2457516 - How to update Username in SAP SuccessFactors

• I want to update the username for some users.
• When I try to update a username via employee import the change does not apply.
• When I try to update a username via employee profile, the username does not change, it remains the same.
• Is it possible to update the username of an inactive user?

• SAP SuccessFactors HCM Suite
• SAP SuccessFactors Employee Central

Username is the field that a user uses to sign in. It can be different from User ID or Person ID but for simplicity it’s often the same value.

The username field is stored in the basic user field/employee export file, and below are some details about it:

• It is used to sign in and generally mapped from the Person ID for EC customers on initial hire.
• It can be different from the User ID and Person ID, but for simplicity it is often the same value.
• The system automatically assigns another username and user ID for employees that have a concurrent employment or another global assignment or were rehired to a new employment.
• Username can and should be used for single sign-on (SSO). Please View: 2493579 - Employee Central: Person/User IDs Used Within Employee Central - SuccessFactors Employee Profile.
• It can contain dots and @ symbols. 

Username for Employee Central (EC) enabled instance:

• Username is not handled as standard in Employee Central, but some customer configurations do capture a Username value in EC and synchronize it to EP. 
• You can check this by exporting the Succession Data Model, scrolling to the bottom section “sync-mappings” and see if any of the mappings point to the standard-element “username”. If they do, then the username should be maintained in the relevant EC portlet instead.
• Please note this is not a recommend HRIS Sync Mapping
• If a customer does not have a HRIS Sync Mapping, EC is not involved in this process at all.

How to change the username:

For non-EC enabled instance

• Employee Import > Download template > Import UDF template with the username info. 

For EC enabled instance

• Employee Data Import > Import Employee Data with 'Basic User Data' option

For both options, if the status of the user is "Inactive", please ensure you select the option "process inactive employees" when performing the import.

Important notes while updating username information:

• Please ensure the userID information is correct for the user you are trying to update the username, otherwise the system will understand you are trying to create a new user instead of updating an existing one. UserID is the key value during import process to identify if you are trying to create or update an user in the system.
• If you have enabled the case-insensitive feature (see KBA 3501119), there cannot be usernames such as "john" and "JOHN". System will treat usernames as the same regardless of capitalization. 
  
  
• If you maintain the Username field on an Employee Profile portlet and are unable to change the value via the UI please try to Update the value via an Import. Username should not be edited from the People Profile UI, as it may lead to inconsistent behaviour and application errors. Refer to article 2686245 for further information, and check the note in the people profile Help Portal section covering permissions on employee data.

• For errors when you try to import the updated file, please refer to KBA 3339626 - The username exists in the system - SAP for Me. If you are still unable to update the username via import please reach out to the Platform Support Team (LOD-SF-PLT) as they provide support on the import process for both EC and non-EC enabled instances.

• Managing User Information
• Different IDs in SAP SuccessFactors HXM Suite
• 2574481 - Basic Import Options
• 3339626 - The username exists in the system - SAP for Me
• 2392253 - How to modify employee User ID
• 2730512 - Changing Username - Error Username already exists, please choose another one - Platform BizX
• 2392094 - Re-activate a Purged User Via employee Import Feature
• 2493579 - IDs Used Within Employee Central
• 2495643 - SuccessFactors User IDs - Clarifying the Different IDs
• 2088200 - Manage Users: How To Set User Status - Set User as Active - Set User as Inactive - Platform
• 2493579 - Employee Central: Person/User IDs Used Within Employee Central
• 2087495 - Data Imports & Exports: How to Transfer Data from Old UserID to a New UserID Guide - Platform
• 2545988 - How To Purge or Delete Users In SuccessFactors

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