- Employees who have been Terminated are still set as Active in the User Data File. This could have been caused by several different reasons (from configuration issue to HRIS sync failure). Please utilize this KB to understand the issue and how to troubleshoot the problem to a certain point if you encounter it, before needing to contact Customer Success.
- We have a Terminated Employee who still shows as an Active user in Directory, Org Chart, PM and other modules and is still able to log into the instance, but in Employee Central they show as Terminated. Why is this happening?
- Terminated employee is still searchable in the profile (without checking the search inactive)
- Employee Central - Job Information
- Employee Central - Termination
Reproducing the Issue
Terminate an Employee
The employee is still active in the system after some time
This issue could be caused by any of the following or the combination of:
- Termination Event does not have a valid External Code.
- Termination Event Reason has incorrect Employee Status.
- Employee Status picklist has incorrect External Code set against Termination status.
- HRIS Sync job did not run when the Termination record became effectively active.
- The terminated status was overturned by the subsequent "event"
When a user has been Terminated in EC, has Termination Details in the Employment Details portlet, and their Job Information record has a Termination Event and their Employee Status field reflects the Termination but the user is still active according to the User Data File and other areas of the system. To troubleshoot this issue, there are several places to check first:
1) Go to the Employees Job Information in EC, and verify that the Employee Status is set to Terminated, and the latest Job Information record has a Termination Event and Event Reason. You can verify that the system is handling the Termination Event correctly by checking that the employee has Termination Details in their Employment Details portlet.
i) If not, the Termination Event is not configured correctly and can be resolved by correcting the configuration.
ii) If this is the case, navigate to Admin Tools > Picklists and download the picklist file, and open it in Excel or Open Office. Look for the Picklist “event” in the 1st column. There will be many events listed. Look under Termination and verify that the Termination event has “26” in its “external_code” field. If it does not, remove all other rows from the file except the header row and the row for the Termination event. Set the external_code to 26 and import the picklist.
iii) This will fix the Event type. Then you will need to delete the Termination from the employee’s records and Terminate again.
2) If the Termination Event was handled correctly and you can see the Termination Details in their Employment Details portlet, then the issue is elsewhere. Open the Job Information History record for the Termination event, and take note of the Event Reason used in the Termination (note that Event Reasons set user status).
3) Navigate to Manage Organization, Pay and Job Structures, select Event Reason in the left drop down menu, and then search for the Event Reason you noted down in step 2.
4) Ensure that the Employee Status field for the Termination Event Reason is set to Terminated.
i) If the Termination Event Reasons “Employee Status” is set to Active, then change it to Terminated. This is likely what the cause is, as EC will sync that Employee Status value to the User Data File.
ii) This will not update the employee’s Termination record though. You will need to manually edit the Termination record for that user, set a different Termination Event Reason, Save the record, then set the Event Reason back to the original Termination Event Reason and click Save. This will pull the new Employee Status value to the Termination record and it will correctly InActivate the user in the system.
5) If the Employee Status is set to Terminated, then the issue may be with the employee.status picklist. You can check and verify that the Employee Status “Termination” is configured correctly, by downloading the Picklist file, via Admin Tools > Picklists and use the “Export all picklist(s)” option and click Submit. Open the file in Excel or OpenOffice. Seach in the 1st column, search for “employee-status”. Then, under the employee-status picklist, look for the value “Terminated” (or whatever the Termination label is in your configuration), and ensure that a single capital “T” is set in the External Code column for the value “Terminated”.
i) If the External Code “T” is not set against the employee-status picklist value “Terminated”, then the system will not consider the action a Termination, and the user will remain active. Therefore you will need to correct this in the same fashion as described for the issue in 1) i) above.
6) If both the Event Reason and the Picklist are correct, then it is likely the daily HRIS sync job did not run when the Termination was made or became effective. To check the status of this job, you will need to raise a Support Ticket with Customer Success, who can assist you in checking the scheduled job. If the job has stopped running, Customer Success will work to reschedule and execute the job, so that EC data gets sync’ed to User Data File. At which point we would recommend we run a one-time Full HRIS Sync job to ensure all data is in sync.
i) If this is just 1 user (or a handful of users) that is still Active in the User Data File, you can also manually correct this by exporting the User Data File, removing all other users from the Export file, so only the effected users are contained in the file. Then, set their status value from “active” to “inactive”. Save the changes and then import the file via Admin Tools > Import Employee Data.
7) If the user is still active and you have verified all the checks above as configured correctly, please raise a ticket with Customer Success for an Employee Central Expert to review the issue further.
8) If the issue was caused the fact that a new event was added (whether via import or UI) after the terminate was posted, this latest event has trumped the termination event. i.e. this change has lead the system to re-activate the user again
To fix the issue please delete the last event.
The system should sync the termination correctly by the next day. If this is not corrected the next day, you would need to run a Full Sync (2510530 HRIS Sync: Job Info Sync FAQ)
Termination, Active, Inactive, , KBA , sf employee central , LOD-SF-EC-JOB , Job Information & Propagation XML , Problem