2678122 - How to Deactivate/Re-activate Users/Employees in SuccessFactors

• Setting a user to Inactive/Active in SuccessFactors
• How to deactivate or reactivate a user or an employee

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SAP SuccessFactors HXM Suite

How to Set a User to Active/Inactive

1. Go to Admin Center;
2. Use the Tool Search to find "Employee Export", or manually navigate to the Manage Employees section > Update User Information > Employee Export;
3. Per the below screenshot, first select the option “export template”. Save this to your PC as you will need it later to update the user;
4. Once you have saved the template, select the option “export user file”;
5. When the export is ready, select the “Download Export” option. If you see a refresh button, refresh until the export is ready and the “download export” will then be available;
6. Save your export to the PC and extract the CSV file from the zipped folder;
7. Find the Active user in question from this export file;

8. Open the template you downloaded earlier;
9. Copy the line for the user in question from the employee export to the template. You will have the headers in the template but no other user data;
10. Edit the “Status” column for the user in question and change from “active” to “inactive” to deactivate the user, or from "inactive" to "active" to re-activate the user;
11. Save the file as .csv format;
12. Follow the below steps to import the file, depending on if you have Employee Central or not.
     

For Non-Employee Central Customers:

Import this updated information via the employee import.

1. Go to Admin Center;
2. Use the Tool Search to find "Employee Import", or manually navigate to the Manage Employees section > Update User Information > Employee Import;
3. In File Name: click Choose File to select your CSV import fileClick Validate Import File to check for errors;
   

   Optional:

   • Select the new user default password format option
   • Send welcome email to new users
   • Validate Manager and HR fields.
   • Process inactive Employees
   • Expand the following to enable more options for: (Move mouse over "?" to see explanation of each option)
   • Specify Form routing options
   • Specify File Language Format
   • Specify Compensation form updating options
   • Click Validate Import File to check for errors
     
     
4. Once any errors have been corrected, go back to File Name: click Choose File to reselect your validated import file;
5. Click Import User File;
6. Click OK button to confirm import;
7. The user you have set to active/inactive will be updated to inactive/active once the import job completes.

For Employee Central Customers:

If you have Employee Central enabled in your instance, you will not have the above employee import function. Instead you have an Employee Data Import.

1. Navigate to Admin Center;
2. Use the Tool Search to find "Employee Data Import", or manually navigate to the Manage Employees section > Update User Information > Employee Data Import;
3. Select “Import Data”;
4. Select “Basic Import”;
5. Choose the file location for the template which you have set the user to inactive;
6. Click Validate Import File to check for errors;
7. Once any errors have been corrected, go back to File Name: click Choose File to reselect your validated import file;
8. Click Import;

9. The user you have set to inactive/active will be updated to active/inactive once the import job completes.

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