SAP Knowledge Base Article - Public

2087504 - Data Imports & Exports - Explanation of the Fields in the Employee Import File: User Import File

Symptom

This article provides you an explanation of the Fields in the Employee Import File: User Import File.

Environment

SAP SuccessFactors Platform / BizX.

Resolution

The Employee Import data file looks like a spreadsheet, with each column dedicated to a specific data point. This spreadsheet is stored as a comma separated value (csv). A brief description of each column is noted below. To view an example, please log into your instance as a user that has administrative privileges. The administrator has the ability to export employees under Manage Users.
 
Column descriptions:

  • Header Row 1: System Keys
    DO NOT make any changes to this row. This row includes the system keys used to organize your employee data.

  • Header Row 2: Data Labels
    This row is displays the field labels that identify the employee data points shown in the system. NOTE: Even though this row is not mandatory, the Employee Import will read user data only from the third row on.

  • Do not change these labels:
    STATUS column: Do not change, associated with the STATUS system key.
    USERID column: Do not change, associated with the USERID system key.

  • It is okay to change the following labels:

    All remaining columns: You can leave the labels as-is or enter the term you want to use. The term you enter is the term that displays in the system. For example, you might want to change the label in column I, from Manager to Supervisor. NOTE: If you make changes to these labels, you must notify your Implementation Consultant to have the changes added to the system.

    Column A (User status): This column determines if the employee is a valid user in the system. For each employee, enter only one of these two options:
    Active = Denotes a current user in the system; Inactive = Denotes that a user is on leave-of-absence or terminated.

    Column B (USERID): This column includes the unique identifier of the employee. The USERID is a system identifier permanently associated with the employee. USERIDs must be at least 4 characters long and can never be changed, even if the employee changes their name.

    Column C (Username): This column includes the unique username assigned to the employee. Usernames are used when logging into their accounts. Usernames can be changed as needed, for example, when a person marries and wants to use a different name. NOTE: The USERID for the employee remains the same.

    Column D–F (Name fields): These three columns allow you to enter the full name of the employee as it will be shown in the system. For example, you enter nicknames or given names. You can change the names as needed. NOTE: The USERID for the employee remains the same.

    Column G (Gender): This column identifies the gender of the employee so that Writing Assistant will use the correct gender pronoun (for example, he/his or she/her) when suggesting feedback text. For each employee, enter only one of these options: M = Male; F = Female.

    Column H (Email address): This column includes the complete email address of the employee. Email is used for notifications, alerts, and resetting passwords.

    Column I (Manager hierarchy): This column establishes the manager-employee relationship. You must enter the manager’sUSERID for each employee, not the manager’s username. For each employee, enter only one of these options: Manager’s USERID: Enter the exact USERID of the current manager of the employee; or NO_MANAGER: Enter this phrase for the highest level employee or for employees without managers, such as a CEO. NOTE: The system requires a manager-employee relationship to add the employee into the system. Make sure that every employee has either: a valid manager listed or NO_MANAGER, otherwise, the Employee Import file will fail to load.

    Column J (HR representative): This column includes theUSERID of the human resources (HR) representative assigned to the employee. You must enter the HR representative’s USERID, not the HR representative’s username. For each employee, enter only one of these options: HR representative’s USERID: Enter the exact USERID of the assigned HR representative; or NO_HR: Enter this phrase if no HR representative was assigned to the employee.

    Column L (Job code): This column includes the job code assigned to the employee based on their job role. The job code is used to determine which role-specific competencies automatically display on review forms. The job code entered here must match the job code recorded in the Families & Roles page in the system.

    Columns K, M, N: Filter fields by default, these columns allow you to identify the Department, Division, or Location in which the employee belongs. However, if you don’t organize your employees into such groupings, you can repurpose these columns as general search filters. Filters are used when searching for a specific user in the Performance Manager Enterprise Edition. You can determine how you want to group employees.

  • Custom/Other fields:

    CUSTOM01 - CUSTOM15: The customer can create up to 15 custom fields to retain specific details they need to capture.

    MATRIX_MANAGER: This field contains the userid for the dotted line manager the employee reports to.

    DEFAULT_LOCALE: This field contains the language specified by the company/user. If the field is empty the language will default to the value defined for the company (e.g. en_US or en_UK).

    PROXY: This field contains the userid for the person who will act upon another user.

    PASSWORD: This is a system wide configuration setting field. It allows the administrator the option to define a default password for the employee to use.

    CUSTOM_MANAGER: We added the Custom Manager (EC) and Custom Report (ER) roles. The EC/ER roles allow you to create alternate relationships, such as a Mentor or Coach as the EC and the coached employee as the ER. These roles work like the matrix manager roles in the system, with all the same role permissions.
Name Table Column Name Data Type Max Length
userId USERS_SYSINFO USERS_SYS_ID String 100
username USERS_SYSINFO USERS_SYS_USERNAME String 100
email USERS_SYSINFO USERS_SYS_EMAIL String 100
gender USERS_SYSINFO USERS_SYS_GENDER String
lastName USERS_SYSINFO USERS_SYS_LASTNAME String 128 
firstName USERS_SYSINFO USERS_SYS_FIRSTNAME String 128
mi USERS_SYSINFO USERS_SYS_MI String 128
nickname USERS_SYSINFO USERS_SYS_NICKNAME String 128
suffix USERS_SYSINFO USERS_SYS_SUFFIX String 128
salutation USERS_SYSINFO USERS_SYS_SALUTATION String 128
department USERS_SYSINFO USERS_SYS_DEPARTMENT String 128
division USERS_SYSINFO USERS_SYS_DIVISION String 128
location USERS_SYSINFO USERS_SYS_LOCATION String 128
jobCode USERS_SYSINFO USERS_SYS_JOBCODE String 128
hireDate USERS_SYSINFO USERS_SYS_HIREDATE Date N/A 
companyExitDate USERS_SYSINFO USERS_SYS_EXITDATE Date N/A 
timeZone USERS_SYSINFO USERS_SYS_TIMEZONE Date 64
managerId USERS_SYSINFO USERS_SYS_MANAGERUID String 100
hrId USERS_SYSINFO USERS_SYS_HRUID String 100
defaultLocale USERS_SYSINFO USERS_SYS_DEFAULTLOCALE String 32 
loginMethod USERS_SYSINFO USERS_SYS_LOGIN_METHOD String
status USERS_SYSINFO USERS_SYS_VALID String  2
custom01 USERS_INFO USERS_VALUE String 256
custom02 USERS_INFO USERS_VALUE String 256
custom03 USERS_INFO USERS_VALUE String 256
custom04 USERS_INFO USERS_VALUE String 256
custom05 USERS_INFO USERS_VALUE String 256
custom06 USERS_INFO USERS_VALUE String 256
custom07 USERS_INFO USERS_VALUE String 256
custom08 USERS_INFO USERS_VALUE String 256
custom09 USERS_INFO USERS_VALUE String 256
custom10 USERS_INFO USERS_VALUE String 256
custom11 USERS_INFO USERS_VALUE String 256
custom12 USERS_INFO USERS_VALUE String 256
custom13 USERS_INFO USERS_VALUE String 256
custom14 USERS_INFO USERS_VALUE String 256
custom15 USERS_INFO USERS_VALUE String 256

Keywords

employee import, employee import file, fields employee import, UDF fields, user import file, user import fields, user import file fields, user import data type, data type , KBA , sf bizx system/platform , sf bizx performance management , LOD-SF-PLT , Foundational Capabilities & Tools , LOD-SF-PLT-UIM , Employee Import Issues , How To

Product

SAP SuccessFactors HCM Core all versions