3044382 - User Based HRIS Sync

Symptom

From the 1H 2021 release on, you can now run a full HRIS sync for selected employees using the HRIS Sync job.

With this new option in the HRIS Sync job configuration, you can now synchronize all data from the beginning of the employee’s lifecycle at the company and select which employee’s you would like to sync the data for. In previous releases, the only way to fix HRIS Sync related issues for specific employees was to run a full sync against all users which can be both time consuming and impact performance of the environment. Now this can be done for specific employees.

Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental.

Environment

SAP SuccessFactors Employee Central
HRIS Sync

Reproducing the Issue

From the 1H 2023 Release:

You can configure, run and monitor the required job from the Admin Center via Scheduled Job Manager.

Resolution

1. To begin, prepare a CSV file with the User IDs that you will want to include in the HRIS Sync job. The following example contains six employees that the HRIS Sync job will pull from during step 5:

Please Note:

The CSV file should contain only a single column with the header ‘USER_ID’ as shown above. The job will fail if the header is not contained in the file.
Once the HRIS Sync job runs and completes successfully, the CSV file will clear all data except for the header.
There is a limit of 1000 User IDs that can be included within the FTP file. If the file has more than 1000 records, the job will fail with an error code of “Error occurred. Please, see error details”. When checking the details of the failure, an error will be shown, “Will not process the sync. Found 1001 IDs which is greater than the limit of 1000”

2. Go to Admin Center > Scheduled Job Manager > Job Scheduler > Create Job Request

3. Select job type "Sync HRIS Data for Specific Users" . Provide a name for the Job and select a Job owner.

4. Fill in the FTP information, such as the Host Address, FTP Login and FTP Password:

Please Note:

'File Path' is related to the login user's home directory, please provide a path without any open spaces in the file path. If the file were be inside another folder, for example 'incoming' folder, the 'File Path' field will be '/incoming'
Do not change the File Name as this will break the configuration once it has been set up.
The file should be on the server. Please refer to the below documentation:

2087993 - SFTP: Automating Data Imports & Exports via a Scheduler in SuccessFactors
2212605 - Understanding and using the generic sections - Scheduled Job setup - Partner & Support

5. Next, add the designated File Path and File Name.

Please Note: PGP File Encryption is not supported with the HRIS Sync Job, please keep this setting set to ‘None’.

6. The Job Occurrence can be set to ‘Once’ or ‘Recurring’, we suggest to set this up as a recurring daily job where a customer can add users as needed to the CSV file in order to complete the user based full HRIS sync at the scheduled time. Notifications can also be setup during this step to go out to administrators monitoring this job:

7. Once the HRIS Sync job is scheduled, you will need to ‘Submit’ the job and this will complete the configuration of the User ID based HRIS Sync job.

This job will automatically pull the User IDs from the FTP file that is configured in the HRIS Sync job and run the full sync for those users at the job runtime. Once the job is complete, the FTP file will be cleared automatically, and the administrator is free to include additional users when necessary.

Please Note: The job will run again as scheduled regardless if the CSV file has data, an empty file will send a ‘successful notification’.

For more information about this feature, please see the What's New Viewer

Enhancement to HRIS Sync in 1H 2021 Release Blog
What's New Viewer - User ID-Based HRIS Sync

FAQ - Additional Information

Q) Where can I get more information on this topic in the Guides?

A) Guide: Employee Central Master Guide

Chapter: Configuring an HRIS Sync Job

Q) Is File Encryption: .pgp extension supported?

A) PGP File Encryption is not supported with the HRIS Sync Job, please keep this setting set to ‘None’.

Keywords

EC, HRIS, Full HRIS Sync, User-Based HRIS, ECT-132689, sync hris data for specific users, Scheduled Job Manager , KBA , LOD-SF-EC-HRS , HRIS Sync , How To

Product

SAP SuccessFactors Employee Central all versions ; SAP SuccessFactors HCM all versions