2581328 - Time Off Import: Restrictions And Limitations

Are there any limitations for Employee Time/Leave Request Import from Import and Export Data?

SAP SuccessFactors Employee Central - Time off

• Refer to our Implementation Guide page on Importing Existing Leave Requests into Time Off for the up-to-date guidelines on importing leave requests.
• Refer Limitations and Restrictions of Importing Leave Requests for any restrictions specific to Time Off Imports. Some of them are mentioned below:

If you want to import leave requests from a previous time management system into Time Off, you need to keep a few important things in mind.

• Leave requests are imported using the MDF import feature. The default batch size for imports is 500, but we recommend that you use a lower number (such as 100) when importing leave of absence (LOA) requests. If you still face issues during the import, try lowering the size of the batch further.

  If you face issues with importing non-LOA requests, we also recommend lowering the batch size.

• Be careful if the leave request leads to a deduction on an employee's time account. You should only import leave requests that are effective after the date on which the time account balance is migrated.

• Do not use full purge mode when importing leave requests. Use incremental load instead.

• You can't import LOA and non-LOA employee times in one file. This is because LOA employee times influence the accrual calculation, and non-LOA employee times use the accrual balance.
• Before you carry out an import, make sure that there are no data inconsistencies related to the time accounts in your system, as this can cause the import to fail. In particular, use the Check Tool to run the following check: Time Off  Time Account  Time account details of a time account have unique period IDs.

  Restriction: The approval workflow is skipped and no approval process is triggered on importing leave requests using the MDF import feature. If you need to trigger a workflow, please create the leave requests using the OData API or the Time Off UI. If no approval workflow is configured and if you create a leave request with status Pending status, then the status of the leave is set to Approved. If you import without a workflow status, the record will be set to Approved. You cannot import leave requests with the status Cancelled, Rejected, or Pending_Cancellation.

• When you're importing employee times for leaves of absence (LoA), make sure that the fields for Start Date, End Date, Expected Return Date, and Actual Return Date are filled correctly.

  • You can leave Actual Return Date blank. In this case, you need to set the End Date to the Expected Return Date minus 1 day. The subsequent import will create an employee time record valid from the Start Date to the End Date, and a Job Information record for Leave of Absence effective as of the start date.

  • If you enter both the Expected Return Date and the Actual Return Date, the End Date must be set to Actual Return Date minus 1 day). The subsequent import will create an employee time record valid from the Start Date to the End Date plus two Job Information records: one for Leave of Absence effective as of the start date, and one for Return To Work effective as of the actual return date.
  • If you realize that you've imported incorrect data, do not correct your LoA records by adjusting the Job Information. Instead, correct the Employee Time records for LoA, either by using the Time Off UI or by running another Employee Time import.

    Note: In the latter case, run a new import of employee times with Deletion, so that the corresponding Job Information records are also cleaned up. After this, you can run a fresh import of employee times with the correct start date, end date, expected return date, and actual return date. This approach will keep your LoA data consistent with the associated Employee Time and Job Information records

• When you're importing employee times for leaves of absence (LoA), consider that take rules that trigger based on the employee status will only consider that state before the import. For example, if you import two leave of absence employee times for the same currently active employee in the same batch and you have a take rule assigned that should raise an error if the employee is already in status "inactive", the take rule will not trigger for either record. However, when you import the employee times one at a time, the second import will fail because of the take rule as the employee was set to "inactive" after the first import.
• When the status of Employee Time is changed from Approved to Cancelled, no fields can be allowed to be changed.
• This validation error also is given when you try to import an absence with the Cancelled status.
• The following fields can't be be changed on cancellation:
• timetype
• startDate
• endDate
• startTime
• endTime
• fractionQuantity
• undeterminedEndDate
• quantityInDays
• quantityInHours
• deductionQuantity
• originalQuantityInDays
• physicalStartDate
• physicalEndDate
• loaExpectedReturnDate
• loaActualReturnDate
• flexibleRequesting
• workflowRequestId
• cancellationWorkflowRequestId

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