2087495 - How to Transfer Data from an Old USERID to a New USERID

• Can I transfer forms to a new user?
• How do I move all the information to a new user account?

• SAP SuccessFactors 360 Multi-Rater
• SAP SuccessFactors Career Development Planning
• SAP SuccessFactors Compensation
• SAP SuccessFactors Continuous Performance Management
• SAP SuccessFactors Employee Central
• SAP SuccessFactors Goal Management
• SAP SuccessFactors HCM
• SAP SuccessFactors People Profile
• SAP SuccessFactors Performance Management
• SAP SuccessFactors Rewards & Recognition
• SAP SuccessFactors Succession Management
• SAP SuccessFactors Variable Pay

Purpose

In the SuccessFactors system, the USERID is the primary key that defines each user. As in most employee databases, changing this primary key is not possible without risking disruption of functionality throughout the system. The following guide describes how you can manually transfer data for one user from the old USERID to their new USERID. This is NOT a USERID conversion guide as USERID conversion is not supported: 2088176 - Unable to Request USERID Conversion.

 

Factors to be Aware of When Transferring User Data

• This document provides information on how to move data for just ONE user at a time. We offer no automated data validation.
  
• We do not provide an undo feature so you must back up any data exports before re-importing data to prevent overwriting existing data.
• Forms and data may appear lost if disconnected from the correct USERID due to a failed transfer or if you use the Automatic Document Removal options on user imports.
• Custom reporting and system permissions set for users in the system cannot be copied. The company administrator will need to manually establish permissions for the new USERIDs.
• You may need to communicate any new password for the new USERID, or have the user reestablish their own.
• SuccessFactors support staff will not be responsible for the exporting and re-importing of customer data. If you need assistance, please engage a Certified Partner. If you do not have a Certified Partner, you can look for one using SAP Professional Services / SAP Certified Partner / SAP Account Management Team [SuccessFactors Cloud].
• The following steps should only be used as a guideline and should be adapted depending on your specific needs.

Create Backup Files Before Transfer From UserOLD to UserNEW

Note: Do not create the backup files until the day before, or as close to the day, the change will be processed so data integrity is kept. Immediately after generating your export files, you may want to remove the affected employees (or everyone) from the "default user group" [in admin tools]. This effectively locks these users out and prevents them from logging in and will prevent users from entering new data that has not been captured in your exports and reports.

1. Export the User Data File using Managing User Information - Exporting User Data and save to desktop as [EXPORT_ORIGINAL.csv]
2. Make a copy of EXPORT_ORIGINAL.csv and save as [IMPORT_OLD.csv]
• If your usernames are also changing, this step is not required.
• Identify the current users to change in IMPORT_OLD.csv. This may include users where their personal USERID is NOT changing, but maybe their manager's ID is.
• Modify 'USERNAME' field by appending '_OLD' to user account record. For example, UserName "JDoe" becomes "JDoe_OLD", or 000123 becomes 000123_OLD
• Doing this allows you to later reimport the new USERID with the original username otherwise you will get an error the username already exists since it is still associated with the original ID.
3. Make another copy of EXPORT_ORIGINAL.csv and save as [IMPORT_NEW.csv]
• In this new file:
• Have the NEW USERID and the ORIGINAL [old] username
• Change MANAGER & HR ID columns making sure all users reflect any new USERID that will apply to them.
4. Export People Profile data using Managing User Information - Exporting Extended User Information:
   • Personal Information [PersonalInfoData_xxx.csv]
   • Background Information [BackgroundData_xxx.csv]
   • Trend Information [TrendData_xxx.csv]
5. Copy People Profile Exports and Rename Them
• Make a copy of PersonalInfoData_xxx.csv and rename it PersonalInfoData_NEW.csv
• In this new copy change all USERIDs to the new USERID
• This file will replace ALL existing data by default so be aware you need to import a full file. Any data not in your import file is effectively deleted.
• Do the same for both trend info and background info files
• Unlike the personal info file, you can either ADD to existing data or overwrite existing data. Consider if you want to delete data for the old USERID by importing a file with just the new USERID and selecting Import by overwriting existing data.
• To keep historical data, you can import a partial file with the New USERID and don't select Import by overwriting existing data OR import a full file with both old and new USERID while choosing Import by overwriting existing data.
6. Export user data by module:
• Performance Management, 360 Multi-Rater, Goal Management, and Continuous Performance Management - SAP SuccessFactors Expert Content - Options to extract data in Performance & Goals
  
• Compensation and Variable Pay - SAP SuccessFactors Expert Content - Options to extract data in Compensation and Variable Pay
• Reward and Recognition - Implementing and Managing Reward and Recognition - Data Extraction Options for Reward and Recognition
• Career Development Planning - SAP SuccessFactors Expert Content - Options to extract data in Career Development Planning
• Succession Management - SAP SuccessFactors Expert Content - Options to extract data in Succession Management
7. Set Up PROXY Rights to Allow Copying of Data by Users
• Setup proxies as needed if you will be proxying as both old and new users. Details on how to set up proxy access are in Managing and Using Proxy Assignments - Setting Up Proxy Access.

Day of the Data Transfer

1. Import the user-import file [IMPORT_OLD.csv]
• This file has the "username_old" value. This will change usernames for applicable users and allows a later import of the USERID file with the NEW USERIDs.
• Please follow the steps in Managing User Information - Importing User Data. We recommend you use the validate data tool first. If you see invalid manager IDs, you should first correct these errors.
• Once completed you now have all original users with changed usernames. All users are still active.

2. Import main file [IMPORT_NEW.csv]
• This file contains the original username in the username column, and the New USERID in the USERID, Manager, and HR columns.
• Please follow the steps in Managing User Information - Importing User Data.
• At this point we now have both old USERIDs and new USERIDs active in the system. The old USERIDs have usernames_old, and the records with new USERIDs have the original usernames.

3. Import your new People Profile files with new USERIDs
• Please review the steps in Managing User Information - Importing Extended User Information to import the below files:
• Personal information [PersonalInfoData_NEW.csv] - This file will replace ALL existing data by default. Any data not in your import file is effectively deleted. Since this can only be a full file, choose Import by overwriting existing data
• Background information [BackgroundData_NEW.csv] - To keep historical data, use one of the below options:
• Import a partial file with the New USERID and don't select Import by overwriting existing data, OR
• Iimport a full file with both old and new USERID while choosing Import by overwriting existing data
• Trend information [TrendData_NEW.csv] - To keep historical data, use one of the below options:
  • Import a partial file with the New USERID and don't select Import by overwriting existing data, OR
  • Iimport a full file with both old and new USERID while choosing Import by overwriting existing data

4. Correct Permissions
   

   • Manually reset any custom user permissions for managers, users, and administrators that had been previously granted.
   • Only permissions set in "Default User Permissions" will apply by default.

5. Adjust Module Data
   
• Performance Management:
• Enable the person-based performance history block to show performance forms from both USERIDs. More information is in Implementing and Managing Performance Management - Enabling Person-Based Performance History Block.
  
• To send copies of performance forms, please review 2078001 - Enable or Disable Send Copy of a Form - Performance Management. Launch new forms for the new USERID as needed.
• Goal Management:
• Administrators can transfer goals one employee at a time using the goal transfer wizard if they're given the applicable permissions. Once goals are transferred, they will not exist in the old account. Please review Implementing and Managing Goal Management - Transferring Goals Between User.
• If you want to keep goals with the old USERID, you can create a goal import file [GoalImports.csv]. More information is in Implementing and Managing Goal Management - Goal Import:
  1. Import your test file [GoalImportsTEST.csv] that contains a subset of the main goal import file.
  2. Proxy in as the person under their new USERID that the goals were for.
  3. Confirm they show up as expected in the correct goal plan
  4. If successful, import the main goal file that contains original usernames (Goal import usually uses usernames, not USERIDs)

6. Disable Old User Accounts
1. After you have completed all the actions above, you can then disable the old USERIDs so you do not exceed your seat license per your contract
2. Using the IMPORT_OLD.csv file that contains all the old USERIDs, change the status to INACTIVE for the applicable users.
3. Import via employee import to inactivate the old user account.

NOTE:

SuccessFactors support staff will not be responsible for the exporting and re-importing of customer data. If you need assistance, please engage a Certified Partner. If you do not have a Certified Partner, you can look for one using SAP Professional Services / SAP Certified Partner / SAP Account Management Team [SuccessFactors Cloud].

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