays user names.


5. Select each user you want to add to the group.

Each user you select automatically displays in the right pane.


6. Click Done.

The users you selected are added to the group immediately.

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18 CONFIDENTIAL What are Role-Based Permissions?
3.1.1.2 Deleting Members from Static Groups

Although you add members to a static group using a spreadsheet, you can delete static group members using the
system.

Procedure

1. In the Admin Center, search for Manage Permission Groups.


2. Click the name of the static group you're updating.

The Permission Group screen displays.


3. Select the users that you want to delete from the group.
4. Click Delete.

The list of users updates immediately.


5. Click Close.

Results

Deleted members will no longer have access to the tasks or data of the group.

3.1.2 Creating Dynamic Permission Groups

Dynamic permission groups are generated automatically when the attributes of employees match the group
selection criteria. Administrators can create and manage dynamic permission groups for both employees and
external users.

Procedure

1. In the Admin Center, search for Manage Permission Groups.


2. Click Create New to create a new permission group.

The Permission Group page opens.


3. Enter a name for your permission group in the Group Name field.
4. Choose a User Type for your group.

The available user types vary depending on how your system is configured. Possible values may include:
○ Employee (default)
○ External Learning User

Employee Central Imports


What are Role-Based Permissions? CONFIDENTIAL 19
 Note

The External Learning User option is only available if you have Learning enabled in your system.

When defining a dynamic group for an external learning user, you can identify an External Source Channel to
complete the criteria for inclusion. This allows external learning users to be defined based on the source of
origin. The external source channel is only available to SAP SuccessFactors Learning customers. The External
Learning User must be enabled in Provisioning for external learner and external source channel to be available.

 Tip

When defining External Learning User groups in your system, it is recommended that you do not create
more than 50 groups.

5. Choose the group selection criteria from the People Pool, in the Choose Group Members section.

Depending on the complexity of your permission group selection criteria, you can choose multiple people
pools.

6. In the Search Results screen, enter a search term or click the  search, to display all available values.

For some categories, a smaller pop-up window appears where you can enter additional values or information,
such as Time Zone settings. If you select the Team View category, you can use hierarchical relationships to
specify the group. This allows you to apply rules such as: everybody in Carla Grant's team, all levels deep.
7. Make your selection and click Done.
8. If you want to add another condition for defining the people pool, click Add another category and choose a
category and item. If you use two or more categories, this functions as an AND operation, that is, only users are
selected who meet all selection criteria.

 Example

If you want to create a group of sales employees working in the US, you would need to choose the category
Department and select Sales. You add a second category Country and select USA.

9. Complex group definitions may require you to use multiple people pools. If you use two or more people pools,
these people pools functions as an OR operation, that is, all users are selected who fulfill the selection criteria
of at least one pool.

Click Add another People Pool and then add categories and items.

 Example

You have two different offices: An office in Chicago and an office in Boston. Each office has a Sales team and
a Finance team. You only want to include Sales employees from the Chicago office and Finance employees
from the Boston office. You'll need to create two separate pools then.

 Note

The number of people pools in a group is limited to three.

10. If there are employees you'd like to exclude from the Permission Group definition, select them in the Exclude
these people from the group section.
11. If you want to prevent the group being updated automatically when new employees match the selection
criteria, click Lock group.

Employee Central Imports


20 CONFIDENTIAL What are Role-Based Permissions?
12. Click Done to complete the process.

3.1.3 View, Edit, Copy, and Delete Permission Groups


You can edit, copy, and delete static or dynamic permission groups. For dynamic groups, you can also view the
group's change history.

Context

 Note

You can only delete a permission group if it has no associated role.

Procedure

1. Go to the Admin Center Tools and search for Manage Permission Groups.
2. In the Manage Permission Groups screen, click the Take Action dropdown menu next to the permission group
you want to modify.
3. Choose the desired action.

3.2 Permission Roles


RBP uses permission roles to group a set of permissions. After grouping the permissions into a role, you can assign
the role to a group of users, granting them access to certain tasks and features in your system.

Permission roles consist of a set of permissions that give employees access rights to an employee or a group of
employees. As such an employee or a group that has been granted with a permission role has access to certain

Employee Central Imports


What are Role-Based Permissions? CONFIDENTIAL 21
aspects of the SuccessFactors application or to aspects of employee data. With this access, they can perform
functions within the application for other groups of employees.

Role-based permissions allow you to grant a role to a specific employee, a manager, a group, or to all employees in
the company. The roles can provide very granular permissions, as this example illustrates:

 Example

There may be roles such as "HR Compensation and Benefits Manager", "HR Manager for Sales", and "HR
Learning and Development Manager". While all three are HR managers, their roles have been distinctly carved
out — one handling compensation and benefits, another handling the sales team, and the third handling
Learning and Development.

When your permissions roles consist of one or more permissions that require a target population, you'll need to
specify a target to complete creation of the role. Roles that require a target population will contain a permission
that gives a group access to perform actions or view information for other employees.

 Example

A Manager may have a role where one permission allows the manager to modify the salary for all of their direct
reports. In this example, the manager's direct reports represent the target population needed for the
permission role.

 Note

Customers can have as many permission roles as the company requires.

Creating Permission Roles [page 23]


Permission roles contain a group of permissions that you can grant to an employee or a group of employees
known as the Granted Users Circle. In general, it's best practice to define your user groups before defining
your permission roles.

Assigning Permissions to a Role [page 23]


After creating groups and roles, you'll need to assign permission roles to your employee groups.

View, Edit, Copy, and Delete Permission Roles [page 24]


You can edit, copy, or delete a permission role, view a summary of a permission role, and view its change
history.

Creating a New Role for External Users [page 25]


Role-based permissions support the role of External User and allows the External Learner User limited
access to complete specific tasks or training.

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22 CONFIDENTIAL What are Role-Based Permissions?
3.2.1 Creating Permission Roles

Permission roles contain a group of permissions that you can grant to an employee or a group of employees known
as the Granted Users Circle. In general, it's best practice to define your user groups before defining your permission
roles.

Procedure

1. Go to the Admin Center.


2. In the Tools Search, search for Manage Permission Roles.
3. To create a permission role, click the Create New.

The Permission Role Detail page opens.


4. In the Role Name, type a name describing of what the role allows you to do.
5. In the Description, provide a statement describing what the role allows an employee to do. Add a note about
when the role was created and by whom.

After this role is successfully created, the new role will be listed on the Permission Role List page.
6. Click Save Changes.

Results

You have a permission role and you can now add permission and assign it to a group.

Next Steps

After you've created a permission role, you'll need to assign permissions to the new role.

3.2.2 Assigning Permissions to a Role

After creating groups and roles, you'll need to assign permission roles to your employee groups.

Procedure

1. In the Permission Settings section, click the Permission button to specify the permission you want to assign to
the role. The Permission Settings window opens.

Employee Central Imports


What are Role-Based Permissions? CONFIDENTIAL 23
2. On the left side of the page, you'll see the different permission categories. Click a permission category to reveal
the different permissions.

The list of permissions associated with this category is displayed.

3. Select the checkboxes next to the permissions you'd like to grant to the role.
4. Click the Done button when you finish marking your selections.
5. Click Save Changes.

Next Steps

Assign a target population, if your role indicates that a target is needed.

3.2.3 View, Edit, Copy, and Delete Permission Roles

You can edit, copy, or delete a permission role, view a summary of a permission role, and view its change history.

Context

When you copy a role, only the permissions get copied over. You will need to manually grant employees access to
this new role.

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24 CONFIDENTIAL What are Role-Based Permissions?
Procedure

1. Go to the Admin Center Tools and search for Manage Permission Groups.
2. In the Permission Role List screen, click the Take Action dropdown menu next to the permission role you want
to modify.
3. Choose the desired action.

3.2.4 Creating a New Role for External Users

Role-based permissions support the role of External User and allows the External Learner User limited access to
complete specific tasks or training.

The external user role can be granted to the Everyone (External Learner) group. Permissions for the external user
role can be set to grant access to SAP Jam and SAP SuccessFactors Login, Learning modules, and Mobile.

For complete details about External Learning, please refer to the Offering Learning to the Extended Enterprise
guide.

3.2.4.1 External User Management

If you have external users, consider creating a management system for them so that you can maintain their access.

When you have external users in your extended enterprise, your plan for maintaining them should include: resetting
user passwords, granting access, and so on. In most cases, you manage external users as you do any other users.

One exception is target populations. External users can be a unique target population. For example, if you want to
manage external users in learning, you must add All (External Learning) to the target population of users managed
by the administrator.

Employee Central Imports


What are Role-Based Permissions? CONFIDENTIAL 25
3.2.4.2 Mapping External Users from Learning Sites to SAP
SuccessFactors Roles

Create a role mapping for external users so that users who log in through SAP SuccessFactors Learning sites are
granted the correct permissions.

Prerequisites

Role Based Permissions (RBP) must be enabled.

Procedure

1. Log in and go to Admin Center.


2. In Tools, click See All.
3. In Search Tools, type Manage Permission Roles and then click Manage Permission Roles.
4. Click Create New Role For External User.
5. In User Type, select External Learner, and then click Done.
6. Type a name and description for the role and then click Permissions.

The Permission Settings page opens.

7. In User Permissions General User Settings , select User Login.

8. In User Permissions Learning , select Learning Access Permission.

You can select additional permissions. For example, you can grant the external users access to SAP Jam.
9. Click Done.

You return to the Permission Role Detail page.


10. Click Add.

The Grant this role to... page opens.


11. In Grant role to, select Everyone (External Learner).
12. Click Done.

You return to the Permission Role Detail page.


13. Click Save Changes.

3.3 Permission Role Assignments

You can assign a permission role to everyone or to a subset of employees, determined by permission groups, target
populations, or by relationships. When defining a role in RBP, you can assign the role to a group that you've created

Employee Central Imports


26 CONFIDENTIAL What are Role-Based Permissions?
or you can assign roles based on hierarchical relationships. Some roles will require that you also assign target
populations, they're only necessary for certain permissions in a role and your system will notify you when a target
population is required.

● Permission groups: You assign a permission role to a defined group of users. However, relationships can also
play a role here as you can define that the granted user's managers have the same permissions. You can also
define how many levels up in the hierarchy you want this permission to be granted.

 Note

If you want to grant a role to a named user, you first have to create a group and add the user to this group.
Then you can grant the role to the just created group.

● Target Population: Depending on the permissions included in the role, you might also have to define the target
population. Not all permissions require you to define a target population. For example, if the permission
includes just the access to an application (such as the Learning Access Permission), there is no need to add a
target group. For certain permissions, in the Permission settings screen, a target population must be defined.
This is identified by the "t" icon next to the permission name with the following text displayed: t= Target needs
to be defined.

 Note

A target population for an external Learning user can be defined two ways:
○ Select Everyone (External Learner)
○ Select Target population of: and click Select, to select groups

● Relationships: Access groups can be defined using relationships (for example, manager-employee
relationship) that are derived from the job relationship object. These relationships can be hierarchical or non-

Employee Central Imports


What are Role-Based Permissions? CONFIDENTIAL 27
hierarchical. You can find more information in the following chapter Using Relationships to Grant Permissions
[page 31].

●  Note

If you allow the respective managers to have the same permissions, this may have a negative impact on the
performance. The hierarchy then has to be checked whenever such a manager tries to access an element
which was permissioned this way.

3.3.1 Assigning Permission Groups to a Role


After creating your roles, you must assign the role to a group of employees. This ensures that employees are given
access the permissions they need to perform their tasks.

Procedure

1. Go to the Admin Center.


2. In the Tools Search, search for Manage Permission Roles.
3. Select one of the permission roles you created.
4. In the Grant this role to section of the Permission Detail screen, click Add.
5. When the Grant this role to screen displays, select Permission Group.

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28 CONFIDENTIAL What are Role-Based Permissions?
6. Click Select to select the access groups you wish to assign to this permission role.

You can allow managers to have the same permissions and define how many levels up in the hierarchy you want
this permission to be granted. However, allowing respective managers to have the same permissions may have
a negative impact on the performance. The hierarchy then has to be checked whenever such a manager tries to
access an element which was permissioned this way.
7. Exclude Granted Users:

For some permissions, it might be necessary to exclude the granted users from applying the permissions on
themselves. For this, select Exclude Granted User from having the permission access to themselves.

 Example

If the role grants permission to edit the salary, you want to prevent the members of this permission group
to be able to edit their own salary as well.

8. Click Done to assign this role to the defined users. You are taken back to the Permission Role Detail page.
9. Click Save Changes to complete creating the role.

Next Steps

If required, assign a target population to your role.

3.3.2 Assigning Target Populations to a Role

Target populations are assigned to roles that require tasks to be performed on behalf of another employee.

Context

Target populations allow you to give employees such as managers and administrators access to data or tasks that
need to be maintained for other employees. Depending on the permissions included in the role, you may need to
define the target population. Not all permissions require you to define a target population. For example, if the
permission includes just the access to an application (such as the Learning Access Permission), there is no need to
add a target group. For certain permissions, in the Permission settings screen, a target population must be
defined. This is identified by the "t" icon next to the permission name with the following text displayed: t= Target
needs to be defined.

Procedure

1. Go to the Admin Center.


2. In the Tools Search, search for Manage Permission Roles.

Employee Central Imports


What are Role-Based Permissions? CONFIDENTIAL 29
3. Select one of the permission roles you created.
4. In the Grant this role to section of the Permission Detail screen, click Add.
5. Select Everyone or choose Target population of to select a group .

6. Click Select to select the target groups that you want to assign to this permission role.
7. Exclude Granted Users:

For some permissions, it might be necessary to exclude the granted users from applying the permissions on
themselves. For this, select Exclude Granted User from having the permission access to themselves.

 Example

If the role grants permission to edit the salary, you want to prevent the members of this permission group
to be able to edit their own salary as well.

8. Click Done to assign this role to the defined users. You are taken back to the Permission Role Detail page.
9. Click Save Changes to complete creating the role.

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30 CONFIDENTIAL What are Role-Based Permissions?
3.3.3 Using Relationships to Assign Permissions

There are relationships that can be specified through employee fields, and managed through tools, like the
employee data.

General Relationship Types: Hierarchical relationships are characterized by a reporting line between the granted
user and the target user. These are relationships between employees and their managers, and employees and their
second managers or alternate managers. Non-hierarchical relationships on the other hand are single-level
relationships. These include the relationship of an employee to the HR manager, the matrix manager and custom
manager. While each employee can have only one Manager, one Second Manager and one HR Manager, they can
have multiple Matrix Managers and Custom Managers.

Employee Central Only: If employees have global assignments (that is, a job in another country), they have both a
home manager and a host manager. In addition, they have a home HR manager and a host HR manager. All
managers need to have access to both the home jobs of the employees as well as to the host jobs of the employees.
This is covered by the following additional relationship types for global assignments:

Employee Central Only: Relationship Types for Global As­


The Five General Relationship Types signments

Manager Home Managers

Second/Alternate Manager Home HR Managers

HR Manager Host Managers

Matrix Manager Host HR Managers

Custom Manager

3.3.3.1 Assigning Permissions using Relationships

After defining permission roles, you can use relationships to establish access to those roles instead of permission
access groups.

Context

Using relationships to grant access permissions gives you the added ability to define access and target populations
using your organizations hierarchy.

Procedure

1. Go to the Admin Center.

Employee Central Imports


What are Role-Based Permissions? CONFIDENTIAL 31
2. In the Tools Search, search for Manage Permission Roles.
3. Select one of the permission roles you created.
4. In the Grant this role to section of the Permission Detail screen, click the Add to select the employees to be
granted this permission.
5. When the Grant this role to screen displays, select a relationship type.

These relationships can be hierarchical or non-hierarchical.

 Note

If you allow the respective managers to have the same permissions, this may have a negative impact on the
performance. The hierarchy then has to be checked whenever such a manager tries to access an element,
which was permissioned this way.

6. Assign a target population to the role:

Depending on the permissions included in the role, you might also have to define the target population. Not all
permissions require you to define a target population. For example, if the permission includes just the access to
an application (such as the Learning Access Permission), there is no need to add a target group. For certain
permissions, in the Permission settings screen, a target population must be defined. This is identified by the
"t" icon next to the permission name with the following text displayed: t= Target needs to be defined.
○ Target Population: A target population for an external Learning user can be defined two ways:
○ Select Everyone (External Learner)
○ Select Target population of: and check the checkbox to Select... to define the group

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32 CONFIDENTIAL What are Role-Based Permissions?
7. Exclude Granted Users:

For some permissions, it might be necessary to exclude the granted users from applying the permissions on
themselves. For this, select Exclude Granted User from having the permission access to themselves.

 Example

If the role grants permission to edit the salary, you want to prevent the members of this permission group
to be able to edit their own salary as well.

8. Click Done to assign this role to the defined users. You are taken back to the Permission Role Detail page.
9. Click Save Changes to complete creating the role.

3.3.3.2 Specifying the Hierarchy Depth

Understand how to use hiearchy depth when assigning permissions to your users.

When granting permissions using hierarchical relationships, you can specify how many levels down to go in the
hierarchy for the target population. For example, you can indicate that Managers can see performance ratings on
their direct reports (1 level deep), or allow it to go deeper into their team, that is 2 levels down or all levels.

When granting permissions to non-hierarchical relationships (HR, Matrix and Custom Managers), you can follow
this non-hierarchical relationship for only one level. Beyond the first level, you can cross over to the standard
manager hierarchy if desired to go deeper.

Employee Central Imports


What are Role-Based Permissions? CONFIDENTIAL 33
For example, using the Matrix Manager relationship, you can use hierarchical depth to accomplish the following:

● 1 Level Deep: Matrix Managers can view ratings information for their Matrix Reports.
● 2 Levels Deep: Matrix Managers can view ratings information for their Matrix Reports and the Direct Reports of
their Matrix Reports.
● All Levels Deep: Matrix Managers can view ratings information for their Matrix Reports (1 level deep) and the
Direct Reports, all levels deep of the manager hierarchy of their Matrix Reports.

The following graphic illustrates the different hierarchical depths you can specify when you use the Matrix Manager
relationship:

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34 CONFIDENTIAL What are Role-Based Permissions?
4 Working with Data Imports

4.1 Getting Started with Data Imports


Now that you’ve configured the different data models, rules and foundation objects, the framework for Employee
Central is in place. You’re now ready to upload data and are a step closer to getting your customer started.
Importing employee data is an efficient way of adding employees to the system, managing large-scale data
migrations, or handling large scale organization and pay changes.

In SuccessFactors, you can upload data using the Import feature. Using the Import feature, you can upload
foundation data and employee data.

 Note

We recommend creating a backup of the file before uploading records. That way, you’ll be able to retrieve
records, in case data is accidentally wiped out.

4.2 Working with Foundation Data


Foundation Objects capture detailed information about company’s organization, pay and job structure.

It is important that you upload foundation data before any other type of data is imported as this information is used
across the company. For more information about Foundation Objects, refer to chapter Working with Foundation
Objects.

Some points to note:

● The foundation objects listed on the Import Foundation Data page are determined by the corporate data
model. The same is true with the way the objects are listed on the page.
● The CSV template for a foundation table is determined by the configuration of the corporate data model. To
make sure you are using the right CSV template, always download a copy from the system before you start.
● The order of columns in the CSV template doesn’t matter but it is important that all columns exist.
● When uploading foundation data, it is important to note the associations defined in the data model. A child
object must be uploaded before the parent object is uploaded else the import will fail. For example, you can
have an association between LegalEntity and Department which means that certain departments can be tied to
a specific Legal Entity. When performing an import of LegalEntity, Department will appear as a column in the
import file. For these columns, the external code of the associated foundation object has to be specified. So,
the associated foundation object i.e, Department must be imported before the Legal Entity foundation object is
imported.
● All foundation objects, with the exception of Dynamic Role and Position Dynamic Role, support two modes of
importing such as Full Purge and Incremental Load. Note that you can import Dynamic Role and Position
Dynamic Role only through the Full Purge mode.
● Some foundation objects support a type of Incremental Load i.e., the Partial Import. For information on Partial
Imports as well as objects that don’t support Partial Import, refer to the FAQ.

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Working with Data Imports CONFIDENTIAL 35
For a list of common Foundation Objects and the type of information they store, refer to section Which foundation
objects can you use to structure your business.

Task

 Note

We recommend downloading the template from the system, as every company’s template differs. The template
is determined by the corporate data model. For more information on Data Models, refer to chapter Setting Up
Data Models.

Importing Foundation Data

Procedure

1. Navigate to the Admin Center.


2. In the Tools Search field, type Import Foundation Data. This brings up the Import Foundation Data page.
3. If you haven’t already downloaded the Import template, download it by clicking the Download dropdown menu
and clicking the name of the template to download.
4. Save the template to a location of your choice and update.
5. To upload the file, specify the type of import you’d like to do.
6. Specify whether the upload should overwrite existing records or add to existing records. Choose between Full
Purge and Incremental Load. To know about the difference between a Full Purge and an Incremental Load, refer
to the FAQs.
7. In the Real-Time Threshold field, specify the maximum number of records to process in real time. When the
number of records in this file exceed this value, the import process is invoked in the asynchronous mode (as a
background process).
8. In the Choose File field, specify the path to the file.
9. In the File Encoding dropdown, select the relevant encoding applicable.
10. Click Validate Import File Data
11. Once the file passes the validation checks, upload the file by clicking Import.

4.2.1 Working with Data Translation

Foundation objects reflect a company's basic information about the organization, pay, and job structure. This is
fundamental data that appears repeatedly throughout the system not just for the Admin, but also for the
employees. Therefore it is important that this information can be shown in the user's language.

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36 CONFIDENTIAL Working with Data Imports
To achieve this, you can translate language-specific data of foundation objects, such as the name and description
of the department, business unit, or job classification.

Depending on the type of the foundation object, the translation process is handled differently for:

● Job Classification foundation objects (technical name: jobCode)


● All other foundation objects (except jobCode)

Translating data for foundation objects is a 3-step process that includes the following steps:

1. Export or list the translatable foundation data


2. Translate the foundation data
3. Import the translations

4.2.1.1 Prerequisites

Context

For jobCode foundation objects:

Set the role-based permissions:

Procedure

1. Go to the Admin Center.


2. In the Tools Search field, type Manage Permission Roles.
3. Click on the corresponding permission role.
4. Click the Permission... button.
5. In the Permission settings dialog box, scroll down to the Administrator Permissions and click Manage
Foundation Objects, then select the Import Translations checkbox on the right.
6. Click Done, and save your changes.

Next Steps

 Remember

As a customer, you do not have access to Provisioning. To complete any task in Provisioning, contact SAP
Support.

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Working with Data Imports CONFIDENTIAL 37
For all other foundation objects:

If you have followed the implementation sequence described in this handbook, you probably already have...

● Selected the checkbox Enable Translation of Employee Central Foundation Objects in Provisioning
● Enabled generic objects in Provisioning
You can find more information in the Employee Central Master Implementation Guide.
● Set up the Corporate Data Model
● Imported or created foundation objects
You can find more information under Working with Foundation Data [page 35].

4.2.1.2 Translating Foundation Data

Note that the process differs depending on the type of foundation object.

For jobCode foundation objects [page 38]

For all other foundation objects except jobCode [page 40]

After the import, the system decides in which language a foundation object is displayed in this sequence:

1. The system checks whether the foundation data is available in the logon language of the user.
This is the language the user has selected under Options Change Language .
2. If there is no translation in the logon language, the system shows the default language that has been set in
Provisioning under Company Settings Default Language .

 Remember

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

3. If there is no translation in the default language, the system looks for a translated term in US English.

4.2.1.2.1 For jobCode foundation objects

Context

Procedure

1. Get a list with the jobCode data that you want to translate. Please note that you can only translate data that is
used in the following jobCode fields:

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38 CONFIDENTIAL Working with Data Imports
○ name
○ description
○ custom-string1-20
These are the HRIS-field IDs used in the Corporate Data Model for the jobCode HRIS element.
Note that you can also import the data and the translations before you import or create the jobCode foundation
objects that use this data.

 Note

To get a CSV file that includes all translatable foundation data of existing jobCode foundation objects, you can
create an ad-hoc report. You can find more information on how this is done in the EC Reports Handbook.

2. Translate the data:


1. You can send the list with the jobCode texts to the translator(s) to have the texts translated.
2. Create a CSV file in the following format and enter the texts in the company's default language as well as the
translations:

Here's how to read the file:


○ The first row contains the locale IDs of the languages you want to enter translations for. You can find the
correct locale ID for each language in Provisioning under Company Settings (for example, en_US for US English,
fr_FR for French, and so on).
○ Add one column per language. The sequence of columns (that means which language to put into the first
column, which into the second column, and so on) does not matter, but you have to include the default
language that has been set in Provisioning under Company Settings in this CSV file. Note that you can only
import translations for the language packs activated in Provisioning.

 Remember

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

○ The second row contains the names of the locales in English. This line is ignored when the data is imported.
○ The data in row 3 and below will be imported. Here you enter the texts that appear on the user interface, as
well as their translations. Only texts in the following HRIS fields for jobCode are translatable:
○ name
○ description
○ custom-string1-20

 Note

○ You can only import translations for the language packs activated in Provisioning under Company
Settings to be able to import the file.

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Working with Data Imports CONFIDENTIAL 39
 Remember

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

○ You do not have to enter translations for all activated language packs, nor do you have to enter
translations for all texts you want to use in the translatable fields for jobCode.
○ The sequence of the translatable texts does not matter.
○ We recommend you use the character set UTF-8 for the CSV file.

3. Import the translations:


1. Go to Admin Center.
2. In the Tools Search field, type Import Translations.
3. In the Choose File field, browse for the CSV file you have created before.
4. Click the Import button.

4.2.1.2.2 For all other foundation objects except jobCode

Context

Procedure

1. Export existing foundation data into a CSV file:

1. Navigate to the Admin Center.


2. In the Tools Search field, type Generic Objects Import/Export.
3. In the Download Data Import File Template field, select FoTranslation.
4. In the confirmation popup that asks if you want to fill the download template with existing data, select Yes.
5. Go back to the Admin Center and type Monitor Job in the Tools Search field.
6. Open the download template that starts with FoTranslation_MDFExport by clicking Download Status.
This is a sample for what the downloaded CSV file looks like:

 Note

If the downloaded CSV file contains only the first two rows, the initialization of the FoTranslation
object has probably not finished yet. This initialization process is started when you activate foundation
object translation in Provisioning, and it can take up several hours, depending on the number of
foundation objects existing in the system.

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40 CONFIDENTIAL Working with Data Imports
 Remember

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

The first two rows are the column titles. The columns define the following:
○ externalCode: This is a specific external code that the system assigns all instances of foundation
objects that exist in the system. This is not the external code the Admin has created or imported, but it
is the FoTranslation-specific external code that is created when you enable the foundation object
translation in Provisioning.
○ foObjectID: This is a specific ID that the system assigns all instances of foundation objects that exist in
the system. This ID is created when you enable the foundation object translation in Provisioning.
○ foType: This is the type of the foundation object, for example, businessUnit, jobFunction,
company, and so on.
○ foField: This column contains the HRIS-field ID for all translatable fields (typically name and
description).
○ value.*: The remaining columns that begin with value. and that are followed by the locale ID for the
corresponding language (for example, value.en_US for US English, value.fr_FR for French) represent
one language.
The texts that the Admin has entered for the name and description of existing foundation objects are
contained in the corresponding language column.
All other language columns are determined by the language pack activated in Provisioning. You have to
enter the translations into these columns.

 Remember

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

2. Translate the foundation data:

1. You can now send the CSV file to the translator(s) who can edit the file offline.
2. Consolidate the translations for all required languages in one CSV file.

 Note

There is no incremental upload for foundation object translations supported. That means if you have
already uploaded translations before, the latest CSV file upload will overwrite the previous one.

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Working with Data Imports CONFIDENTIAL 41
Therefore it is important that the consolidated document contains all translations that are required,
even if the translation is a shared process of different translators.

This is an example for a translated file, the translations are highlighted:

3. Import the translations:


1. Upload the CSV file that contains the translations in the Admin Center. To do so, in the Tools Search
field, typeGeneric Objects Import/Export.
2. In the Import portlet, in the Type field, select FoTranslation.
3. In the File field, browse for the translated CSV file.
4. In the File Encoding field, select the character set that is appropriate for the languages that you want to
import to guarantee that all special characters of the languages are displayed correctly.
5. In the Purge Type field, select Full Purge.
6. Click Validate to make sure the file has no formatting errors.
7. If there are no validation errors, click Import.

Next Steps

After the import, the system decides in which language a foundation object is displayed in this sequence:

1. The system checks whether the foundation data is available in the logon language of the user.
This is the language the user has selected under Options Change Language .
2. If there is no translation in the logon language, the system shows the default language that has been set in
Provisioning under Company Settings Default Language .

 Remember

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

3. If there is no translation in the default language, the system looks for a translated term in US English.

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42 CONFIDENTIAL Working with Data Imports
4.2.1.3 Adding or changing translations for jobCode
foundation objects

Procedure

● Follow the same steps as described before under How do you translate foundation objects?

There is no option to add or change translations for jobCode directly on the user interface.

4.2.1.4 Adding or changing translations for all other


foundation objects (except jobCode)

Context

If you want to add or change translations after you have already imported translations for foundation objects
(except jobCode), you have two choices:

Procedure

1. Export and import translations as described above under How do you translate foundation objects?
There is no option to add or change translations for jobCode directly on the user interface.
2. Add or change translations on the user interface

This is recommended if you want to add or change only a few terms, for example, when you want to correct
single terms that have not been translated appropriately.

To do this, you have to:

1. Go to Admin Center. In the Tools Search field, type Manage Organization, Pay and Job Structures.
2. In the Search field, select the type of the foundation object (for example: Legal Entity), and the specific
foundation object (for example: Company USA) for which you want to add or change a translation.

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Working with Data Imports CONFIDENTIAL 43
3. Click the Translations icon next to the translatable field as shown in this example:

4. Enter or change the translation directly in the popup:

5. Click Done.
6. Click Save.

4.2.1.5 Limitations

The translations of foundation objects are not shown in the Employee Profile. The Employee Profile reuses
foundation object data for basic organizational information, such as division, department, and location.

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44 CONFIDENTIAL Working with Data Imports
Within Employee Central, there are two areas where the Employee Profile is used and where the foundation object
translations are not shown:

4.3 Employee Data Import

Employee objects include information about person and employment data of an employee. This is also referred to
HR data objects. When you're importing employee data into Employee Central, the sequence of the import counts.

You need to perform the data upload in the order,

1. Create User Account [page 46]


2. Create Persons in the System [page 46]
3. Upload Employment Information [page 47]
4. Upload Job Information [page 47]
5. Upload Compensation Information [page 48]
Admins can import compensation data of an employee such as base salary using the Compensation Info
template, and performance bonus using the Pay Component templates.

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Working with Data Imports CONFIDENTIAL 45
6. Upload Personal Information [page 48]

4.3.1 Create User Account

Run this import... Notes

Basic Import This is a required import.

Extended Import Additional information stored by the system related to user ac­
counts. The first import that must be performed. When you run
a Basic Import, user accounts are created for all users whose
data is to be uploaded.

This is optional and can be done later.

Background Import Additional information stored by the system related to user ac­
counts.

This is optional and can be done later.

Parent topic: Employee Data Import [page 45]

Next: Create Persons in the System [page 46]

4.3.2 Create Persons in the System

Run this import... Notes

Biographical Information Import The first import that must be performed. When you run a Basi­
cOnce the user accounts are ready, each user account must be
populated with biographical information. When this is done
‘persons’ are created in the system.

This is a required import.

Parent topic: Employee Data Import [page 45]

Previous: Create User Account [page 46]

Next: Upload Employment Information [page 47]

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46 CONFIDENTIAL Working with Data Imports
4.3.3 Upload Employment Information

Run this import... Notes

Employment Details Import Run this import to upload employment information. This is a
required import.

Work Eligibility Run this import to upload information about employee work el­
igibility. This includes information like the employee’s passport
details and citizenship. This is optional and can be imported
later.

Parent topic: Employee Data Import [page 45]

Previous: Create Persons in the System [page 46]

Next: Upload Job Information [page 47]

4.3.4 Upload Job Information

Run this import... Notes

Job History Import The Job History template includes information about the cur­
rent assignment.

 Note
An employee's country information in the Organizational
Information section on the Employee Profile page depends
on the job information record of the employee being im­
ported. Hence, this is a required import.

Job Relationships This import uploads information about other managers that
the employee works with. For example, Matrix Manager and HR
Manager. Note that information about the employee's Direct
Manager is not captured in this file. This is optional and can be
imported later.

Parent topic: Employee Data Import [page 45]

Previous: Upload Employment Information [page 47]

Next: Upload Compensation Information [page 48]

Employee Central Imports


Working with Data Imports CONFIDENTIAL 47
4.3.5 Upload Compensation Information

Admins can import compensation data of an employee such as base salary using the Compensation Info template,
and performance bonus using the Pay Component templates.

Run this import... Notes

Compensation Info Run this import to upload information about the employee’s
salary. Note that this must be done before importing the pay
components of an employee. This is because the recurring im­
port is dependent on the Compensation Info Import. While this
import can be done later, it is recommended that this import
be done to ensure employee information uploaded is complete.

Pay Component Recurring An essential import to complete the information stored by the
Compensation Info Import. Uploads information about the re­
curring part of the employee’s pay. This must be done. To com­
plete the Compensation Info Import, this is a required import.

 Note
When the Pay Component Type is set to Number on the
Manage Organization, Pay and Job Structures page, and
paycompvalue is a mandatory field, we recommend you
provide zero (0) in the paycompvalue column when im­
porting the Pay Component Recurring template. Providing
a value in this column, the system will automatically reset
that value to zero if the Pay Component Type is Number.

Pay Component Non Recurring Uploads information about the non-recurring part of the em­
ployee’s pay. This is optional and can be done later.

Parent topic: Employee Data Import [page 45]

Previous: Upload Job Information [page 47]

Next: Upload Personal Information [page 48]

4.3.6 Upload Personal Information

Run this import... Notes

Personal Information This is a required import. Om importing the template, the sys­
tem add the basic personal information about the employee.

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48 CONFIDENTIAL Working with Data Imports
Run this import... Notes

Global Information Run this import to upload country-specific information about


the employees. Information uploaded through this import is
displayed in the Personal Information template. This is optional
and can be done later.

Phone Information Run this import to upload information about the employee’s
contact phone numbers. This is optional and can be done later.

Email Information Run this import to upload information about the employee’s e-
mail IDs. This is optional and can be done later.

Social Accounts Information Run this import to upload information about the employee’s
social accounts like Facebook and LinkedIn. This is optional
and can be done later.

National ID Information Run this import to upload information about an employee's na­
tional identification number. Every country provides a unique
identification number to its citizens. For example, in the US, the
Social Security Number is used as a unique identification. In In­
dia, the PAN Card is used as a unique identification document
and in China, it's the Resident Identity Card. This is optional
and can be imported later.

Direct Deposit Run this import to upload information about the employee’s
bank account to which the salary will be credited.

This is optional and can be imported later.

Addresses Run this import to upload information about an employee’s ad­


dresses.

This is optional and can be done later.

Emergency Contact Run this import to upload information about an employee’s


emergency contacts.

This is optional and can be done later.

Parent topic: Employee Data Import [page 45]

Previous: Upload Compensation Information [page 48]

4.4 Maintain Hire Date When Creating a New User

When you're importing data for a new user in Employee Central, ensure that initial records of Job Information,
Personal Information and Compensation Information (with the Hire event) start date matches the Employment
Details Hire Date. This is because Employee Central (EC) is an effective-dated system.

Considering an example where Marcus Hoff is the direct manager for Carla Grant. Marcus’s job information was
imported on 01/01/2015, and personal information was imported as follows,

Employee Central Imports


Working with Data Imports CONFIDENTIAL 49
Note that the personal information of Marcus was imported on 01/01/2017, while job information was imported on
01/01/2015. Now, when you view Carla’s job information details, for example, Carla’s manager, before 01/01/2017,
the Supervisor field under the Job Information will be blank. To overcome this, we recommend you to maintain the
start-date consistently across all the four entities Employment Details, Job Information, Personal Information and
Compensation Information.

4.5 Suppressing Duplicate Inserts While Importing Employee


Data

Admins can suppress duplicate inserts or unchanged updates while importing Personal Information, Employment
Details, Job History and Biographical Information entities at the company level using the Suppress update of
identical records during Employee Central import for supported entities option.

Context

Note that by default, on importing these templates, the system overwrites the existing data with the new records
even if the data in the system and the data you're importing are the same.

Procedure

1. Go to the Admin Center.


2. In the Tools Search field, type Company System Logo Settings.
3. In the Company System Setting section, select Suppress update of identical records during Employee Central
import for supported entities.
4. Click Save Company System Setting.

 Note

Given the Suppress update of identical records during Employee Central import for supported entities option
is enabled, and when Admins import Job History and Personal Information templates with or without
providing a seq-number in the import CSV file, the system will validate the data you're importing with the
existing record present on the same effective date. If there are no records available as of that effective date,
note that the system will validate the data you're importing with the previous effective dated record. If there
are no changes, the records will not be updated, that is, if the data in the system and the data you're
importing are the same.

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50 CONFIDENTIAL Working with Data Imports
4.6 Importing Employee Data

You can now use the new Import Employee Data page to download templates and upload your import files.

If you still want to use the previous version of the Import Employee Data page, click Switch to Previous Imports
Version at the top-left of the page.

Download Templates [page 51]


Admins can download a template on the Import Employee Data page, and provide all the required
information in the downloaded template before uploading the user data file.

Uploading Import Files [page 54]


You can now use the new Import Employee Data page to upload your data.

Configuring Basic User Options While Uploading the Basic Import Template [page 55]
Admins can automatically insert a new manager as a part of the review process, remove inactive
employees' from the in-progress documents, or update Compensation or Variable forms while importing
the Basic Import entity.

4.6.1 Download Templates

Admins can download a template on the Import Employee Data page, and provide all the required information in the
downloaded template before uploading the user data file.

In addition to the Business Keys, the system automatically generates the data fields with the required attribute
set to true in the data model in the downloaded template. Note that the Business Keys cannot be removed.

To know more about business keys, see What are business keys? [page 78]

 Remember

The data fields labels that have been configured in the data model appears in their alphabetical order in
Available Data Fields. This helps you to easily search for a particular data field to choose in the downloaded
template.

Downloading Import Templates [page 52]


When downloading a template, Admins can choose data fields, with the exception of the standard fields in
the Available Data Fields section.

Downloading Country-specific Import Templates [page 53]


Admins can download an import template specific to a country or multiple countries using the Select a
Country option.

Parent topic: Importing Employee Data [page 51]

Related Information

Uploading Import Files [page 54]

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Working with Data Imports CONFIDENTIAL 51
Configuring Basic User Options While Uploading the Basic Import Template [page 55]

4.6.1.1 Downloading Import Templates

When downloading a template, Admins can choose data fields, with the exception of the standard fields in the
Available Data Fields section.

Procedure

1. Go to the Admin Centre.


2. In the Tools Search field, type Import Employee Data.
3. From Select the action you want to perform dropdown, choose Download Template.

 Note

We recommend you downloading the template from the system, as every company’s template differs. The
template is determined by the Succession Data Model.

4. From Select an entity dropdown, choose an template that you'd want to download.

Let's say Biographical Information.


5. From the File Encoding dropdown, select the relevant encoding applicable.

By default, it is set to Unicode (UTF-8).


6. In Available Data Fields, choose the fields that you'd want to appear in the template.

In this example, let's choose fields like date-of-birth and country-of-birth.

The system will display date-of-birth and country-of-birth in the Selected Data Fields section, in addition to the
user-id, which is a standard field for Biographical Information template.
7. Click Generate Template.
8. Save the downloaded template to your preferred location.

Results

On generating the template, you can view all the data fields that you've selected in the downloaded template.

Task overview: Download Templates [page 51]

Related Information

Downloading Country-specific Import Templates [page 53]

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52 CONFIDENTIAL Working with Data Imports
4.6.1.2 Downloading Country-specific Import Templates

Admins can download an import template specific to a country or multiple countries using the Select a Country
option.

Prerequisites

For the Select a Country option to appear while downloading a template, you'll need to configure the HRIS-elements
such as jobInfo, compInfo, employmentInfo and so on in the country-specific data motel.

Context

When you are downloading a template, by default, the system displays all the field labels configured in Succession
data model and Country-specific data model in the Available Data Fields section.

Procedure

1. Go to the Admin Centre.


2. In the Tools Search field, type Import Employee Data.

This brings up the Import Employee Data page.


3. From Select the action you want to perform dropdown, choose Download Template.
4. From Select an entity dropdown, choose an template that you'd want to download.
5. Fill out all the required details to download a template.

To know more about downloading templates, see Downloading Import Templates [page 52].
6. From the Select a Country dropdown, choose a country.

You can also choose multiple countries from the Select Country dropdown.

For example, let's choose, USA, ZMW, IND.

The system will now automatically list the data fields configured in the Succession data model and Country-
specific data model for the selected countries USA ZMW and IND in the Available Data Fields section.
7. Choose the required data fields from the Available Data Fields section to appear in the downloaded template.

You can now view the selected data fields in the Selected Data Fields section.
8. Click Generate Template.

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Working with Data Imports CONFIDENTIAL 53
Results

The system will now generate the selected data fields for multiple countries, in this example, USA ZMW and IND in
the downloaded template.

Task overview: Download Templates [page 51]

Related Information

Downloading Import Templates [page 52]

4.6.2 Uploading Import Files

You can now use the new Import Employee Data page to upload your data.

Procedure

1. Go to the Admin Center.


2. In the Tools Search field, type Import Employee Data.
3. From Select the action you want to perform dropdown, choose Import Data.
4. From Select an entity dropdown, choose an template that you'd want to upload.
5. In the Purge Type, you can either overwrite existing records or add to existing records. Choose between Full
Purge and Incremental Load. To know about the difference between a Full Purge and an Incremental Load, see
Can you import files although fields are missing? [page 83]
6. In the Choose File field, click Browse... and specify the path to the file.

 Note

If you need to upload several templates, we recommend you compress them and upload them as a zip file.
To import the zip file, select the Composite (Zip) Data Upload option.

7. In the Import Description field, provide the information specific to the import you're performing.

The description you provide in this field will help you to easily search for an import job in the Job Description
section of the Monitor job page.

 Note

The Import Description field appears only on choosing an entity from the Select an entity dropdown. Note
that the description field is not available for Basic Import, Extended Import and Background Import
entities.

8. From the File Encoding dropdown, select the relevant encoding applicable.

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54 CONFIDENTIAL Working with Data Imports
By default, it is set to Unicode (UTF-8).
9. From the File Locale dropdown, specify the same locale as the data to import. For example, if the data you are
importing is specific to Germany, select German (Germany) from the dropdown.

The system now automatically displays the date format for the locale you’ve selected in Date Format.

 Note

Prior to the Q3 2016 Release, you had to change the locale from Options Change Language to import
language-specific files containing Date, Numbers and Picklist. As a result, the language of the UI
components changed depending on your selected language. You can now import any language-specific
files, without changing the language of the UI components. The locale list that appears in the File Locale
dropdown is based on the Language Packs you choose when configuring Employee Central.

10. In the Real-Time Threshold field, specify the maximum number of records to process in real time. When the
number of records in this file exceed this value, the import process is invoked in the asynchronous mode (as a
background process).
11. Click Validate Import File Data to check the file for errors. If you encounter errors, fix the errors and then
validate again.
12. Once the file passes the validation checks, click Import to upload the file.

You can also upload your data by performing a partial import. For information about partial imports, seeWhat is
a Partial import? [page 82]

Task overview: Importing Employee Data [page 51]

Related Information

Download Templates [page 51]


Configuring Basic User Options While Uploading the Basic Import Template [page 55]

4.6.3 Configuring Basic User Options While Uploading the


Basic Import Template

Admins can automatically insert a new manager as a part of the review process, remove inactive employees' from
the in-progress documents, or update Compensation or Variable forms while importing the Basic Import entity.

Prerequisites

Ensure that the Effective Dated fields in Basic Import option is enabled from Provisioning to view the Automatic
Manager Transfer and Automatic Document Removal options.

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Working with Data Imports CONFIDENTIAL 55
 Remember

As a customer, you do not have access to Provisioning. To complete tasks in Provisioning, contact your
Implementation Partner. If you are no longer working with an Implementation Partner, contact SAP Cloud
Support.

Procedure

1. Go to the Admin Centre.


2. In the Tools Search field, type Import Employee Data.
3. From Select the action you want to perform dropdown, choose Import Data.
4. From Select an entity dropdown, choose Basic Import from the dropdown.
5. Click More Options... next to Basic Import field.

This brings up the Basic User Options page.


6. In the Basic OptionsAutomatic Manager Transfer, Automatic Document Removal tab, choose settings related to
and other General options.

Automatic Manager Transfer

Select... This option...

Automatic Completed Document Copy to New Manager To move all the documents from the old manager's Com­
pleted folder to the new manager's Completed folder.

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

Automatic En Route Document Transfer To New Manager To 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 re­ To make the new manager a part of the review process and
cipient if not already remove the old manager from accountability going forward.

Automatic Document Removal

Select... This option...

Remove Inactive Employees' In-Progress Documents Will remove all the in-progress documentsof the inactive em­
ployee.

Remove Inactive Employees' Completed Documents Will remove all the completed documentsof the inactive em­
ployee.

7. To select compensation specific options, click the Compensation Options tab.


8. Select the options as required.
9. Click OK.
10. Now, upload the Basic Import template.

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56 CONFIDENTIAL Working with Data Imports
To know more about uploading import files, see Uploading Import Files [page 54]

Task overview: Importing Employee Data [page 51]

Related Information

Download Templates [page 51]


Uploading Import Files [page 54]

4.7 Using Temporary National ID While Hiring an Employee

Admins can provide an employee's temporary national ID in the National ID Information template if that employee
does not have a valid national ID while hiring.

Prerequisites

Ensure that you’ve set the HRIS-fields isTemporary and temporary-id to Yes on the Manage Business Configuration
page for these columns to appear in the template.

Context

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 isTemporary column.
7. Provide the temporary ID of the employee in the temporary-id column. Note that this is optional. You can also
leave this column blank.

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Working with Data Imports CONFIDENTIAL 57
 Note

The National ID column should be left blank if isTemporary is set to Yes.

8. Now, upload the import file.

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

Results

On importing the file, the employee's temporary national ID will be stored in the system. and you can view the ID on
the Employee Profile page.

4.8 Restricting the Legal Entity Change of an Employee

Admins can prevent changing an employee's Legal Entity within one employment while importing the Job History
template.

Context

Note that when you rehire an employee with a new employment, you cannot rehire using the existing Legal Entity of
that employee. You always need to create a new employment with an another Legal Entity associated to that
employee.

 Note

An employee can only be associated with one Legal Entity.

Procedure

1. Go to the Admin Center.


2. In the Tools Search field, enter Manage Data.
3. From the Create New dropdown, select Employment Settings Configuration.
4. Fill out all the required fields like Code, Name and so on.
5. From the Status dropdown, choose Active.
6. From Enforce New Employment dropdown, choose On Change of Legal Entity option.

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58 CONFIDENTIAL Working with Data Imports
 Remember

On choosing None from the dropdown, the behavior remains the same as it was earlier. That is, Admins can
still change the Legal Entity of an employee using the Job History import.

7. Save your changes.

Results

On saving your changes, changing the existing Legal Entity of an active employee through the Job History template
will lead to an error.

4.9 Assigning Concurrent Employment as the Main


Employment

When an employee is associated with one or more concurrent employment, on terminating the main employment,
you can now set one of the active concurrent employment as the new main employment. To assign a concurrent
employment as the main employment, you need to specify the user-id associtaed with the concurrent employment
in the <newMainEmploymentId> field when you’re importing the Termination Details template. After the data is
imported, the selected concurrent employment will be set as the new main employment. To know more about
importing employee data, see Employee Data Import [page 45].

Note that you can assign a concurrent employment effective on a future active date as the main employment only if
there are no active concurrent employment associated with the employee.

Considering an example where an employee has a main employment ‘mhoff’ on effective start date 01/01/2016
and two concurrent employment,

● mhoff_1 on effective start date 1/12/2017


● mhoff_2 on effective start date 1/1/2017

Now, you’d want to terminate the main employment on 2/2/2017 and assign ‘mhoff_1’ as the main employment as
follows,

Note that the concurrent employment ‘mhoff_1’ is on a future effective date (1/12/2017). While an active
concurrent employment exists on 1/1/2017, assigning the concurrent employment (1/12/2017) may lead to an
error. To correct this, you need to set the active concurrent employment (1/1/2017) as the main employment.

 Note

When an employee is associated with concurrent employment, and if you do not assign the concurrent
employment as the new main employment, on importing the Termination Details template, the employee will be

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Working with Data Imports CONFIDENTIAL 59
terminated. It is recommended that you assign a new main employment when terminating the existing main
employment of an employee.

4.10 Deleting Employee Data

Admins can delete employees' data specific to an entity by importing the template through the Incremental mode
or delete multiple entities of employees' through a single template Compound Delete.

Deleting Entity-specific Employee Data [page 60]


Admins can delete employees' Job History, Personal Information and Compensation Info entities by using
the DELETE operation in the respective template.

Deleting Multiple Entities of an Employee [page 61]


Admins can delete multiple information of an employee or a person such as email, phone, address, national
ID, and so on through a single template Compound Delete.

Points to Consider While Deleting Compensation Records [page 62]


To delete a Compensation record, Admins need to provide the sequence-number for the records to be
deleted while importing the Compensation Information template.

4.10.1 Deleting Entity-specific Employee Data

Admins can delete employees' Job History, Personal Information and Compensation Info entities by using the
DELETE operation in the respective template.

Context

Note that you can delete these record only by importing the templates through the Incremental mode.

Procedure

1. Go to Admin Centre.
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 dropdown, choose Download Template.
4. From the Select an entity dropdown, choose an entity.
5. Fill out all the required fields.

To know more about the different values you can fill out while downloading a template, see Download
Templates [page 51]

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60 CONFIDENTIAL Working with Data Imports
6. Click Generate Template.

Save the downloaded template to your preferred location.


7. In the downloaded CSV file, enter DELETE in the Operation column corresponding to the records you’d want to
delete.
8. Now, navigate to Import Employee Data page.
9. From the Select the action you want to perform dropdown, choose Import Data to import the CSV file.

To know more about importing templates, see the Uploading Import Files topic in the Related Information
section.

To learn about the guidelines while deleting compensation records, see Guidelines While Deleting
Compensation Records topic in the Related Information section.

Related Information

Uploading Import Files


Guidelines While Deleting Compensation Records

4.10.2 Deleting Multiple Entities of an Employee

Admins can delete multiple information of an employee or a person such as email, phone, address, national ID, and
so on through a single template Compound Delete.

Prerequisites

For the Compound Delete template to appear from the Select an entity dropdown, ensure that the Enable
Compound Delete option is enabled in Provisioning.

 Remember

As a customer, you do not have access to Provisioning. To complete any task in Provisioning, contact SAP Cloud
Support.

Context

You can delete Job Relationships, Pay Component Non Recurring, Addresses, Email Information, Phone
Information, and National ID Information using this template.

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Working with Data Imports CONFIDENTIAL 61
Procedure

1. Go to the Admin Centre.


2. In the Tools Search field, type Import Employee Data.
3. From Select the action you want to perform dropdown, choose Download Template.
4. From Select an entity dropdown, choose Compound Delete.
5. Fill out all the required fields.

To know more about the different values you can fill out while downloading a template, see Download
Templates [page 51]
6. Click Generate Template.

Save the downloaded template to your preferred location.


7. In the downloaded template, provide the HRIS-element with the User ID or Person ID External for whom you'd
want to delete the data.
8. Save your file.
9. Now, navigate to the Import Employee Data page.
10. From the Select the action you want to perform dropdown, choose Import Data.
11. From Select an entity dropdown, choose Compound Delete.
12. Fill out all the required fields.

To know more about importing templates, see Uploading Import Files [page 54].

Results

On importing the Compound Delete template, the records in the CSV file will be deleted from the system.

4.10.3 Points to Consider While Deleting Compensation


Records

To delete a Compensation record, Admins need to provide the sequence-number for the records to be deleted
while importing the Compensation Information template.

As an Administrator,

● When you delete a Compensation record as of an effective date, the system will also automatically delete the
Pay Component Recurring records associated with that Compensation record.
● You can delete Compensation records for multiple users in a template.
● When you delete a compensation record, and insert a new compensation record in a same import file for a user,
the system will automatically update the compensation record with the Pay Component Recurring data from
its previous record that is not considered for delete.

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62 CONFIDENTIAL Working with Data Imports
4.11 Triggering Workflows

You can now automatically trigger workflows using business rules when you're importing the Job History and the
Termination Details templates using the Incremental mode.

Prerequisites

You’ll need to contact SAP Cloud Support to enable the Enable Business Rules for Workflow Derivation option in the
Provisioning to automatic triggering of workflows.

Context

On importing the templates, approvers defined in the workflow will now automatically get notifications in their
emails and To Do lists to approve or reject the changes triggered by the import. For the workflows to get
automatically triggered when importing the templates, the Enable Workflows for selected areas permission must be
selected at the role level.

Procedure

1. Go to the Admin Center.


2. In the Tools Search field, type Manage Permission Roles. The Permission Role List page appears.
3. Click the permission role you’d like to enable. The Permission Role Details page appears.
4. Click the Permission button. This brings up the Permission settings page.
5. In the Administrator Permissions section, click Employee Central Import Settings.
6. Select Enable Workflows for selected areas, and choose Others.
a. To trigger worflows when importing the Job History template, choose Job Information from the dropdown.
b. To trigger worflows when importing the Termination Details template, choose employmentTerminationInfo
from the dropdown.
7. Click Done and save your changes.

Now that you have selected the Enable Workflows for selected areas permission, on importing the templates,
workflows associated with the HRIS-element employmentInfo and jobInfo will automatically be triggered.

For more information on configuring workflows using business rules, see Triggering Workflows Using Business
Rules in the Implementing and Configuring Workflows in Employee Central handbook.

Note that while creating business rules, you'll need assign a valid base object for the HRIS-elements
employmentInfo and jobInfo on the Configure Business Rules page. To know more about assigning base
object for these HRIS-elemnts, see Triggering Business Rules While Importing Employee Data [page 64].

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Working with Data Imports CONFIDENTIAL 63
 Note

When an employee is on a Global Assignment, workflows associated with the HRIS-element


employmentInfo will not be triggered when you're importing the Termination Details template. Note that
you cannot directly terminate an employee who is on a Global Assignment. You'll need to first end the
Global Assignment to proceed.

4.12 Triggering Business Rules While Importing Employee Data

You can now trigger onSave business rules for HRIS-elements and onChange business rules for HRIS-fields when
importing Job History, Compensation, Pay Component Recurring, Pay Component Non Recurring, Personal
Information, and Termination Details templates.

For the system to automatically trigger the business rules while importing these templates, select the Enable
Business Rules permission, and ensure whether the rule is assigned to the corresponding HRIS-element.

Setting Up Permissions to Trigger Business Rules [page 64]


For Admins to automatically trigger business rules when importing the templates, the Enable Business
Rules for selected areas permission must be selected at the role level.

Assign Business Rules to Employee Central Objects [page 65]


A rule is only triggered when it is assigned to the corresponding Employee Central object, that is defined as
an HRIS-element.

Triggering Business Rules Based on Rule Contexts [page 66]


Admins can allow or limit the triggering of business rules while importing Job History, Compensation, Pay
Component Recurring, Pay Component Non Recurring, Personal Information, and Termination Details
entities.

Points to Consider While Triggering Business Rules [page 69]


For Admins triggering business rules for entities, here’s some troubleshooting tips to avoid issues while
importing the templates.

4.12.1 Setting Up Permissions to Trigger Business Rules

For Admins to automatically trigger business rules when importing the templates, the Enable Business Rules for
selected areas permission must be selected at the role level.

Procedure

1. Go to Admin Center.
2. In the Tools Search field, type Manage Permission Roles.

The Permission Role List page appears.

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64 CONFIDENTIAL Working with Data Imports
3. Click the permission role you’d like to enable. The Permission Role Detailspage appears.
4. Click the Permission button. This brings up the Permission settings page.
5. In the Administrator Permissions section, click Employee Central Import Settings.
6. Select Enable Business Rules for selected areas and choose Others.

To automatically trigger business rules when importing... Select...

Compensation and the Pay Component Recurring tem­ Compensation Information


plate

Pay Component Non Recurring template Spot Bonus

Personal Information template Personal Information

Termination template employmentTerminationInfo

Job History template Job Information

7. Click Done and save your changes.

Results

Now, on saving your changes, any associated rules that are configured in the Business Configuration UI (BCUI) will
be executed while importing the templates.

Task overview: Triggering Business Rules While Importing Employee Data [page 64]

Related Information

Assign Business Rules to Employee Central Objects [page 65]


Triggering Business Rules Based on Rule Contexts [page 66]
Points to Consider While Triggering Business Rules [page 69]

4.12.2 Assign Business Rules to Employee Central Objects

A rule is only triggered when it is assigned to the corresponding Employee Central object, that is defined as an
HRIS-element.

Note that when you're assigning business rules on the Configure Business Rules page, the Base Object you select
should be the label of an HRIS-element that has been configured in the Data Model or in the Business Configuration
UI (BCUI). You can check the Data Model or BCUI to validate the label name for a base object.

For example, the label name for payComponentRecurring configured in the Data Model is Compensation. As a
result, for the system to trigger rules while importing the Pay Component Recurring template, choose

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Working with Data Imports CONFIDENTIAL 65
Compensation as the Base Object. To know more about creating and assigning rules to base object, see Using
Business Rules in SAP SuccessFactors.

Note that when you're creating business rules on the Configure Business Rules page,

Select Base Object... For HRIS-element...

Spot Award or Spot Award Model payComponentNonRecurring

Job Information or Job Information Model jobInfo

Personal Information or Personal Information personalInfo


Model

Compensation Information or Compensation compInfo


Information Model

Compensation payComponentRecurring

Employment Details or Employment Details employmentInfo


Model

Parent topic: Triggering Business Rules While Importing Employee Data [page 64]

Related Information

Setting Up Permissions to Trigger Business Rules [page 64]


Triggering Business Rules Based on Rule Contexts [page 66]
Points to Consider While Triggering Business Rules [page 69]

4.12.3 Triggering Business Rules Based on Rule Contexts

Admins can allow or limit the triggering of business rules while importing Job History, Compensation, Pay
Component Recurring, Pay Component Non Recurring, Personal Information, and Termination Details entities.

Prerequisites

Ensure that the Enable Business Rules for selected areas permission is enabled on the Permission settings page. To
know more about enabling this permissions for entities, see Setting Up Permissions to Trigger Business Rules
[page 64].

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66 CONFIDENTIAL Working with Data Imports
Context

You can add context to the business rules onSave and onChange rules in the Business Configuration UI to prevent
triggering unnecessary rules while importing. By default, the system triggers the business rules while importing the
templates.

 Remember

Rule context is only applicable for onChange and onSave business rules.

Procedure

1. Go to Admin Center.
2. In the Tools Search field, enter Manage Business Configuration.

3. In the left pane, expand Employee Central HRIS-Elements .


4. Choose an HRIS-element that you'd want to set the rule contexts.

In this example, let's select jobInfo.

Task overview: Triggering Business Rules While Importing Employee Data [page 64]

Related Information

Setting Up Permissions to Trigger Business Rules [page 64]


Assign Business Rules to Employee Central Objects [page 65]
Points to Consider While Triggering Business Rules [page 69]

4.12.3.1 Configuring Context for onSave Business Rules

Admins can limit the triggering of each business rule onSave for HRIS-fields by specifying the context for Imports.

Procedure

1. On the right pane, scroll through to locate Trigger Rules.


2. Click Details corresponding to the rule that you’d want to set the rule context.

This brings up the Details page.


3. Fill out all the required field such as Event Type, Rules and so on.

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Working with Data Imports CONFIDENTIAL 67
To know about the values to fill out, see Assigning Configurable Rules to HRIS Elements and Fields.
4. In the Rule Contexts section, you can limit the context by specifying Yes or No as per your requirements.

 Note

By default, all the rules context are set to Yes.

5. Click Done.
6. Save your changes.

4.12.3.2 Configuring Context for onChange Business Rules

Admins can limit the triggering of each business rule onChange for HRIS-fields by specifying the context for
Imports.

Procedure

1. Click Details corresponding to the HRIS-field that you’d want to set the context.
2. Scroll through to locate the Trigger Rules section.
3. Click Details corresponding to a rule.

This brings up the Details page.


4. Fill out all the required field such as Event Type, Rules and so on.

To know about the values to fill out, see Assigning Configurable Rules to HRIS Elements and Fields.
5. In the Rule Contexts section, you can limit the context by specifying Yes or No as per your requirements.

 Note

By default, all the rules context are set to Yes.

6. Click Done Done .


7. Save your changes.

Results

On saving your changes, the system will now trigger business rules onSave for HRIS-elements and onChange for
HRIS-fields while importing the Job History template, in this example.

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68 CONFIDENTIAL Working with Data Imports
4.12.4 Points to Consider While Triggering Business Rules

For Admins triggering business rules for entities, here’s some troubleshooting tips to avoid issues while importing
the templates.

● You cannot trigger onChange business rules configured across portlets for HRIS-fields associated with the
HRIS-elements compInfo and payComponentRecurring.
Considering a rule has been defined where a change in the HRIS-field <pay-group> in the CompInfo template
will automatically trigger a change in the HRIS-field <pay-component> in the PayComponenetRecurring
template. As a result, importing the CompInfo template, the onChange rule associated with the HRIS-field
<pay-group> will not be triggered.

● For business rules configured across portlets, rules defined on the target HRIS-element will not be triggered
when importing the source HRIS-element.
Assuming there are rules defined on the HRIS-element compInfo and payComponentRecurring.
The first rule is associated with the HRIS-element compInfo where a change in the HRIS-field <pay-group>
will automatically trigger a change in the HRIS-field <pay-component> in the PayComponenetRecurring
template. The second rule is associated with the HRIS-element PayComponentRecurring where a change in
the HRIS-field <pay-component> will automatically trigger a change in the HRIS-field <pay-date> in the
PayComponenetNonRecurring template. As a result, on importing the CompInfo template, the onSave rule
associated with the target HRIS-element payComponentRecurring will not be triggered while the rule
associated with the source HRIS-element compInfo will be triggered.
● When importing the Pay Component Non Recurring template, onSave and onChange business rules
configured for Job History information will not be triggered. However, for Job Relationship information, you can
trigger CREATE rules when importing the Pay Component Non Recurring template while SET and DELETE
rules cannot be triggered.
● Like other entities, for the Pay Component Non Recurring template, when you configure onSave business rules
across portlets, adding a new pay component non recurring record or updating the existing pay component
non recurring record automatically triggers the rule associated with the HRIS-element. Note that when you
update an existing pay component non recurring record from the Manager Self Service (MSS) page, the onSave
business rules configured across portlets will not get triggered associated with the HRIS-element
PayComponenetNonRecurring.
● When you’re importing personal information for dependents, any business rules (onSave and onChange)
configured with the base object Dependents or Personal Information on the HRIS-element personalInfo will
not be triggered.

Parent topic: Triggering Business Rules While Importing Employee Data [page 64]

Related Information

Setting Up Permissions to Trigger Business Rules [page 64]


Assign Business Rules to Employee Central Objects [page 65]
Triggering Business Rules Based on Rule Contexts [page 66]

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Working with Data Imports CONFIDENTIAL 69
4.13 Forward Propagation

In addition to the Job History entity, Forward Propagation is now supported for the Compensation and the Pay
Component Recurring entities.

Previously, Forward Propagation was only supported for the Job History entity. Now when you insert Compensation
and Pay Component Recurring record between time slices through the Incremental mode, the system
automatically updates the future records to the value that precedes it.

Related Information

Prerequisites [page 70]


Compensation Information [page 71]

4.13.1 Prerequisites

Context

Before importing the Compensation Information and the Pay Component Recurring template, ensure the Enable
Forward Propagation of Compensation Information Data for Inserts in Incremental Imports option is selected at the
role-level.

Procedure

1. Go to Admin Center.
2. In the Tools Search field, type Manage Permission Roles. The Permission Role List page appears.
3. Click the permission role you’d like to enable. The Permission Role Details page appears.
4. Click the Permission button. This brings up the Permission settings page.
5. In the Administrator Permissions section, click Employee Central Import Settings.
6. Select Enable Forward Propagation during Incremental Import, and choose Others.

To forward propagate... Select...

Job Information data Job Information

Compensation Information data Compensation Information

7. Click Done to save your changes.

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70 CONFIDENTIAL Working with Data Imports
4.13.2 Compensation Information

The table shows how the Forward Propagation works when you insert a new compensation information record
between the effective date 01.04.2015 and the effective date 01.06.2015.

Start Date End Date pay-grade custom-string1 custom-string2

01.04.2015 31.05.2015 X A O

01.06.2015 31.08.2015 X B O

01.09.2015 31.12.2015 Y C O

After inserting a record on 01.05.2015

Start Date End Date pay-grade custom-string1 custom-string2

01.04.2015 30.04.2015 X A O

01.05.2015 31.05.2015 Z B Q

01.06.2015 31.08.2015 Z B Q

01.09.2015 31.12.2015 Y C Q

In this scenario, on inserting a new record on 01.05.2015, the system now automatically replaces the pay-grade
value to Z and the custom-string2 value to Q for 01.06.2015. But, the custom-string1 value for 01.06.2015
has not been changed from the newly added record that precedes it.

As the pay-grade and custom-string2 fields on the effective date 01.06.2015 have the exact same value
present in the previous record (01.04.2015), the system replaces the value for this record that precedes it
(01.04.2015). This is to ensure the data is kept consistent. The forward propagation of the fields pay-grade and
custom-string1 stops for the record 01.09.2015 as these fields have a value that is different from the original
record (01.04.2015).

4.13.3 Pay Component Recurring Information


When Admins insert a Pay Component Recurring record on the same effective date as the Compensation record
exist through the Incremental Load mode, the system will update the future records to the value that precedes it.

Note that Forward Propagation is supported only when you insert a new record. While any updates to the existing
data will not forward propagate the value to its future records.

Assuming you’ve imported Compensation information on 1/1/2000, 1/1/2001, 1/1/2002 and 1/1/2003,

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Working with Data Imports CONFIDENTIAL 71
You've also imported the Pay Component Recurring record on 1/1/2000, 1/1/2002 and 1/1/2003,

Now, you’d want to incrementally insert a new pay component recurring record on the same date as the
compensation record exists on 1/1/2001,

Note that the pay component specified is B2. This is different when compared to the Pay Component record being
imported. As a result, the system will now automatically create a new pay component recurring record to its future
records (1/1/2002 and 1/1/2003) in addition to the existing record as on 1/1/2002 and 1/1/2003.

Here’s how you can see the newly added record,

In this scenario, now you’d want to incrementally import a new Compensation info on 1/5/2001. Note that when
you import a new compensation record on an effective start date (1/5/2001) through the Incremental Load, the
system automatically creates a new Pay Component record on 1/5/2001 and replicates the value for 1/5/2001
from the preceding record (1/1/2001). As a result, any update to the newly added Currency record on 1/5/2001,
importing the Pay Component Recurring template will not forward propagate the value as on 1/5/2001 to its future
records (1/1/2002 and 1/1/2003).

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72 CONFIDENTIAL Working with Data Imports
Let’s see how the Forward Propagation works if a Pay Component value specified in the import CSV file is same as
the Pay Component record being imported. In this example, let’s say Base_Salary.

Note that the pay component specified is Base_Salary. As a result, inserting a new record on a future date, in this
example, 1/1/2001 with the pay component value being similar to the future record (1/1/2002), the system will not
replace the Currency value to INR for the future record 1/1/2002. Also, the Currency value for 1/1/2003 will not
been changed from the newly added record because this field has a value (AUD) that is different from the original
record (1/1/2000).

 Note

When you insert a new Pay Component Recurring record, and the pay component value you're importing is
same as of the existing records, the system will not update the future records.

Lastly, when you import Pay Component Recurring records with the DELIMIT value in the operation column, in this
example, let's say, on the effective date 1/1/2001 record, the system will delete only the pay component recurring
record as of 1/1/2001.

 Note

The future records, that is, 1/1/2002 and 1/1/2003 will not deleted.

To know more about DELIMIT operations, see What is the DELIMIT value? [page 89]

4.14 Attach Documents While Importing Employee Data

Admins can add attachments such as Address Proof, Marriage Certificate, Visa Proof, and so on for both employees
and dependents while importing employee data.

Context

You can attach documents in the


doc, .docx, .pdf, .txt, .htm, .ppt, .pptx, .xls, .xlsx, .gif, .png, .jpg, .jpeg, .html, .rtf, .bmp, and .msg file formats.
Attachments can be uploaded for the following templates,

● Personal Document Information


● Job History
● Biograohical Information
● Personal Information
● National ID Information
● Consolidated Dependents

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Working with Data Imports CONFIDENTIAL 73
● Compound Non-Effective Dated entities
● Person Relationship
● Emergency Contact
● Addresses
● Termination Details

 Note

For the Termination Details template, you can only import an existing document stored in the system. You can
not add new attachments through this template.

Uploading Attachments Through Import Templates [page 74]


You can attach one document per record by specifying the name of the document in the <attachment-
id> column while importing the templates.

Uploading Documents in a Zipped File [page 76]


You can compress documents in a zipped file, and upload the file while importing employee data.

4.14.1 Uploading Attachments Through Import Templates

You can attach one document per record by specifying the name of the document in the <attachment-id>
column while importing the templates.

Prerequisites

● For the <attachment-id> column to appear in the Emergency Contact and Personal Relationship template,
ensure that the Enable CSF support for Address in Emergency Contact and Personal Relationships Imports
option is enabled from Admin Centre Company System and Logo Settings .
● Verify that the visibility for the <attachment-id> field is set to Yes in the Succession Data Model.
● Verify that the User ID is valid and the Person ID is associated with an employee or a dependent.

Context

The <attachment-id> column appears by default in the downloaded template while downloading the rest of the
templates.

Procedure

1. Go to the Admin Centre.


2. In the Tools Search field, type Import Employee Data.

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74 CONFIDENTIAL Working with Data Imports
3. From the Select the action you want to perform dropdown, choose Download Template.
4. Now, download a template.

In this example, let’s generate the Job History template.

The JobInfoImportTemplate_”YourCompanyName”.csv file will be downloaded.

To know more about downloading templates, see Download Templates [page 51]
5. In the downloaded template, specify the name of the document you'd want to attach in the <attachment-id>
column.

Let's say, mhoff_visa.pdf.

 Note

For the Termination Details template, you need to specify the attachment-id of the document, instead of
the name of the document in the CSV import file. Note that you need to run an API query to identify the
attachment-id of the existing document stored in the system.

6. Now, navigate to the Import Data page, and upload the template.

In this example, Job History.

To know more about uploading employee data, see Uploading Import Files [page 54]

Results

On uploading the template, you can view the uploaded attachment, in this example, mhoff_visa.pdf in Job
Information of the Employee Profile page.

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Task overview: Attach Documents While Importing Employee Data [page 73]

Related Information

Uploading Documents in a Zipped File [page 76]

4.14.2 Uploading Documents in a Zipped File

You can compress documents in a zipped file, and upload the file while importing employee data.

Context

While you can attach documents in a zipped file for templates, this does not apply while importing the Termination
Details template.

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76 CONFIDENTIAL Working with Data Imports
 Note

The <attachment-id> field does not support &&NO_OVERWRITE&& when uploading zipped files.

Procedure

1. Create a new file in a Notepad (or any Text Editor program) and save as import.properties.

Ensure that you use .properties as the file extension.


2. In the import.properies file, enter importFileName, and provide a value. The value should be the name of the
CSV file to be imported.

In this example, let's zip documents for Job History.

The value for importFileName when uploading zipped should be


JobInfoImportTemplate_"YourCompanyName".csv as shown.

3. Compress the import CSV file, documents mentioned in the CSV file, and the import.properties file into a zip
file.

In this example, let's add JobInfoImportTemplate_YourCompanyName.csv, mhoff_visa.pdf, and


import.properties to the new zip file.
4. Navigate to the Import Data page.
5. Fill out the details to import the template.

To know more about importing data, see

Uploading Import Files [page 54]


6. Click Browse and specify the path to the zipped file.
7. Click Import to upload the file.

To attach documents in a zipped file with other templates, repeat the above mentioned steps.

Task overview: Attach Documents While Importing Employee Data [page 73]

Related Information

Uploading Attachments Through Import Templates [page 74]

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Working with Data Imports CONFIDENTIAL 77
4.15 Optimizing Performance of Imports

Context

It is recommended that the following settings be applied to gain optimum performance during imports.

Procedure

1. Navigate to Admin Center.


2. In the Tools Search field, type System and Logo Settings.
3. In the Maximum threadpool size for Employee Central and Foundation data imports field, type 5. A thread size of
5 will facilitate execution of 5 batches at a time, reducing the total processing time. By Default Max threadpool
size is 1 and Batch Size is 50.

Options as shown on the Company System Setting Section


4. In the Batch size for Employee Central and Foundation data imports field, type 500. All benchmarks in this
document are based on the batch size of 500.
5. Click Save Company System Setting to finalize changes.

4.16 FAQs: Importing Data

This FAQ answers some of the questions you might encounter when working with Employee Central Imports.

4.16.1 Import Basics

4.16.1.1 What are business keys?

In SAP SuccessFactors, each record is identified by a unique identifier combination known as business keys.

For example, in the Addresses template, the unique combination of person_id_external, effective_start_date and
address_type are the unique business keys. Based on the business keys, when you perform a Partial Import, the

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78 CONFIDENTIAL Working with Data Imports
system verifies the uniqueness of the record and then updates only those fields that do not have the
&&NO_OVERWRITE&& value or are not part of the business key.

Here's a list of different business keys for each import.

Entity Business Key Business Key for Imports Special Key/Notes

PerAddress person_id_external + person_id_external +


effective_start_date + effective_start_date +
address_type address_type

PerEmail person_id_external + person_id_external+


email_type email_type

PerEmergencyContacts person_id_external + name + person_id_external + name +


relationship relationship

PerNationalID person_id_external + country person_id_external+ country


+ national_id_card_type + national_id_card_type

PerPerson person_id_external user_sys_id + Notes for Imports:


Person_id_external
● When user_id is given
then it should be
considered as business
key.
● When user_id is not given
then it should consider
person_id_external as
business key.
● &&NO_OVERWRITE&& is
supported for
person_id_external only
when User_ID is given for
existing users.

PerPersonal person_id_external + person_id_external + Special Keys: First_Name +


effective_start_date effective_start_date Last_Name

PerPhone person_id_external + person_id_external +


phone_type phone_type

PerSocialAccount person_id_external + domain person_id_external + domain Here, domain is something


like Yahoo and Skype.

PayComponentsNonRecurrin If sequence is not configured: ● If the sequence-number


g user_id + is not configured, you'll
pay_component_code + need to provide user_id +
pay_date pay_component_code +
pay_date.
If sequence is configured:
user_id + sequence-number

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Entity Business Key Business Key for Imports Special Key/Notes

● If the sequence-number
is configured in the Data
Model, you'll need to
enter user_id +
pay_component_code +
pay_date + sequence-
number.

For more information, see


Can you update a Pay
Component Non Recurring
data that exists on the same
pay-date with the same pay-
component-code? [page 94]

PayComponentsRecurring user_id + effective_start_date user_ sys _id +


+ effective_start_date +
transaction_sequence_numb transaction_sequence_numb
er + pay_component_code er + pay_component_code

PerDirectDeposit person_id_external + person_id_external+


deposit_type + deposit_type +
routing_number + routing_number +
process_type + process_type + account_type
account_number

PerGlobalInfo person_id_external +
effective_start_date + country

EmpCompensation user_sys_id+ user_ sys _id +


effective_start_date + effective_start_date +
transaction_sequence_numb transaction_sequence_numb
er er

EmpEmployment person_id_external + person_id_external +


user_sys_id user_sys_id

EmpJob user_sys_id + user_sys_id +


effective_start_date + effective_start_date +
transaction_sequence_numb transaction_sequence_numb
er er

EmpJobRelationships user_sys_id + user_sys_id +


relationship_type, relationship_type,
effective_start_date effective_start_date

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80 CONFIDENTIAL Working with Data Imports
Entity Business Key Business Key for Imports Special Key/Notes

EmpEmploymentTermination person_id_external + user_sys_id +


user_sys_id + effective_start_date
effective_start_date

EmpWorkPermitInfo users_sys_id + country + users_sys_id + country +


documentType + documentType +
documentNumber documentNumber

FOPayGroup external_code +
effective_start_date

FOPayCalendar paygroup_Code + paygroup_Code +


pay_period_begin_date + pay_period_begin_date +
pay_period_end_date + pay_period_end_date +
off_cycle off_cycle

FOPayComponent external_code +
effective_start_date

FOPayComponentGroup external_code +
effective_start_date

FOFrequency external_code

FOCompany external_code +
effective_start_date

FOLegalEntityLocal external_code +
effective_start_date + country

FOBusinessUnit external_code +
effective_start_date

FOCostCenter external_code +
effective_start_date

FODepartment external_code +
effective_start_date

FOJobCode external_code +
effective_start_date

FOLocalJobClassification external_code +
effective_start_date + country
FOJobClassLocal

FOJobFunction external_code +
effective_start_date

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Working with Data Imports CONFIDENTIAL 81
Entity Business Key Business Key for Imports Special Key/Notes

FOPayRange external_code +
effective_start_date

FOGeozone external_code +
effective_start_date

FOLocationGroup external_code +
effective_start_date

FOReason FOEventReason external_code +


effective_start_date

FOPayGrade external_code +
effective_start_date

FODivision external_code +
effective_start_date

FOWorkflowStepConfig external_code + step_number

FOWfConfig external_code

FODynamicRole external_code

FOLocation external_code +
effective_start_date

 Note

Even if you're importing a single record in the CSV file with the &&NO_OVERWRITE&& value, the import will be
performed asynchronously.

4.16.1.2 What is a Partial import?

A partial import is a type of an Incremental Load update.

In case of partial imports, when you're importing the CSV file, only some data of the CSV file will be updated. This is
useful when you want to update only a specific field, for example email addresses, for all employees. With partial
import, only the email address will be updated while the rest of the records will be left intact.

Related Information

How do you perform a Partial Import? [page 83]

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82 CONFIDENTIAL Working with Data Imports
4.16.1.3 How do you perform a Partial Import?

To perform Partial Imports of records, you'll need to upload the file in the Incremental Load mode.

The other steps remains the same as importing employee data. For more information, see Uploading Import Files
[page 54].

 Note

An option for Partial Imports does not exist on the SAP SuccessFactors user interface.

Prerequisites

To upload records using Partial imports, before importing the CSV file, you’ll need to specify the
&&NO_OVERWRITE&& value in fields of the user data file.

Note that the &&NO_OVERWRITE&& value is not mentioned for user-id, end-date, start-date and job-code. Now on
importing, with the exception of business keys and fields marked with &&NO_OVERWRITE&&, all other values in
the row will be overwritten with the new values. Note that when you’re importing CSV files that has the
&&NO_OVERWRITE&& value will be performed in the asynchronous mode.

Related Information

What is a Partial import? [page 82]

4.16.1.4 Can you import files although fields are missing?

The CSV import file for employee data or foundation data can only contain fields that are part of the corresponding
data model. If some of those fields are missing in the CSV import file, the system treats these as follows:

● Full Purge: Missing fields are added with blank values.


● Incremental Import: Fields supporting NO_OVERWRITE get the default value &&NO_OVERWRITE&&; fields not
supporting NO_OVERWRITE are added with blank values.

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4.16.1.5 Can you upload several employee files at once?

For employee data, you can upload several templates in one go by compressing and importing them as a zip file.

Here’s what happens during the import:

● The system takes care of the priority order in which the files have to be imported.
● The order is as follows:
○ Basic Import (basicUserInfoImport)
○ Biographical Information (personInfoImport)
○ Employment Details (employmentInfoImport)
○ Personal Information Import (personalInfoImport)
○ Job History (JobInfoImport)
Then the rest of the imports follows in any order.
● The zip upload respects this order if any of the priority imports are contained in the zip file.
● In the Job Monitor, you can see the status of each import template separately. The parent request ID of each
template refers to the composite zip file the template is part of. An email is sent for each template individually
when the import is completed.

To import the zip file, select the option Composite (Zip) Data Upload.

Please note the following for composite (zip) data upload:

● Can you modify the downloaded template file names?


We recommend that you don’t change the downloaded template file names, as the system derives the type of
import from it. If the customer insists on changing the names, however, please only change the part after the
first underscore sign; for example, you can change
BasicUserInfoImportTemplate_<instanceName>.csv to
BasicUserInfoImportTemplate_ChangedName.csv.
● Which files are mandatory in a zip file upload?
For new users, the following 3 files are required to create a new user in the system:
○ Basic Import (basicUserInfoImport)
○ Biographical Information (personInfoImport)
○ Employment Details (employmentInfoImport)
For an existing user, it does not matter which files are included in the zip file. If any of the priority imports are
present, these get executed first adhering the priority order and then the other imports get executed.
● Why do you get an error when validating the zip file?
Please note that for new users that do not exist yet in the system, you might get errors when validating the zip
file (using the Validate button), for example: 'Person-ID-External' is invalid. You can ignore these
kind of messages and proceed with the import of the zip file.
● Can you schedule a job for the zip file upload?
To schedule an FTP job for the zip file upload, you have to create a new job with the job type Composite
Employee Data Import in Provisioning, under Manage Scheduled Jobs. The settings are the same as the
settings you use for a single file upload, just remember to use the file ending .zip for the file name.

 Remember

As a customer, you do not have access to Provisioning. To complete tasks in Provisioning, contact your
Implementation Partner. If you are no longer working with an Implementation Partner, contact SAP Cloud
Support.

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84 CONFIDENTIAL Working with Data Imports
4.16.1.6 In what format does data need to be uploaded?

In SuccessFactors, data is uploaded using a CSV (Comma Separated Values) file. CSV files stores records in text
format, generally separated by a delimiter like a comma or tab. Files in this format can be opened by any
spreadsheet or editor.

For each type of import, a unique CSV template exists to help you with the different columns required in the file.

4.16.1.7 Does the uploaded CSV file need to follow a naming


convention?

No. SuccessFactors only uses the content within the file and not the file itself. So, the name does not matter.

4.16.1.8 Can you track the status of all import jobs?

Context

Previously, when an Admin imported Employee and Foundation data, the status of all imports could be monitored
by other Admins as well. Starting with the Q2 2017 release, the system by default restricts the Admins to view only
the import jobs that they have performed, but not others.

For Admins to view all import jobs, you need to enable the Allow users to view all the jobs. (By Disabling this option,
users can view only their job status.) permission at the role level.

Procedure

1. Go to the Admin Center.


2. In the Tools Search field, type Manage Permission Roles. The Permission Role List page appears.
3. Click the permission role you'd like to enable. The Permission Role Details page appears.
4. Click the Permission button. This brings up the Permission settings page.
5. In the Administrator Permissions section, click Manage User.
6. Select the Allow users to view all the jobs. (By Disabling this option, users can view only their job status.) option.

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Working with Data Imports CONFIDENTIAL 85
7. Click Done and save your changes.

Now that the permission has been granted, and you can track the status of all import jobs on the Monitor Jobs
page. Additionally, you can now view users who have performed the import in the Submitted By column and the
completion time for each job in the Completion Time column.

You can also track the status of your jobs using the Monitor Jobs option in Provisioning.

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86 CONFIDENTIAL Working with Data Imports
 Remember

As a customer, you do not have access to Provisioning. To complete tasks in Provisioning, contact your
Implementation Partner. If you are no longer working with an Implementation Partner, contact SAP Cloud
Support.

4.16.1.9 Can the Real-Time Threshold value be changed?

Yes, the Real-Time Threshold value can be changed to specify a lower threshold value. However, the threshold value
specified cannot be changed to exceed the default value already displayed in the field. Depending on the element
being imported, the maximum real time threshold is either 200 or 3000. The maximum real time threshold value
for each field is automatically displayed when the element is selected.

4.16.1.10 What type of import is triggered when the Real-Time


Threshold value is changed to a lower value but the
number of records in the file does not exceed the
Default Real-Time Threshold value?

Once the default Real-Time Threshold value is changed to a lower value, the default Real-Time Threshold value is no
longer honored. So, if the Real-Time Threshold value is changed to 100 from 200 and 105 records are uploaded, the
asynchronous mode of import will be invoked instead of the synchronous mode of import.

4.16.1.11 What is the difference between User-Id, person-id-


external and per-person-uuid?

The table explains the key differences between User-Id, Person-id-external and per-person-uuid.

User-Id person-id-external per-person-uuid

This id is the system’s unique identifier to the system’s unique identifier to Used to integrate person re­
access employment data of a access person data. cords in Employee Central
person. with other modules like On­
For example, address, email,
boarding, Learning, Recruit­
For example, Job History data, phone, national id, etc.
ing, Talent and so on.
Compensation data, etc

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Working with Data Imports CONFIDENTIAL 87
User-Id person-id-external per-person-uuid

A user can have… Multiple employments (Main, Only one person-id-external. This only one unique identifier.
Concurrent and Global). Each id is used to map person records
employment is associated with with multiple employments
a unique User-Id. (Main, Concurrent and Global)
that they are associated with.

You can… Manually assign this Id in the Either manually assign this Id or have system generated Ids for
Basic Import template. It is a re­ have system generated Ids. each person when importing
quired field . Basic Import or Biographical
template.

Created when... A new employee is hired. A new person is defined in the A new person is defined in the
system. system.

Once generated, you... cannot change this value. can change this value in the Bio­ cannot change this value.
graphical template.

4.16.1.12 What’s the difference between a Full Purge and


Incremental Load?

When a file is uploaded in the Full Purge mode, all existing records in the system are overwritten with the records in
the file uploaded.

When a file is uploaded using the Incremental Load option, the records in the file being uploaded are added to the
records already in the system. The Incremental Load also supports a Partial Import, where only some fields of the
record are updated.

4.16.1.13 What’s the difference between an effective dated field


and a non-effective dated field?

Effective dated fields have a history associated with them while non-effective dated fields do not have a history. For
example, compensation-specific fields are effective dated while fields like Name and National ID are not effective
dated.

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88 CONFIDENTIAL Working with Data Imports
4.16.1.14 Why do you see errors displayed on the Import page
when the number of records in the import file exceeds
the Real-Time Threshold value?

To save you time, the system performs a sanity check on the first ten records before starting the asynchronous
(background) import process. In case an error exists in the first ten records of the file, an error is displayed. Correct
the errors and upload the file again. The asynchronous import process will start only when the first ten records do
not have an error.

4.16.1.15 It has been more than 20 minutes but the results of


the import are not being displayed non the import
page even though the number of records in the import
file does not exceed the threshold value specified?

Typically, all synchronous imports should complete within 5 minutes. In case your import is taking longer, it is
possible that the UI is not displaying updated results. In such a situation, capture the time stamp and create a JIRA.

4.16.1.16 Can all imports be performed in the synchronous


mode?

With the exception of the Basic, Extended, Zip File and Background imports, all other imports run in the
synchronous mode if the number of records in the file do not exceed the Real-Time Threshold value specified or if
the records in the CSV file do not contain the &&NO_OVERWRITE&& value.

4.16.1.17 What is the DELIMIT value?

You can delimit data records to do the following:

● Delete a data record not completely, but only as of a certain effective date
● Delete partial information for non-effective data entities

To do this, you enter the DELIMIT value in the operation column of the import file.

Note the following:

● This feature is only supported for incremental loads.


● You can delimit data records only for the following data imports:
○ Addresses
○ Phone Information

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Working with Data Imports CONFIDENTIAL 89
○ Email Information
○ Social Accounts Information
○ National ID Information
○ Emergency Contact
○ Job Relationships
○ Pay Component Recurring
○ Pay Component Non Recurring
○ Direct Deposit
○ Person Relationships

Here’s an example:

You have imported the following Job Relationship data records in your system:

You want to insert a new data record on January 15, 2013 which removes the relationship types HR Manager and
Second Manager for the time frame 1/15/2013-2/2/2013. You can achieve this by importing the following file using
Incremental Load, with the DELIMIT value in the operation column:

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90 CONFIDENTIAL Working with Data Imports
In the resulting data record, you can see that the data that is not deleted is inserted again as valid data records as of
January 15. The delimited data records are only valid until January 14:

In the History of the Job Relationships, you can see that the data change has taken place for January 15, and the
delimited data records have been deleted:

4.16.1.18 How can you speed up imports?

To enhance the system performance during imports:

● Use full purge instead of incremental load if possible (usually for initial load only).
● Use a batch size of 500 for imports.
You can change the batch size in the Admin Center. To do so,:
1. In the Tools Search field, type Company System and Logo Settings.
2. Scroll down to the bottom of the page, to the entry Batch size for Employee Central and Foundation data
imports.
3. Enter 500.
4. Save your changes.
● Disable rule processing during imports.
You can disable rule processing in the Admin Center as follows:
1. In the Tools Search field, type Company System and Logo Settings.
2. Under Company System Setting, deselect the checkbox Enable rules execution during Job Information
import.

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Working with Data Imports CONFIDENTIAL 91
3. Save your changes.

4.16.1.19 What is file encoding?

Importing a CSV file in the unicode format ensures that the data is same in different languages.

While importing in the unicode format, the system imports trailing zeroes if they are present in the data. For
example, 17.500. There are different types of file encoding types:

● Unicode (UTF-8)
● Western European (Windows/ISO)
● Korean (EUC-KR)
● Chinese Simplified (GB2312)
● Chinese Traditional(Big5)
● Chinese Traditional(EUC-TW)
● Japanese(EUC)
● Japanese(Shift-JIS)

You can choose the unicode format in which you'd want to import the CSV file from the File Encoding dropdown on
the Import Employee Data page. By default, Unicode (UTF-8) is selected.

For more information on uploading data, see Uploading Import Files.

4.16.1.20 Where did the history disappear?

When importing data, if an object has a history attached to it, it is important to keep all those rows in the file. When
uploading a file in Full Purge mode, if only one row is uploaded, the rest of the records will get wiped out.
SuccessFactors cannot retrieve this data. We recommend that you keep a backup copy of the file before uploading
the new file.

4.16.1.21 How do you know if the import is completed


successfully?

Once the import file is uploaded successfully, you'll receive notifications in your email to view the results of your
uploads, including any errors that might have occurred.

You can also view the errors in the CSV file by downloading the file from the Monitor Job page. Here's where you can
view the errors:

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92 CONFIDENTIAL Working with Data Imports
Correct the errors and upload the file again. We recommend that you validate the import CSV file using the Validate
Import File Data option to check for errors before uploading.

Related Information

General Issues and Guidelines While Importing Data [page 119]

4.16.1.22 What's the difference between the synchronous and


asynchronous mode of import?

The key differences between the synchronous and the asynchronous mode of import is as follows.

Synchronous Mode Asynchronous Mode

The system will perform this mode of im­ when the number of records in the CSV when the number of records in the CSV
port file is equal or less then the value speci­ file exceeds the value specified in the
fied in the Real-Time Threshold field. Real-Time Threshold field.

Note that the asynchronous mode of im­


port is also invoked if any of the records
in the file has the &&NO_OVERWRITE&&
value.

Import is performed immediately, and the results of the im­ in the background. Once completed, the
port process are displayed on the Import results of the import process are sent
page instantly once completed. through email.

Related Information

Can you invoke the synchronous mode of import? [page 93]

4.16.1.23 Can you invoke the synchronous mode of import?

The system determines the type of mode in which the import will perform, depending on the number of records in a
CSV file you're importing.

Note that you cannot specify the type of mode such as synchronous or asynchronous while you're importing. If the
number of records in the CSV file is equal or less then the value specified in the Real-Time Threshold field, the
system will invoke the synchronous mode of import.

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Working with Data Imports CONFIDENTIAL 93
Related Information

What's the difference between the synchronous and asynchronous mode of import? [page 93]

4.16.1.24 Can you update a Pay Component Non Recurring data


that exists on the same pay-date with the same pay-
component-code?

The sequence-number field in the Pay Component Non Recurring template is ideally used to identify and update an
existing Pay Component Non Recurring record.

Context

As a result, to update an existing Pay Component Non Recurring record, you’ll need to provide the corresponding
sequence-number, in addition to user_id, pay_component_code, and pay_date in the import file.

Note that if you provide a sequence-number while importing a new record, the given sequence-number will be used
to create the record. On leaving the sequence-number blank, the system will automatically generate a new
sequence-number from the last created one.

Considering an example, where you have manually imported the sequence-number, for example, sequence-
number = 10. Now, when you are importing a new record, leaving the field blank, the system will automatically
create a sequence-number = 11 for the new record.

For the sequence-number field to appear in the template, you will need to set the Visibility to View and Allow Import
to Yes from the Business Configuration UI (BCUI).

Procedure

1. Go to the Admin Center.


2. In the Tools Search field, type Manage Business Configuration.
3. Select the HRIS-element payComponentNonRecurring from the left pane.
4. Under HRIS Fields, select the HRIS-field <sequence-number> from the Identifier dropdown.
5. Enter a suitable Label for the HRIS-field, and select Yes from the Enabled dropdown.
6. Click Details corresponding to the HRIS field to which you’d like to configure the settings for. This brings up the
Details page.
7. From the Visibility dropdown, select View and from the Allow Import dropdown, select Yes.
8. Click Done and save your changes.

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94 CONFIDENTIAL Working with Data Imports
4.16.2 Basic User Imports

4.16.2.1 Why does the basic import not include records for
inactive employees?

When you're importing the Basic User template, the system, by default does not upload the information for inactive
employees.

If you'd want to include records for inactive employees while importing the CSV file, ensure that the Process inactive
Employees option is selected.

1. Go to the Admin Center.


2. In the Tools Search field, type Import Employee Data. This brings up the Import Employee Data.
3. From Select the action you want to perform dropdown, choose Import Data.
4. From Select an entity dropdown, select Basic Import as the type of import.
5. Under Basic Import, choose the Process inactive Employees option.
6. In the Choose File field, specify the path to the file.
7. From the File Encoding drop down, select the relevant encoding applicable.
8. Click Import to upload the file.

For more information on importing employee data, see Importing Employee Data [page 51]

4.16.2.2 When do you use the NO_MANAGER and the NO_HR


values?

When you're importing the Basic User template, you'll need to specify the NO_MANAGER value for an employee
without a manager and the NO_HR value when there is no HR representative assigned to an employee.

Note that you can also specify the NO_MANAGER value for any highest level employee such as CEO. The
<MANAGER> and the <HR> fields are mandatory fields, and you cannot leave these fields blank. As a result, you'll
need to enter NO_MANAGER in the<MANAGER> field, and NO_HR in the <HR> field.

● In the Basic Import template, you can use NO_MANAGER and NO_HR.
● In Job History template, you can use NO_MANAGER.
It is stored as NO_MANAGER in the database and in the user interface, this value will be localized and displayed
accordingly (as No Manager in the corresponding language).

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Working with Data Imports CONFIDENTIAL 95
4.16.2.3 Can you upload employee objects in different
languages, without changing the language of the UI
components?

When you're importing language-specie data containing Date, Numbers and Picklist files,you no longer need to
choose the same locale as the data to import.

Previously, changing the locale automatically changed the UI based on your selected language. Now, changing the
locale will not change the language of the UI components. To keep the default logon language unchanged, from the
File Localedrop down, choose your preferred locale. For more information, see Employee Data Import [page 45].

4.16.2.4 Which object information cannot be uploaded using


the Partial Import (&&NO_OVERWRITE&&)?

Partial Import is only supported for certain columns when you're importing the CSV file.

Using Partial Imports, you cannot update information for:

● ADDRESS:
○ The default Address Entity does not support NO_OVERWRITE
○ Because the Location FoundationObject and the EmergencyContact also refer to this address, these two
columns will not support Partial Import.
● WORK_PERMIT_INFO
● PAY_CALENDAR
● JOB_RELATIONSHIPS
● JOB_FAMILY
● DYNAMIC_ROLE Foundation Object
● WF_CONFIG Foundation Object
● WF_CONFIG_CONTRIBUTOR Foundation Object
● WF_CONFIG_CC Foundation Object

Related Information

How do you perform a Partial Import? [page 83]

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96 CONFIDENTIAL Working with Data Imports
4.16.3 Personal Information Imports

4.16.3.1 Why do you see the messages “The Date of Birth does
not correspond to the National ID associated with this
user” when importing the Biographical template and
“The Gender does not correspond to the National ID
associated with this user” when importing the
Personal Information template?

The message most likely appears when you're updating the Date of Birth or the Gender data, and the data does not
match the National ID record associated with the user.

For some countries, the national ID number includes Gender and Date of Birth record of a user. When you update
the Date of Birth record, and if the data is different when compared to the National ID record of the user already
being imported, importing the Biographical template leads to the warning message The Date of Birth does not
correspond to the National ID associated with this user.

Likewise, when you update the Gender record in the Personal Information template, and the data does not match
the National ID record being imported, importing the template leads to the warning message The Gender does not
correspond to the National ID associated with this user.

4.16.3.2 When you’re importing personal information for users,


why do you get the error “Personal information does
not exist.”

This message most likely appears when a user's person-id-external or a dependent's person-id-external is invalid
when you're importing personal information.

Note that while importing personal information for a person, you'll need to specify a value in the <Person ID
External> column in the CSV file. As a result, when you're importing personal data for a dependent, and the
person-id-external is invalid. This may happen,

● when person-id-external record for a dependent does not exist. In case the ID does not exist, perform a
Biographical import to define a new person in the system, and then a Person Relationship import to associate
the dependent with an employee.
● In case the person-id-external for a dependent exists, it is possible that this ID is not associated with an
employee. Here’s how you can check if an employee’s dependents,

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Likewise, when you’re importing personal information for a user, and the person-id-external does not exist will
lead to an error. To fix this, you’ll need to first perform a Basic User Import to create a person-id-external for a
user, and then import personal information.

Related Information

What is the difference between User-Id, person-id-external and per-person-uuid? [page 87]

4.16.4 Biographical Information Imports

4.16.4.1 When you download the Biographical and the


Consolidated Dependent template for Q4 2016, the
per-person-uuid field is now available. Why is this so?

Starting with the Q4 2016 Release, you can now integrate Person Data in Employee Central with other modules like
Onboarding, Learning, Recruiting, Talent and so on using a unique identifier called <per-person-uuid>. This field
is now available in the Biographical and the Consolidated Dependent templates. The system automatically creates
this unique identifier <per-person-uuid> for each person record when importing Basic User information. When
you are importing dependent’s record through the Biographical or Consolidated Dependents import, if you do not
provide a value in the <per-person-uuid> field, the system will now automatically generate this unique identifier
for each record. Once this field is populated with a value, it cannot be changed.

For the <per-person-uuid> field to appear in the templates, you will now need to set the Visibility to View and
Allow Import to Yes from the Business Configuration UI (BCUI).

To do this,

1. Go to Admin Center.
2. In the Tools Search field, type Manage Business Configuration.

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98 CONFIDENTIAL Working with Data Imports
3. Select the HRIS-element personInfo from the left pane.
4. Under HRIS Fields, select the HRIS-field <per-person-uuid> from the Identifier dropdown.
5. Enter a suitable Label for the HRIS-field <per-person-uuid>, and select Yes from the Enabled dropdown.
6. Click Details next to the HRIS field to which you’d like to configure the settings for. This brings up the Details
page.
7. From the Visibility dropdown, select View and from the Allow Import dropdown, select Yes.
8. Click Done and save your changes.

4.16.5 Person Relationship Imports

4.16.5.1 When importing the Person Relationship template, the


is-address-same-as-person field is not displayed. Why
is this so? In the template downloaded for the Q1
2016 this column was visible.

With the Q3 2016 Release, the default setting for the <is-address-same-as-person> field has changed to
None, causing the downloaded template to appear without this field.

Previously, the visibility for the <is-address-same-as-person> field was set to Edit. As a result, this column
was available by default in the template downloaded.

To bring back this field, you'll now need to configure the visibility for this field to Edit in the Business Configuration
UI (BCUI) for it to appear the same way as it did in the Q2 2016 Release.

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To do this,

1. Go to Admin Center.
2. In the Tools Search field, type Manage Business Configuration.
3. Select the HRIS-element personRelationshipInfo from the left pane.
4. Under HRIS Fields, select the HRIS-field <is-address-same-as-person> from the Identifier dropdown.
5. Enter a suitable Label for the HRIS-field <is-address-same-as-person>, and select Yes from the Enabled
dropdown.
6. Click Details next to the HRIS field. This brings up the Details page.
7. From the Visibility dropdown, select Edit.
8. Click Done and save your changes.

 Note

If you export this template without configuring visibility of the <is-address-same-as-person> field to Edit,
this column will not appear in the template.

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100 CONFIDENTIAL Working with Data Imports
4.16.5.2 Can you assign a dependent as an employee's
beneficiary when you’re importing the Person
Relationship template or Consolidated Dependents
template?

Only when an employee is associated with an employment in Australia, you can assign a dependent as a
beneficiary.

Previously, you could assign more than one dependent as a beneficiary for an Australian employee. You can now
assign only one dependent as a beneficiary in the Is-Beneficiary column when you’re importing the Person
Relationship template or Consolidated Dependents template for that employee.

 Remember

If you assign a beneficiary for employees associated with other countries in the Is-Beneficiary column, the
system will ignore this value while importing, as this column is applicable only for an Australian employee.
However, for a non-Australian employee, if the employee has a pension payout, there is no limit on assigning
dependents as their beneficiaries.

4.16.6 Employment Details Imports

4.16.6.1 How do you import employment related entities like


Job information and Compensation information based
on the target population defined for an employee
performing the imports?

Context

Prior to the Q3 2016 release, you could only grant access for the Compensation, Pay Component (Recurring) and
Pay Component (Non-recurring) entities. Now, in addition to the above entities, you can now allow or restrict
imports for the HRIS elements Job History and Job Relationships.

To import compensation and job related information based on the target population defined for an employee
performing the imports, you need to enable the permission Enable RBP Access Validation for EC Elements during
Imports, and set import permissions to a specific user or role, or to all users.

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To enable RBP access:

Procedure

1. Navigate to Admin Center.


2. In the Tools search field, type Manage Permission Roles. The Permission Role List page appears.
3. Click the permission role you’d like to enable permission. The Permission Role Details page appears.
4. Click the Permission button. This brings up the Permission settings page.
5. In the Administrators Permissions section, click Manage User.
6. Select Enable RBP Access Validation for EC Elements during Imports (Do not enable during first time import).

7. Click Done.
8. To save your changes, click Save Changes.

4.16.6.1.1 Next Step: Set Permissions

Context

Now that access has been granted, the next step is to provide permissions for the HRIS elements – Compensation
Info, Pay Component Non-Recurring, Job History, and Job Relationships – to perform/restrict imports.

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102 CONFIDENTIAL Working with Data Imports
To set import permissions:

Procedure

1. Navigate to the Admin Center.


2. In the Tools search field, type Manage Permission Roles. The Permission Role List page appears.
3. Click the permission role you’d like to provide access. This will bring up the Permission Role Details page.
4. In the User Permissions section, click Employee Central Import Entities. On the right-pane, select the import
entities you’d like to grant access.

5. Click Done.
6. To save your changes, click Save Changes.

4.16.6.2 Why do you see the error “Failed to perform country


specific validation. Please ensure this record is
associated with a valid Company record for given
dates.” when importing the Job Info template?

This error message most likely appears when,

1. You’re importing Job History data, and the dates do not match the date format associated with the File locale
selected during import. Note that it does not matter where the employees are from.
Assuming 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 must be in the format
MM/DD/YYYY (corresponding to the English (United States)) file locale. Specifying dates in the German
format will lead to an error.

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2. A country has not been associated with the Legal Entity.

 Note

If a country has been defined but the effective start date of the country is in future (when compared to the
record being imported), the field will still appear blank.

Here's how you can check the effective start date of the country.

In this example, the effective start date for the country Germany (DEU) is 01/01/1991 but the record being
imported if for the year 1990.

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104 CONFIDENTIAL Working with Data Imports
4.16.7 Emergency Contacts and Consolidate Dependents
Imports

4.16.7.1 Why do you see the error “Country is a required field


and cannot be blank” when importing the Emergency
Contacts and the Dependents templates?

This error message most likely appears when you leave the <Country> field blank while filling out the <Address>
field in the Emergency Contacts and the Dependents templates.

Prior to the Q3 2016 Release, when you imported the Emergency Contacts and the Dependents templates, while
the <Address> field were required, the <Country> field was optional. So you could import the templates even
when the <Country> field was left blank.

With the Q3 2016 Release, <Country> is now a mandatory field when the visibility for the is-address-same-as-
person field is set to No. As a result, you will be able to import the Emergency Contacts and the Dependents
templates only when you fill out the country and address fields or leave both fields blank.

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Working with Data Imports CONFIDENTIAL 105
4.16.8 Global Assignment Imports

4.16.8.1 How do you import the new global address for


employees on Global Assignment?

When an employee is on a Global Assignment, the new global address is added to the new address type host.
However, because the Import template does not include this field by default, certain changes need to be made in
the data model. This requires changing the Succession Data Model in Provisioning to configure the <emp-users-
sys-id> field.

 Remember

As a customer, you do not have access to Provisioning. To complete tasks in Provisioning, contact your
Implementation Partner. If you are no longer working with an Implementation Partner, contact SAP Cloud
Support.

Once configured, the Address Info Import template will include the emp-users-sys-id column as shown below. Note
that the import of the host address would be successful only for the employees with users_sys_id on a Global
assignment.

4.16.8.2 Why do you see this error “You cannot create Host
employment record for Person ID External without a
Home Employment” when importing Global
Assignment template?

This error message most likely appears when,

● You’re importing a Host Employment record for an inactive employee. You cannot directly create Host
Employment without a Home Employment associated with a user. To assign an employee on a Host
Employment, you’ll need to first create a Home Employment to proceed.
● You’re importing the Host Employment record, where the start date is earlier than the start date of the Home
Employment.
Considering an example, where a Home Employment starts on 01/01/2001. Now, on importing a Host
Employment on effective start date 01/12/2000, which is earlier than the Start date of the Home Employment
will lead to an error.

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106 CONFIDENTIAL Working with Data Imports
Note that the Host Employment Start Date (01/12/2000) cannot be before the Home Employment Start Date
(01/01/2001). To fix this, you’ll need to specify a date on or after Home Employment Start Date.

4.16.9 Termination Details Imports

4.16.9.1 Why do you see the error “User has already been
rehired. You can delete the existing rehire record or
terminate the employee to proceed with this rehire
record.”?

When you're importing the Termination Details template, and the user is already being rehired earlier, and present
in the system will lead to this error.

The possible reasons are when:

1. You’re importing a rehire record for an active employee. Assuming you’ve imported Job History data on
1/1/2000 and 1/1/2001 as follows,

Now, on inserting a rehire record after the record on 1/1/2001 will lead to an error. Note that users cannot be
rehired if no termination record exists. To correct this, you need to terminate the employee and then import a
rehire record.

2. A rehire record already exists for the user. If you’d like to import a rehire record on 1/1/2005, you need to delete
the existing rehire record (1/1/2004) to proceed.

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Working with Data Imports CONFIDENTIAL 107
4.16.10 Consolidated Dependets Imports

4.16.10.1 Can you assign a dependent as an employee's


beneficiary when you’re importing the Person
Relationship template or Consolidated Dependents
template?

Only when an employee is associated with an employment in Australia, you can assign a dependent as a
beneficiary.

Previously, you could assign more than one dependent as a beneficiary for an Australian employee. You can now
assign only one dependent as a beneficiary in the Is-Beneficiary column when you’re importing the Person
Relationship template or Consolidated Dependents template for that employee.

 Remember

If you assign a beneficiary for employees associated with other countries in the Is-Beneficiary column, the
system will ignore this value while importing, as this column is applicable only for an Australian employee.
However, for a non-Australian employee, if the employee has a pension payout, there is no limit on assigning
dependents as their beneficiaries.

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108 CONFIDENTIAL Working with Data Imports
5 Performance Benchmarks

This section provides benchmarks for different imports.

5.1 Basic User Import

# of records Validation Imports Post Import Validation Guidelines

10k 5-10 mins 60 mins Search for a user on the A Basic User Import
home page. takes approximately 1
hour for 10k records. A
Employee Export
re-import, on the other
should retrieve all data
hand, just takes about 1
hour.

A single CSV file sup­


ports an import of upto
50k records. As the
number of records in­
crease, the time in­
creases as well. The du­
ration of import is pro­
portionate to the
benchmark provided for
10k records.

Issue Resolution/Workaround

After a Basic User Import, the users are not searchable. If you are unable to find users in the system, it is most likely be­
cause the list of users in the “Everyone” group has not been re­
freshed. To refresh the list, re-import Basic User with a few
users (not all). This will refresh the list of users; you should be
able to find the users now.

 Note

Starting with the August 2014 release, you can now monitor the progress of the Basic User Import. In the
Administration tools, navigate to the Company Processes and Cycles portlet and select Employee Files ->
Monitor Job.

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Performance Benchmarks CONFIDENTIAL 109
5.2 Biographical/Person Info Import

# of records Validation Imports Post Import Validation Guidelines

10k 5-10 mins 10-15 mins Validate the Biographi­


cal data after personal
info is imported.

A single CSV file sup­


ports an import of upto
50k records. As the
number of records in­
crease, the time in­
creases as well. The du­
ration of import is pro­
portionate to the
benchmark provided for
10k records.

Parallel imports of Bio­


graphical CSV file are
supported.

Issues Resolution/Workaround

The UI displays an error if you click on Employee Information to Most likely, the Personal Info Import has not been completed.
view the Biographical Portlet data Imported. Complete the Personal Info Import to view Biographical Data.

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110 CONFIDENTIAL Performance Benchmarks
5.3 Employment Details Import

# of records Validation Imports Post Import Validation Guidelines

10k 5-10 mins 15-20 mins A single CSV file sup­


ports an import of upto
50k records. As the
number of records in­
crease, the time in­
creases as well. The du­
ration of import is pro­
portionate to the
benchmark provided for
10k records.

Parallel imports of Em­


ployment CSV file are
supported.

Issues Resolution/Workaround

If any of the country specific fields are populated in the CSV, a Since the country of job is not populated yet, it fails to deter­
validation error pops up requesting the field as required for all mine and validate required fields for specific countries.
the countries.
Workaround:

Remove required field validation in the CSF data model for im­
ports. Use individual custom fields for each country which
might not be viable for ‘n number of countries.

5.4 Personal Information Imports

● Import of 50k records in a single CSV file is supported with duration proportionate to 10k records.
● Parallel imports of Personal data templates are supported.

Post Import Vali­


Template # of records Validation Imports dation Guidelines

Personal Info 10k 5-10 mins 45-60 mins Validate informa­


tion displayed in
the Personal Info
portlet.

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Performance Benchmarks CONFIDENTIAL 111
Post Import Vali­
Template # of records Validation Imports dation Guidelines

Employment Ad­ 10k 3-5 mins 5-10 mins Validate informa­


dress tion displayed in
the Address portlet.

Phone Info 10k 2-3 mins 3-5 mins Validate informa­


tion displayed in
the Phone portlet.

Email Info 10k 2-3 mins 3-5 mins Validate informa­


tion displayed in
the Email portlet.

National ID 10k 2-3 mins 3-5 mins Validate informa­ Refer to Employee
tion displayed in Central Country
the National ID Specifics – Imple­
portlet. mentation Guide in
SAP Service Mar­
ketplace Em­
ployee Central

Personal Docu­ 10k 3-5 mins 5-10 mins Validate informa­


ments Information tion displayed in
the Personal Docu­
ments Information
portlet.

Emergency Con­ 10k 3-5 mins 15-20 mins Validate informa­


tacts tion displayed in
the Emergency
Contacts portlet.

Benefits 10k Validate informa­


tion displayed in
the Benefits port­
let.

Global Info 10k 2-3 mins 3-5 mins Validate informa­


tion displayed in
the Global Info
portlet.

Direct Deposit 10k 3-5 mins 5-10 mins Validate informa­


tion displayed in
the Direct Deposit
portlet.

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Related Information

What is the DELIMIT value? [page 89]

5.5 Person Relationships (Dependents) Import

Post Import Vali­


Template # of records Validation Imports dation Guidelines

Biographical Info 20k 10-15 mins 40-50 mins Validate Depend­ Generate a unique
ents Data in De­ PersonID-External
pendent Portlet for each depend­
ent. It is a good
practice to suffix
the ID with “d” to
distinguish be­
tween Employee
and Dependent
PersonID-External

Person Relation­ 20k


ship

Personal Info 20k

National ID 10k Validations of Na­


tional ID will be
across Employee
and Dependents.
For more informa­
tion on how the val­
idations will be
done, refer to the
Employee Central
Country Specifics –
Implementation
Guide in SAP Serv­
ice Marketplace
-> Employee Cen­
tral.

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Performance Benchmarks CONFIDENTIAL 113
Behavior Resolution/Workaround

Single Dependent shared by two employees While importing, create one PersonIDExternal for the depend­
ent. Attach this PersonID-External for both the employees in
PersonRelationship Template.

Note that this feature is not available on the UI.

Dependents converting to Employees Remove National ID from this specific dependent and import a
new Employee data. This will avoid national-id unique check.

Import Employee data for this dependent with a new Person ID


External.

Related Information

What is the DELIMIT value? [page 89]

5.5.1 Consolidated Dependent Template

Admins can use the Consolidated Dependents template to associate a person as a dependent to an employee. By
default, the system imports the Consolidated Dependents template in the Full Purge mode.

The Consolidated Dependents template includes data specific to the Person Relationship, Biographical/Person
Info, Personal Info, National ID and Address Info entities. Note that the if any one of the above entities is not
configured in the Succession Data Model, the system will lead to an error while uploading the template.

With this template, Admins can define a dependent's relationship, and add or update the dependent's data such as
address, personal, biographical, national id and so on. Ensure that at least one non-effective dated record exist per
dependent. Currently, there is no support for uploading multiple National ID’s and Addresses with this template.

 Note

While uploading the Consolidated Dependents template, ensure that you assign a unique person-id-external of
a dependent, which is not associated to another employee in the Related Person Id External column of the
import file.

5.6 Consolidated Imports for Non-Effective Dated Entities

Starting with the August 2014 release, a consolidated template is available for non-effective dated entities. The
following templates are part of the consolidated template.

● Biographical/PersonInfo

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114 CONFIDENTIAL Performance Benchmarks
● Employment
● National ID
● Email Info
● Phone Info

 Note

A few points to note about this template:

● Supports multiple National ID’s, Phone, Email


● Support for only full-purge.

The steps to download this template are as follows:

1. Navigate to the Administration Tools.


2. In the Manage Employees portlet, select Update User Information → Import Employee Data.
3. Click the Download a blank CSV template dropdown and select Compound Non-Effective Dated Entities.

5.7 Job Information Import

A single import file can contain all of the Job History records or can be imported incrementally. Care should be
taken that there are no gaps, overlaps or duplicates in the start and end dates.

The following Job History events can be imported using the Job Info Template.

● Hire
● Data Change
● LOA
● RLOA
● Termination
● Rehire
● Add Assignment
● End Assignment
● Start Pension
● Start Surviving Spouse
● End Pension Payout
● End Surviving Spouse
● Obsolete Assignment
● Away On Global Assignment
● Back From Global Assignment
● Obsolete Pension Payout

Template # of records Validation Imports Guidelines

Job Info New Hire 10k 15-20 mins 30-45 mins

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Performance Benchmarks CONFIDENTIAL 115
Template # of records Validation Imports Guidelines

Job Info with Rules and Per record 15-20 mins 3-5 secs with 4-6 rules Add all the calculated
Positions (Incremental) data to CSV.
15-20 secs for almost
44 rules Avoid rules as rules take
3 – 20 seconds per re­
cord based on complex­
ity and number of rules.

Job info import with Po­ 10k 15-20 mins 2-2.5 hrs Disable rules for Im­
sitions and Positions ports.
Vacant flag set to true
Set ‘To Be Hired’ Status
(Incremental) if Incumbent is Assigned
to a Position to Always

Set ‘To Be Hired’ Status


if Incumbent is
Unassigned from a
Position to Always

 Note
5-10% records fail
as parallel position
update can have is­
sues.

Job info import with Po­ 10k 5-10 mins 30-40 mins Disable rules for im­
sitions and Positions ports.
Vacant flag set to False
Set ‘To Be Hired’ Status
(Incremental) if Incumbent is Assigned
to a Position to Always.

Set ‘To Be Hired’ Status


if Incumbent is
Unassigned from a
Position to Always.

Set Position status


Vacant flag to false.

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Template # of records Validation Imports Guidelines

Job Info Import with 10k 30 mins 2-3 hrs Disable rules for im­
Leading Hierarchy set ports.
to Position Hierarchy
Set ‘To Be Hired’ Status
(Incremental) if Incumbent is Assigned
to a Position to Always.

Set ‘To Be Hired’ Status


if Incumbent is
Unassigned from a
Position to Always.

Set the Position Vacant


flag to False

Set Do Not Adapt


Reporting Hierarchy
During Position Import
to No.

Job Info Import with A workaround is descri­


Time-Off enabled bed in the appendix –
refer to it. Time-Off
[page 124]

Suggested: Job Info Import Settings (Incremental)

● Disable rules for Imports.


● Set ‘To Be Hired’ Status if Incumbent is Assigned to a Position to Always
● Set ‘To Be Hired’ Status if Incumbent is Unassigned from a Position to Always
● Position Vacant Flag: False (set flag during position import)
● Set Leading Hierarchy to None
● Disable Time-off

Issues Resolution/Workaround

Rules configured on Employee Object throws exception Job Info Import does not support Rules on Employee Object.
Throws exception and sometimes the execution hangs.

It is recommended that rules configured on Employee Object


from Data Model be removed during Imports.

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Performance Benchmarks CONFIDENTIAL 117
5.8 Compensation Import

Template # of records Validation Imports Guidelines

Compensation Info 50k 10-15 mins 50 mins

Pay Comp Recurring 50k 10-15 mins 50 mins

Pay Comp Non-Recur­ 50k 10-15 mins 50 mins


ring

 Note

Pay Comp Recurring should have the same start date as Compensation Information start date.

5.9 Termination Imports

Template # of records Validation Imports Guidelines

Employee Termination 10k 5-10 mins 60 mins


Import

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6 General Issues and Guidelines While
Importing Data

This section provides guidelines to follow while importing employee data into the system.

On the Monitor Job page, you can:

● View the number of records processed, failed, passed as the job is in progress.
● By default, the system only lists 25 results per page. However, you can modify the results to appear on the page
by changing Items per page. You can view the scheduled jobs on the other pages by paginating the results.

 Note

The total number of scheduled jobs displayed on this page depends on the retention period configured
from Admin Center Company System and Logo Settings Scheduled Jobs Retention Period in days
(minimum allowed is 2 and maximum allowed is 180) .

● Download failed records as soon as a batch is completed for imports running in batches. This allows you to
download failed records as the rest of the import continues.

 Note

Some batches might fail with an error message the picklist is not available. Re-importing the failed records will
solve the problem.

Recommendations

● Always use the CSV file format


Please make sure the spreadsheet application you are using to prepare the import file supports the encoding
required for the import process. Otherwise special characters could be corrupted.

 Note

In case there are commas in the field labels or data content, you may need to manually adjust the import CSV
files. Ensure that the affected labels have quotes around them.
● Retain leading zeroes in CSV.
1. Change the format to text.
2. Right-click the cell, and choose Format Cells.
3. On the Numbertab, select the Text option, and click Ok.
4. Save the CSV file.
On Saving, the leading zeroes will be retained.

Related Information

Best Practices [page 121]

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General Issues and Guidelines While Importing Data CONFIDENTIAL 119
Working with User Data Files [page 120]
Points to Consider [page 123]

6.1 Working with User Data Files

● We recommend you use the SuccessFactors Import template. This template includes all required formatting,
header rows, and data columns.
● You can also create a new user data file. We recommend you start with the SuccessFactors Import template as
the base. Before importing the file, ensure:
○ The file must be in the CSV (Comma Separated Value) format with the extension .csv.
○ The first two rows must be the header rows.
○ The first header row must be exactly as it is in the SuccessFactors Import template.
○ The first two columns in the second header row must be the STATUS and USERID labels.
○ The file must contain all required columns as specified in the SuccessFactors Import template.

After the data is updated, you will receive a confirmation email containing the status of the update and any errors
that occurred. Some of the common error messages that you might encounter are described in the table below.

This error message… Is encountered when… To fix this…

Missing required field Required information was not pro­ Fill out all required information and upload
vided. the file again.

For more information on the list of required


fields, see Best Practices [page 121].

Username already exists There's a duplicate username. Delete the duplicate user and upload the file
again.

Manager Cycle detected There's an inconsistent entry in the hi­ Ensure that the employee's own USERID is
with this manager ID — <man-
ager id> erarchy field. not listed. This field should show the man­
ager'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’s data (3) Employee’s
data.

Manager ID invalid The manager's USERID assigned for Make sure that the manager's USERID ex­
the employee doesn't exist in the da­ ists in the database.
tabase.
If you're adding both the employee and
manager, make sure that the manager is
added before the employee.

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120 CONFIDENTIAL General Issues and Guidelines While Importing Data
This error message… Is encountered when… To fix this…

Internal system error en- The user data in the import CSV file is Verify they the data you're importing is cor­
countered
while importing record. invalid/incorrect, or the existing user rect/valid.
data in a field in the system is invalid.
For more information, see Points to Con­
sider [page 123].

6.2 Best Practices

This section provides best practices for avoiding issues encountered while importing employee data.

To ensure a smooth user data upload,

● Provide all required information before uploading the user data file.
The table lists all the required data columns of the user data template.

Column Description Required Values

STATUS Determines whether the employee is an active or Enter...


inactive employee.
● Active – This means, the employee can log in, use all
available features and show up in the search results and
reports.
(or)
● Inactive – This means, the employee can't log in. All em­
ployee information and forms remain in the system, but
are frozen in their current state. Inactive employees don't
show up in the search results and can be filtered out in re­
ports.

USERID The unique identifier of the employee. Must be at least 4 characters long.

The USERID is assigned by the system and is The USERID cannot be changed, even if you change the em­
used for tracking individual employee records in ployee's name.
the system. The USERID is permanently associ­
ated with the employee.

USERNAME The unique username assigned to the employee. Must be between 1 and 100 characters long.

The USERNAME is used to login to SuccessFac­ The values can be changed, for example, when a person gets
tors. married and wants to change their username.

FIRSTNAME The employee's first name. This name will be Must be between 1 and 128 characters long.
shown in SuccessFactors.

LASTNAME The employee's last name. This name will be Must be between 1 and 128 characters long.
shown in SuccessFactors.

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General Issues and Guidelines While Importing Data CONFIDENTIAL 121
Column Description Required Values

GENDER The gender of the employee. Enter…

Writing Assistants need this information to use ● M = male


the correct gender pronoun (for example, he/his (or)
or she/her) when suggesting feedback text. ● F = female

EMAIL The complete email address of the employee. Must be a complete email address, for example john@your­
company.com
Used for notifications, alerts, and resetting pass­
words.

MANAGER Identifies the employee's manager. Enter…

● Manager’s USERID – This is not the same as manager’s


username. Specify the USERID.
● NO_MANAGER – Specify this value for any highest level
employee or any employee without a manager, such as a
CEO. You can't leave this column empty. Enter NO_MAN­
AGER for any employee without a manager.

HR Identifies the human resources (HR) representa­ Enter…


tive assigned to the employee.
● HR representative's USERID – This is not the same as
HR’s username. Specify the USERID.
● NO_HR – This means, there is no HR representative as­
signed to an employee. You can't leave this column
empty. Enter NO_HR for any employee without an HR
representative

TIMEZONE Identifies the time zone in which the employee Must be a valid value, for example PST for Pacific Standard
works. Time.

If you don't specify a value, by default Eastern Standard Time


(EST) is used.

● The order in which you import the CSV file is very important. This means, before you import employee data, the
employee's manager and the HR representative must exist in the database. Hence, to ensure a smooth data
upload process, perform the import in the order,
○ Managers
○ HR representatives, and
○ Employees

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122 CONFIDENTIAL General Issues and Guidelines While Importing Data
6.3 Points to Consider

This section provides troubleshooting tips for avoiding issues encountered while importing data.

When you’re importing large files, for example, 1000 rows in a file, we recommend that you:

● Split the import file into smaller files. For example, for an import file with 1000 rows, split the import file into 5
separate files with 200 rows each, and then import each file separately. This will help you identify the rows that
have errors.

 Tip

If you’re still facing the error while importing the file with 200 rows, reduce the row count of each file that
has errors, and then import the data in smaller portions. You can further reduce the row count in the file
until you identify the row(s) that has errors.

● Reduce the Batch size for Employee Central and Foundation data imports (maximum allowed is 2000) to 1. To
know more how to change the batch size, see Optimizing Performance of Imports [page 78]
The system will now import the file, splitting each file into batches of 1 row each. At the completion of the
import jobs, you can identify the failed records on the Monitor Jobs page. We recommend that you change the
Batch Size to the default value “50” after identifying the failed record.

Here are some troubleshooting tips to prevent the import from failing. Before importing the CSV import file:

● Ensure that all the required fields are entered in the file. Also, verify that the value in each column is correct/
valid.
● Validate that the columns in your import file corresponds to the columns in the import template. If not, you
need to download a new import template from Admin Center Import Employee Data Download
Template . Note that the template change when a new fields are added, removed, or modified in the template
through BCUI.
● Verify that the field you have enabled for an HRIS-element is valid. To know more about field configuration, see
the Data Object Tables handbook.
● Check that the fields are configured correctly. For example, if the field is a picklist or an object related field,
ensure that the related picklist/object is configured to the HRIS-field.
For more information, see the Introduction to Picklists in the Employee Central Master handbook.
● Check if the failed row has an End Date. If the End Date in the CSV file you’re importing does not correspond to
the End Date value present in the system, importing the CSV file will lead to an error. While the system
calculates the end dates based on the hierarchy of event start dates, you can remove this value, and try
importing the file again.
● Make sure all the effective-dated records for Employees are in a single CSV file. This is applicable only when
importing multiple batches in parallel.
● Ensure that the Enable Business Rules for selected areas option is not selected on the Permission settings page
for failed rows in the import file. For more information, see Triggering Business Rules While Importing Employee
Data [page 64].
For example, when you're importing an import CSV file with 50 "onSave" rules associated for Job Info entities,
the rules will get automatically triggered, and the system will need to process 50 rules associated in each row in
the import file. As a result, the system might take a longer time to import, thus causing the rows to fail. Hence,
we recommend that you disable the option to ensure that the data is imported quickly.

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General Issues and Guidelines While Importing Data CONFIDENTIAL 123
7 Workaround for Job Info Mass Data Import
with Time Off Enabled

This example is based on the assumption that theTime Type Profile assigned in import is“SF1”, as shown below.

The workaround involves the following steps.

1. Remove the association for the Time Type from Time Type Profile.
2. Run the import.
3. Re-associate the Time Type and Time Type Profile.

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124 CONFIDENTIAL Workaround for Job Info Mass Data Import with Time Off Enabled
7.1 Before the Import: Remove the Association for the Time
Type from the Time Type Profile

Context

The steps are as follows:

Procedure

1. Navigate to Administration tools.


2. In the Company Processes and Cycles portlet, select Company Setting → Manage Time Off Structures.
3. In the Search box, select Time Type Profile and specify the name of the Time Type Profile in the adjoining text
box. In this example, SF1.

4. Click Take Action.

5. Click Make Correction.


6. Remove the Time Type by clicking Delete.

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Workaround for Job Info Mass Data Import with Time Off Enabled CONFIDENTIAL 125
7. Click Save.

Next Steps

Run the Import

Once you've removed the association between the Time Type and Time Type Profile, you can run the import.

7.2 After the Import

Procedure

1. In Manage Time Off Structures, re-associate the Time Type.


2. Click Save when you finish.
3. Go back to the Administration Tools
4. In the Company Processes and Cycles portlet, select Company Setting → Manage Time Off Calendars.
5. From the Account Creation dropdown, select Change Scenario.
6. Click New Calendar.

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126 CONFIDENTIAL Workaround for Job Info Mass Data Import with Time Off Enabled
7. Enter a name.
8. Leave start date and end date as it is (use today's date).
9. Enter all Time Account Types which are assigned to the Time Type you entered in your Time Type Profile.

10. Click Save.


11. Click Run. You will receive a mail when the job is completed.

7.3 FAQs: Time-Off

1. What does removing the Time Type from the Time Profile do for the imports (aside from a performance
gain)? What is being processed between Employee Central and Time Off on Job Info Import and what does
not get processed if the associations are removed?
If the Time Types are removed from the Time Type Profile, the Time Off related business logic is disabled. This
includes activities like creation of account, creation of accruals, and calculation of eligibility status. This means
that Time Off is (implicitly) turned off for the employees which refer to an empty profile.
Once the Time Types are reassigned, these activities can be performed provided you run Time Off Calendars
for the time account types involved.

 Note

The reassignment of time types must be completed before go-live.

2. Should you include the 3x Time Off fields (Holiday Calendar, Work Schedule & Time Profile) in import files
for all users?
Yes, it is recommended to include all three of the time off related attributes; Work Schedule and Holiday
Calendar have no impact on the import; they can be maintained depending on your company's requirements;
only the assignment of the Time Types to the Time Type Profile require tweaking during import (as explained in
the workaround above).
3. Do you need to disable the Time Off module after associations have been removed, to achieve the faster
import times, or can the module be left enabled?

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Workaround for Job Info Mass Data Import with Time Off Enabled CONFIDENTIAL 127
The module can be left enabled. If the Time Types are removed, as explained in the workaround above, the
Time Off processing is disabled.

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128 CONFIDENTIAL Workaround for Job Info Mass Data Import with Time Off Enabled
8 Data Privacy and Protection

8.1 Data Protection and Privacy Content is Centralized

Please go to the central data protection and privacy guide for suite-wide information about our data protection and
privacy features.

Data protection and privacy is best when it is implemented suite-wide, and not product-by-product, so we
centralized data protection and privacy information. Please see the latest centralized content for information about
setting up and using data protection and privacy features.

 Note

SAP 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.

Latest setting up and using data protection and privacy content

8.2 Data Retention Management Options

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.

 Remember

As of Q1 2018, all customers are encouraged to stop using the legacy purge function and start using data
retention time management (DRTM) instead. Data retention time management (DRTM) is a new data purge
solution that offers more complete coverage across the HCM Suite and the ability to configure different
retention times for different types of data and different countries.

To get started using this and other data protection and privacy features, please refer to the guide here.

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.

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Data Privacy and Protection CONFIDENTIAL 129
 Restriction

Please be aware that our legacy data purge function may not meet all of your data protection and privacy
requirements. It does not cover data across the full HCM Suite and does not enable you configure data
retention times.

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.

Employee Central Imports


130 CONFIDENTIAL Data Privacy and Protection
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Employee Central Imports


Important Disclaimers and Legal Information CONFIDENTIAL 131
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