2086718 - How to change user information & create new users via Employee Import

This article provides information on using Employee Import to:

• Create a new user or perform a mass import of new users
• Change a user's information or change information for several users at once
• Deactivate one or many users at the same time

SAP SuccessFactors HCM Suite

The Employee Import feature makes possible the ability to massively create users and/or change users' information. Depending upon your business need, there are two slightly different workflows:

Changing Information for Existing Users

1. Get user information by performing Employee Export following the KBA 2087439 - Employee Export | How to export all your user's information - SAP for Me.
2. Open the downloaded file in Microsoft Excel to edit it:
1. Split the data into columns to easily visualize what you're about to change;
2. Split the file by comma. Refer to this Microsoft's article.
3. With the file properly exhibited, change the data you want and save it.
1. Keep the .csv format. Excel will revert the columns division into commas again.
4. Go to the Employee Import feature (of Employee Data Import if EC is enabled):
1. You can search for this via the homepage Search Tool box; or,
2. Go to Admin Center > Update User Information > Employee (Data) Import.
5. Click on "Choose file" to upload the file, and select the "Import User File" button to import it.

NOTE: You cannot perform any changes in users that are inactive in the system (set in the first column of the UDF file).

Creating New Users Only

1. Go to the Employee Import feature (Employee Data Import if EC is enabled).
1. You can search for this via the homepage Search Tool box; or,
2. Go to Admin Center > Update User Information > Employee (Data) Import.
2. Click the "Export Template" button to download the common template.
3. Open the downloaded file in Microsoft Excel to edit it:
1. Split the data into columns to easily visualize what you're about to change;
2. Split the file by comma. Refer to this Microsoft's article.
4. With the file properly exhibited, fill out all the required fields to create new users.
5. After adding the necessary data, save the file, being sure to keep the .csv format.
6. Click on "Choose file" to upload the file.
7. Select the "Import User File" button to import it.

Overview of Additional Import Options

Under the first check box options:

• "New user default password": select the default value of the password that will be given to all the new users.
• "Send welcome email to new users": check it if you'd like to trigger the welcome email to the new users.
• "Validate Manager and HR Manager fields": with this option checked, the user won't be imported if it's Manager or HR manager be invalid.
• "Process inactive Employees": if this is checked, system will look to the "status" field. If you've set "inactive", the user will be deactivated.
• "Re-activate purged users": if checked, users that were just soft purged can be activated again with new data filled out in the import file:
• Soft Purge clear all the user information but still keep the User ID and Username, so you can reactivate this user again using this option:
• Fill the user's new information in the other required fields, and import the file again with this option checked.

Note: Neither User ID nor Username can be changed.

• Under "Specify Character Encodings" section:
• These options are Employee Central and Performance related, so they aren't part of our Platform component expertise.
• If you have doubt about any option, start an Expert Chat (KB article 2213344) with the proper Support team to clarify it.
• Under "Specify Character Encodings" section:
• "Character Encoding": change the encoding format if you're using special characters (e.g., Chinese characters).

What Can Be Done Using Employee Import

• Change User Information: Explained in the first workflow.
• Create New Users: Explained in the second workflow.
• Deactivate/reactivate Users: Type "active" or "inactive" in the user's status column and import the file.
• Grant Proxy Rights: see KB article 2087319.
  

FAQ

Q: How do I choose which files can be exported from here?
A: This is controlled via the instance datamodel. See KB article 2420282.

Q: How long does an Employee Import take?
A: It's totally relative and depends on the number of changes triggered by the file (users changed or created). The time cannot be predicted.

Q: Is there are a limit to the number of users I can change or create with a single import?
A: No. It can just take more or less time to complete the process.

Q: How do I grant/revoke the Employee Import Permission?
A: This is a big deal. Please grant this permission carefully. Refer to KB article 2445040.

• SAP KBA 2087439 - Exporting a Users Information Using Employee Export
• SAP KBA 2449342 - Troubleshooting Employee Imports - Guided Answer
• SAP KBA 2445040 - Giving Employee Import Permission in SuccessFactors

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