- This Knowledge Base article provides an explanation of the Fields in the Employee Import File/User Import File in SAP SuccessFactors HCM Suite.
- How to make a field change in the User Data File.
- What are the different field types available in the User Data File?
SAP SuccessFactors HCM Suite
- 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.
- 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.
- 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.
- This column includes the unique username assigned to the employee.
- Usernames are required by the system
- Usernames can not be configured as Mandatory = No
- 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: Even if the username gets changed, the USERID for the employee will remain the same
- 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.
- 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.
- This column includes the complete email address of the employee. Email is used for notifications, alerts, and resetting passwords.
- 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.
- 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.
- 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.
- These columns allow you to identify the Department, Division, or Location in which the employee belongs
- 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
- CUSTOM01 - CUSTOM15
- The customer can create up to 15 custom fields to retain specific details they need to capture.
- This field contains the userid for the dotted line manager the employee reports to.
- 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).
- This field contains the userid for the person who will act upon another user.
- 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.
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