ADMINISTRATION GUIDE PUBLIC Employee Central Imports THE BEST RUN Content

ADMINISTRATION GUIDE | PUBLIC
Document Version: Q3 2019 – 2019-09-06
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 to Employee Central Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
3 What are Role-Based Permissions?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14
3.1 Permission Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Creating Static Permission Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
View, Edit, Copy, and Delete Permission Roles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Creating a New Role for External Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
3.3 Grant Permission Roles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Granting Roles to Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Assigning Target Populations to a Role. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30
Using Relationships to Grant Permission Roles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
4 Role-Based Permissions for Administrators. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
5 Working with Data Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38
5.1 Getting Started with Data Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
5.2 Implementing Input Validation Check for Employee Central Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . 38
5.3 Foundation Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39
Foundation Data Translation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
5.4 Employee Data Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
User Account Creation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Create Persons in the System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Employment Information Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55
Job Information Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Compensation Information Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Personal Information Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66
Global Assignment Information Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
5.5 Assignment ID Definition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .68
Auto-generating Assignment ID Using a Business Rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
5.6 Centralized Services for Employee Data Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
5.7 Maintain Hire Date When Creating a New User. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
2 P U B L I C
Content

5.8 Suppressing Identical Records While Importing Employee Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
5.9 Importing Employee Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Download Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Uploading Import Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Configuring Additional Options With Basic User Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
5.10 Using Temporary National ID While Hiring an Employee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
5.11 Restricting Legal Entity Changes to an Employee Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
5.12 Manage Termination Details for Employees With Concurrent Employment. . . . . . . . . . . . . . . . . . . . . . . 81
5.13 Delete Employee Data with Employee Central Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Deleting Employee Data with a Single Entity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Deleting Employee Data with Multiple Entities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Points to Consider While Deleting Compensation Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
5.14 Triggering Workflows with Employee Central Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
5.15 Business Rule Application to Employee Central Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Creating a Business Rule for Employee Central Objects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .88
Assigning a Business Rule to an Employee Central Object. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Points to Consider While Triggering Business Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .92
5.16 Forward Propagation in Employee Central Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .93
Prerequisites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .97
Compensation Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .98
Pay Component Recurring Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
5.17 Attach Documents While Importing Employee Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Attaching Documents with Import Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Attaching Documents Compressed with Import Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
5.18 Define Import Settings for Optimal Import Performance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
5.19 FAQs: Importing Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .107
Import Basics. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Basic User Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .123
Personal Information Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Biographical Information Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
Person Relationship Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Employment Details Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Emergency Contacts and Consolidate Dependents Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Global Assignment Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .133
Termination Details Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
Consolidated Dependets Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .135
6 Performance Benchmarks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .136
6.1 Basic User Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
6.2 Biographical/Person Info Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .137
6.3 Employment Details Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
6.4 Personal Information Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .138
Content P U B L I C 3

6.5 Person Relationships (Dependents) Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
Consolidated Dependent Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
6.6 Consolidated Imports for Non-Effective Dated Entities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
6.7 Job Information Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
6.8 Compensation Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
6.9 Termination Imports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
7 General Issues and Guidelines While Importing Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
7.1 Working with User Data Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
7.2 Best Practices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .147
7.3 Points to Consider. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .149
8 Workaround for Job Info Mass Data Import with Time Off Enabled. . . . . . . . . . . . . . . . . . . . . . . . 151
8.1 Before the Import: Remove the Association for the Time Type from the Time Type Profile. . . . . . . . . . . .152
8.2 After the Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
8.3 FAQs: Time-Off. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154
9 Data Privacy and Protection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
9.1 Data Protection and Privacy Content is Centralized. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
9.2 Data Retention Management Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
4 P U B L I C
Content

1 What's New in the Employee Central
Imports Guide
This document describes changes to this guide for the recent releases.
Q3 2019
Changes to this Guide in Q3 2019
What's New Description More Information
Added a topic about points to note while
importing non-recurring pay component
information of employees
You can now import multiple records with
a same pay component value by associ
ating a unique sequence number with
each record.
Points to Note Before for Non Recurring
Pay Component Import [page 65]
Added a topic about points to note while
importing data for effective dated entities
like Job, Compensation and Recurring
Pay Component of employees.
You can now import Job information,
Compensation information, Recurring
payment information related to the single
active employment of employees using a
newly introduced field.
● Points to Note for Job History Im
port [page 57]
● Points to Note Before for Compen
sation Information Import [page
61]
Updated the personal information import
topic with a note related to global infor
mation imports.
You can now import global information of
employees in full purge mode while re
taining the existing global information,
provided you have the required role-
based permission.
Personal Information Import [page 66]
Added a topic about using assignment ID
with Employee Central Imports
You can now use assignment Id to define
a relationship between new employees
and your company.
Assignment ID Definition [page 68]
Added a topic about the introduction of
Centralized Services to work with EC Im
ports.
You can now trigger business rules or
suppress identical records while import
ing biographical information or email in
formation of employees.
Centralized Services for Employee Data
Imports [page 70]
Added a note to the topic about defining
import settings for optimal performance
You can now import a maximum of 30k
records per import file.
Define Import Settings for Optimal Im
port Performance [page 106]
Added a topic about implementing input
validation check while importing data.
You can configure the system to perform
an input validation to check for any data
discrepancies.
Implementing Input Validation Check for
Employee Central Imports [page 38]
What's New in the Employee Central Imports Guide P U B L I C 5

Q2 2019
Added a note about suppressing Job His
tory and Personal Information data
Admin can now suppress identical re
cords only while updating the existing
Job History and Personal Information en
tities.
Suppressing Identical Records While Im
porting Employee Data [page 71]
Updated the performance benchmarks
for the entities- Basic User Import, Em
ployment Details, Personal Information,
Job Information and Compensation Infor
mation
The sections now include the accurate
performance benchmarks.
Performance Benchmarks [page 136]
Q1 2019
Added a note about viewing an employ
ee's country information on the
Employee Profile page
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 imported.
Job Information Import [page 56]
Added a new topic about using tempo
rary National ID in the National ID Infor
mation template
Admins can provide an employee's tem
porary national ID in the template if that
employee does not have a valid national
ID while hiring.
Using Temporary National ID While Hiring
an Employee [page 79]
Added a new topic about restricting the
change of Legal Entity of an Employee
As an employee can only be associated
with one Legal Entity, Admins can now re
strict changing the Legal Entity of an em
ployee while importing the Job History
template.
Restricting Legal Entity Changes to an
Employee Profile [page 80]
Added a new topic about configuring
contexts for business rules
You can now allow or limit the triggering
of rules while importing the templates.
Assigning a Business Rule to an Em
ployee Central Object [page 90]
6 P U B L I C
What's New in the Employee Central Imports Guide

context for onSave business rule
 Note
This topic is merged in the parent
topic for assigning business rules to
Employee Central object
You can now select whether the rules
should be triggered for HRIS-elements.
context for onChange business rule
 Note
This topic is merged in the parent
topic for assigning business rules to
Employee Central object
You can now select whether the rules
should be triggered for HRIS-fields.
Added information about the scheduled
jobs that appear on the Monitor Job page
By default, the system only lists 25 re
sults per page.
General Issues and Guidelines While Im
porting Data [page 145]
Updated the Base Object for the HRIS-el
ement payComponentRecurring
The Base Object to be used while creat
ing business rules for compartmentaliz
ing is Compensation Information
or Compensation Information
Model.
Business Rule Application to Employee
Central Imports [page 88]
Added a new topic about assigning busi
ness rules to Employee Central objects.
With the Enable Business Rules permis
sion enabled, a business rule is triggered
only when it is assigned to the corre
sponding Employee Central object.
Creating a Business Rule for Employee
Central Objects [page 88]
Q4 2018
November 16
Added a note about providing zero (0) in
the paycompvalue column when import
ing the Pay Component Recurring tem
plate
When the Pay Component Type is set to
Number,and paycompvalue is a manda
tory field, we recommend you provide
zero (0) in the paycompvalue column
when importing the Pay Component Re
curring template.
Compensation Information Import [page
60]

November 02
Updated the steps about providing de
scription in the new field Import
Description while importing data.
While importing data, Admins can now
use the new field Import Description to
describe additional notes about the im
port you’re performing.
Uploading Import Files [page 76]
Added a new topic about deleting em
ployee data specific to an entity or delet
ing multiple entities of employees.
Admins can delete employees' data spe
cific to an entity by importing the tem
plate through the Incremental mode or
delete multiple entities of employees'
through a single template Compound De
lete.
Delete Employee Data with Employee
Updated the topic about the DELETE op
eration while importing Compensation
Information template.
In addition to Job History and Personal
Information entities, Admins can now de
lete compensation records while import
ing the Compensation Info template
through the Incremental mode.
Deleting Employee Data with a Single En
tity [page 82]
Added a new topic about the important
notes while deleting Compensation re
cords.
This section includes guidelines to be
noted while deleting Compensation re
cords.
Points to Consider While Deleting Com
pensation Records [page 86]
Updated the topic about choosing multi
ple countries while downloading a tem
plate.
While downloading a template, Admins
can now choose multiple countries from
the Select Country dropdown.
Downloading Country-specific Import
Templates [page 74]
Added a new topic about suppressing un
changed or duplicate data while import
ing employee data.
This section now includes a note about
suppressing Job History and Personal In
formation by providing a seq-number in
the import CSV file.
Suppressing Identical Records While Im
porting Employee Data [page 71]
Updated the information about the For
ward Propagation of Pay Component Re
curring records
This section now includes details about
how the forward propagation works when
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.
Pay Component Recurring Information
[page 98]
8 P U B L I C

Q3 2018
November 02
Updated the topic about forward propagating
When you insert a new Pay Compo
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.
[page 98]
August 31
Added a note about assigning a unique per
son-id-external of a person as a dependent to
an employee.
While uploading the Consolidated
Dependents template, ensure that
you assign a unique person-id-exter
nal of the dependent who is not as
sociated to an another employee.
Consolidated Dependent Template [page
140]
August 17
Download country-specific template Added a topic about downloading a
template specific to a country.
Downloading Country-specific Import
Templates [page 74]
View labels of the data fields in Available Data
Field
This section includes some points to
consider when you're downloading a
template.
Download Templates [page 73]
Upload attachments for the Termination
Details entity
Added a note about attaching docu
ments when importing Termination
Detailsentity.
Attach Documents While Importing Em
ployee Data [page 100]
Attachment-id while importing documents
through Termination Details template
This section now includes a note
about the attachment-id to be speci
fied in the CSV import file for
Termination Details entity.
Attaching Documents with Import Tem
plates [page 101]
Upload documents in a zipped file This section now includes a note
about attaching documents in a zip
ped file while importing the
Termination Details template.
Attaching Documents Compressed with
Import Templates [page 104]
Configure basic user options Added a topic about configuring ba
sic user options while uploading the
Basic Import entity.
Configuring Additional Options With Ba
sic User Import [page 77]

Q2 2018
May 04
Data fields visibility in the downloaded tem
plate
Added information about the data
fields that appears in the down
loaded template.
Downloading Import Templates [page
73]
Viewing basic user options Added steps about viewing basic
and compensation specific options
in the Basic Import entity.
Uploading Import Files [page 76]
Assigning dependents as a beneficiary when
importing the Person Relationship template
Added an FAQ about assigning a de
pendent as a beneficiary.
Can you assign a dependent as an em
ployee's beneficiary when you’re import
ing the Person Relationship template or
Consolidated Dependents template?
[page 128]
Assigning dependents as a beneficiary when
importing the Consolidated Dependents tem
plate
Added an FAQ about assigning a de
pendent as a beneficiary.
Can you assign a dependent as an em
ployee's beneficiary when you’re import
ing the Person Relationship template or
Consolidated Dependents template?
[page 128]
Q1 2018
March 19
Updating a Pay Component Non Recurring re
cord
To update an existing Pay Compo
nent Non Recurring record, you’ll
need to provide the corresponding
sequence number, in addition to
user_id, pay_component_code, and
pay_date.
Can you update a Pay Component Non
Recurring data that exists on the same
pay-date with the same pay-component-
code? [page 122]
March 09
10 P U B L I C

Enabling role-based permission to trigger
business rules when importing Job Informa
tion template
You can now assign permissions to
different user groups at the role level
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.
Business Rule Application to Employee
Enabling role-based permission to forward
propagate data when importing Job Informa
tion
You can now assign permissions to
different user groups at the role level
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.
Prerequisites [page 97]
Inactive user purge This section has been removed, and
is now available in the legacy Data
Retention Management document.
Purging Inactive Users
Setting Up and Using Data Protection and Pri
vacy
Data protection and privacy is best
when it is implemented suite-wide,
and not product-by-product, so we
centralized data protection and pri
vacy information content.
Data Protection and Privacy Content is
Centralized [page 156]
Legacy data purge function If you already use the legacy data
purge function as part of your cur
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.
Data Retention Management Options
[page 156]
Q4 2017
November 17
Deleting employee records You can delete all employee records
for an active user or a person using
the Compound Delete template.
Deleting Employee Data with Multiple En
tities [page 84]

Best practices when you're importing data for
a new user in Employee Central.
When you're importing data for a
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.
Employee Data Import [page 54]
November 03
Use the new Import Employee Data page to
download templates and upload your em
ployee data
Previously, when you downloaded a
template, all data fields were visible
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.
Importing Employee Data [page 72]
Downloading a new import template to vali
date that the columns in your import file cor
responds to the columns in the import tem
plate
This section now includes the new
navigation path to download a tem
plate.
Points to Consider [page 149]
12 P U B L I C

2 Introduction to Employee Central Imports
This guide elaborates on a solution offered by SAP SuccessFactors to help you work out an effective strategy for
your HR data management.
Employee record-keeping has a deep impact on talent and growth management of your organization. Therefore,
maintaining accurate employee records is is one of the top priorities of HR administration.
By creating and maintaining employee records, you:
● Create a talent profile of every employee and account for their past and future competancies
● Get a consolidated view of employee productivity
● Establish a relationship between employees and your company
● Adhere to industry standards
When you "cutover" to an SAP system, in this case Employee Central, a sound strategy to migrate existing HR data
is a must. It requires careful attention to detail along with right tools for optimally utilizing time and effort involved
in the implementation process.
This guide illustrates how you can efficiently perform tasks like adding new employee data to the system, migrating
existing employee data from an on-premise HCM solution to Employee Central environment or managing large
scale changes to organization or HR data. Since maintaining all sorts of information is not feasible due to cost
constraints, Employee Central Imports faciliates maintenance of employee data such as:
● Basic User Information
● Employment Information
● Job Information
● Compensation Information
● Personal Information
● Termination Information and more.
Introduction to Employee Central Imports P U B L I C 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.
Grant Permission Roles [page 27]
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.
14 P U B L I C
What are Role-Based Permissions?

Related Information
Creating Dynamic Permission Groups [page 19]
Creating Permission Roles [page 23]
Granting Roles to Groups [page 29]
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 16]
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.
What are Role-Based Permissions? P U B L I C 15

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
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.
16 P U B L I C

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.

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
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.
18 P U B L I C

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
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
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

 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.
20 P U B L I C

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

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 can be created for employees and for external users, such as External Learning Users.
Assigning Permissions to a Role [page 24]
After creating groups and roles, you'll need to assign permission roles to your employee groups.
View, Edit, Copy, and Delete Permission Roles [page 25]
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 26]
Role-based permissions support the role of External User and allows the External Learner User limited
access to complete specific tasks or training.
22 P U B L I C

3.2.1 Creating Permission Roles
Permission roles can be created for employees and for external users, such as External Learning Users.
Context
Permission roles contain a group of permissions that can be granted 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 field, select Manage Permission Roles.
3. To add a Permission Role, click the Create New button. The Permission Role Detail page opens.
4. In the Role Name field, type a name describing of what the role allows you to do.
5. In the Description field, provide a statement describing what the role allows an employee to do. Add a note
about when the role was created and by whom.
6. 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.
7. 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.

8. Select the checkboxes next to the permissions you'd like to grant to the role.
9. Click the Done button when you finish marking your selections.
10. In the Grant this role to section, click the Add button to select the employees to be granted this permission.
11. Grant the permissions and specify the target population according to what you have defined in the workbook.
For a detailed description, see the topic on granting permission roles in the Related Links section.
12. 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 him/herself.
 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.
13. Click the Done button to assign this role to the defined users. You are taken back to the Permission Role Detail
page.
14. Click the Save Changes button to complete creating the role.
Next Steps
Once this role is successfully created, the new role will be listed on the Permission Role List page.
Related Information
Grant Permission Roles [page 27]
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.
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.
24 P U B L I C

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.
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.
26 P U B L I C

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 Grant Permission Roles
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.
● 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-
28 P U B L I C

hierarchical. You can find more information in the following chapter Using Relationships to Grant Permissions
[page 32].
●  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 Granting Roles to Groups
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
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.

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
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
2. In the Tools Search, search for Manage Permission Roles.
30 P U B L I C

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
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 Using Relationships to Grant Permission Roles
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:
The Five General Relationship Types
Employee Central Only: Relationship Types for Global As
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 Delegate Relationship Assignments
As a delegator you can assign delegates to perform actions on your behalf that affects other employees in your
organization.
As a manager, you can use the Delegate A and Delegate B relationship roles to assign permissions to up to two
individuals for each role, allowing them to act as your delegates. The delegate users, you assign, will have access to
your direct and indirect reports and can perform tasks that have been permitted to you, while acting as your
delegates. You can assign up to two delegates per delegate role and each delegate can be given separate tasks or
permissions to cover different functional or regional areas.
 Note
You must configure Delegate relationship type in the Employee Central Picklist. After you've configured your
delegates, you'll see the option to give permissions to this relationship type in your system. For more
information about how to configure picklists, see the topic Picklist Configuration for Employee Status and Job
Relationship Type.
32 P U B L I C

Why would I want to use delegates?
You might use a delegate when you want to assign delegates permissions in different functional areas.
You can also assign permissions to delegates that separate functionality according to locations.
 Note
For customers still using Oracle, you may have access to configure delegate relationships in Employee Central
but the delegate relationships won't be viewable in Role-Based Permissions.

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.
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.
34 P U B L I C

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

4 Role-Based Permissions for Administrators
You must have the role-based permissions required to import employee data and perform related operations.
When there are a group of users who can access the employee data import tool in the Admin Center, you can define
the level of access for each user with role-based permissions. Based on permissions defined for a given role, users
can access different Employee Central import entities and settings.
Permission Type Permission Category Permission Name Instructions
User Permissions Employee Central Import
Entities
Employee Central Import
Entities
You can click on Import to
work with all the Employee
Central entities listed with the
permission. However, you can
click the respective checkbox
with the listed entities to se
lect those applicable.
Administrator Permissions Employee Central Import
Settings
Enable Workflows for selected
areas
You can configure the system
to trigger approval workflows
with all the entities associated
with the permission by de
fault. However, you can click
Others and manually select
applicable entities from the
option box.
Settings
Enable Business Rules for
selected areas
You can assign business rules
with all the entities associated
with the permission by de
option box.
Settings
Enable execution of rules
against NO_OVERWRITE
to manage field value changes
resulting out of rule execu
tions. All the entities associ
ated with the permission will
be applicable by default. How
ever, you can click Others and
manually select applicable en
tities from the option box.
36 P U B L I C
Role-Based Permissions for Administrators

Permission Type Permission Category Permission Name Instructions
Settings
Enable Forward Propagation
during Incremental Import
to update the future records
with a preceding value when
you insert records in incre
mental mode. All the entities
associated with the permis
sion will be applicable by de
option box.
Settings
Support cumulative update of
country-specific data for global
information import in full purge
mode
to retain existing country-spe
cific data in the employee pro
files while importing global in
formation in full purge mode.
Administrator Permissions Manage Foundation Objects Import Translations Click Select All to be able to
import foundation data and
data translations for Metadata
Framework foundation ob
jects.
Related Information
Role-Based Permissions for Administrators P U B L I C 37

5 Working with Data Imports
5.1 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.
5.2 Implementing Input Validation Check for Employee
Central Imports
Configure the system to scan the data in the import files and take appropriate actions.
Context
As a security measure, you can setup your system to scan the data included in your import file and reject malicious
content, if any.
Procedure
1. Go to Admin Center Platform Feature Settings .
The Platform Feature Settings page appears where you can enable or disable platform features.
2. Select Security Scan of User Inputs.
3. Click Save.
Your system is now configured to perform a validation on import data.
38 P U B L I C
Working with Data Imports

5.3 Foundation Data
Foundation Data is proper information that is of strategic importance to your company as a whole.
Foundation Data is a dataset consisting of information that defines your company and everything else that is
related to it such as the organization, pay and job structures and so on. Because this information is shared across
the company, it is of quintessential importance that you import foundation data before any other type of data is
imported in the system.
To simplify the import process, Employee Cental provides templates preconfigured in a CSV file format. Each
template corresponds to a data object, also known as a Foundation Object (FO), which is designed to store a
specific type of foundation data.
In Employee Central, FOs can be broadly classified into the following types which include legacy FOs as well as
Metadata Framework (MDF) FOs:
● FOs for structuring your business.
● FOs for handling job-related areas.
● FOs for handling pay-related areas.
● Other FOs.
Related Information
Foundation Objects for Structuring your Business
Foundation Objects for Handling Job-Related Areas
Foundation Objects for Handling Pay-Related Areas
Other Foundation Objects
5.3.1 Foundation Data Translation
A process through which you can maintain the foundation data of your organization in different languages.
Since foundation data includes fundamental information about your organization, pay, and job structure which is
reflected throughout the system, SAP SuccessFactors allows you to keep multilingual versions of this data in your
system. As a result, users (Administrators and employees alike) can see language-specific details of the foundation
data such as the name and description of the department, business unit, job classification and so on in their
preferred langauge.
 Note
This is applicable only if the user's preferred language is supported by the system. To find the supported
languages, go to Options Change Language .
As foundation data is imported into your system through foundation objects, the process of translating foundation
data depends upon the foundation object type.
Working with Data Imports P U B L I C 39

Importing Data Translations for Legacy Foundation Objects [page 40]
Create multilingual versions of data imported with legacy foundation objects.
Importing Data Translations for Metadata Framework Foundation Objects [page 47]
Create multilingual versions of data imported with Metadata Framework foundation objects.
Limitations [page 53]
5.3.1.1 Importing Data Translations for Legacy Foundation
Objects
Create multilingual versions of data imported with legacy foundation objects.
Prerequisites
● Verify that foundation data is imported in your system.
● Verify that Provisioning is configured to:
○ Activate the required language packs.
○ Set the default language.
○ Enable translation of Foundation Objects.
 Remember
As a customer, you do not have access to Provisioning. To complete tasks in Provisioning, contact SAP
Support.
These configurations are a part of a basic setup of Employee Central.
Context
In terms of classification, the following data objects are indentified as legacy foundation objects.
● Location Group
● Geo Zone
● Location
● Pay Range
● Pay Grade
● Pay Component
● Pay Component Group
● Frequency
● Dynamic Role
● Workflow Config
● Event Reason
40 P U B L I C

You can translate the name and decription attributes in all these foundation objects.
 Note
You can also translate custom fields in the foundation objects, provided they are of type translatable.
Translating foundation data in legacy foundation objects is a 3-step process:
1. Download the foundation object template from the system.
2. Update the template with the translations.
3. Import the template into the system.
 Note
This is a mass translation process. If you wish to add or update translations to specific instances of legacy
foundation objects, refer to the Related Information section.
Procedure
1. Go to Admin Center Import and Export Data .
The Import and Export Data page is displayed.
2. Select Download Template from the Select and action to perform dropdown.
Field Value
Select Generic Object Select FOTranslation.
Include dependencies Select one the following:
○ Yes (default value)
If selected, a zip file containing all templates corre
sponding to the parent object and related child objects
will be downloaded in CSV format.
 Note
An Import_Sequence.csv file is also included in the
zip file, containing information such as the name of
the template and the sequence in which the tem
plates should be imported.
○ No
If selected, only the template for the selected data ob
ject will be downloaded in CSV format.
Include immutable IDs Select one the following:
○ Yes
This means that the entity ID and the record ID are ex
ported.
○ No (default value)

Field Value
This means that the entity ID and the record ID are not
exported.
Exclude reference objects
 Note
This option is available only when Include
Dependencies is set to Yes.
Select one the following:
○ Yes
This means that the reference objects are not exported
in the zip file.
This means that the reference objects are exported in
the zip file.
Key Preference Select one of the following:
○ External Code
Choose this to update the business key.
○ Business Key (default value)
 Note
A business key for an MDF object is a set of fields of
the MDF object that can be used as a unique key.
The import will fail since the new business key is consid
ered a new record - and for this record, there is already
an externalCode.
Hide External Code
 Note
This option is available only when Key Preference is set
to Business Key.
○ Yes
3. Click Download.
A popup window appears prompting you to select a location on your computer to download the zip file. Select
an appropriate location and save the zip file on your computer.
4. Open the template. If you have downloaded the template with dependencies included, then extract the zip file
and open the template.
The template is typically titled FoTranslation.csv.
The template is formatted to include the following column headers:
Title Description
externalCode This column must contain the external code assigned to all
the existing legacy foundation objects by the system
respectively.
 Note
This value does not correspond to any external code
that you have created or imported as an Administrator.
42 P U B L I C

Title Description
It is the FoTranslation-specific external code created
when you configure the system to enable foundation
object translation from Provisioning.
foObjectID This column must contain the identifier assigned to all
existing instances of legacy foundation objects by the
system respectively.
 Note
This identifier is created when you configure the system
to enable foundation object translation from
Provisioning.
foType This column must contain the type of the legacy foundation
object.
 Example
businessUnit, jobFunction, company
foField This column must contains the HRIS-field ID of all
translatable fields of a legacy foundation object.
 Note
Typically, the name and description fields of a
given legacy foundation object are translatable.
However, you can also translate custom fields in the
foundation objects, provided they are of type
translatable.
value.<locale ID> There will be one column for each language pack selected in
Provisioning. These columns must contain translations of
the data that you have entered for the foField of a given
foType respectively.
 Remember
Support.
Following is an example of a translated file, the translations are highlighted:

 Example
5. To import the template, select Import Data from the Select and action to perform dropdown on the Import and
Export Data page.
6. Select one of the following options:
○ CSV File, if you have downloaded the template excluding any related dependencies. On select, a form
appears with the following fields:
Field Value
Select Generic Object Select FOTranslation.
File Click Choose File and select the file that you want to
upload.
File Encoding Choose the correct file encoding for your data.
Purge Type Select Full Purge.
Suppress Redundant Date-Effective Records Select one of the following:
○ No
○ External Code
 Note
A business key for an MDF object is a set of
fields of the MDF object that can be used as a
unique key.
The import will fail since the new business key is
considered a new record - and for this record, there
is already an externalCode.
Use Locale Format Select one of the following:
44 P U B L I C

Field Value
○ Yes
On select, another field Locale appears to select a
locale.
Date Format This field is hard coded as MM/DD/YYYY.
○ ZIP File, if you have downloaded the template including related dependencies. On select, a form appears
with the following fields:
Field Value
File Click Browse and select the file that you want to upload.
7. (Optional) Click Validate to perform a data sanity check before importing.
8. Click Import.
If successful, data translations for legacy foundation objects will be imported into the system.
Results
After the import, the system determines the language in which foundation data is shown to users based on the
following order of precedence:
1. Logon language of the user: This is the language selected by the user in the Options Change Language
section.
2. Default company language: If no translation is available in the logon language of the user. Default company
language is based on the configuration setting made in Provisioning.
 Remember
Support.
3. US English: When there is no translation is available in the default company language.
Translating Data in Legacy Foundation Object Instances [page 46]
Add or change translations in existing instances of legacy foundation objects.
Related Information
Employee Central Configuration: Setting Basic Options

5.3.1.1.1 Translating Data in Legacy Foundation Object
Instances
Add or change translations in existing instances of legacy foundation objects.
Prerequisites
Data translations for legacy foundation objects are imported in the system.
Context
After importing data translations for legacy foundation objects through the mass import method, you can modify
translations in an existing instance of a legacy foundation object if required. To do so, you must edit the respective
foundation object instance and modify the translations by adding or updating data as necessary.
 Recommendation
Follow this method only you want to add or change only a few terms in the legacy foundation object instance.
Example: Revising terms that have not been translated appropriately.
For information about mass importing translations for legacy foundation objects, refer to the Related Information
section.
Procedure
1. Go to Admin Center Manage Organisation, Pay and Job Structures .
2. Select a legacy foundation object type from the first Search dropdown.
 Example
Location Group
3. Select a corresponding instance of legacy foundation object type from the second Search dropdown.
The selected data object instance is displayed on screen.
4. Go to Take Action Make Correction .
The data object is available in edit mode.
5. Click  (View Translations) against a given field in the data object.
 Note
Translatable fields of the data object are associated with the  icon.
46 P U B L I C

A popup window appears with a list of supported languages and free text fields for entering translations. The
list of languages correspond to the language packs activated in Provisioning.
 Remember
Support.
6. Click Finished.
7. Enter the translations for other fields in a similar manner.
8. Click Save.
The foundation object instance is updated with the new translations.
Task overview: Importing Data Translations for Legacy Foundation Objects [page 40]
Related Information
Importing Data Translations for Legacy Foundation Objects [page 40]
5.3.1.2 Importing Data Translations for Metadata Framework
Foundation Objects
Create multilingual versions of data imported with Metadata Framework foundation objects.
Prerequisites
● Verify that foundation data is imported in your system.
● Verify that Provisioning is configured to:
○ Activate the required language packs.
○ Set the default language.
 Remember
Support.
These configurations are a part of a basic setup of Employee Central.
● Verify that you have the following permission: Import Translations.
For information about assigning permissions to your role, refer to the Related Information section.

Context
In terms of classification, the following data objects are indentified as Metadata Framework foundation objects
(also known as Generic Objects).
● Legal Entity
● Business Unit
● Cost Center
● Division
● Department
● Job Classification
● Job Function
● Pay Group
● Pay Calendar
You can translate the name and decription attributes in all these foundation objects.
 Note
You can also translate custom fields in the foundation objects, provided they are of type translatable.
Translating foundation data in generic foundation objects is a 3-step process:
1. Download the foundation object template from the system.
2. Update the template with the translations.
3. Import the template into the system.
 Note
This is a mass translation process. If you wish to add or update translations to specific instances of Metadata
Framework foundation objects, refer to the Related Information section.
Procedure
1. Go to Admin Center Import and Export Data .
The Import and Export Data page is displayed.
2. Select Download Template from the Select and action to perform dropdown.
Field Value
Select Generic Object Select a foundation object for which you want to import
translations.
 Example
Legal Entity
Include dependencies Select one the following:
48 P U B L I C

Field Value
If selected, a zip file containing all templates corre
sponding to the parent object and related child objects
will be downloaded in CSV format.
 Note
An Import_Sequence.csv file is also included in the
zip file, containing information such as the name of
the template and the sequence in which the tem
plates should be imported.
○ No
If selected, only the template for the selected data ob
ject will be downloaded in CSV format.
Include immutable IDs Select one the following:
○ Yes
This means that the entity ID and the record ID are ex
ported.
This means that the entity ID and the record ID are not
exported.
Exclude reference objects
 Note
This option is available only when Include
Dependencies is set to Yes.
○ Yes
This means that the reference objects are not exported
in the zip file.
This means that the reference objects are exported in
the zip file.
○ External Code
 Note
A business key for an MDF object is a set of fields of
the MDF object that can be used as a unique key.
The import will fail since the new business key is consid
ered a new record - and for this record, there is already
an externalCode.
Hide External Code Select one the following:
○ Yes

Field Value
 Note
This option is available only when Key Preference is set
to Business Key.
3. Click Download.
A popup window appears prompting you to select a location on your computer to download the zip file. Select
an appropriate location and save the zip file on your computer.
4. Open the template. If you have downloaded the template with dependencies included, then extract the zip file
and open the template.
In the template, there will be one column for each language pack that you have selected in Provisioning. These
columns must contain translations of data corresponding to the translatable fields of the respective foundation
object.
5. To import the template, select Import Data from the Select and action to perform dropdown on the Import and
Export Data page.
6. Depending upon how you have downloaded the legacy foundation object translation template, select:
○ CSV File, if you have downloaded the template excluding any related dependencies. On select, a form
appears with the following fields:
Field Value
Select Generic Object Select the respective foundation object for which you
want to import translations.
File Click Choose File and select the file to upload.
File Encoding Choose the correct file encoding for your data.
Purge Type Select Full Purge.
Supress Redundant Date-Effective Records Select one of the following:
○ No
○ External Code
 Note
A business key for an MDF object is a set of
fields of the MDF object that can be used as a
unique key.
The import will fail since the new business key is
considered a new record - and for this record, there
is already an externalCode.
Use Locale Format Select one of the following:
50 P U B L I C

Field Value
○ Yes
On select, another field Locale appears to select a
locale.
○ ZIP File, if you have downloaded the template including related dependencies. On select, a form appears
with the following fields:
Field Value
File Click Browse and select the file that you want to upload.
7. (Optional) Click Validate to perform a data sanity check before importing.
8. Click Import.
If successful, data translations for the foundation object will be imported into the system.
Results
After the import, the system determines the language in which foundation data is shown to users based on the
following order of precedence:
1. Logon language of the user: This is the language selected by the user in the Options Change Language
section.
2. Default company language: If no translation is available in the logon language of the user. Default company
language is based on the configuration setting made in Provisioning.
 Remember
Support.
3. US English: When there is no translation is available in the default company language.
Translating Data in Metadata Framework Foundation Object Instances [page 52]
Add or change translations in existing instances of Metadata Framework foundation objects.
Related Information
Assigning Permissions to a Role [page 24]

5.3.1.2.1 Translating Data in Metadata Framework Foundation
Object Instances
Add or change translations in existing instances of Metadata Framework foundation objects.
Prerequisites
Data translations for Metadata Framework foundation objects (also known as generic objects) are imported in the
system.
Context
After importing data translations for generic foundation objects through the mass import method, you can modify
translations in an existing instance of a generic foundation object if required. To do so, you must edit the respective
foundation object instance and modify the translations by adding or updating data as necessary.
 Recommendation
Follow this method only you want to add or change only a few terms in the generic foundation object instance.
Example: Revising terms that have not been translated appropriately.
For information about mass importing translations for generic foundation objects, refer to the Related Information
section.
Procedure
1. Go to Admin Center Configure Object Definitions .
2. Select a generic foundation object type from the first Search dropdown.
 Example
Legal Entity
3. Select a corresponding instance of generic foundation object type from the second Search dropdown.
The selected data object instance is displayed on screen.
4. Go to Take Action Make Correction .
The data object is available in edit mode.
5. Click  (View Translations) against a given field in the data object.
 Note
Translatable fields of the data object are associated with the  icon.
52 P U B L I C

A popup window appears with a list of supported languages and free text fields for entering translations. There
is also an entry that shows the default value currently set for the selected field. The list of languages
correspond to the language packs activated in Provisioning.
 Remember
Support.
6. Click Finished.
7. Enter the translations for other fields in a similar manner.
8. Click Save.
The foundation object instance is updated with the new translations.
Task overview: Importing Data Translations for Metadata Framework Foundation Objects [page 47]
5.3.1.3 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.
Within Employee Central, there are two areas where the Employee Profile is used and where the foundation object
translations are not shown:

5.4 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. User Account Creation [page 54]
Employee data import process begins with the creation of user accounts in the system.
2. Create Persons in the System [page 55]
3. Employment Information Import [page 55]
How you can use the employee data import tool to migrate or update employment information of
employees.
4. Job Information Import [page 56]
How you can use the employee data import tool to migrate or update job information of employees.
5. Compensation Information Import [page 60]
How you can use the employee data import tool to migrate or update compensation information of
employees.
6. Personal Information Import [page 66]
How you can use the employee data import tool to migrate or update personal information of employees.
7. Global Assignment Information Import [page 67]
How you can use Employee Central Imports to associate country-specific information of employees
belonging to different countries with their respective user accounts.
5.4.1 User Account Creation
Employee data import process begins with the creation of user accounts in the system.
To create user accounts in the system, you must import the following data for each employee:
54 P U B L I C

1. Basic Information: With this import, basic information about each employee such as first name, last name,
email id, and so on is populated in the system and user accounts are created. Importing this information is
mandatory as a part of the employee data import process.
2. Extended Information: With this import, extended information about each employee such as date of birth,
citizenship, nationality, and so on is populated in the system and linked with respective user accounts.
Importing this information is not mandatory as a part of the employee data import process, and can be
performed anytime.
3. Background Information: With this import, background information of employees such as educational
qualification, certification information, work experience internal and external to the organization, known
languages, active community memberships and so on is populated in the system and linked with respective
user accounts. Importing this information is not mandatory as a part of the employee data import process, and
can be performed anytime.
Parent topic: Employee Data Import [page 54]
Next: Create Persons in the System [page 55]
5.4.2 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.
Previous: User Account Creation [page 54]
Next: Employment Information Import [page 55]
5.4.3 Employment Information Import
How you can use the employee data import tool to migrate or update employment information of employees.
Importing employment information is the third step in the employee data import process. Employment information
defines the terms agreed upon by the employer and the employee at the time of hiring.
Migration of employment information is a two fold process, which involves importing the following data for each
employee:

1. Employment Details: With this import, key employment details such as start date, hire date, stock grants,
option grants and so on are populated in the system and linked to respective employee accounts. This is a
mandatory import.
2. Work Eligibility: With this import, you can upload information that helps you determine the eligibility of
employees to work with your organization. However, this import is optional and can be performed anytime.
Previous: Create Persons in the System [page 55]
Next: Job Information Import [page 56]
5.4.4 Job Information Import
How you can use the employee data import tool to migrate or update job information of employees.
Importing job information is the fourth step in the employee data import process. Job information comprises of a
detailed account of the current job assignments of all the employees in your organization. Relative associations
with the current job assignment can also be a part of the job information of an employee.
Migration of employment information is a two fold process, which involves importing the following data for each
employee:
1. Job History: With this import, information about the current job assignment of employees is populated in the
system and associated with respective employee accounts. This is a mandatory import.
2. Job Relationships: With this import, information about relative associations with the current job assignments
of employees is populated in the system and associated with respective employee accounts. However, it is not
mandatory to import this information as a part of the employee data import process. It can be performed
anytime.
Previous: Employment Information Import [page 55]
Next: Compensation Information Import [page 60]
56 P U B L I C

5.4.4.1 Points to Note for Job History Import
Information about notable aspects, inherant system behavior, and standard usecases related to job history data
imports.
The <Personal_ID_External> HRIS field and its significance in the data
import process
<Person ID External> <personal_ID_external> is a HRIS field that is preconfigured in the jobInfo
element. It is a unique identifier of an employee. While an employee can have multiple user IDs (<user_sys_id>)
as a result of multiple employments, there can only be one <Person ID External> associated with the
employee.
You can update job information related to the employee's currently active employment on a given date using their
assigned <Person ID External>. However, while doing so, you must enter a constant value
&&USE_PERSON_ID_EXTERNAL&& in the corresponding user ID field.
 Example
User ID Person ID External
Result (when the employee
has a single active
employment on a given date)
Result (when the employee
has a multiple active
employment on a given date)
&&USE_PERSON_ID_EXT
ERNAL&&
P1 The system derives the
<User_sys_ID> of the
employee's active
employment and processes
the record.
The system throws an error
and processes the next
record.
U1 N/A The system processes the
record for the provided
<User_sys_ID>
The system processes the
<User_sys_ID>
U1 P1 The system processes the
<User_sys_ID>
The system processes the
<User_sys_ID>
N/A P1 The system will not process
the record and will throw an
error after validating the
data.
The system will not process
the record and will throw an
error after validating the
data.
Standard Usecases
Following are some standard usecases to help you get a better understanding of how <Person ID External>
impacts the job information of employees.

Contingent Worker converted to a full time employee
Employment Type Start Date
User ID
(<user_sys_id>)
Person ID External
(<person_id_external
>) Employment Status
Contingent Worker 01/01/2001 UID1234-CS PID1234 Active. Will be
terminated on
01/06/2001
Full Time Employment 01/06/2001 UID1234-1 PID1234 Active from
01/06/2001
Result:
● If you import data using the <Person ID External> on 01/04/2001, the system will update the record
associated with user ID: UID1234-CS.
associated with user ID: UID1234-1.
Full time employee converted to a Contingent Worker
User ID
(<user_sys_id>)
Person ID External
Full Time Employment 01/01/2001 UID1234 PID1234 Active. Will be
terminated on
01/06/2001
Contingent Worker 01/06/2001 UID1234-CS PID1234 Active from
01/06/2001
Result:
● If you import data using the <Person ID External> on 01/12/2000, the system will throw an error as there
are no active employments on the provided date.
associated with user ID: UID1234.
associated with user ID: UID1234-CS.
Employee with an active Home Assignment and an active Global Assignment
User ID
(<user_sys_id>)
Person ID External
Home Assignment 01/01/2001 UID1234 PID1234 Active
Global Assignment 01/06/2001 UID1234-GA PID1234 Active from
01/06/2001
Result:
● If you import data using the <Person ID External> on 01/08/2001, the system will throw an error as there
are multiple active employements on the provided date.
58 P U B L I C

ADMINISTRATION GUIDE PUBLIC Employee Central Imports THE BEST RUN Content

ADMINISTRATION GUIDE PUBLIC Employee Central Imports THE BEST RUN Content

Recommended

Recommended

More Related Content

Similar to ADMINISTRATION GUIDE PUBLIC Employee Central Imports THE BEST RUN Content

Similar to ADMINISTRATION GUIDE PUBLIC Employee Central Imports THE BEST RUN Content (20)

More from Angela Tyger

More from Angela Tyger (20)

Recently uploaded

Recently uploaded (20)

ADMINISTRATION GUIDE PUBLIC Employee Central Imports THE BEST RUN Content