2080146What is the Correct Import Order

When Creating Users? EC

Version 12 from Feb 6, 2020 in EnglishShow Changes
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Symptom
 What order needs to be followed while running Imports?
 What imports need to be performed and what does each create?
 This KB article provides an overview of importing Employee Data in Employee
Central (EC)

Environment
 SAP SuccessFactors HCM Suite
 SAP SuccessFactors Employee Central

Resolution

Importing Employee Data is an efficient way of adding employees to the system and
handling employee related data changes in EC.

It is recommend to create a backup of the file before uploading records. This can be
done through Ad-Hoc Reporting (or Export Extended User Information for Live
Profile data). That way, you’ll be able to retrieve your data, in case records are
accidentally wiped out.

To Import Employee Data:

 Go to Admin Tools > Manage Users > Import Employee Data in the older
Admin UI.
 In the newer style Admin UI, choose Administration Tools > Manage
Employees > Update User Information > Import Employee Data

Note: In EC, when importing employee data, the sequence of import is very
important. If you do not import all the essential files in the right order you can
encounter difficulties when trying to import subsequent data and also there can be
data issues within the application itself later on.

 For the complete "all data" import process, please refer to the Employee
Central Master Implementation Guide and the Employee Central Imports
Guide.

 If you’re looking just doing the bare minimum imports so you can begin
testing, here’s a list of imports you must complete.
 You can always come back and complete the rest of the imports later.
Perform these imports in the order mentioned below.
 1. Basic Import
2. Biographical Information Import
3. Employment Details Import
4. Job History Import
5. Personal Information Import
6. Compensation Info Import

Note: In case of a Rehire, to update Employment Information, perform a Job

Information import before Employment Information Import.

See Also

FAQs: Importing Data

Please refer to the chapter "FAQs: Importing Data" in the Employee Central
Imports Admin handbook, found here. This is by far the best resource to answer all
of your Employee Central Core import questions

 KB article 2092931 - Some users do not Synchronize via HRIS Sync and do
not appear in Ad Hoc Reports (IS_EC_SYSTEM_OF_RECORD)
 Employee Central Master Implementation Guide
 Employee Central Imports Guide.

Keywords

new hire, import, employee, creation, create employee, create new hire, import order

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5f644f10c727470db3cee444e4621fd6.html

What's New in the

Employee Central Imports
Guide
This document describes changes to this guide for the recent releases.
1H 2020

Changes to this Guide in 1H 2020

What's New Description More Information

Added a new topic about Troubleshooting

Consolidated exceptional scenarios often
troubleshooting exceptional scenarios encountered while importing different
during employee central imports. types of employee data by migrating
individual topics from the FAQ topic.

Updated the topic describing Centralized Services for

Centralized services are now extended to
centralized services for employee data work with personal information, Employee Data Imports
imports. employment information, and global
information imports. Data Deletion, and
Forward propagation of data are added
to the list of extensible features.

Updated the following topics: You can now configure your system to
Triggering Workflows
trigger workflows while importing non
Triggering Workflows with with Employee Central
recurring pay component information of
Employee Central Imports Imports
employees. This is to ensure that data is
Points to Note for Importing Non Points to Note for
reviewed and approved before
Recurring Pay Component Importing Non-
importing.
Information Recurring Pay
Component Information

Updated the topic about deleting Added global information to the list of Deleting Employee Data
employee data with a single entity entities that support the data deletion with a Single Entity
feature. Also added the supported
operation types to use for deleting data
with different entities.

Updated the topic about preparing Added a note that you don't need to Preparation of Import
import data enter the <end-date> value in import Data
files.
 Changes to this Guide in 1H 2020

What's New Description More Information

15 June 2020

Removed the following FAQ topics: Added information in these FAQ topics Uploading Import Files
in the topic - Uploading Import Files
What Is a Partial Import?
How Is Partial Import Performed?
Can Data Be Imported With Fields
Missing in the Import File?
Can All Imports Be Performed in
Synchronous Mode?

Removed the FAQ topic - What Are Added information in these FAQ topics Downloading Import File
Business Keys? in the topic - Downloading Import File Templates
Templates

Removed the FAQ topic - When you Added the information in the data Points to Note for
download the Biographical and the object table for Biographical Importing Biographical
Consolidated Dependent template forInformation. Information
Q4 2016, the per-person-uuid field is
now available. Why is this so?

Removed the following FAQ topics: Information in these topic is Preparation of Data for
consolidated in the topic about Person Relationship
When importing the Person
preparing data for Person Relationship Information Import
Relationship template, the is-
Information imports.
address-same-as-person field isn’t
displayed. Why is this so? In the
template downloaded for the Q1
2016 this column was visible.
Can you assign a dependent as an
employee's beneficiary when you’re
 Changes to this Guide in 1H 2020

What's New Description More Information

importing the Person Relationship

template or Consolidated
Dependents template?

Removed the following FAQ topic: Merged the information in this topic in Role-Based Permissions
the main topic about role-based for Employee Data Import
Can You Track the Status of All
permissions for Import Administrators Administrators
Import Jobs?
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?
Next Step: Set Permissions

Removed the FAQ topic - How do you This information is already present in Points to Note for
import the new global address for the data object table for Address Importing Address
employees on Global Assignment? information. Information

Q4 2019

Changes to this Guide in Q4 2019

What's New Description More Information

Added information onYou can manage admin access to basic user import using
Managing Access to
access to basic user the Basic User Import permission.
Basic User Import
import

Role-Based Permissions
 Changes to this Guide in Q4 2019

What's New Description More Information

for Employee Data

Import Administrators
Import File Templates

Updated the National ID and Phone Information are two new entitiesCentralized Services for
Centralized Services that support additional operations such as business rulesEmployee Data Imports
for Employee Data application, identical records suppression while
Imports topic importing employee data, when Centralized Services
feature is enabled in your system.

Elaborated about how the system handles error message

generation with centralized services.

Rehiring Former
Added information You can now rehire former employees with their inactive
about rehiring users user ID or a new user ID based on your requirements. Employees with Employee
using Data Imports Central Imports

Q3 2019

Changes to this Guide in Q3 2019

What's New Description More Information

Added a topic about points to note You can now import multiple records Points to Note for
while importing non-recurring pay with a same pay component value by Importing Non-Recurring
component information of employeesassociating a unique sequence number Pay Component
with each record. Information

Added a topic about points to note You can now import Job information,
Points to Note for
while importing data for effective Compensation information, Recurring
Importing Job History
 Changes to this Guide in Q3 2019

What's New Description More Information

dated entities like Job, payment information related to the Points to Note for
Compensation, and Recurring Pay single active employment of employees Importing
Component of employees. using a newly introduced field. Compensation
Information

Updated the personal information You can now import global information of
Personal Information
import topic with a note related to employees in full purge mode while Import
global information imports. retaining the existing global information,
provided you have the required role-
based permission.

Added a topic about using You can now use assignment ID to defineAssignment ID Definition
assignment ID with Employee Centrala relationship between new employees
Imports and your company.

Added a topic about the introductionYou can now trigger business rules or Centralized Services for
of Centralized Services to work with suppress identical records while Employee Data Imports
EC Imports. importing biographical information or
email information of employees.

Added a note to the topic about You can now import a maximum of 30k Defining Import Settings
defining import settings for optimal records per import file. for Optimal Performance
performance

Added a topic about implementing You can configure the system to performEnabling Security Scan of
input validation check while an input validation to check for any dataUser Inputs
importing data. discrepancies.
Import File Templates
SAP SuccessFactors provides preconfigured templates for importing different types of employee
data.

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

Import File Templates

Following are the import file templates available.

Support
s
Supports manual
country- data
Corresponding HRIS element as specific field Requires Role-
Import present in Business template selectio based
Template Configuration UI (BCUI) s? n? Permissions?

Basic - No No Yes
Import
Note

Only when you've

enabled
the Enable
Control on Basic
User Import in
Role-Based
Permissions optio
n in Manage
Employee
Central Settings,
 Support
s
Supports manual
country- data
Corresponding HRIS element as specific field Requires Role-
Import present in Business template selectio based
Template Configuration UI (BCUI) s? n? Permissions?

will the Basic

User
Import permissio
n be required for
admins to perform
basic user import.

For details, see

the Related
Information secti
on.

Extended - No No No
Import

Background - No No No
Import

Biographica personInfo No Yes No

l
Information

Person personRelationshipInf Yes Yes No

Relationship o

Employmen employmentInfo Yes Yes No

t Details
 Support
s
Supports manual
country- data
Corresponding HRIS element as specific field Requires Role-
Import present in Business template selectio based
Template Configuration UI (BCUI) s? n? Permissions?

Global globalAssignmentInfo No Yes No

Assignments

Personal personalInfo No Yes No

Information

Global globalInfo Yes Yes No

Information

Recruit - No Yes No
Information

Termination employmentInfo Yes Yes No

Details

Job History jobInfo Yes Yes Yes

Permission
Name: Employee
Central Import
Entities

Compensati compInfo Yes Yes Yes

on Info
Permission
Name: Employee
Central Import
Entities
 Support
s
Supports manual
country- data
Corresponding HRIS element as specific field Requires Role-
Import present in Business template selectio based
Template Configuration UI (BCUI) s? n? Permissions?

Phone phoneInfo No Yes No

Information

Email emailInfo No Yes No

Information

Social imInfo No Yes No

Accounts
Information

National ID nationalIdCard No Yes No

Information

Addresses homeAddress Yes Yes No

Emergency emergencyContactPrima No Yes No

Contact ry

Personal - No Yes No
Documents
Information

Pay payComponentRecurring No Yes No

Component
Recurring

Pay payComponentNonRecurr No Yes Yes

Component ing
Permission
Non
 Support
s
Supports manual
country- data
Corresponding HRIS element as specific field Requires Role-
Import present in Business template selectio based
Template Configuration UI (BCUI) s? n? Permissions?

Recurring
Name: Employee
Central Import
Entities

Job jobRelationsInfo Yes Yes Yes

Relationship
Permission
s
Name: Employee
Central Import
Entities

Consolidate - No No No
d
Dependents

Compound - No No No
Non-
Effective
Dated
Entities*

Compound - No No No
Delete

*
Using this template, you can import:

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

Note

This template supports the import of multiple national Ids, phone numbers and email Ids.

Parent topic: Employee Data Import Process

Related Information
Downloading Import File Templates
Preparation of Import Data

Uploading Import Files

Troubleshooting

Managing Access to Basic User Import

Role-Based Permissions for Employee Data Import Administrators

Downloading Import File

Templates
Get the latest version of the preconfigured template as the base for importing employee data.

Prerequisites

Verify that the required fields are configured in the HRIS element corresponding to the import file
template you want to download. To check the existing configuration, go to Admin
Center Manage Business Configuration Employee Central HRIS Elements and select an
element from the list.

Note

Not applicable for Basic Import, Extended Import, Background Import, Compound Non-
Effective Dated Entities, or Compound Delete.
 The HRIS elements that support country/region-specific templates must be configured
accordingly, if you want to import country/region-specific information.

Context

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

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

Based on your selection, additional options appear on the page.

4. (Conditional) Select at least one Country/Region from the Select Country dropdown.

The Select Country option is available only if you’ve configured the HRIS element of the
selected entity to add a country/region-specific circumstance through the Business Configuration
UI (BCUI).

You can select multiple countries/regions as per your requirement. Accordingly, you see a
consolidated list of data fields (standard and custom) configured for each selected
Country/Region under the Available Data Fields column.
Note

Custom data fields configured for other countries/regions that you haven’t have selected can also
appear in the list.

Example: While downloading a Job Information template for Canada, custom fields configured for
USA also appear in the list of Available Data Fields. Therefore, be careful while customizing
your import template by selecting only the required fields.

5. (Optional) If you want the template to be encoded in a format other than Unicode (UTF-8),
select an encoding format from the File encoding dropdown.
6. (Conditional) Customize your import template by selecting the required fields from Available
Data Fields.

The selected fields appear under the Selected Data Fields column.

Note
 To remove a selected data field, click  (Delete) against the respective field.

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

7. Click Generate Template.

A popup window appears prompting you to download the template on your computer. Save the
template at your preferred location.

Next Steps

Prepare the data to be imported in the system by updating the import file template accordingly.

Task overview: Employee Data Import Process

Related Information
Import File Templates
Preparation of Import Data

Uploading Import Files

Troubleshooting

Configuring Country-Specific Fields through Business Configuration UI

Preparation of Import Data

After downloading the import file template from the system, the next step in the employee data
import process is the preparation of employee data to import.

To begin with, refer to the data object table to get information about the various fields available
with the HRIS element corresponding to the selected entity. For information about data object
table and other relevant information for a selected entity, refer to the Related
Information section.
 In addition, following are a few points to note while preparing import data.

1. Ensure that all the required fields are present in the import file template.

2. Enter valid data for all the required fields (as per your configuration in the Business Configuration
UI) and business keys of the selected entity, to avoid validation errors while uploading the import
file.

3. Ensure your spreadsheet management application supports the file encoding format selected
while downloading the import file template. Otherwise special characters could be corrupted. If
the field labels or data contains a comma (,), you may need to adjust the import file template
accordingly. Ensure that the corresponding labels have quotes around them.

Note

o Special characters supported: ~ ` ! @ # $ % & * ( ) _ - + = { } [ ] / : ; "

' . ? /.

o Special characters supported but require special consideration:

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

 Backward Slash (\) or Double Quote (“) : If picklist labels contain the Backward Slash ( \) or
Double Quote (“), these characters are not displayed on UI. This has nothing to do with imports
but the general behavior in application.

o Unsupported special characters: Caret (^).

4. To retain leading zeros in your import file template, change the format of the required cell. To do
so:

o Right-click the cell, and choose Format Cells.

o On the Numbertab, select the Text option, and click Ok.

o Save the CSV file.

Note
 The above procedure is in reference to Microsoft Excel application but the logic applies to all the
spreadsheet management applications.

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

Expected
Data Descri input in
Type ption Sample Field import file Sample Value

STRING Custo <custom- Text/ ABC, 123ABC, 123

m string1> Alphanumeric/
(user number
define
d)
String
fields

STRING Pre- <company>, External code <1710>, <1710-2715>

config <location> of the
ured corresponding
(syste MDF /
mic) Foundation
String object
fields

TextArea Pre- <notes> Text/ <12345ABCdef>

config Alphanumeric/
ured number
(syste
mic)
String
fields
 Expected
Data Descri input in
Type ption Sample Field import file Sample Value

HRIS_FI User- <manager- Person ID <342152>

NDUSER type id>
fields

STRING Refere <employee- Label of the <Employee>, <Contractor>

nce class> picklist
Remember
object
s of o Provide a value corresponding to
type your locale.
Picklis
t o The system will always consider
the active picklist values.

BOOLEA <is-fulltime- Yes, No or an <Y>, <Yes>, <T>, <True>, <1>, <N

N employee> equivalent >, <No>, <F>, <False>, <0>
value

DATE <probation- Dependent on

o English US: 04/20/2019
period-end- the logged in
date> user's languageo English UK: 20/04/2019
settings
Example

o Format for
US English:
MM/DD/YYY
Y
 Expected
Data Descri input in
Type ption Sample Field import file Sample Value

o Format for
UK English:
DD/MM/YYY
Y

6. When you're importing data for a new user, ensure that the <start-date> value in the initial
records of Job Information, Personal Information and Compensation Information (with the Hire
event) matches with the Hire Date maintained in the new user's Employment Details. This is
because Employee Central is an effective-dated system and any mismatch in the date values
may lead to data inconsistencies.

7. You don't need to enter the <end-date> value in the import files, as this value is calculated by
system automatically based on the start date entered.

Parent topic: Employee Data Import Process

Related Information
Import File Templates
Downloading Import File Templates
Uploading Import Files
Troubleshooting
What Is the Difference Between User-Id, Person-id-external And Per-person-uuid?
What’s the Difference Between an Effective Dated Field and a Non-Effective Dated F

Points to Note for Importing

Basic User Information
Notable points to help you prepare data to import basic user information.

General Information

Additional Operations Supported

Business Keys Data Field Definitions With Data Imports

Basic Information Import: Data

<STATUS> Define Assignment ID
Field Definitions
<USERID>
<USERNAME>
<FIRSTNAME>
<LASTNAME>
<GENDER>
<EMAIL>
<MANAGER>
<HR>
<DEPARTMENT>
<TIMEZONE>

Related Information
Assignment ID Definition

oints to Note for Importing

Biographical Information
Notable points to help you prepare data to import Biographical Information.
General Information

Business Additional Operations Supported With

Keys Data Field Definitions Data Imports

Biographical Information: Data Field

<User ID> Attach Documents
Definitions
Suppressing Identical Records
Apply Business Rules*

*
: Requires Centralized Services

Related Information
Document Attachment with Import File Templates
Suppressing Identical Records While Importing Employee Data

Business Rules in Employee Central Imports

Centralized Services for Employee Data Imports

Points to Note for Importing

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

General Information

Business Additional Operations Supported With

Keys Data Field Definitions Data Imports

Employment Details: Data Fields

<User ID> Define Assignment ID
Definition
<Hire Suppressing Identical Records*
Date> Apply Business Rules*
Rehire Former Employees (with a new
User ID)
 Business Additional Operations Supported With
Keys Data Field Definitions Data Imports

*
: Requires Centralized Services.

Standard Use Cases

Rehire Users with a New User ID

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

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

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

2. Download the import file template for Employment Information. Ensure that you’ve included the
custom date field included in the list of selected fields.
3. While preparing import data, enter the <Original Start Date> of the old employment in the custom
date field.
4. Upload the import file template.

PreviousNext

Points to Note for Importing

Global Assignment Information
Notable points to help you prepare data to import Global Assignment information.
General Information

Additional Operations Supported

Business Keys Data Field Definitions With Data Imports

Global Assignment: Data

<User ID> Define Assignment ID
Fields Definition
<Assignment Start
Date>

Related Information
Assignment ID Definition

Next

Points to Note for Importing Job

History
Notable points to help you prepare data to import Job History.

General Information

Additional Operations Supported With

Business Keys Data Field Definitions Data Imports

Job History: Data Fields

<User ID> Attach Documents
Definition
<Event Date> Delete Employee Data
<Sequence Suppress Identical Records
Number> Restrict Legal Entity changes to
Employee Profile
Trigger Workflows
Apply Business Rules
Forward Propagation
 Additional Operations Supported With
Business Keys Data Field Definitions Data Imports

Rehire Former Employees

You can import data for the following events:

 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

Related Information
Document Attachment with Import File Templates
Data Deletion using Employee Central Imports

Suppressing Identical Records While Importing Employee Data

Restricting Legal Entity Changes to an Employee Profile

Triggering Workflows with Employee Central Imports

Business Rules in Employee Central Imports

Forward Propagation of Data in Employee Central Imports

Rehiring Former Employees with Employee Central Imports

Points to Note for Importing
Compensation Information
Notable points to help you prepare data to import Compensation Information.

General Information

Compensation Information

Additional Operations Supported

Business Keys Data Field Definitions With Data Imports

Compensation Information: Data

<User ID> Delete Employee Data
Fields Definition
<Event Date> Apply Business Rules
<Sequence Forward Propagation
Number>

Pay Component Recurring

Additional Operations Supported

Business Keys Data Field Definitions With Data Imports

Recurring Pay Component: Data

<Event Date> Apply Business Rules
Fields Definition
<User ID> Forward Propagation
<Event Date>
<Sequence
Number>

Recommendation
Updating Compensation Information of Employees: While importing Compensation
Information on a given <Event Date>, we recommend that you also include the corresponding
Pay Component Recurring record on the same date. The intention is to retroactively update pay
components, and avoid manual updates in the future.
Related Information
Data Deletion using Employee Central Imports
Business Rules in Employee Central Imports

Forward Propagation of Data in Employee Central Imports

Points to Note for Importing

Personal Information
Notable points to help you prepare data to import Personal Information.

General Information

Additional Operations Supported

Business Keys Data Field Definitions During Data Import

Personal Information: Data

<Person ID Attach Documents
Fields Definition
External> Delete Employee Data
<Event Date> Suppressing Identical Records*
Apply Business Rules*

*
: Requires Centralized Services.

Related Information
Document Attachment with Import File Templates
Data Deletion using Employee Central Imports

Suppressing Identical Records While Importing Employee Data

Business Rules in Employee Central Imports

Centralized Services for Employee Data Imports

Home/Employee Data Import Process/Preparation of Import Data/Preparation of Data for
Personal Information Import/
PreviousNext

Points to Note for Importing

Phone Information
Notable points to help you prepare data to import Phone Information.

General Information

Additional Operations Supported

Business Keys Data Field Definitions During Data Import

Phone Information: Data Fields

<Person ID Suppressing Identical Records*
Definition
External> Apply Business Rules*
<Phone Type>
*
: Requires Centralized Services.

Related Information
Centralized Services for Employee Data Imports
Suppressing Identical Records While Importing Employee Data

Business Rules in Employee Central Imports

Points to Note for Importing

National ID Information
Notable points to help you prepare data to import National ID Information.
 General Information

Additional Operations Supported

Business Keys Data Field Definitions During Data Import

National ID Information: Data

<Person ID Attach Documents
Fields Definition
External> Delete Employee Data
<National ID Card Assign Temporary National ID
Type> Suppressing Identical Records*
<Is Primary> Apply Business Rules*
<Country>
*
: Requires Centralized Services.

Related Information
Document Attachment with Import File Templates
Data Deletion using Employee Central Imports

Using Temporary National ID While Hiring an Employee

Centralized Services for Employee Data Imports

Suppressing Identical Records While Importing Employee Data

Business Rules in Employee Central Imports

Using Temporary National

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

Prerequisites

 Verify if the required user accounts exist in the system.

 Verify if the fields, isTemporary and temporary-id are enabled in thenationalIdCard HRIS
element. To check the existing configuration, go to Admin Center Manage Business
Configuration Employee Central HRIS Elements nationalIdCard.

Note

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

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

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

This brings up the Import Employee Data page.

3. From the Select the action you want to perform drodown, choose Download Template.
4. From the Select an entity dropdown, choose National ID Information template.
5. Generate the template.

To know more about downloading templates, see Download Templates.

6. In the downloaded template, enter Yes in the Temporary ID Available column.

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

Note

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

8. Now, upload the import file.

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

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

Uploading Import Files

Add or update employee data by uploading import files belonging to various Employee Central
entities.
 Prerequisites

 Verify that all the required information is present in your import file.
 Verify that there are no dependencies with respect to the data being imported. For instance,
before importing data for an employee, data for the employee's manager and HR representative
must be existing in the system.
 Review the data import settings in your system.

Context

After you’ve downloaded the import file template and prepared the data to import, uploading the
import file template is the final step in the data import process. Once the file is successfully
uploaded, data is added or updated in the system accordingly.

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

Based on your selection, additional options appear on the page.

4. (Conditional) If you’ve selected Basic Import, select More Options to make additional
configurations.

For information about configuring advanced options with basic imports, refer to the Related
Information section.

5. Select a method of importing data from the Purge Type field.

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

Caution

All existing employee data (historic data included) corresponding to the selected entity will be
erased. To keep existing information, you must include the same in the import file or create a
data backup, as required.

While importing data, if the system encounters fields without any value, null values are added to
them.

o Incremental Load, to update employee data already existing in the system.

 You can also use this option to perform a Partial Import, when only the required employee data
is updated and all the other details remain unchanged. To partially import data, you to
enter &&NO_OVERWRITE&& under those fields in your import file, whose value you don't want to
modify. As a result, after you upload the file in the system, except business keys, and fields
having a value &&NO_OVERWRITE&&, all other values will be updated with values provided in
your import file.

While importing data, if the system encounters a field without any

value, &&NO_OVERWRITE&&, or null value is added to it depending on whether it supports
partial import or not.

6. Select Browse to attach the import file from your computer.

7. (Conditional) Depending on the entity you’ve selected, the Import Description field appears.
Enter a brief job description.
8. (Optional) To select a data encoding format other than Unicode (UTF-8), choose from the File
encoding dropdown.

By selecting a proper file encoding format, you can represent data in different language as
necessary.

9. (Optional) To select the file locale other than English (United States), choose from the File
Locale dropdown.

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

10. (Conditional) Define the Real-Time Threshold value.

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

Note

The mode of importing data (synchronous or asynchronous) is automatically determined by the

system depending on the number of records in your import file. During an asynchronous import,
the system validates the first 10 records. Discrepancies, if any, results in errors. After you rectify
the errors and upload the file again, the import process will continue.

11. (Optional) Select Validate Import File Data to check if there are any discrepancies in the data
provided in the template.
12. Select Import.
 The system validates the data and initiates the import process. Once the import file is uploaded
successfully, email notifications are sent with the results of your uploads, including error reports,
if any.

Next Steps

After initiating the import process, you can:

 Repeat the procedure to import other data. Generally, while importing data for an entity, you
upload a single file updated with data corresponding to the respective entity. However, you have
the option to upload multiple files corresponding to several entities at once. For more details,
refer to the FAQs in the Related Information section.

Recommendation

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

 Track the progress of your import job. To do so, click Monitor Job on the Import Employee
Data page. You can also track the status of import jobs submitted by anyone, if you have
the Allow users to view all the jobs permission. For more information, refer to the Related
Information section.

Tip

If you find your import job running for an unusually long time, it’s possible that the UI isn’t
displaying updated results. In such cases, capture the time stamp and report the incident.

Task overview: Employee Data Import Process

Related Information
Import File Templates
Downloading Import File Templates

Preparation of Import Data

Troubleshooting

Defining Import Settings for Optimal Performance

Configuring Additional Options With Basic User Import

Can Data Be Imported by Uploading Several Import Files at Once?

Which object information cannot be uploaded using the Partial Import (&&NO_OVERWRITE&&)?
 Role-Based Permissions for Employee Data Import Administrators
Previous

Configuring Additional Options

With Basic User Import
Customize your basic employee data import process by choosing from a list of available options.

Prerequisites

You are onBasic User Options page while importing basic employee data.

Procedure
1. Select the basic options as applicable to your data import process from the Basic Options tab.

Automatic Manager Transfer

Select this option... To...

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

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

Automatic En Route Document Transfer To

Move all the documents from the old manager's En Route
New Manager folder to the new manager's En Route folder.

Automatic insertion of new manager as Make the new manager a part of the review process and
next document recipient if not already remove the old manager from accountability going forward.

Automatic Document Removal

Select this option... To...

 Automatic Manager Transfer

Select this option... To...

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

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

2. Note
3. To find options related to Automatic Manager Transfer and Automatic Document Removal,
you must enable Effective Dated fields in Basic Import option from Provisioning.
4. Remember

5. As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact
your implementation partner. If you're no longer working with an implementation partner, contact
SAP Cloud Support.

6. Select compensation options as applicable to your data import process from the Compensation
Options tab.
7. Click OK.

Your changes are saved.

Next Steps

Continue with the basic data import process.

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