2089382 - User Import Errors - Duplicate Username or Username has already been taken by a soft purged user - Platform

• There is a user with the same Username in the system already, but with a different user ID. This KBA describes how to add a new user with the correct Username-UserID combination.
• There is a duplicate username in the system. What options do I have? 
• There is username that has already been taking by a soft purged user preventing the purge. 
• Can duplicate or unwanted users be removed from the system?

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

SAP SuccessFactors HXM Suite

Error 1 : When doing an import, you get this error message:

     User Import Process has reported error(s). You need to fix the following error(s) and re-import the users as necessary:

     Failed to add/update user [tthomas] "Tina Thomas" (Sales;ACE Software;Central): Duplicate Username - "tthomas"

Error 2 : When doing an import, you get this error message:

User Import Process has reported error(s). You need to fix the following error(s) and re-import the users as necessary:

Failed to add/update user [XXXX] because their username [XXXX} has already been taken by a soft purged user. 

These errors do not mean that your import file has two records in it causing the duplicate. While that might be the case, often these errors are caused by an existing record already in your system conflicting with one new record you are trying to import that is also referring to the same username/userid.

Error 1 : How to resolve Duplicate Username Error Message ?

This error is encountered when you are trying to import a username which is already in use in the system. To effectively troubleshoot the duplicate error you will need both your import file and a fresh employee export file. You will want to closely compare both files looking for similar but duplicate records for the user. Be careful if your data contains leading zeros to open your data in an editor that does not strip out any values. E.g. Excel can make 000123 look like 123 making it impossible to find the duplicate. Duplicate usernames are not allowed.

Note : If "Enable Non-Case-Sensitive Username" is enabled for your instance you cannot import users with the same username for example if ABC "UPPERCASE" exists now, you cannot import abc "lowercase". To quickly identify duplicate username in non-case sensitie mode.  Navigate to Admin Centre -> check tool -> User Information - Select "There are no duplicate usernames in the non-case sensitive mode -> Run Checks. The output will share the list of duplicate usernames including (Username, Userid and User status)

Option 1 : Once you identify the duplicate username you need to make a decision if you want to use a different username and preform the Employee Import again,  refer to Importing user data SAP Help Guide depending on if your instance is EC Enabled.

Option 2 : You might also wish to rename existing inactive username in the system As a example this is what you want to import (abbreviated):

• STATUS,USERID,Username,First Name,Last Name,Middle Name,Gender,
• active,tthomas,tthomas,Tina,Thomas,,F,

This is what you've got in the system already:

• STATUS,USERID,Username,First Name,Last Name,Middle Name,Gender,
• inactive,tttt,tthomas,Tina,Thomas,,F,

To resolve you can follow below steps:

1. Make user active & change username.

• STATUS, USERID, Username, First Name, Last Name, Middle Name, Gender
• active  , tttt, tthomas_OLD, Tina, Thomas, , F,

2. Import that user data file.

3.  In Admin Tools -> Set User Status, Deactivate that changed user ("tthomas_OLD").

4. Import the original file.

• STATUS, USERID, Username, First Name, Last Name, Middle Name, Gender
• active  , tthomas, tthomas, Tina, Thomas, , F,

Note: This will not migrate any data from the old user to the new user. It will only create a new, completely separate user.

• If needed, while both records are active, login as employeeA_OLD, open any completed forms you want employeeA to have a copy of and use the "SEND COPY" button if you have that feature enabled for that form template. Copies can only be viewed and cannot be edited.
   
• Use admin tools > Objective (Goal) Transfer to transfer goals to the new userID.
   
• Use export/import features in admin tools for personal information, background data and trend data to associate data with the new userID.
   
• IT IS NOT POSSIBLE to transfer in-progress forms to any new USERID. History for any employee will ALYAYS remain with the USERID it was launched to. You can however import historical scores (not forms) for the new userID using admin tools > Managing Documents > Import Overall Scores.
   
• Once you have transferred the possible data from employeeA_OLD to employeeA as outlined above, set the status of employeeA_OLD to INACTIVE via admin tools > Manage Users > Set user Status.

Option 3 :

Permanently Purge existing user from the system see more details on SAP Help Guide Data Retention Time Management

Error 2 : Username has already been taken by a soft purged user

Option 1 : If "Enable Non-Case-Sensitive Username" is enabled for your instance you cannot import users with the same username for example if ABC "UPPERCASE" exists now, you cannot import abc "lowercase". To quickly identify duplicate username in non-case sensitie mode.  Navigate to Admin Centre -> check tool -> User Information - Select "There are no duplicate usernames in the non-case sensitive mode -> Run Checks. The output will share the list of duplicate usernames including (Username, Userid and User status). This will allow you to identify which userid/username is associated with the soft purged user in the system. You can then proceed to permenantently purged the associated userid to allow you to re-use the username you are trying to import. Screenshot below of check tool:

Option 2:

Use an different username and preform the Employee Import again,  refer to Importing user data SAP Help Guide depending on if your instance is EC Enabled.

Option 3:

Purge all inactive users & run the import once more. To purge all inactive users

Navigate to Data Retention Management -> System Identifier -> Purge all inactive users

 FAQ - Additional Information

Q) How can duplicate or unwanted users be removed from the system??

A) See below

• 2545988 - How to Purge/Delete users in SuccessFactors Cloud
• 2615360 - Data Protection and Privacy - Data Retention Time Management (DRTM) - Master Data Purge for Inactive Users

• Guide:  Setting Up and Using Data Protection and Privacy
• Guide: Managing Employment in Employee Central
• Guide: Implementing and Configuring Concurrent Employment in Employee Central 

• 2457516 - Cannot update/ modify username
• 2087501 - Data Imports & Exports: Change UserID for an existing employee. How to correct a user with two records - Platform

• 2493579 - IDs Used Within Employee Central

• 2495643 - SuccessFactors User IDs - Clarifying the Different IDs
• 2493579 - Employee Central: Person/User IDs Used Within Employee Central

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