2507071 - Employee Central - Email Info HRIS Sync

This article explains how HRIS Sync works for emailInfo in EC.

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• SAP SuccessFactors HXM Suite
• SAP SuccessFactors Employee Central

Hard-Coded Sync FAQ

• The synchronization of emailInfo data to EP works as such
• Currently there are 2 main fields delivered with the emailInfo element
• email-type is used to define the type of e-mail address being stored
• The "email-address" field is used to capture the actual e-mail address of that type:

HRIS Element	EC Fields
emailInfo	email-type email-address

How does the system know what e-mail Type to map to the "e-mail" field in EP?

• The synchronization is hard-coded based on the pre-delivered picklist "ecEmailType" assigned to the "email-type" field in the emaileInfo elements configuration
• What are the hard-coded/standard sync mappings?
• The system (by default) will map the data using the e-mail type - as per the below pre-delivered ecEmailType picklist - we map using the external_code of the picklist value:
  
  

Hard-Coded Sync Mappings between EC  (based on external_code of ecEmailType picklist) and EP fields

• By default the system will always synchronize the "Business" (B) Email Type
• See "Special Handling for emailInfo Sync - Hard-coded Vs Custom" below for more information

Custom Sync Mappings for emailInfo (overriding the hard-coded mappings)

• It is possible to override the Hard-Coded Sync Mappings with custom mappings
• If you are happy to use the Hard-Coded mappings, do not define any hris-sync-mappings for emailInfo in the Succession Data Model
• If you'd like to customize, make sure each of the email-types is mapped (see example below) where we sync the "email-address" field from EC to EP.
  Please note if this is not done, the hard coded mappings will not be respected and you may see data not synced or unexpected data synced which may expose personal information you do not wish to be mapped. 
  
• The system knows which field to map to based on the external_code of the picklist.
• As per the example below, use the external_code from the picklist to identify the "entity-type":

  <hris-sync-mappings>
    <hris-element-ref refid="emailInfo">
      <hris-mapping entity-type="B" >
        <hris-field-ref refid="email-address"/>
        <standard-element-ref refid="email"/>
      </hris-mapping>
      <hris-mapping entity-type="P" >
        <hris-field-ref refid="email-address"/>
        <standard-element-ref refid="custom15"/>
      </hris-mapping>
      <hris-mapping entity-type="O" >
        <hris-field-ref refid="email-address"/>
        <userinfo-element-ref refid="cust_EmailAddress"/>
      </hris-mapping>
    </hris-element-ref>

Special Handling for emailInfo Sync. Hard-coded Vs Custom

A validation is used when importing Succession Data Model: For hris-mapping configuration of nationalIdCard/emailInfo/phoneInfo, "entity-type" is a mandatory attribute.

Sync Logic:

Special Note:

If both Personal (P) and Business (B) emails are configured in the hris-sync-mapping section of the Succession Data Model to synchronize to the "email" standard-element, the sync logic will behave as follows:

  <hris-sync-mappings>
    <hris-element-ref refid="emailInfo">
      <hris-mapping entity-type="B" >
        <hris-field-ref refid="email-address"/>
        <standard-element-ref refid="email"/>
      </hris-mapping>
      <hris-mapping entity-type="P" >
        <hris-field-ref refid="email-address"/>
        <standard-element-ref refid="email"/>
      </hris-mapping>
    </hris-element-ref>

Behaviour:

1. If the user only has one of the two email types created in emailInfo, that email-address will be synchronized
2. If the user has both email types created in emailInfo, then the "Last Modified" email-address will be synchronized

Recommendation:

• It is not recommended to configure both Personal (P) and Business (B) email-types to synchonize to the standard-element "email"
• Instead define a hris-sync-mapping for Personal email-type to synchronize to a different field
• Ideally you do not want to allow System Email Notifications to be sent to a Personal E-mail account
• This would mean all system emails are sent there, including any Password Reset emails
• You should synchronize other non-business email addresses to a custom field or userinfo-element

Best Practice Recommendations:

• It's recommended you do not configure/map the email-address of any type to the "username" field in Employee Profile

• Do NOT configure username as a standard-element-ref. View Guide: Fields Hard-Coded for Syncing  
• As there is no "uniqueness" check available on EC side, the system can try to pass non-unique values to "username" which would result in UI/Import errors when attempting to do so
•  2336779 - Invalid HRIS Sync Mapping Configuration " HRIS Sync Job Failure"

Example:

  <hris-sync-mappings>
    <hris-element-ref refid="emailInfo">
      <hris-mapping entity-type="B" >
        <hris-field-ref refid="email-address"/>
        <standard-element-ref refid="username"/>
    </hris-element-ref>

FAQ - Additional Information

Q) Where can I get information on this from the Guide?

A) Guide:Implementing Employee Central Core

Chapter: Human Resource Information System (HRIS) Synchronization

• 2328243 - HRIS Sync: Configuring a sync-mapping from an EC field to username (EP) - for more information
• 2172427 - HRIS Sync - Data Synchronization From EC to EP - Hard Coded Sync Mappings
• 2336779 - Invalid HRIS Sync Mapping Configuration " HRIS Sync Job Failure"
• 2080728 - Employee Central: What is HRIS Sync?

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