SAP Knowledge Base Article - Public

2087541 - Data Imports & Exports: Removing values from the filters Dept, Div, Location, etc... - Platform

Symptom

  • How do I remove values from the filters (Dept, Div, Location, etc...) that we are no longer using?

Environment

  • BizX Platform

Resolution

  • If there are values in filter lists that the client believes they are no longer using those values most likely lie with the INACTIVE employee's user directory data. These invalid values could also still be in ACTIVE employee's user directory data. The values used in the filters are pulled from the User Directory data (ACTIVE employee's data and INACTIVE employee's data).

 

     To remedy this follow these steps:

  1. Download the user directory from the company instance (Admin Tools > Employee Export). Make sure "Valid Users Only" is unchecked.
     
  2. Open the file in Notepad (to be wary of leading zeros). Right-click on the file and choose Open With > Notepad.
     
  3. Save the file as a *.TXT file.
     
  4. Open the new *.TXT file in Excel (right-click, Open With > Excel)
     
  5.  
     
  6. Excel will do one of two things:
     
    It may prompt you to do Text Columns from the beginning in which case you would follow these steps:
     
    1. Choose Delimited then click Next
       
    2. Check Comma then click Next
       
    3. Click on the all the columns headings (Click on the first one, scroll to the end, Hold Shift and Click on the last one) for and choose the Text option
       
    4. Click Finish
       

      OR It will open with all the data in column A
 

  1. Go to Data from the top
     
  2. Click Text to Columns
     
  3. Follow the above steps (a-d)

 

  1. Find the Department (or any other filter fields that may have values you wish to remove) values that are no longer valid (they may also be with ACTIVE employees) and do one of three things; change them to a valid value that does exist, change them to a new value that will group all these old Departments (or any other filter fields than maybe be invalid) together or blank them out. If the client wants to keep this data for history then it would need to be moved to a CUSTOM field.
    NOTE: If you blank them out will need to make Department (or any other filter fields than maybe be invalid and required) not required in Provisioning, upload the blank departments and then re-require Department (or any other filter fields than maybe be invalid and required). If the invalid filter values lie specifically with INACTIVE employees then use Data > Filter > Auto Filter on Line  then drop down the filter options for column A and choose ACTIVE. Delete all these employees from the Excel sheet. Then fix all the INACTIVE employees Departments (or any other filter fields than maybe be invalid). Set all the INACTIVE Employees status to ACTIVE (Column A) in the Excel sheet.
     
  2. Save the CSV file with a new name, such as "clean.csv".
     
  3. Upload "clean.csv" to the company instance (Admin Tools > Employee Import) with all the check boxes UNCHECKED. This file has all the INACTIVE employees, with the filter value(s) changed to a valid value (or blank) and the employees Status has been set to ACTIVE (temporarily).
     
  4. Open "clean.csv" and reset the Status column for all these employees back to INACTIVE.
     
  5. Upload "clean.csv" to the company instance (Admin Tools > Employee Import) with all the check boxes UNCHECKED. This file has all the INACTIVE employees with the employees Status has been set back to INACTIVE (temporarily).
  • The filters lists should be cleaned of the invalid values, you will need to wait until the file is completed finished processing.

Keywords

KBA , sf bizx system/platform , sf bizx performance management , LOD-SF-PLT , Foundational Capabilities & Tools , How To

Product

SAP SuccessFactors HCM Core all versions