SAP Knowledge Base Article - Public

2678122 - How do I deactivate a user / employee

Symptom

How do I deactivate a user / employee

Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental.

Environment

Bizx

Resolution

How to set a user inactive?

 

  1. Go to Admin Center
  2. Use the Tool Search to find "Employee Export", or manually navigate to the Manage Employees section > Update User Information > Employee Export
  3. Per the below screen shot first select the option “export template” save this to your PC as you will need it later to update the user
  4. Once you have saved the template, select the option “export user file”.
  5. When the export is ready select the “Download Export” option. If you see a refresh button, refresh until the export is ready and the “download export” will then be available
  6. Save your export to the PC and extract the CSV file from the zipped folder.
  7. Find the Active user in question from this export file
    screenshot1.png
  8. Open the template you downloaded earlier.
  9. Copy the line for the user in question from the employee export to the template. You will have the headers in the template but no other user data.
  10. Edit the “Status” column for the user in question and check from “active” to “inactive”
  11. Save the file as a .CSV

 

For Non-Employee Central Customers:

Import this updated information via the employee import

  1. Go to Admin Center
  2. Use the Tool Search to find "Employee Import", or manually navigate to the Manage Employees section > Update User Information > Employee Import
  3. In File Name: click Choose File to select your CSV import fileClick Validate Import File to check for errors

    Optional:

    • Select the new user default password format option
    • Send welcome email to new users
    • Validate Manager and HR fields.
    • Process inactive Employees
    • Expand the following to enable more options for: (Move mouse over ? to see explanation of each option)
    • Specify Form routing options
    • Specify File Language Format
    • Specify Compensation form updating options
    • Click Validate Import File to check for errors
  4. Once any errors have been corrected, go back to File Name: click Choose File to reselect your validated import file
  5. Click Import User File
  6. Click OK button to confirm import
  7. The user you have set to inactive will be updated to inactive once the import job completes.

 

For Employee Central Customers:

If you have Employee Central enabled in your instance, you will not have the above employee import function.

Instead you have an Employee Data Import

  1. Navigate to Admin Center
  2. Use the Tool Search to find "Employee Data Import", or manually navigate to the Manage Employees section > Update User Information > Employee Data Import
  3. Select “Import Data”
  4. Select “Basic Import”
  5. Choose the file location for the template which you have set the user to inactive.
  6. Click Validate Import File to check for errors
  7. Once any errors have been corrected, go back to File Name: click Choose File to reselect your validated import file
  8. Click Import

ScrennShot2.png

 

The user you have set to inactive will be updated to inactive once the import job completes.

Keywords

Set user inactive, How to deactivate an user, How to deactivate an employee, inactive user , KBA , LOD-SF-PLT-UIM , Employee Import Issues , LOD-SF-PLT , Foundational Capabilities & Tools , Problem

Product

SAP SuccessFactors HCM Core 1805 ; SAP SuccessFactors HCM Suite all versions