SAP Knowledge Base Article - Public

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

Symptom

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

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

Environment

SAP SuccessFactors HXM Suite

Resolution

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;

screenshot1.png

  1. Open the template you downloaded earlier;
  2. 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;
  3. 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;
  4. Save the file as .csv format;
  5. 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;

ScrennShot2.png

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

Keywords

sf, success factors, employee status, PLT, bizx, change, status, active, inactive, deactivate, re-activate , KBA , LOD-SF-PLT-UIM , Employee Import Issues , LOD-SF-PLT , Platform Foundational Capabilities , How To

Product

SAP SuccessFactors HXM Suite all versions