2091409 - Extended User Information: Import & Export Process for Personal Info, Background, and Trend Data - Employee Profile

SAP Knowledge Base Article - Public

2091409 - Extended User Information: Import & Export Process for Personal Info, Background, and Trend Data - Employee Profile

Symptom

  • This article reviews the process for importing and exporting User Data.

Question/Issue:

  • Import Process
  • Personal Info, Background, and Trend Data
  • Other Options
  • Export Process
  • Templates, Data, and Reports
  • Personal Info Files
  • Background Data Files
  • Trend Data Files

Environment

  • Employee Profile

Resolution

  • Extended User Information Personal info, Background Info and Trend Data exports.
    Go to admin tools > Live Profiles > Export User Information (Data and Template)
    From there you can run 3 reports and extract all existing data that may have been imported or saved from forms.
  1. Personal information
  2. Background Information
  3. Trend Information
  • Important! SuccessFactors recommends that you perform periodic exports of all 3 data files and save these external to the application in case you ever need to refer back to historical data and need to restore old records that are deleted. Successfactors does not retain historical records that are deleted by your admins, so backup this information regularly.
     
  • It is recommended, that any time you do a manual import of any live profile data, that you export a backup of the data first.  This way if a mistake is made (usually with the Overwrite Existing Data option) then you can easily recover.
     
  • Also remember that all the options and file types discussed here also apply to the FTP process.  You can import or export these files on an automated schedule, and can choose what format and options to select just like we could with a manual import or export.  (Exception: We can only export data, not reports.)

 

Imports

  • First, search for the file you are going to import by hitting browse.
  • Don’t hit the Import button until you have verified the other settings.  
  • Hit import to actually start the import process.
  • Second, you must pick which kind of file you are going to import.  
  • You have a choice of Personal Information, Trend Information, and Background Information
  • If you are using an import in a language other than the one shown in Supported Locales, choose the language your file is in.
  • If your file isn’t in ISO format, choose the appropriate character encoding.
  • The “Stop import if invalid users found” option will not complete the import if it finds an error.  Instead you can correct the errors, and try again from scratch.
    This option is useful when you are troubleshooting new files to make sure formatting and data are working.
  • The overwrite existing data option is extremely important to be aware of.  It behaves differently for each file type.
    • When not selected, all records are treated as new records.
    • Personal Information always has this option checked.
    • Trend information will delete all ratings (performance and potential) that didn’t come from forms, including for users not in the file.  
    • For the background file, all records will be deleted for each section you have a header for. (If you are doing a partial file you can exclude the background elements you do not need and they will not be impacted) This affects all employees, not just those in the file.

 

Exports

Exports can be reached through the Export User Information link. This has the same 3 file types, but also has 3 ways to export. This also has options associated.

  • First, decide on file type, between personal info, background, and trend data.
  • Trend files have an extra option to include data that comes off of forms when you export as a report.
  • You will need to choose the language you want to export into. If needed, you can also change character sets.
  • Exporting as a batch option allows you to export the report, let it process, and pick it up later instead of waiting.  If it’s a large report, it will automatically become a batch.
  • The valid users only option will ignore records that are not correctly formatted in their data.
  • Export Template
    • Templates will only export the header rows of the file, which is useful if you are designing an import.
  • Export Data
    • Export Data will export the data in exactly the correct format to import back in.
  • Export Report
    • Export Report will export just like export data, but will add fields to make the file more readable.

 

Personal Information Files

  • The personal data file contains supplemental one to one data, meaning there is one record for each employee.
  • Every employee has a record whether or not any data has been filled in for them.  (They would just have blanks.)
  • When importing, you can limit which employees and/or which columns you want to import.  If you include an employee and column it will overwrite data, even if left blank.
  • This file will include custom fields if you have created one to one custom fields for live profile.
  • This file DOES NOT include fields from the UserDirectory data file that puts employees in the system.

 

Trend Data Files

  • This file contains rating information
  • This usually includes Performance and Potential Data.
  • This data includes multiple sections, and can include multiple records in a section for an employee.
  • It does not include ratings that come from forms, only those ratings entered in the live profile or imported.  (Exception: You can include form ratings in a report.)
  • Columns may not be changed, but you can import specific sections or employees.
  • If you don’t select Overwrite Existing Data, all records will be added as new records, even if it’s a clone of a record.
  • If you do select Overwrite Existing Data, all records in sections you are importing will be deleted before importing except for those ratings from forms.  This affects ALL employees.

 

Background Data Files

  • This data includes “many to one” data, so each employee can have multiple records in each section.
  • This file includes multiple sections of data.
  • You can import specific sections and not others, but you must include all columns for a section.
  • If you don’t select Overwrite Existing Data, all records will be added as new records, even if it’s a clone of a record.
  • If you do select Overwrite Existing Data, all records in sections you are importing will be deleted before importing. This affects ALL employees.

Keywords

KBA , LOD-SF-EP , Employee Profile , How To

Product

SAP SuccessFactors HCM Core all versions