PUBLIC

Document Version: 2H 2022 – 2023-05-07

Managing User Information

© 2023 SAP SE or an SAP affiliate company. All rights reserved.

THE BEST RUN  

Content

1 Change History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

2 User Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
2.1 Different IDs in SAP SuccessFactors HXM Suite. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8
Global User ID. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Assignment ID. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
2.2 About Technical User. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

3 Getting Started with User Information Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

3.1 Prerequisites for Managing User Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28
3.2 Choosing a Tool for User Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
3.3 Succession Data Model. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
3.4 Restoring a Data Model Version. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

4 Managing Login Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

4.1 Differentiating Between Person, User, and Login Account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
4.2 Viewing Login Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33
4.3 Changing Login Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
4.4 Sending Login Account Related E-mails. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
4.5 Updating Login Account Details. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
4.6 Resetting Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38
4.7 Resetting Password of Login Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
4.8 User Login Data Purge. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
4.9 Exporting Login Data with Table Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

5 Managing Basic User Data by Using the UI. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

5.1 Adding Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
5.2 Updating Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
5.3 Purging User Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47
5.4 Setting User Status to Inactive. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48
5.5 Enabling System E-mail Notification. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Configuring E-Mail Notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Notification Triggers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
E-mail Body for Notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Understanding Consolidated Email Notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Sending Welcome E-mails Manually. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .54
Enabling and Customizing Welcome Email Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
5.6 Resetting User Passwords as an Administrator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Managing User Information

2 PUBLIC Content
 Enabling and Customizing Password Changed E-mail Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
5.7 Resetting Passwords as a User. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Allowing Users to Reset Their Own Passwords. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Enabling and Customizing Reset Password E-mail Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Enabling the Forget Password Function. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
5.8 Configuring Password and Login Policy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Password Policy Settings and Predefined Passwords. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Important Notes on Default Password Option. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
5.9 Hiding Usernames in the UI. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
User Interfaces Where You Can and Cannot Hide the Username. . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
5.10 Enabling the Adoption of General Display Name. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67
Important Notes About General Display Name Adoption. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Defining a Name Format. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .82
Configuring the Name Format Using Legal Entity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Configuring the Name Format Using People Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Refreshing General Display Name. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
5.11 Enabling Pronouns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Important Notes About Pronouns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

6 Managing Basic User Data by Using a Data File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

6.1 Preparing a User Data File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Downloading a User Data Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Exporting User Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
General Tips for the User Data File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Field Requirements for the User Data File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .94
Supported Characters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Supported Time Zone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103
6.2 Permissions for Importing Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .120
6.3 Importing User Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .121
Importing Matrix and Custom Managers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .123
Common Errors and Troubleshooting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

7 Managing Extended User Information by Using Data Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

7.1 Extended User Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
Personal Information in the Extended User Information Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Trend Information in the Extended User Information Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
Background Information in the Extended User Information Import. . . . . . . . . . . . . . . . . . . . . . . . . 130
7.2 Adding or Updating Extended User Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
Creating an Import File for Extended User Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Editing Extended User Information in the Import File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
Importing Extended User Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
7.3 Importing Attachments to Employee Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141

Managing User Information

Content PUBLIC 3
 Attachments to Extended User Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .141
Uploading Attachments to an SFTP Server for Bulk Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .142
Bulk Importing Attachments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
Exporting Attachments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
7.4 Importing Profile Photos. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
File Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Requesting a Job for Photo Upload. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152

8 Managing Users with OData APIs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154

9 Overview of SAP SuccessFactors Workforce SCIM API. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157

9.1 Create a User. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158
9.2 Replace a User. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161
9.3 Modify a User. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
9.4 Delete a User. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
9.5 Mapping Between SCIM Users and ODATA User. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166

10 Managing Identity Authentication/Identity Provisioning Real Time Sync. . . . . . . . . . . . . . . . . . . 169

11 Using the Check Tool to Solve Issues. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171

11.1 Benefits of the Check Tool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
11.2 Running Checks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
11.3 Check Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
11.4 Check Results. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
11.5 Creating Product Support Tickets from the Check Tool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
11.6 Exporting Configuration Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
11.7 Using the Quick Fix Feature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178
11.8 Exporting a List of All Checks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179

Managing User Information

4 PUBLIC Content
1 Change History

Learn about changes to the documentation for Managing User Information in recent releases.

2H 2022

Type of Change Description More Info

New Added information about IAS/IPS real- Managing Identity Authentication/Iden­

time sync. tity Provisioning Real Time Sync [page
169]

New Added information about SAP Success­ Overview of SAP SuccessFactors Work­
Factors Workforce SCIM API. force SCIM API [page 157]
Mapping Between SCIM Users and
ODATA User [page 166]

Added Added information about account ID. Viewing Login Accounts [page 33]

New Added information about general display Enabling the Adoption of General Display
name. Name [page 67]
Important Notes About General Display
Name Adoption [page 68]
Defining a Name Format [page 82]
Configuring the Name Format Using Le­
gal Entity [page 83]
Configuring the Name Format Using Peo­
ple Profile [page 83]
Refreshing General Display Name [page
84]

New Added information about SAP Global Different IDs in SAP SuccessFactors HXM
User ID. Suite [page 8]
Global User ID [page 11]

New Added information about pronouns. Enabling Pronouns [page 85]

Important Notes About Pronouns [page
86]

Added Added field requirements of gender, gen­ Field Requirements for the User Data File
eral display name, and pronouns. [page 94]
Added information about data type vali­
dation of the hire date and exit date.
Added a gender pronoun limitation of
Writing Assistant.

Managing User Information

Change History PUBLIC 5
Type of Change Description More Info

Added Added information about third-party in­ Exporting User Data [page 91]
tegration using the exported user data
file.

Added Added information about resetting pass­ Resetting Password of Login Accounts
words of login accounts. [page 39]

1H 2022

Type of Change Description More Info

Added When you switch login account, you can Changing Login Accounts [page 34]
now also update the password-related
settings of the login account accordingly.

New Added information about enabling the Hiding Usernames in the UI [page 65]
"Hide Username in the UI" feature.

Added Added information about assignment Different IDs in SAP SuccessFactors HXM
UUID. Suite [page 8]

Added Added a note about importing profile Importing Profile Photos [page 148]
photos for employees with multiple em­
ployments.

New Added information about a new per­ Importing Extended User Information
mission Hide the Option to Import by [page 138]
Overwriting Existing Data for Background
Information.

Managing User Information

6 PUBLIC Change History
2 User Information

In SAP SuccessFactors, user information consists of basic user information and extended user information. If you
are managing users in Employee Central, there are even more user information elements. This administration guide
is mainly focused on managing basic and extended user information for users that are not managed in Employee
Central.

Basic user information is what you must provide for a user when adding the user to the system. It contains data
like employee name, gender, address. Basic user information is required for functionality, reporting, administration
tasks, and most importantly, permissions.

Extended user information consists of supplemental data about the user, and is classified into three types:

• Personal information
• Background information
• Trend information

Once the SAP SuccessFactors system is live, admins need to perform ongoing administrative and maintenance
activities to keep it running smoothly. Among these activities, an essential one is user information management,
which involves actions like adding users, managing user accounts, and updating user information. You can find
information about most of the user management related tasks in this guide.

For details about managing Employee Central users, please see http://help.sap.com/hr_ec.

Related Information

Prerequisites for Managing User Information [page 28]

Getting Started with User Information Management [page 27]
Choosing a Tool for User Management [page 28]
Managing Basic User Data by Using the UI [page 43]
Managing Basic User Data by Using a Data File [page 88]
Extended User Information [page 127]

Managing User Information

User Information PUBLIC 7
2.1 Different IDs in SAP SuccessFactors HXM Suite

This table describes the IDs used in the SAP SuccessFactors HXM Suite.

Where is it dis­
Can it be Can it be used for Can it be used for played on People
ID Description changed? SSO? integration? Profile?

PersonId An identifier au­ No No Yes NA

togenerated by
the system. It’s
used internally in
the SAP Success­
Factors system.

PersonIdExternal A unique identifier Yes No Yes Biographical Infor­

of a person in Em­ mation (Employee
ployee Central. You Central users only)
can define Person­
IdExternal through
a rule or enter it
on the UI for new
hires. Please note
that PersonIdExter­
nal is labeled as
"person ID" in many
places.

UUID (per-person- This identifier is No No Yes NA

uuid) generated when
person data is cre­
ated in the sys­
tem. UUID is intro­
duced for integrat­
ing person data
in Employee Cen­
tral with other mod­
ules. UUID is stored
at a database level
only and isn’t visi­
ble on the UI.

Managing User Information

8 PUBLIC User Information
 Where is it dis­
Can it be Can it be used for Can it be used for played on People
ID Description changed? SSO? integration? Profile?

User ID (users-sys- A unique identifier No No Yes Live Profile User In­

id) formation
of user entity. A
person might have
one or more user
IDs. If a customer
maintains only one
employment per
person in SAP Suc­
cessFactors, the
user ID can serve
as the person’s
unique identifier in
the company.

We recommend
that you adopt user
ID for system inte­
gration.

 Note

The supported
characters for
users_sys_id
are: A-Z, a-z,
0–9, -, _,. , @.

Assignment Assignment ID is Yes No Yes Live Profile User In­

ID (assignment-id- actually the "mu­ formation
external) table user ID".
It’s visible to cus­
tomers and can
be used to iden­
tify users. A per­
son might have
one or more assign­
ment IDs. If a cus­
tomer maintains
only one employ­
ment per person
in SAP SuccessFac­
tors, assignment
ID can serve as
the person’s unique
identifier in the
company.

Managing User Information

User Information PUBLIC 9
 Where is it dis­
Can it be Can it be used for Can it be used for played on People
ID Description changed? SSO? integration? Profile?

Assignment UUID Assignment UUIDs No No Yes NA

are of 32 charac­
ters and using all
uppercase letters.
For example,
FDF7921CD3C242F
59963B30E8895D
04A. Assignment
UUIDs are "mean­
ingless" and can be
used in URLs and
APIs without ex­
posing personal
identifiable infor­
mation of employ­
ees.

Username This is the field that Yes Yes Yes Live Profile User In­
a user uses to sign formation
in. It can be differ­
ent from User ID or
Person ID but for
simplicity it’s often
the same value.

Employment User This field is fil­ No No Yes NA

Sys ID (emp-users-
led with the
sys-id)
users_sys_id of the
employee on a
global assignment
when a host coun­
try/region address
is created, so as to
link the address to
the employment.

This field is never

visible on the UI.

Previous Em­ This field shows the Yes No No Employment Infor­

ployee ID (prevEm­ previous employee mation (Employee
ployeeId) ID of an rehired Central users)
employee. The new
ID differs from the
old ID, because the
employee is con­
sidered as a new
hire, even if the em­
ployee has worked
for the same com­
pany before.

Managing User Information

10 PUBLIC User Information
 Where is it dis­
Can it be Can it be used for Can it be used for played on People
ID Description changed? SSO? integration? Profile?

Payroll ID (payroll- An identifier of the Yes No Yes Compensation In­

id) payroll that is used formation (Em­
to compensate the ployee Central
employee. users)

SAP Global User ID SAP Global User Yes No Yes NA

ID uniquely identi­
fies a user across
SAP business ap­
plications and serv­
ices.

2.1.1  Global User ID

Global User ID uniquely identifies a user across SAP business applications and services. It replaces the need for a
correlation of different external user identifiers.

Characteristics

• The global user ID is optional. It can be empty when you create a new user account.
• The global user ID is a mutable attribute. It's not recommended but you can update it through APIs or UIs.
• The global user ID is case-sensitive.
• The global user ID is unique. Don’t reuse global user IDs.
• The global user ID is the default solution for establishing a common user identifier in integration scenarios.

Value Format

You can provide values for global user IDs. Make sure that the values follow this format:

• The value contains a maximum of 36 characters. It can contain alphanumeric characters ([A-Z][a-z][0-9]) and
the characters minus-sign (-), plus-sign +, underscore (_), forward-slash (/), double-colon (:), dot (.). Don't use
the email format or the at-sign (@).
• Use a neutral identifier that doesn’t contain sensitive data (e.g. the name of a person).
• Use a GUID.

Data Source of Global User IDs

Global user IDs can be communicated to SAP SuccessFactors from below two data sources:

Managing User Information

User Information PUBLIC 11
• Global user IDs can be created in SAP Cloud Platform Identity Authentication Service (IAS) and communicated
to SAP SuccessFactors through Identity Provisioning Service (IPS) through SCIM APIs.
• Global user IDs can also be created in third-party identity management tools and communicated to SAP
SuccessFactors.

Related Information

Overview of SAP SuccessFactors Workforce SCIM API [page 157]

2.1.2  Assignment ID

Assignment ID is an identifier assigned to the work relationship between a person and the company. The
relationship could be an employment relationship, contingent relationship, pensioner relationship, intern, global
assignment, or others. A person can have one or many work relationships with a company at the same time, for
example, concurrent employments or home and host assignment in a global assignment.

 Note

Currently, assignment ID is not supported in some SAP SuccessFactors areas, for example, Learning,
Compensation, Onboarding 1.0, and data protection and privacy features. This might cause display
inconsistencies across the HXM Suite. Refer to the Important Notes about Assignment ID to find the specific
areas impacted by assignment ID as well as the areas where assignment ID is not supported. This document
will be regularly updated to reflect the latest development of assignment ID.

 Caution

Before you change assignment IDs, we recommend that you evaluate the risks associated with the
inconsistencies. If assignment ID is not supported in the SAP SuccessFactors areas you've enabled, please
don't make any changes to assignment ID at this time.

Assignment ID (assignment_id_external) is unique, case-sensitive, visible, and can be given to an employee, a

contingent worker, or an intern. Assignment ID is used to identify users across the HXM Suite, in import and export
tools, in the user interface, in APIs, and in reports. User ID (users_sys_id) still exists, but we recommend that you
use it for system integration.

The system automatically generates assignment IDs for users created prior to the Q3 2019 release, and their
default values are the same as the current user IDs. However, in the Employee Central-enabled instances, if you
have used a business rule to generate assignment IDs, the system then creates assignment IDs based on the
rule and the assignment IDs might be different from the user IDs. When you create new users using the user
management tools such as Employee Import, Manage Users, or OData APIs, assignment IDs for these users are
also added to the system.

Assignment ID can be changed ONLY through the convertAssignmentIdExternal function import.

Managing User Information

12 PUBLIC User Information
Why Assignment ID?

Previously, when you wanted to change user IDs in some cases, such as employee relocation or going live on
Employee Central or another HRIS system, a support ticket was needed. The user ID conversion process was
costly and time-consuming. In addition to this, user ID conversion wasn’t supported in Employee Central, Metadata
Framework, or SAP HANA database.

Now, you can use assignment ID to identify users and change it if needed.

Assignment ID in Employee Central Integration

Assignment ID is a unique identifier in Employee Central and assigned to the Employee Central object employment.
It is a multiple purpose field. Currently assignment ID supports two main scenarios. One is the Platform use case
of managing users with the Manage Users, Employee Import, Import Extended User Information admin tools, and
OData APIs. The other is the integration use case of the Employee Central to SAP ERP system or SAP S/4HANA
(SAP ERP/S/4). In the Employee Central integration use case, the assignment ID is equal with the SAP ERP/S/4
PERNR (personnel number). Employee Central is responsible for ensuring the assignment ID matches the SAP
ERP/S/4 PERNR format and determines an assignment ID by using rules during all processes where a new
employment is created. As a result, the assignment ID (8 digit max) is generated and replicated to the integrated
SAP ERP/S/4 system .

For more information, refer to Using Assignment ID in Employee Central Integration with SAP ERP HCM.

 Note

You must decide for one scenario and are not allowed not switch between the two scenarios.

Check Tool for Employment Information

You can use the Check Tool to find any missing or inconsistent assignment IDs in the system. Any fix would result in
the update to your data in Employee Central. We recommend selecting the check available under the Employee
Central Core Employment Information section.

Differentiating Between Person ID, UUID, User ID, and Assignment ID [page 14]
Read the following table to find the differences and relationships between person ID, UUID, user ID, and
assignment ID.

Assignment ID in User Management [page 16]

This section describes the impact of assignment ID on user management tools such as Manage Users,
Employee Import, Import Extended User Information, and OData APIs.

Import and Export Tools [page 17]

There’s an Assignment ID column in the user data file of import and export tools.

OData API [page 19]

You can enable assignment ID for OData API by adding the assignmentIdExternal property to an entity or by
navigating to an entity that has this property.

Managing User Information

User Information PUBLIC 13
 Manage Users [page 21]
When Show User ID field in Manage Users is selected in Provisioning, there’s an Assignment ID field as well
as a User ID field on Manage Users .

Important Notes About Assignment ID [page 22]

Read this to find the areas that are impacted by assignment ID as well as the areas where assignment ID is
not supported.

2.1.2.1 Differentiating Between Person ID, UUID, User ID, and

Assignment ID

Read the following table to find the differences and relationships between person ID, UUID, user ID, and assignment
ID.

Relationship between these

Field Description Can this ID be changed? IDs

Person ID (person-id-external) A unique identifier of a person Yes UUID and person ID are in a
in Employee Central. Person
one-to-one relationship.
ID identifies a natural person.
An employee generally has User ID and assignment ID are
only one person ID through­ in a one-to-one relationship.
out their time at the company,
since this ID is associated to One person ID is associated to
each person. one or more user IDs and as­

UUID (per-person-uuid) This identifier is generated No signment IDs.

when person data is created
One UUID is associated to one
in the system. UUID is intro­
or more user IDs and assign­
duced for integrating person
data in Employee Central with ment IDs.
other modules. UUID is stored
at a database level only and is
not visible on the UI.

User ID (users-sys-id) A unique identifier of user en­ No

tity. A person might have one

or more user IDs, for example,
in the case of global assign­
ments or concurrent employ­
ments. If a customer main­
tains only one employment
per person in SAP Success­
Factors, the user ID can serve
as the person’s unique identi­
fier in the company.

We recommend that you

adopt user ID for system inte­
gration.

Managing User Information

14 PUBLIC User Information
 Relationship between these
Field Description Can this ID be changed? IDs

Assignment ID (assignment- Assignment ID is actually the Yes

id-external)
"mutable user ID". It is visi­
ble to customers and can be
used to identify users. A per­
son might have one or more
assignment IDs, for example,
in the case of global assign­
ments or concurrent employ­
ments. If a customer main­
tains only one employment
per person in SAP Success­
Factors, assignment ID can
serve as the person’s unique
identifier in the company.

In Employee Central, the as­

signment ID field can be used
to store a unique identifier.
For example, in the Employee
Central integration scenarios,
customer store the SAP ERP
PERNR (personnel number) in
this field.

Managing User Information

User Information PUBLIC 15
 Relationship Between Person ID, UUID, User ID, and Assignment ID

Parent topic: Assignment ID [page 12]

Related Information

Assignment ID in User Management [page 16]

Import and Export Tools [page 17]
OData API [page 19]
Manage Users [page 21]
Important Notes About Assignment ID [page 22]

2.1.2.2 Assignment ID in User Management

This section describes the impact of assignment ID on user management tools such as Manage Users, Employee
Import, Import Extended User Information, and OData APIs.

To learn the impact of assignment ID in Employee Central imports, see here.

Parent topic: Assignment ID [page 12]

Managing User Information

16 PUBLIC User Information
Related Information

Differentiating Between Person ID, UUID, User ID, and Assignment ID [page 14]
Import and Export Tools [page 17]
OData API [page 19]
Manage Users [page 21]
Important Notes About Assignment ID [page 22]

2.1.2.3 Import and Export Tools

There’s an Assignment ID column in the user data file of import and export tools.

 Note

By default, the user data template contains the Assignment ID column. If you don't want to include assignment
ID in the user data file, select Exclude Assignment ID Column from the User Data Template in Admin Center
Platform Feature Settings .

Employees Import and Employees Export

When you add or update user data using Employee Import, user ID is required while assignment ID is optional in
the template. Note that assignment ID is in the last column. If you don’t input a value in the Assignment ID column,
the system will populate the value from user ID to assignment ID after the import job completes. If you provide
assignment ID for new users in the import file, make sure that assignment ID and user ID be the same. Otherwise,
the user won’t be imported.

When you export a user data file using Employee Export, the export file includes an assignment ID column with
values.

For more information about Employee Import and Employee Export, see Managing Basic User Data by Using a Data
File.

Import Extended User Information and Export Extended User Information

When adding or updating personal information, background information, or trend information using Import
Extended User Information, you should either provide user ID or assignment ID in the import file, and they should be
the same as the corresponding user ID or assignment ID that already exists in the system.

When you export user data file using Export Extended User Information, the export file includes an assignment
ID column with values. Note that assignment ID is in the last column in the import and export file for personal
information.

Managing User Information

User Information PUBLIC 17
For more information about Import Extended User Information and Export Extended User Information, see
Managing Extended User Information by Using Data Files .

Delta Employees Import and Delta Employees Export

When you add or update user data in Provisioning Manage Scheduled Jobs Create New Job Delta
Employees Import , you should first download the user data template where assignment ID is in the last column.
Currently, user ID is required while assignment ID is optional in the template. If you don’t input a value in the
Assignment ID column, the system will populate the value from user ID to assignment ID after the import job
completes. If you provide assignment ID for new users in the import file, make sure that assignment ID and user ID
be the same. Otherwise, the users won’t be imported.

When you export user information using Delta Employees Export, the export file includes an assignment ID column
with values.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Live Profile Import and Live Profile Export

When adding or updating personal information, background information, or trend information in Provisioning
Manage Scheduled Jobs Create New Job Live Profile Import , you should either provide user ID or assignment
ID in the import file, and they should be the same as the corresponding user ID or assignment ID that already exists
in the system.

When you export user data file using Live Profile Export, the export file includes an assignment ID column with
values. Note that assignment ID is in the last column in the import and export file for personal information.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Parent topic: Assignment ID [page 12]

Related Information

Differentiating Between Person ID, UUID, User ID, and Assignment ID [page 14]
Assignment ID in User Management [page 16]
OData API [page 19]

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18 PUBLIC User Information
Manage Users [page 21]
Important Notes About Assignment ID [page 22]

2.1.2.4 OData API

You can enable assignment ID for OData API by adding the assignmentIdExternal property to an entity or by
navigating to an entity that has this property.

You can access the assignment ID information through:

• The User entity

• The EmpEmployment and EmpGlobalAssignment entities in Employee Central
• Other OData API entities with a User-type navigation property
• The convertAssignmentIdExternal function import. This function import is the only way to change an
assignment ID.

 Tip

We don’t recommend inserting values to assignmentIdExternal in User, EmpEmployment, or

EmpGlobalAssignment even if it's technically possible. If you do, make sure assignmentIdExternal has the
same value as userId. Otherwise, an error occurs.

For existing records, when you enable the assignmentIdExternal property, it has the same as userId. For newly
created records, assignment ID value is the same as userId except when a business rule is enabled in Employee
Central for generating assignment IDs automatically. For more information, see Auto-generating Assignment ID
for Employees on Global Assignment or Concurrent Employment.

Enabling Assignment ID for User Entity

You can add assignment ID to the User entity by enabling the assignmentIdExternal field in the data model:

1. Go to Admin Center Manage Busines Configuration .

2. Expand Employee Profile Standard and choose assignmentIdExternal.

 Note

If you don't see the field in the Standard section, contact Product Support to schedule a job with job
type Synchronize Business Configuration in Provisioning. This job synchronizes the BCUI elements with the
company data model.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact
your implementation partner or Account Executive. For any non-implementation tasks, contact Product
Support.

3. On the detail screen, set the Enabled option to Yes.

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User Information PUBLIC 19
  Note

We recommend that you set the Visibility attribute of the field to View to disable upsert operations.

To see the property in the entity immediately, refresh the OData metadata. To do so, go to Admin
Center OData API Metadata Refresh and Export or run query https://<API-endpoint-URL>/odata/v2/
refreshMetadata.

Enabling Assignment ID for Employee Central Entities

To enable assignment ID for EmpEmployment and EmpGlobalAssignment in Employee Central:

1. Go to Admin Center Manage Busines Configuration .

2. Expand the HRIS Elements section and add the assignmentIdExternal field to the following elements:
• For EmpEmployment, choose the employmentInfo element and add the field on the detail screen.
• For EmpGlobalAssignment, choose the globalAssignmentmentInfo element and add the field on the
detail screen.
3. Set the Enabled option to Yes.

 Note

We recommend that you set the Visibility attribute of the field to View to disable upsert operations.

To see the property in the entities immediately, refresh the OData metadata. To do so, go to Admin
Center OData API Metadata Refresh and Export or run query https://<API-endpoint-URL>/odata/v2/
refreshMetadata.

Retrieving Assignment ID Through Navigation Properties

Many OData API entities have one or multiple navigation properties that point to User records. If
assignmentIdExternal is enabled for User in your instance, you can retrieve assignment ID information from
associated entities using the $expand option. Here's an example:

https://<API-endpoint-URL>/odata/v2/
Form360Rater(formContentId=123L,formDataId=345L)?
$expand=participantUser&$select=participantUser/assignmentIdExternal

Changing Assignment ID Using convertAssignmentIdExternal Function Import

Changing assignment IDs is only possible using the convertAssignmentIdExternal function import. For more
information, see convertAssignmentIdExternal.

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20 PUBLIC User Information
Parent topic: Assignment ID [page 12]

Related Information

Differentiating Between Person ID, UUID, User ID, and Assignment ID [page 14]
Assignment ID in User Management [page 16]
Import and Export Tools [page 17]
Manage Users [page 21]
Important Notes About Assignment ID [page 22]
Using BCUI

2.1.2.5 Manage Users

When Show User ID field in Manage Users is selected in Provisioning, there’s an Assignment ID field as well as a User
ID field on Manage Users .

 Note

Please be aware that even if there’s no assignment ID or user ID field displayed on the Manage Users page when
you’re creating new users, the system will still assign the two IDs to them. In this case, the initial value of user ID
and assignment ID is the same as the value you enter in the User Name field.

Currently, whether the User ID or Assignment ID field is displayed on Manage Users is controlled by Show User
ID field in Manage Users in Provisioning. This option is disabled by default. Once it’s enabled, the two fields are
displayed next to each other.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

On the Quick Add or Detailed Add Users page, if you enter a value in the User ID field, the value will be automatically
populated to the Assignment ID field.

You can work with implementation partners or Support to customize the label name of assignmentIdExternal in the
data model. We recommend that the label name be "Assignment ID".

For more information about Manage Users, see Managing Basic User Data by Using the UI.

Parent topic: Assignment ID [page 12]

Related Information

Differentiating Between Person ID, UUID, User ID, and Assignment ID [page 14]

Managing User Information

User Information PUBLIC 21
Assignment ID in User Management [page 16]
Import and Export Tools [page 17]
OData API [page 19]
Important Notes About Assignment ID [page 22]

2.1.2.6 Important Notes About Assignment ID

Read this to find the areas that are impacted by assignment ID as well as the areas where assignment ID is not
supported.

 Caution

Before you change assignment IDs, we recommend that you evaluate the risks associated with the
inconsistencies. If assignment ID is not supported in the SAP SuccessFactors areas you've enabled, please
don't make any changes to assignment ID at this time.

Areas Impacted by Assignment ID

Read the table to find the changes caused by assignment ID in the following areas.

Areas impacted Notes

360 Reviews 360 Reviews OData API

entities Form360SummaryViewRater,
FormRaterListSection,
Form360Rater, Form360Participant,
Form360ParticipantDetail, and
Form360ReviewContentDetail can retrieve assign­
ment ID information by expanding the navigation prop­
erties <participantUser>, <originatorUser>, and
<subjectUser>.

Calibration Two navigation properties are added to retrieve users' assign­

ment IDs: subjectUser to CalibrationSessionSubject entity and
employeeUser to TalentRatings entity.

Data Subject Information Report If user ID appears in a Data Subject Information report, then,
as of the Q4 2019 release, assignment ID will also appear in the
report for certain modules.

Employee Central Imports Employee Central Imports now supports employee data im­
port using assignment ID. You can use assignment ID while
importing data for employees having concurrent employment
or global assignment. For details, see here.

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22 PUBLIC User Information
 Areas impacted Notes

Employee Central OData API

Employee Central OData API entities EmpEmployment and
EmpGlobalAssignment now support assignment ID with
the new <assignmentIdExternal> property. You can ena­
ble it by adding the <assignmentIdExternal> field to the
corresponding HRIS elements for employment information
and global assignment information in the Manage Business
Configuration (BCUI) tool.

As of 1H 2020, the <assignmentIdExternal> property is

always included in the response of EmpEmployment, whether
or not it is configured in Succession Data Model (SDM).

For details, see OData API [page 19] and the API references in
SAP SuccessFactors Employee Central OData API: Reference
Guide.

Employee Central Integration with ERP Integration of Employee Central with SAP S/4HANA on-prem­
ise or SAP ERP systems transfers assignment ID if it is enabled
in Employee Central. For more information, see Using Assign­
ment ID in Employee Central Integration with ERP.

Employee Central Payroll Integration of Employee Central with Employee Central Payroll
transfers assignment ID if it is enabled in Employee Central. For
more information, see Optional: Using the Employee Central
Assignment ID External as PERNR.

Onboarding Onboarding supports assignment ID external for the

following OData API entities: createOnboardee and
initiateOnboardingForUser. It also supports assign­
ment ID external for all the events.

Platform - Data Protection and Privacy Changing assignment ID adds complexity and may impact
data protection and privacy features.

However, if necessary, you can use assignment ID, instead of

user ID, when you set up and manage data protection and pri­
vacy features. For example, you can use assignment ID instead
of user ID when you upload a list of users to purge.

Platform - HXM Suite OData API

The User entity now supports assignment ID with the new
<assignmentIdExternal> property. Learn how to enable it
in OData API [page 19].

Other OData API entities with a User-type navigation property

can also retrieve assignment ID information by expanding the
navigation property.

Managing User Information

User Information PUBLIC 23
Areas impacted Notes

Platform - Instance Refresh Tool The Instance Refresh self-service tool now supports assign­
ment ID. The Overview tab of the Instance Refresh Center page
displays the assignment ID instead of User ID in the Requested
By column for each refresh request.

 Note

The Instance Refresh Center page displays the user ID

when a user does not have an assignment ID.

Platform - Metadata Framework • On the Manage Data page, audit information now displays
assignment ID instead of the user ID.
• The Import and Export Data tool now supports the assign­
ment ID as an Identity Type. You can choose between user
ID and assignment ID in the new Identity Type field. The
identity type you select will be included in the exported
template and data, and it will be used to validate the user
information during data import.

Platform - Presentations Assignment ID, in addition to User ID, can be included on Pre­
sentations Talent Card and customized slides.

Platform - Proxy Management In the proxy import file, you can now identify users by Assign­
ment ID or by User ID. In the proxy report, you can now see
columns for both Assignment ID and User ID.

Platform - Role-based Permission You can use the Assignment ID field when importing static
permission groups to your system. When you download the
most recent version of the static group excel document, the
Assignment ID displays.

Recruiting Management Recruiting Management supports assignment ID in:

• The data migration templates that support Assignment ID

field to populate the users are Candidate tag assignments,
Candidate tag definitions, Job Requisition, and Applica­
tion attachments.
• The OData APIs that support access to Assignment ID
information through User-type navigation are Candidate,
jobApplication, jobOffer, and jobRequisition.
• User Interface of the internal Candidate Profile screen see
Assignment ID instead of UserSysID.

Reporting and Analytics The Reporting and Analytics products support reporting on the
Assignment IDs that the sub-domain schemas in "Live Data"
and "Advanced Reporting" data sets support.

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24 PUBLIC User Information
 Areas impacted Notes

Time In general, Time screens display the user's real name (that is,
first name and last name) rather than their user ID. So the
average user won't see anything different even if their user ID is
changed in the background.

For technical users that run the Check Tool and monitor
background jobs, however, there will be a new column called
Assignment ID that will show any changed user IDs.

Areas Where Assignment ID Is Not Supported

Solutions Notes

Compensation and Variable Pay Compensation and Variable Pay do not currently use or sup­
port assignment ID. The only identifier that is supported is user
ID.

Employee Central Document Generation Employee Central Document Generation does not support as­
signment ID.

Learning Learning does not currently use or support assignment ID. The
only mutable identifier it supports is person_id_external.

If you are using convertAssignmentIdExternal import function

to modify user's Assignment_id_external field to something
other than the users_sys_id value, then you may end up seeing
different identifiers on the LMS UI and reports as compared to
what you see on other screens in the HXM Suite.

We advise you to consider the impact before you proceed with

such a change.

Also, there is no current plan or time-line for Learning to adopt

the assignment ID field in the near future.

Onboarding 1.0 Currently, Onboarding 1.0 does not support assignment ID. It is
using user ID as login name.

The only mutable identifier it supports is person_id_external,

which Onboarding 1.0 provides during step completion event.

Platform - Data Protection and Privacy Customers using data protection and privacy features are ad­
vised not to use assignment ID as a changeable user identifier,
due to current limitations. Assignment ID is not fully supported
across the HXM Suite.

To reduce complexity and avoid potential impacts to data pro­

tection and privacy, ensure that assignment ID and user ID are
always the same.

Managing User Information

User Information PUBLIC 25
Solutions Notes

Platform - Instance Synchronization Tool Instance Synchronization does not support assignment ID.

Platform - Role-Based Permissions Dynamic permission group creation does not support assign­
ment ID.

Position Management Position Management does not support assignment ID.

Reward and Recognition Reward and Recognition does not support the assignment ID.

Succession Currently, Succession does not support assignment ID. When

users import or export with Position Management: Import
Positions, Position Management: Export Positions, or Import
Successors admin tools, user ID is used instead of assignment
ID.

Parent topic: Assignment ID [page 12]

Related Information

Differentiating Between Person ID, UUID, User ID, and Assignment ID [page 14]
Assignment ID in User Management [page 16]
Import and Export Tools [page 17]
OData API [page 19]
Manage Users [page 21]

2.2 About Technical User

A technical user is a special user created for integrating SAP SuccessFactors with other SAP products and
solutions.

A technical user is generated during data migration process of the existing instances, or when a new instance is
created. It is not a real person, and will be granted permissions to access data required for integration using APIs. It
is now used in the integration between SAP SuccessFactors and Best Practice.

Please note that a technical user cannot be purged in the system or exported using Employee Export, or API. It
won't be included in reports. You cannot use technical user to log into SAP SuccessFactors.

Related Link: Registering Your OAuth2 Client Application

Managing User Information

26 PUBLIC User Information
3 Getting Started with User Information
Management

Perform the following tasks to manage user information in your system.

 Note

If you’re using an HRIS system, before you make any user changes, make sure that there is no HRIS Sync Job
running in the background. Modifying user data during the HRIS sync might lead to data discrepancies. Please
contact your Implementation Partner to know the scheduled time for the HRIS sync jobs of your system. If you
are no longer working with an Implementation Partner, contact Product Support.

Step More information

Understand the prerequisites. Prerequisites for Managing User Information [page 28]

Understand assignment ID Assignment ID [page 12]

Add users by using the UI. Adding Users [page 44]

Add users by using a data file. Importing User Data [page 121]

Send welcome emails to new users. Sending Welcome E-mails Manually [page 54]

Manage basic user information by using the UI. Managing Basic User Data by Using the UI [page 43]

Managing basic user information by using a Managing Basic User Data by Using a Data File [page 88]
data file.

Managing extended user information. Adding or Updating Extended User Information [page 131]

Reset user accounts. Resetting Accounts [page 38]

Reset user passwords. Resetting Passwords as a User [page 57]

Validate user data by using the Check Tool. Using the Check Tool to Solve Issues [page 171]

Manage users by using OData APIs. Managing Users with OData APIs [page 154]

Remove users from the system. Setting User Status to Inactive [page 48]

Related Information

User Information [page 7]

Prerequisites for Managing User Information [page 28]
Choosing a Tool for User Management [page 28]

Managing User Information

Getting Started with User Information Management PUBLIC 27
3.1 Prerequisites for Managing User Information

User Information Management is a fundamental activity in the SAP SuccessFactors system. You need to ensure
that all user fields your company needs are included and defined with required information in the data model.

Make sure that you have included all user data fields in the data model for your system. Setting up data model with
required information is a standard part of nearly all SAP SuccessFactors implementations and most likely already
done for your system.

If you want to configure changes and add user data fields in the data model, you can use the Business
Configuration UI (BCUI). This tool enables you to maintain the data model from your end-user UI, instead of
maintaining these elements in the XML file and contacting SAP Could Support who has access to Provisioning. For
more information, see Setting Up and Using Business Configuration UI (BCUI).

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Related Information

User Information [page 7]

Getting Started with User Information Management [page 27]
Choosing a Tool for User Management [page 28]

3.2 Choosing a Tool for User Management

Depending on whether or not you are managing users in Employee Central, you need different tools to perform the
same user management task.

Refer to the following table to choose the correct tool depending on your system configuration.

Use this tool for users

Use this tool for users that are managed that are NOT managed in See more information
If you want to... in Employee Central Employee Central at...

Add or update basic user Employee Self-Service and Manager Self- Manage Users New User Experience for
information by using the Service
Employee Central
UI
Managing Basic User
Data by Using the UI
[page 43]

Managing User Information

28 PUBLIC Getting Started with User Information Management
 Use this tool for users
Use this tool for users that are managed that are NOT managed in See more information
If you want to... in Employee Central Employee Central at...

Add or update basic user Import Employee Data Basic User Employee Import Importing Employee Data
information by using a
Import
data file Importing User Data
[page 121]

Download basic user in­ Employee Export Downloading a User Data

formation
Template [page 90]

Exporting User Data

[page 91]

Add or update extended Import Extended User Information, Import Extended User Employee Central Imports
user information Import Employee Data Extended Information
Adding or Updating Ex­
Import , or Import Employee Data
tended User Information
Background Import
[page 131]

Download extended user Export Extended User Information Exporting Extended User
information Information [page 133]

Validate your user data Use User Management checks in the Check Tool admin tool. Using the Check Tool to
Solve Issues [page 171]

If you’re looking for information about managing Employee Central users, please see SAP SuccessFactors
Employee Central.

Related Information

User Information [page 7]

Prerequisites for Managing User Information [page 28]
Getting Started with User Information Management [page 27]

3.3 Succession Data Model

Succession Data Model is a core data model for employee data.

The Data Model describes how data elements are structured in a database. It also defines the properties these
elements possess and their relationships to each other.

Everytime you import data model from Provisioning, the system automatically saves the import file as a backup.
You can restore a data model from the backup version list. Please note that the list displays a limited number of
data model versions.

Managing User Information

Getting Started with User Information Management PUBLIC 29
  Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

When you import data model, you should write some comments. This helps you track data model changes.

3.4 Restoring a Data Model Version

You can restore a data model version from Provisioning.

Context

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Procedure

1. Log in to Provisioning and select the company to work with.

2. In Succession Management, select Import/Export Data Model.
3. In the Backup Versions list, select a data model version and choose Download
4. Select Import File to import the downloaded data model file.

Results

You've successfully restored a data model version for your instance.

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30 PUBLIC Getting Started with User Information Management
4 Managing Login Accounts

A login account stores the information that can be used for authenticating users when they log into a system. You
can manage login accounts using the Manage Login Accounts tool.

Context

A login account is used for authenticating users when they log into SAP SuccessFactors. It includes information
such as login name, login method, and login locale.

If you have Employee Central enabled for your instance, the system automatically selects the user of the home
employment, primary employment, or earliest active employment as the main user on the homepage in the cases
of global assignments, concurrent employment, or contingent workers, respectively.

Differentiating Between Person, User, and Login Account [page 32]

A person can have multiple users but only one login account.

Viewing Login Accounts [page 33]

As an administrator, you can view employees' login account information.

Changing Login Accounts [page 34]

As an administrator, you can change an employee's login account when the employee has more than one
users.

Sending Login Account Related E-mails [page 35]

As an administrator, you can notify employees of their login account information or changes to their login
accounts.

Updating Login Account Details [page 37]

You can update details of a login account on the Manage Login Accounts page.

Resetting Accounts [page 38]

The system locks an account when a user exceeds the number of allowable logon attempts that is set
in your password policy. Once the account is locked, the user cannot log in again until admins reset the
account.

Resetting Password of Login Accounts [page 39]

You can now reset password of one or more login accounts on the Manage Login Accounts page.

User Login Data Purge [page 40]

User Login data is purged automatically after one year.

Exporting Login Data with Table Report [page 41]

You can use Table report to export login data.

Managing User Information

Managing Login Accounts PUBLIC 31
4.1 Differentiating Between Person, User, and Login Account

A person can have multiple users but only one login account.

Person refers to a natural person, while user refers to employment. A person might have more than one user, for
example, in the cases of global assignments or concurrent employment, but only one login account. But please
note that in some special cases, a person (for example, dependents in the Employee Central-enabled instance)
doesn't have login account.

A login account is active as long as the person has at least one active user. It stores the following key information:

• Login name: Login name is unique. By default, the login name in a login account is the same as the username
of the first employment. For example, if the username of a person's first user is "Cgrant", then the person's
default login name will also be "Cgrant". A login account is linked with the user whose username is the same as
login name. If the linked user's username, password, login method or locale is changed using import tools, UI,
or API, then the relevant information in a login account is changed accordingly.
Currently, you can use either login name or username to log into SAP SuccessFactors, but we recommend that
you use login name.
• Login method: Login method is either SSO (single sign-on) or PWD (password).

 Note

The login method specified in a login account works only when the company has enabled Partial
Organization SSO. Otherwise, a person always accesses the system using the login method specified by the
company-level setting in Provisioning.

Managing User Information

32 PUBLIC Managing Login Accounts
  Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact
your implementation partner or Account Executive. For any non-implementation tasks, contact Product
Support.

• Login locale: Login locale is the language that you use to log into the system, and the system user interface is
displayed in your login locale.

Parent topic: Managing Login Accounts [page 31]

Related Information

Viewing Login Accounts [page 33]

Changing Login Accounts [page 34]
Sending Login Account Related E-mails [page 35]
Updating Login Account Details [page 37]
Resetting Accounts [page 38]
Resetting Password of Login Accounts [page 39]
User Login Data Purge [page 40]
Exporting Login Data with Table Report [page 41]

4.2 Viewing Login Accounts

As an administrator, you can view employees' login account information.

Prerequisites

You have the Manage Login Accounts permission from Manage Permission Roles Administrator Permissions
Manage User .

Procedure

1. Go to Admin Center Manage Login Accounts .

2. Search for a person's login account using first name, middle name, last name, username, login name, or person
ID.

Managing User Information

Managing Login Accounts PUBLIC 33
 On the Search Results page, you can find the account information such as person ID, display name, login name,
account ID, status, login method, locale, status, and primary assignment. Please note that the login method
might be displayed as blank, and that is because it has empty value in the database.
3. If you want to notify employees about their login account information, select the accounts and then choose
Send Email Notification.

Task overview: Managing Login Accounts [page 31]

Related Information

Differentiating Between Person, User, and Login Account [page 32]

Changing Login Accounts [page 34]
Sending Login Account Related E-mails [page 35]
Updating Login Account Details [page 37]
Resetting Accounts [page 38]
Resetting Password of Login Accounts [page 39]
User Login Data Purge [page 40]
Exporting Login Data with Table Report [page 41]

4.3 Changing Login Accounts

As an administrator, you can change an employee's login account when the employee has more than one users.

Prerequisites

You have the Manage Login Accounts permission from Manage Permission Roles Administrator Permissions
Manage User .

Procedure

1. Go to Admin Center Manage Login Accounts .

2. Search for a person's login account using first name, middle name, last name, username, login name, or person
ID, and then choose Change Login Account.
3. On the Change Login Account popup, select an account and then OK.

If you want to update the password-related settings of the login account accordingly, select the Update the
password-related settings of the login account accordingly. option.

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34 PUBLIC Managing Login Accounts
 The person can now log into the system using the new login name.

Results

The person's login account is successfully changed. The system will automatically send the person an email if Login
Account Changed Notification has been enabled in E-Mail Notification Template Settings.

Task overview: Managing Login Accounts [page 31]

Related Information

Differentiating Between Person, User, and Login Account [page 32]

Viewing Login Accounts [page 33]
Sending Login Account Related E-mails [page 35]
Updating Login Account Details [page 37]
Resetting Accounts [page 38]
Resetting Password of Login Accounts [page 39]
User Login Data Purge [page 40]
Exporting Login Data with Table Report [page 41]

4.4 Sending Login Account Related E-mails

As an administrator, you can notify employees of their login account information or changes to their login accounts.

Prerequisites

• You have the Manage Login Accounts permission from Manage Permission Roles Administrator
Permissions Manage User .
• Login Account Notification and Login Account Changed Notification are enabled in Admin Center E-Mail
Notification Template Settings .

Context

You can use the following two types of e-mail notification templates:

Managing User Information

Managing Login Accounts PUBLIC 35
• Login Account Notification: Use this template to inform employees of their login account information
including login name and login locale.
• Login Account Changed Notification: Use this template to notify employees that their login accounts have
been changed.

Procedure

1. Go to Admin Center Manage Login Accounts .

2. On the Manage Login Accounts page, select the relevent employees and then choose Send Email Notification.
3. Select an e-mail template from the dropdown list and choose OK.

Results

The e-mail notifications are sent, and you will receive an e-mail about the notification delivery status.

Task overview: Managing Login Accounts [page 31]

Related Information

Differentiating Between Person, User, and Login Account [page 32]

Viewing Login Accounts [page 33]
Changing Login Accounts [page 34]
Updating Login Account Details [page 37]
Resetting Accounts [page 38]
Resetting Password of Login Accounts [page 39]
User Login Data Purge [page 40]
Exporting Login Data with Table Report [page 41]

Managing User Information

36 PUBLIC Managing Login Accounts
4.5 Updating Login Account Details

You can update details of a login account on the Manage Login Accounts page.

Prerequisites

You have the Manage Login Accounts permission from Manage Permission Roles Administrator Permissions
Manage User .

Context

If you’ve enabled the Login Account Notification or the Login Account Changed Notification in the E-Mail Notification
Template Settings admin tool, you can also choose to send e-mail notification to the account users after you update
their account details.

Procedure

1. Go to Admin Center Manage Login Accounts .

2. Search for a person's login account using first name, middle name, last name, username, login name, or person
ID, and then choose Edit Details.

The Edit Details popup displays.

3. Edit account details.

You can edit login name, login method, language, and time zone.
4. Choose Send notification to the account user if needed.
5. Choose OK.

Results

You've successfully updated the details of the login account.

Task overview: Managing Login Accounts [page 31]

Managing User Information

Managing Login Accounts PUBLIC 37
Related Information

Differentiating Between Person, User, and Login Account [page 32]

Viewing Login Accounts [page 33]
Changing Login Accounts [page 34]
Sending Login Account Related E-mails [page 35]
Resetting Accounts [page 38]
Resetting Password of Login Accounts [page 39]
User Login Data Purge [page 40]
Exporting Login Data with Table Report [page 41]

4.6 Resetting Accounts

The system locks an account when a user exceeds the number of allowable logon attempts that is set in your
password policy. Once the account is locked, the user cannot log in again until admins reset the account.

Prerequisites

You have the role-based permission of Reset User Account under Manage User admin permissions.

Procedure

1. Go to Admin Center.
2. In the tools search field, type Reset User Account.
3. Search the user whose account you want to reset.

Type the Name, Username, or Job Code. While you’re typing, a list appears, displaying all the matching users
for you to select.
4. In the search results, select the user whose account you want to reset.
5. Click Reset Selected Users.

Results

The account is unlocked. You can see a confirmation message at the top of the page.

Task overview: Managing Login Accounts [page 31]

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38 PUBLIC Managing Login Accounts
Related Information

Differentiating Between Person, User, and Login Account [page 32]

Viewing Login Accounts [page 33]
Changing Login Accounts [page 34]
Sending Login Account Related E-mails [page 35]
Updating Login Account Details [page 37]
Resetting Password of Login Accounts [page 39]
User Login Data Purge [page 40]
Exporting Login Data with Table Report [page 41]

4.7 Resetting Password of Login Accounts

You can now reset password of one or more login accounts on the Manage Login Accounts page.

Prerequisites

You have the Manage Login Accounts permission from Manage Permission Roles Administrator Permissions
Manage User .
You've enabled the Password Changed Notification template under Admin Center Email Notification Templates
Settings .

Procedure

1. Go to Admin Center Manage Login Accounts .

2. Search for a person's login account using first name, middle name, last name, username, login name, or person
ID, and then choose Reset Password.

You can reset passwords of more than one user all at once. If you reset password for a single user, you can
choose to use a system-generated password or input a password directly. If you reset passwords for more than
one user, you can only use system-generated passwords.

The Reset Password popup displays.

3. The Send notification to the account user option is selected by default.

When you reset passwords for login accounts using system-generated passwords, the Send notification to the
account user option is selected and grayed out by default.
4. Choose OK.

Managing User Information

Managing Login Accounts PUBLIC 39
Results

You've successfully reset the passwords of the login accounts.

Task overview: Managing Login Accounts [page 31]

Related Information

Differentiating Between Person, User, and Login Account [page 32]

Viewing Login Accounts [page 33]
Changing Login Accounts [page 34]
Sending Login Account Related E-mails [page 35]
Updating Login Account Details [page 37]
Resetting Accounts [page 38]
User Login Data Purge [page 40]
Exporting Login Data with Table Report [page 41]

4.8 User Login Data Purge

User Login data is purged automatically after one year.

Login records include the login details such as first login date and last login date as well as the user information
(such as user ID and user name) and manager information (such as the manager's user ID and manager's user
name). Login records will automatically be purged after one year. Additionally, a limit of 100,000 login audit records
for a user and a limit of 50 million login audit records for all users in a company have also been defined. When one
of the two limits is reached, older audit records are purged even though they were created less than a year ago.
Therefore, we recommend that you perform a backup beforehand using ad hoc report.

Parent topic: Managing Login Accounts [page 31]

Related Information

Differentiating Between Person, User, and Login Account [page 32]

Viewing Login Accounts [page 33]
Changing Login Accounts [page 34]
Sending Login Account Related E-mails [page 35]
Updating Login Account Details [page 37]
Resetting Accounts [page 38]
Resetting Password of Login Accounts [page 39]

Managing User Information

40 PUBLIC Managing Login Accounts
Exporting Login Data with Table Report [page 41]

4.9 Exporting Login Data with Table Report

You can use Table report to export login data.

Context

For detailed steps on how to create a Table report, see Creating a Table Report.

Procedure

1. Go to Admin Center Reporting and choose New.

2. Choose Table.
3. Select Login Data as the report definition type.
4. Configure the report settings as you want.

 Recommendation

If you want to generate a report on what data you should back up before it’s purged, do as follows:
• In the Columns section, choose Total Logins from Employee Login Detail as well as other columns that
you want to report, for example, User Name (if selected, the report displays total logins per username).
Then select Group By to define aggregates. In the Define Aggregates dialogue box, choose Total Logins
as Aggregate Column and COUNT or SUM as Function.

 Note

Please don't select both Total Logins and Access Date. Otherwise the total logins is displayed as 1
for each row.

• In the Filters section, choose Access Date from Employee Login Detail and define access date By Rule.
You can add a rule, for example, less than “2019-06-07”, to back up the login records prior to this date.

 Recommendation

If you want to back up login data prior to a certain date, do as follows:

• In the Columns section, choose the columns that you want to report, for example, First Name, Last
Name, Access Date, Direct Reports, etc.
• In the Filters section, choose Access Date from Employee Login Detail and define access date By Rule.
You can add a rule, for example, less than “2019-06-07”, to back up the login records before this date.

5. Save the report and then go back to the reports list to select Run Report.

Managing User Information

Managing Login Accounts PUBLIC 41
Task overview: Managing Login Accounts [page 31]

Related Information

Differentiating Between Person, User, and Login Account [page 32]

Viewing Login Accounts [page 33]
Changing Login Accounts [page 34]
Sending Login Account Related E-mails [page 35]
Updating Login Account Details [page 37]
Resetting Accounts [page 38]
Resetting Password of Login Accounts [page 39]
User Login Data Purge [page 40]

Managing User Information

42 PUBLIC Managing Login Accounts
5 Managing Basic User Data by Using the UI

You can manage basic user information by using the end-user UI in Admin Center. The admin tools provide handy
and intuitive methods for you to add users, search users, and update users one by one.

Context

If you want to make bulk changes to multiple users in one go, SAP SuccessFactors can also fulfill your
requirements. You can use the file­based import tools or the API-based methods to manage users.

About Picklists in Manage Users

On the Manage Users page, picklist options (for example, country/region and state) now display option labels along
with option IDs to help you better understand and choose the options.

Please note that the Manage Users page displays the picklist in the same order as the picklists are configured in
data model. We recommend you set the parent picklist fields on top of the child picklist fields. Make sure that the
parent picklist field is visible if child picklist is configured as visible in the Manage Users page.

About Fields in Manage Users

If a field is defined in the sysVisibleUserDirectorySetting section of the Succession Data Model, the field displays on
the Manage User page.

To access data model, go to Provisioning Import/Export Data Model .

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Refer to the tasks in the following topics to manage basic user data by using the UI.

1. Adding Users [page 44]

When new employees are hired in your company, you need to add them as users in the system and add
their information for future maintenance or reference.
2. Updating Users [page 46]
User information might vary from time to time. For example, an employee has a new manager, or an
employee leaves the organization. User information should be updated regularly in the system to reflect the
latest information.
3. Purging User Data [page 47]
For data protection and privacy, you may be required to completely purge inactive users from your system
along with all their data, based on a single, common retention time.
4. Setting User Status to Inactive [page 48]

Managing User Information

Managing Basic User Data by Using the UI PUBLIC 43
 Users in SAP SuccessFactors can have either an active or inactive status. By default, the status of all of
users is set to active when they are initially added to SAP SuccessFactors. If you want to freeze a user
account, you can set the user as inactive in the system.
5. Enabling System E-mail Notification [page 49]
Enable the system e-mail notification for a user so that the user can receive relevant system e-mails
on certain events or changes to their information, such as welcome messages and reset password
notifications.
6. Resetting User Passwords as an Administrator [page 56]
You can choose to reset passwords for a single user or a group of users.
7. Resetting Passwords as a User [page 57]
Sometimes users might forget their passwords and can’t log in to SAP SuccessFactors, so they need to
reset passwords. You can either allow users to reset their own passwords or you reset their passwords in
Admin Center on request.
8. Configuring Password and Login Policy [page 59]
You can configure user management-related password and login policy settings for your company by using
the Password & Login Policy Settings admin tool.
9. Hiding Usernames in the UI [page 65]
You can hide usernames in the UI, including Global Header, quickcard, org charts, people profile, and
Change Audit reports.
10. Enabling the Adoption of General Display Name [page 67]
You can use the same name format across SAP SuccessFactors HXM Suite.
11. Enabling Pronouns [page 85]
Pronouns like "she/her/her" are more and more used as designations in emails and profiles. To enable
pronouns, you need to configure a PersonPronouns picklist.

5.1 Adding Users

When new employees are hired in your company, you need to add them as users in the system and add their
information for future maintenance or reference.

Prerequisites

Before you begin, please make sure that the following settings are done in Provisioning:

Option Status

Effective Dated Data Platform Disabled

Enable Administrative Domains Disabled

Manage Users Enabled

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Managing User Information

44 PUBLIC Managing Basic User Data by Using the UI
Also, make sure that you have the role-based permission of Manage Users under Manage User admin permissions.

Context

When adding a user in the system, you can choose whether to send the user a system welcome e-mail immediately
after the user is added. SAP SuccessFactors provides predefined welcome e-mail notification templates for you to
use. Or, if you want to customize the e-mail content to meet your business needs, see Enabling and Customizing
Welcome Email Template [page 55].

Procedure

1. Go to Admin Center.
2. In the tools search field, type Manage Users.
3. Click Add New User, and select Quick Add or Detailed Add Users.

Option Description

Quick Add Select this option if you want to fill in only the required fields
of user data for new users.
1. Fill in all the blanks. Each row contains all the required
information for a user. One user is created in the system
immediately after you finish one row.
2. Optional: Click the Add More Details button to provide
extra user information.
3. Click I’m Done, Go Back to Manage Users to finish add­
ing users. A pop-up window appears asking whether
you want to send welcome e-mails now.
4. Choose Yes, Send Emails Now or No, Send Emails Later
accordingly.

Detailed Add Users Select this option if you want to add detailed user informa­
tion for new users.
1. Fill in the required fields and any additional fields in
the General Information, Contact Information, and Other
Information sections.
2. Optional: Select Send welcome email to this new user
so a welcome e-mail is sent immediately after the user
is added to the system. You can also choose to do this
later.
3. Click Save to create the user in the system.

 Note

Make sure you have assigned an active manager to the new user, or filled the field as "No Manager". If the
field is left empty, the user is not able to log in to the system.

Managing User Information

Managing Basic User Data by Using the UI PUBLIC 45
Results

The new user is also added to the Everyone (All Employees) default permission group in Role-Based Permissions
automatically. That means the user is granted with the most basic permissions, such as permission to log in to SAP
SuccessFactors. Org Chart will also be refreshed to reflect the changes shortly.

Next Steps

Sometimes you want to make further changes to new users after initially adding them, so you don't want to
send welcome e-mails immediately. You can send them later. For more information, see Sending Welcome E-mails
Manually [page 54].

Task overview: Managing Basic User Data by Using the UI [page 43]

Next task: Updating Users [page 46]

5.2 Updating Users

User information might vary from time to time. For example, an employee has a new manager, or an employee
leaves the organization. User information should be updated regularly in the system to reflect the latest
information.

Prerequisites

You have the role-based permission of Manage Users under Manage User admin permissions.

Procedure

1. Go to Admin Center.
2. In the tools search field, type Manage Users. On this page, a list displays all the users in the system with
columns of their detailed information.

 Note

More columns are collapsed in the right side. If you want to see them in the user list, click   in the right of
the header line, and select the columns you want to display.

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46 PUBLIC Managing Basic User Data by Using the UI
3. Optional: If the list is long and you want to search the user that you need to update, choose one of the following
ways:

Option Description

Quick search Search by using only names or usernames. Type the name
or username in the search box. While you’re typing, a list
appears, displaying all the matching users. Select the user
you want from the list.

Advanced search Search in more fields. Click Advanced User Search. Fill in the
fields and click Search.

4. Optional: You can select Show Active users only or Show External 360 Rater to control the scope of both the
user list and search results.
5. Click the name of the user that you want to update.
6. Make your changes in the pop-up window.

 Note

You are not allowed to change user ID or assignment ID.

7. Click Save.

Task overview: Managing Basic User Data by Using the UI [page 43]

Previous task: Adding Users [page 44]

Next task: Purging User Data [page 47]

5.3 Purging User Data

For data protection and privacy, you may be required to completely purge inactive users from your system along
with all their data, based on a single, common retention time.

Context

For more information about how to do a full purge of inactive users and their data, see Purging Inactive Users and
All Data.

Task overview: Managing Basic User Data by Using the UI [page 43]

Previous task: Updating Users [page 46]

Next task: Setting User Status to Inactive [page 48]

Managing User Information

Managing Basic User Data by Using the UI PUBLIC 47
5.4 Setting User Status to Inactive

Users in SAP SuccessFactors can have either an active or inactive status. By default, the status of all of users is set
to active when they are initially added to SAP SuccessFactors. If you want to freeze a user account, you can set the
user as inactive in the system.

Prerequisites

Before you use the UI-based method to deactivate a user who is a manager, you need to do a manager transfer,
which forwards in-progress forms to a new manager. To set up a manager transfer, use the Automatic Manager
Transfer tool in Performance Management.

Context

Setting a user as inactive means that no changes can be made to the account. You can change user status one by
one using the UI, or modify multiple user statuses in a file and upload it to SAP SuccessFactors.

Procedure

• Use the UI-based method.

a. Go to Admin Center.
b. In the tools search field, type Manager Users.
c. Search the user that you want to deactivate.
d. Click the user's name. In the Edit User window, select No for the Active field.
e. Click Save to save your change.
• Use the file­based method.
a. Prepare your user data file and change the Status field to inactive in the file.
b. Import the user data file as you would for any other data change.

 Note

If any of the deactivated users are managers, you can configure automatic manager transfer using the
import options.

Task overview: Managing Basic User Data by Using the UI [page 43]

Previous task: Purging User Data [page 47]

Next task: Enabling System E-mail Notification [page 49]

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48 PUBLIC Managing Basic User Data by Using the UI
5.5 Enabling System E-mail Notification

Enable the system e-mail notification for a user so that the user can receive relevant system e-mails on certain
events or changes to their information, such as welcome messages and reset password notifications.

Prerequisites

You have the role-based permission of Change User Email Notification under Manage User admin permissions.

Procedure

1. Go to Admin Center.
2. In the tools search field, type Change User Email Notification.
3. Search the user that you want to enable the notification for.
4. Select the checkbox for e-mail notification.
5. Click Save The Setting.

Results

Now the user can receive system e-mails on certain events or changes to their information.

Task overview: Managing Basic User Data by Using the UI [page 43]

Previous task: Setting User Status to Inactive [page 48]

Next task: Resetting User Passwords as an Administrator [page 56]

Managing User Information

Managing Basic User Data by Using the UI PUBLIC 49
5.5.1  Configuring E-Mail Notifications

The system can send e-mail notifications to users automatically to alert them of events or changes to their
information. You can select notification templates and customize them to meet your business needs.

Procedure

1. Go to Admin Center Tools Search Email Notification Templates Settings .

2. Select the e-mail notification you want to use.
3. Optional: Update the e-mail template content to meet your specific needs:
• Set Email Send Option: This setting consolidates the related e-mails of the same type into one e-mail. For
more information, see Understanding Consolidated Email Notifications [page 53].
• Set Email Priority: If you select this option, the system sends e-mails with high priority.
• Customize Settings for Form Templates: You can enable or disable e-mail notification settings for some
templates, set consolidated interval setting, and select additional recipients.
• Email Subject: Change the subject line of e-mail.
• Specify Different Template for Each Form: Change the e-mail text for a template.
• Email Body: Change the e-mail body.

 Note

The maximum e-mail size is 20 MB.

4. Optional: Set the interval for sending out consolidated e-mail. Select the default notification interval from the
Interval For Consolidated Emails (In Hours Starting From 12:00am): dropdown list at the bottom of the Email
Template Notification page or from the Customize Settings for Form Templates dialog box.
5. Save your changes.

Results

You’ve successfully enabled the e-mail notifications.

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50 PUBLIC Managing Basic User Data by Using the UI
5.5.2  Notification Triggers

After you enabled an e-mail notification, the target recipient receives the corresponding notification sent by the
system automatically on certain events. Refer to the table for what event triggers what e-mail notification in SAP
SuccessFactors.

Notification Trigger Recipient

User Import Notification When the Employee Import job com­ User who launched the Employee Import
pletes job

Live Profile Import Notification When the Import Extended User User who launched the Import Extended
Information job completes User Information job

Welcome Message Notification When a new user is added to the system Newly added users

Welcome Message Notification with Re­ When a new user is added to the system Newly added users
set Password Support
 Note

If you are adding new users via

Manage User, Employee Import, or
OData API in EC­off instances, make
sure that this notification is enabled.
Otherwise, these newly added users
might not receive welcome e-mails.

Password Changed Notification When an admin changes a user's pass­ User

word using Reset User Passwords .

Forget Password Support Notification When user clicks Forgot Password User

Reset Password Support Notification When user requests to reset password User
based on Knowledge Based Authentica­ and Knowledge Based Authentication is
tion turned on

Reset Password Lockout Notification When user attempts to reset password User
but fails to answer security questions

Reset Password Successful Notification When user resets password successfully User

Reset Password Support Notification When user request to reset password User

Login Account Changed Notification When a login account is changed User

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Managing Basic User Data by Using the UI PUBLIC 51
5.5.3  E-mail Body for Notifications

You can use the predefined e-mail body for your notifications, or customize it according to your business need.
Refer to the tables for variable codes and predefined e-mail bodies, based on which you can make your own
changes.

Variable Codes

In the e-mail body, you can use variable codes to encode information that is not available at the moment, for
example, employee name, employee password, and login URL. When the notification is sent by the system, the
variable codes are replaced by real information of the employee automatically.

Variable Code Description

[[EMP_NAME]] Employee name.

[[EMP_USERNAME]] Employee username.

[[LOGIN_URL]] The URL through which a new employee can log in to the sys­
tem.

[[SIGNATURE]] Email signature, which you can configure from Admin

Center E-Mail Notification Templates Email Signature .

[[SET_PASSWORD_URL]] The URL through which a new employee can set password
when the employee logs in for the first time.

[[RESET_PASSWORD_URL]] The URL through which an employee can reset his or her pass­
word.

E-mail Bodies

You can use or customize the notifications based on the following predefined e-mail templates:

Notification Type E-mail Body

User Import Notification This E-mail notification cannot be customized.

Live Profile Import Notification This E-mail notification cannot be customized.

Welcome Message Notification Here is your Logon information -

Username: [[EMP_USERNAME]]

You can access the PerformanceManager at the following URL:

[[LOGIN_URL]]

[[SIGNATURE]]

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52 PUBLIC Managing Basic User Data by Using the UI
Notification Type E-mail Body

Welcome Message Notification with Reset Password Support Welcome to SAP SuccessFactors!

Your Login Information:

Username: [[EMP_USERNAME]]

Please use the following URL to set your password:

[[SET_PASSWORD_URL]]

[[SIGNATURE]]

Password Changed Notification Please be advised that your password for PerformanceMan­
ager has been changed.

(As a reminder, your Username is: [[EMP_USERNAME]])

[[SIGNATURE]]

Forget Password Support Notification You can access the PerformanceManager application at the
following URL: [[LOGIN_URL]]

This is a system-generated message through "Forget Password

Support" requested by you. If you believe this is an error,
please contact your support immediately.

Reset Password Support Notification based on Knowledge You can reset your password at the following URL: [[RE­
Based Authentication
SET_PASSWORD_URL]]

This is a system-generated message through "Forget Password

Support" requested by you. If you believe this is an error,
please contact your support immediately.

[[SIGNATURE]]

Reset Password Lockout Notification We've noticed you recently attempted to reset your password
but have failed to answer your reset password questions suc­
cessfully. Please try again in 5 minutes.

[[SIGNATURE]]

Reset Password Successful Notification You have successfully updated your password. If you did not
perform this request, please contact your administrator imme­
diately.

[[SIGNATURE]]

5.5.4  Understanding Consolidated Email Notifications

You can use this feature to send out consolidated notifications for the same recipient into one single email at
specific time intervals.

You can configure the consolidated interval from the Email Template Notification page by specifying the "Interval For
Consolidated Emails (In Hours Starting From 12:00am):" setting.

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Managing Basic User Data by Using the UI PUBLIC 53
For email notifications listed on the Email Template Notification page that do not have the option to set up a
customized interval, you can select the default interval from the Interval For Consolidated Emails (In Hours Starting
From 12:00am): drop down menu, at the bottom of the Email Template Notification page.

 Note

Here you are selecting the time interval (in hours). For example, if you select 6 from the dropdown menu,
consolidated email notifications will be sent out every 6 hours.

There's a 4,000-character limit for consolidated email notifications.

5.5.5  Sending Welcome E-mails Manually

If you didn't choose to automatically send welcome e-mails to new users when adding them in the system, you can
still send welcome e-mails manually afterwards.

Prerequisites

You have the role-based permission of Send System Message Email Notification under Manage User admin
permissions.

Context

Welcome e-mails usually contain login information for the first time users. You can customize the content and
format of welcome e-mails to meet your business needs.

Procedure

1. Enable e-mail notification so that users can receive system e-mails. Usually, the notification is enabled by
default for new users. But if you want to change the settings, see Enabling System E-mail Notification [page
49].
2. Go to Admin Center.
3. In the tools search field, type Send User Welcome Email.
4. Select whether you want to send the e-mails to a user group or a single user by choosing the following options:

Option Description

Send system message by group The e-mail is sent to a group of people.

Send system message by user The e-mail is sent to a single user.

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54 PUBLIC Managing Basic User Data by Using the UI
5. Customize the Email Subject and Email Body. Usually, the Email Body contains usernames, passwords, and a
link that users can use to login to SAP SuccessFactors and set their own passwords.
6. Search the group or user that you want to send the e-mail to.
7. Select the correct group or user and click Send System Message.

Results

When a user receives the welcome e-mail, he or she can log in to SAP SuccessFactors through the link that is
provided in the e-mails.

5.5.6  Enabling and Customizing Welcome Email Template

Email notifications are sent to users automatically to alert them of events or changes to their information. You can
select the notifications to send by turning each notification on or off, and customize the email template to meet
your business needs.

Context

If you enable the welcome email template, welcome emails will be sent automatically to new users when they are
added to the system.

Procedure

1. Go to Admin Center.
2. In the tools search field, type E-mail Notification Templates Settings.
3. Select the checkbox for Welcome Message Notification to turn it on.
4. Save your changes.

Results

The automatic welcome emails are turned on. Every time when a new user is added to the system, he or she
will receive a welcome email automatically. However, if you choose to turn off the template, you can still send the
welcome emails manually. For steps, see Sending Welcome E-mails Manually [page 54].

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Managing Basic User Data by Using the UI PUBLIC 55
5.6 Resetting User Passwords as an Administrator

You can choose to reset passwords for a single user or a group of users.

Prerequisites

You have the role-based permission of Reset User Passwords under Manage User admin permissions.

Procedure

1. Go to Admin Center Reset User Passwords .

2. Choose one of the following ways to reset passwords:

Option Description

Reset individual user password (with supplied password) To reset one user's password to a specific new one.

Reset individual user password To reset one user's password to a system-generated one.

Reset group of users passwords To reset passwords for a specific group of users to system-
generated passwords at once.

3. Search the user or a specific group of users. Select the users that you want to reset passwords for.
4. Conditional: Type the new password if you're using the Reset individual user password (with supplied password)
option.
5. Click Reset User Passwords.

Results

Users receive system e-mail notifications once their passwords are reset. When users log into the system, a
Password Change window pops up, requiring users to update their passwords. Please note that in Employee
Central-enabled instances, the password that gets updated is the password of the login account, and might not be
the password of the main user on the home page.

If "security questions" have been enabled in the instance, users must choose security questions before they enter
the new password.

Task overview: Managing Basic User Data by Using the UI [page 43]

Previous task: Enabling System E-mail Notification [page 49]

Next task: Resetting Passwords as a User [page 57]

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56 PUBLIC Managing Basic User Data by Using the UI
Related Information

Enabling the Forget Password Function [page 58]

5.6.1  Enabling and Customizing Password Changed E-mail

Template

E-mail notifications are sent to users automatically to alert them of events or changes to their information. You can
select the notifications to send by turning each notification on or off, and customize the e-mail template to meet
your business needs.

Context

Enable the Password Changed Notification in the E-Mail Notification Templates page in Admin Center so users can
be notified when their passwords are reset by admins. For more information, see Configuring E-Mail Notifications
[page 50].

5.7 Resetting Passwords as a User

Sometimes users might forget their passwords and can’t log in to SAP SuccessFactors, so they need to reset
passwords. You can either allow users to reset their own passwords or you reset their passwords in Admin Center
on request.

Allowing Users to Reset Their Own Passwords [page 58]

It is convenient if users can reset their own passwords whenever they forget them. The system can
generate a new temporary password when users retrieve a forgotten password.

Enabling and Customizing Reset Password E-mail Template [page 58]

E-mail notifications are sent to users automatically to alert them of events or changes to their information.
You can select the notifications to send by turning each notification on or off, and customize the e-mail
template to meet your business needs.

Enabling the Forget Password Function [page 58]

If you want to allow users to reset their own passwords, you can enable this function by updating your
company password policy.

Task overview: Managing Basic User Data by Using the UI [page 43]

Previous task: Resetting User Passwords as an Administrator [page 56]

Next task: Configuring Password and Login Policy [page 59]

Managing User Information

Managing Basic User Data by Using the UI PUBLIC 57
5.7.1  Allowing Users to Reset Their Own Passwords

It is convenient if users can reset their own passwords whenever they forget them. The system can generate a new
temporary password when users retrieve a forgotten password.

Context

To allow users to reset their own passwords, you need to first enable the forget password function in the company
password policy. Then, turn on the system email notification so users can receive retrieving password emails sent
by the system. You can also customize the email template to meet your business needs.

5.7.2  Enabling and Customizing Reset Password E-mail

Template

E-mail notifications are sent to users automatically to alert them of events or changes to their information. You can
select the notifications to send by turning each notification on or off, and customize the e-mail template to meet
your business needs.

Context

Enable the Reset Password Successful Notification in the E-Mail Notification Templates page in Admin Center so
users can receive retrieving password e-mails after they reset their passwords. You can also customize the e-mail
template if needed. For more information, see Configuring E-Mail Notifications [page 50].

5.7.3  Enabling the Forget Password Function

If you want to allow users to reset their own passwords, you can enable this function by updating your company
password policy.

Procedure

1. Go to Admin Center.
2. In the tools search field, type Password & Login Policy Settings.
3. Select Enable Forget Password feature, and choose one of the following options:

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58 PUBLIC Managing Basic User Data by Using the UI
 Option Description

Reset Password using a URL accessed through an email link The user receives a system email containing a link through
which they can reset the password.

Reset passwords using security questions accessed through The user receives a system email containing a link where
email link the user must answer security questions correctly before
resetting the password.

Reset passwords using security questions accessed through The user is redirected to the security question page where
the system the user must answer correctly before resetting the pass­
word.

4. Click Set Password & Login Policy to save your changes.

For more information about password settings, see Configuring Password and Login Policy [page 59].

5.8 Configuring Password and Login Policy

You can configure user management-related password and login policy settings for your company by using the
Password & Login Policy Settings admin tool.

Prerequisites

You have the Manage System Properties Password & Login Policy Settings permission.

Procedure

1. Go to Admin Center Company Settings Password & Login Policy Settings .

2. Select from below options.

Options Descriptions

Minimum Length Enter at least 6 in these two fields.

Maximum Length

Minimum Password Age (in days)

 Note
Maximum Password Age (in days)
Minimum Password Age (in days) controls when
password can be changed again based on the latest
password change, preventing users from changing
password too frequently. Maximum Password Age (in
days) controls how frequently the passwords can be
changed. If you enter a valid number of days in the

Managing User Information

Managing Basic User Data by Using the UI PUBLIC 59
 Options Descriptions

maximum field, for example, 60, the system notifies

all users to change their passwords every 60 days and
apply the validity period to the new passwords.

If you want to disable the two features, enter "-1" in

the fields. Every time you change this value from -1 to
a value larger than 0, or change it back to -1, users
are asked for password reset upon their next login.
However, simply extending or reducing the period (from
10 to 50 or 30 to 10, for example) can't force the users
to change their password.

Set API login exceptions...  Note

You can set different maximum password ages for API

users in the Set API login exceptions section. If the
maximum password age of API users is larger than that
of login users, when the API user logs in the system
after the login password expires, a warning message
displays to inform the API user to update password.
It's not recommended but API users can dismiss the
warning message and continue to log in the system
with API until the expiration of the API maximum
password age.

Maximum Successive Failed Login Attempts Set to 0 to disable this option. The system locks a user
account if successive failed login attempts exceed what the
policy allows, within a 1-minute period.

Case Sensitive (recommended) If this option isn't checked, upper case characters and lower
case character are considered as one type of characters.

Mixed Case required If this option is checked, the password must contain both
upper case characters and lower case characters. This
option is ignored if Case Sensitive isn't checked.

Alpha characters required If this option is checked, the password must contain upper
case characters, lower case characters, or both.

Nonalpha characters required If this option is checked, the password must contain
numeric characters, special characters, or both.

Password can’t contain any of the following user

information:
First Name
Last Name
Username

Enable password history policy History policy rejects passwords that are identical to a
recently used password. Enter a number from 2 through 10.

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60 PUBLIC Managing Basic User Data by Using the UI
 Options Descriptions

Enforce Password Encryption Turning this option OFF from ON forces all users to
change their passwords. Turning this option ON disables the
Forgot Your Password feature for password retrieval through
emails.

Enable Forget Password feature Use this option to enable the forget password feature.
Specify detailed forget password settings. Please note that
Reset Password using a URL accessed through an email link
the URL link expires in 30 minutes.
Reset passwords using security questions accessed
through email link
Reset passwords using security questions accessed
through the system

Enable Forgot Username feature Allows users to retrieve their username by having it sent to
their email address.

Set Welcome Password and Reset Password link expiration Expiration can be up to 30 days, please enter a value from 1
(in days) through 30. Changing this setting affects all links that have
yet to expire. Please note that this setting only impact the
password resetting link in the welcome emails.

Password Expiration for Long-Time Unused Passwords (in This option is to expire passwords that have not been
years) used to log in the system longer than the number of years
that you select from the dropdown. To disable this option,
choose N/A.

Enable CAPTCHA for the Forgot Password page You can specify how many consecutive attempts of sending
resetting password emails from the Forgot Password page
are allowed within one minute before the system prompts
a CAPTCHA. To disable this option, choose N/A from the
dropdown.

3. Save your changes.

Task overview: Managing Basic User Data by Using the UI [page 43]

Previous task: Resetting Passwords as a User [page 57]

Next task: Hiding Usernames in the UI [page 65]

5.8.1  Password Policy Settings and Predefined Passwords

To better protect your account security, we now provide a set of best practices of password policy settings.

As an admin user, you can check the new password policy settings through Admin Center Company Settings
Password & Login Policy Settings . We recommend that you adopt the following password policy settings.

• Enter at least 6 in the Minimum Length and the Maximum Length fields.
• The password must contain at least two kinds of the following characters: numeric character, special character,
upper case characters, or lower case characters.
• Enter a number larger than 0 in the Maximum Successive Failed Login Attempts field.

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Managing Basic User Data by Using the UI PUBLIC 61
• Enter at least 2 in the Enable password history policy field.
• Enter a number between 1–365 in the Maximum Password Age (in days) field.

As an admin user, if you predefine passwords for users in the import user file using Employee Import, Bulk
Employees Import, and Delta Employees Import, ensure that the passwords comply with password policy settings.
If not, you receive warnings in the import status email.

As an end user, if your password is predefined by your system admin using Employee Import, Bulk Employees
Import, and Delta Employees Import, you must reset your password when you log in the system for the first time.
You can follow the steps in the reset password popup to reset your password. When you change your password, the
existing behavior is that the system checks whether your new password is compliant with password policy settings.

5.8.2  Important Notes on Default Password Option

Using username, user ID, or email as default password introduce security risks. Starting from June 19, 2020,
you can’t use username, user ID, or email as default password when creating new jobs in Employee Import, Bulk
Employees Import, or Delta Employees Import, or adding new users in Manage Users. The import jobs that you
submitted prior to this date aren’t affected.

Functionality Impacted

• The Employee Import tool that is placed in both Admin Center of the instances that haven’t enabled Employee
Central and the Manage Scheduled Job page in Provisioning.
• The Bulk Employees Import tool that is placed in the Manage Scheduled Job page in Provisioning
• The Delta Employees Import that is placed in the Manage Scheduled Job page in Provisioning
• The Manage Users tool in Admin Center

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Users Impacted

This affects users created by Employee Import, Bulk Employees Import, Delta Employees Import, and Manage Users
and using SAP SuccessFactors password authentication. Integrated external learners, onboardees, and users using
SSO authentication aren’t impacted.

 Note

In instances that have been migrated to SAP Identity Authentication Service（IAS), the password policies are
handled within IAS and SAP SuccessFactors policies aren’t relevant.

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62 PUBLIC Managing Basic User Data by Using the UI
What’s the Specific Product Behavior Change About Default Password After
June 19, 2020 ?

• Before June 19, 2020, you could specify username, user ID, email, or "System Generated" as the default
password for new users when creating new jobs in Employee Import, Bulk Employees Import, or Delta
Employees Import.
After June 19, 2020, to improve security, when creating new jobs，you can only use “System generated”
as default password, and the username, user ID, email options aren’t supported anymore. However, the
submitted jobs that you created through Provisioning Manage Scheduled Job prior to June 19, 2020
aren’t affected, regardless of whether you specified username, user ID, email, or “System generated” as the
default password option. For better security, we recommend that you enable Use System Generated Password
by Default in Admin Center Platform Feature Settings to override the default password settings to be
“System Generated” in all import jobs created through Provisioning.
• Before June 19, 2020, if you created new users in Manage Users, username was the default password for new
users. After June 19, 2020, “System generated” becomes the default password option.

What You Need to Do

With “System generated” as the default password option, how to ensure that new users can
reset password using emails.
If you’re creating new jobs in Employee Import, Bulk Employees Import, or Delta Employees Import, or adding new
users in Manage Users, be aware that only “System generated” is supported as the default password option after
June 19, 2020. To ensure that new users can reset password using a link in an email, perform the following steps:

Prerequisites: New users have a valid email address and can receive email notifications.

1. Enable the Welcome Message Notification with Reset Password Support template in Admin Center E-mail
Notification Template Settings .
2. Select the Send Welcome Message to New Users option in the Employee Import, Bulk Employees Import, or
Delta Employees Import in Provisioning or select Send welcome email to new users in Manage Users pages.

Result: New users will receive a welcome email containing the Set Password link after the import job completes.

(Not recommended) Set initial password for new users in import file if they can’t receive emails.
If your users don’t have a valid email address or can’t receive email notifications, you might consider the following
workaround:

1. Add a “PASSWORD” column (column heading: PASSWORD; column label: PASSWORD) in the import file and
then provide valid passwords for new users in the column.
2. Select Use a system generated random password as the default password in Employee Import in Admin Center.
3. Import your file.
4. Inform new users their initial passwords offline.

 Caution

For better security, ask your users to reset passwords after first­time login.

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Managing Basic User Data by Using the UI PUBLIC 63
How to change the existing password settings to be “System generated” in the submitted
import jobs.

If the submitted jobs that you created before June 19, 2020 in Provisioning Manage Scheduled Job specify
username, user ID, or email as the default password, then to improve security, you’re recommended to change the
password setting to be “System Generated” for the submitted jobs and then update the email settings if necessary
to ensure that new users can reset password using a link in an email.

1. Go to Admin Center Platform Feature Settings and enable the Use System Generated Password by
Default option to override the existing password setting to be "System Generated".
2. If the Send Welcome Message to New Users option isn’t selected in the submitted jobs, then you should go to
Admin Center Platform Feature Settings and enable the Send Welcome Message option to override the
existing welcome email setting to be "enabled".

 Note

Once the Use System Generated Password by Default and Send Welcome Message options are selected,
the default password and welcome message configuration in the new and existing import jobs are “System
Generated“and “enabled” respectively.

3. Enable the Welcome Message Notification with Reset Password Support template in Admin Center E-mail
Notification Template Settings .

Notes

 Recommendation

We recommend that you review the internal communication process about new account creation in your
company, for example, how to inform new employees of their initial login passwords, and then update it if
necessary.

If your SAP SuccessFactors system has integrated with third-party applications using a default password that is
specified as username/userid/email, we recommend you to change this kind of integration because of security
risk. You can use a password that isn’t the same as username/userid/email in the import file for integration.

If some users were created with username/userid/email as the default password and use these passwords for
login, ask them to reset their passwords as soon as possible using one of the following three methods:

• Users can reset passwords themselves by using the set password link (valid in 1-30 days, according to your
company-level password policy setting) in the welcome email notification
• Users can reset passwords themselves by navigating to Options Password in the system
• Admins can reset password for these users using Admin Center Reset User Passwords and deliver new
passwords to users offline. See the Related Links section on how to reset user passwords.
Password Changed Notifications with a set password link will be sent to users when the Password Changed
email notification with the [[SET_PASSWORD_URL]] token has been enabled in E-mail Notification Template
Settings and the option of user email notification is turned on in Admin Center Change User Email
Notification .

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64 PUBLIC Managing Basic User Data by Using the UI
Related Information

Enabling the Forget Password Function [page 58]

Resetting User Passwords as an Administrator [page 56]

5.9 Hiding Usernames in the UI

You can hide usernames in the UI, including Global Header, quickcard, org charts, people profile, and Change Audit
reports.

Prerequisites

You have the Administrator Manage System Properties Platform Feature Settings permission.

Procedure

1. Go to Admin Center Platform Feature Settings .

2. Select Hide Usernames in the UI.
3. Save your changes.

Results

You've hidden usernames in the UI.

Task overview: Managing Basic User Data by Using the UI [page 43]

Previous task: Configuring Password and Login Policy [page 59]

Next task: Enabling the Adoption of General Display Name [page 67]

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Managing Basic User Data by Using the UI PUBLIC 65
5.9.1  User Interfaces Where You Can and Cannot Hide the
Username

You can enable the Hide Username in the UI feature to hide username on the Global Header and the employee
quickcard as well as the search user interfaces that have adopted People Search.

User interfaces that are affected by the Hide Username in the UI option

By default, this option is off. Once you enable it, the username will be hidden on the Global Header and employee
quickcard, and you cannot run a username search or see username in the search results in the following search
interfaces:

• Global Header Search

• Org Chart people Search, including Position Org Chart Search, Directory Search, Succession Org Chart Search,
and Succession Lineage Chart/ Talent Search
• Employee Profile People Search
• People Search in Manage Users
• People Search for manager field.
In Employee Central-enabled instances, if administrators want to add or update user’s managers (such as
manager, HR manager, matrix/custom/proxy/second managers and so on.) from People Profile blocks (for
example, Employee Information, Job Relationships) or use Add New Employee to hire new employee, then
username will be hidden.
• Person Search in Change Audit Report
• Person Search in Data Subject Information
• People Search in Check Tool
• People Search in Manage Workflow Requests
• People Search in Manage Login Accounts
• People Search in the Proxy Now dialog for the User Proxy feature

 Note

In all the above search interfaces except the Person Search in Data Subject Information, user cannot be
searched by username unless their username is the same as user ID. In Person Search in Data Subject
Information, however, user cannot be searched out by username even though their username is the same as
user ID.

User interfaces that are NOT affected by the Hide Username in the UI option

The following interfaces aren't affected by the Hide Username in the UI option, and administrators can continue
using username to search for users even though this option is enabled. .

• Search interfaces in the following admin tools : Reset User Account, Reset User Passwords, Send User
Welcome Email, Change Email Notification Setting, Manage Support Access, Manage Permission Group,
Manage Role-Based Permission Access, Manage Employee Group, User Role Search, View User Permission,

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66 PUBLIC Managing Basic User Data by Using the UI
 Proxy Management, Advanced Search in Manage Users, Data Retention Management, Rehire Inactive
Employee, and others.
• Standard Element “Username” on People Profile: If customer configure standard-element “Username” as a
field on People Profile, username is displayed, regardless of whether this option is on or off.

5.10 Enabling the Adoption of General Display Name

You can use the same name format across SAP SuccessFactors HXM Suite.

Prerequisites

• You have the Administrator Permissions Manage System Properties Company System and Logo
Settings permission.
• Additional prerequisites for Employee Central customers. Details for the following prerequisites will be covered
in topics later in the guide section.
• You've configured a name format for Legal Entity or People Profile.
• If you've configured a name format for People Profile, we recommend that you enable the Admin Center
Company System and Logo Settings Enable the name format selected in Configure People Profile to
apply globally option.

 Note

If you need to configure different name formats for different legal entities, don’t enable the option. If
you expect to have a global name format for all legal entities, enable the option.

Procedure

1. Go to Admin Center Company System and Logo Settings .

2. Select the Enable adoption of General Display Name option.
3. Save your changes.

Results

• Please note that the displayName field can't be seen or configured in the Succession Data Model, nor can it be
modified in Manage Business Configuration.

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Managing Basic User Data by Using the UI PUBLIC 67
• A new field, DISPLAYNAME, is added to store General Display Name. If Employee Central is NOT enabled in
your instance, the General Display Name field is prepopulated with full name of default locale. If an employee
has no full name, the value Unknown is populated.
• If Employee Central is enabled in your instance, a migration job is triggered. The Enable adoption of General
Display Name option will be enabled when the migration job is done. You can check the migration job status
under Admin Center Scheduled Job Manager Migrate General Display Name .
• About updating General Display Name, if Employee Central is NOT enabled in your instance, you can import
General Display Name using Employee Import. For Employee Central users, this field will be updated by HRIS
Sync.
• Import and export are supported for both Employee Central instances and non-Employee Central instances.
But we don't recommend that you update the values of the field through import if Employee Central is enabled,
because your updated values will be overwritten by HRIS sync or when you refresh the general display name.
• Depending on whether or not you’re managing users in Employee Central, you need different tools to import
General Display name. See Choosing a Tool for User Management for more information.

Task overview: Managing Basic User Data by Using the UI [page 43]

Previous task: Hiding Usernames in the UI [page 65]

Next task: Enabling Pronouns [page 85]

Related Information

Choosing a Tool for User Management [page 28]

5.10.1  Important Notes About General Display Name Adoption

Before you start using General Display Name, understand the following important notes and how they impact your
SAP SuccessFactors system.

Modules That Support the General Display Name

Here's a table of modules and features that partially support General Display Name (with limitations) or fully
support General Display Name but require your extra attention (with notes). For example, Career Development
supports General Display Name, but legacy development goals don't. Please note that it's NOT a full list of modules
and features that support General Display Name.

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68 PUBLIC Managing Basic User Data by Using the UI
Module Feature Notes and Limitations

Employee Central Hire To uniquely identify a hire or rehire, we

use legal name instead of General Display
Name in the following UIs:

• Add New Employee - Confirmation

• Add New Employee - Match Pop-Up
• Rehire Inactive Employee

Employee Central Pending Hires In the Manage Pending Hires tool, we

show the name format configured by
you for candidate name when configuring
columns for the tool.

When hiring using the tool, if the Gen­

eral Display Name isn’t the same as
the Name on the main screen, on the
screens for Internal Hire, Global Assign­
ment, Concurrent Employment, we dis­
play the General Display Name in after
the Name.

Other name columns such as HR Man­

ager support the General Display Name.

Employee Central Workflows When a new employee is added trigger­

ing a new hire workflow, the new employ­
ee's name won’t be displayed in the for­
mat of General Display Name on all UIs
where that workflow is shown, including
My Workflow Requests, Workflow Details,
Take Action, cards on the latest home
page, and email notifications.

Managing User Information

Managing Basic User Data by Using the UI PUBLIC 69
Module Feature Notes and Limitations

Onboarding Onboarding Onboarding, Internal Hire, and

Offboarding Offboarding pages all support General
Display Name. Full name token in email
notifications supports General Display
Name as well. Only in the following sit­
uations General Display Name isn’t sup­
ported:

• We use legal name instead of Gen­

eral Display Name in Compliance
Forms
• The format of names in documents
generated by Print Form Services
depends on the field mapping.
• On the first rehire verification page:
• Both General Display Name
and legal name are shown for
the new hire’s hiring manager,
where the legal name is in
brackets.

 Note

If the General Display

Name and legal name are
the same, only the General
Display Name is shown.

• Legal name is shown in the

page title for the new hire.
• On the second rehire verification
page:
• Both General Display Name and
legal name are shown for the
new hire in the page title and
the new hiring manager, where
the legal name is in brackets.

 Note

If the General Display

Name and legal name are
the same, only the General
Display Name is shown.

• All names in the matching pro­

files are legal names.

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70 PUBLIC Managing Basic User Data by Using the UI
Module Feature Notes and Limitations

Platform Employee Profile All names in People Profile can be

shown in the format of General Display
Name, for example, names in the pro­
file header, User Information blocks, and
Notes block.

As you do for other standard elements, to

have the <Display Name> field shown
in a Live Profile User Information block,
you can use the Configure People Profile
admin tool to add the field to the block.

Managing User Information

Managing Basic User Data by Using the UI PUBLIC 71
Module Feature Notes and Limitations

Platform Home Page Home page cards don’t always immedi­

ately reflect changes to a person’s gen­
eral display name.

• For cards that were generated be­

fore the 2H 2022 release, the name
on the card doesn't change, even
if General Display Name is enabled
and a person changes their name.
Cards always show the person’s
name at the time the card was gen­
erated. You need to wait for older
cards to expire.
• For cards that are generated after
the 2H 2022 release, the general dis­
play name is supported in most pla­
ces. When General Display Name is
enabled and a person changes their
name, the name on the card is up­
dated. However, it can take up to an
hour for the change to appear.
• In some places where names appear
on home page cards, the General
Display Name isn't supported yet.
In these places, cards always show
the person’s name at the time the
card was generated, whether it was
before or after the 2H 2022 release.
You need to wait for these cards to
expire.
These places include:
• Employee Central workflow
cards
• MDF workflow cards
• Job Offer and Job Requisition
approval cards (for Recruiting)

Platform Manage Documents The Uploaded By and Document Owner

fields will show the General Display
Name.

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72 PUBLIC Managing Basic User Data by Using the UI
Module Feature Notes and Limitations

Platform Metadata Framework All names in Metadata Framework can

be displayed in the format of General Dis­
play Name, including:

• Values for any user-type fields, in­

cluding dropdown values, search re­
sults, and strikethrough values
• Audit information including "last
modified by" and "created by"
in Manage Data, Configure Object
Definitions, and Picklist Center pa­
ges.

General Display Name will also appear in

any application that uses an MDF object
with a user-type field.

Platform Search Users The common find user widget displays

first name, last name, and user name.
General DIsplay Name will not be dis­
played. Go to Admin Center Reset
User Passwords to see an example of
the find user widget.

Platform Work Zone Content All names in the HR content package,

which includes cards and Guided Expe­
riences, in SAP SuccessFactors Work
Zone are displayed in the General Display
Name format.

Recruiting Candidate Relationship Management Applies to email campaigns, message

(CRM) center, and talent pools.

Recruiting Interview Central Includes email tokens for all operators

names (recruiter name, hiring manager
name, interviewer name, and so on).

Recruiting Interview Scheduling Includes My Calendar, Interview Setup

portlet, Scheduling Overview page and
email notifications.

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Managing Basic User Data by Using the UI PUBLIC 73
Module Feature Notes and Limitations

Recruiting Job Applications Includes the applicant workbench; the

job application details page with Jobs
Applied, Application Status Audit Trail,
Comment, and Correspondence portlets;
Actions (Forward to Colleague, Forward
to Requisition, and so on); Email tokens;
Print Preview.

The internal candidate name on the job

application details page → Applicant Pro­
file Header is displayed in DisplayName
(Internal Candidate) (ApplicantName)
format.

Recruiting Offer Letters Includes the offer approval list, offer

approval details, mass offer approvals,
mass offer details, offer approver search,
offer letter user search in CC and BCC
email, the author name in the offer letter
portlet, and tokens that display recruiter
and hiring manager names in the offer
letter to the candidate.

Recruiting Job Postings The Job Posting Report and the Job
Status Report in Admin Center My
Reports Manage My Reports shows
the individual's display name rather than
the legal or formal name.

Recruiting Job Requisition In the Job Requisition Change history

(Job Requisition field Audit), the records
created for the change history before you
enabled the Enable Adoption of general
display name option will still display the
legal name. Only the records created af­
ter enabling the Enable Adoption of gen­
eral display name option will adopt the
display name.

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74 PUBLIC Managing Basic User Data by Using the UI
Module Feature Notes and Limitations

Recruiting Job Requisitions This section lists the common areas in

Candidate Recruiting that do not support display
Offer name, or the behavior is different for the
Candidate Relationship Management display name changes:

• Admin pages and Adhoc reports

do not support the General Display
Name.
• The email templates created before
enabling the Enable adoption of
General Display Name option, the CC
and BCC fields will not resolve the
display name for the By Employee
name option. So, you need to resave
the email template to view the dis­
play name.
• The external candidate name does
not adopt the General Display
Name.
• In talent pools, you can search
for people by their General Display
Name when adding them to the
Shared list, but the General Display
Name isn't supported in the Search
for First Name in Shared List and
Search for Last Name in Shared List
fields when looking for those who
are already on the Shared list.
• The Search field in the Message
Center doesn't support General Dis­
play Name.
• When creating new email cam­
paigns, the Search First Name and
Search Last Name fields in the
Manually Added Recipients dialog for
candidates don't support General
Display Name.

Managing User Information

Managing Basic User Data by Using the UI PUBLIC 75
Module Feature Notes and Limitations

Recruiting Candidate Includes candidate profile record, appli­

cation record pages, candidate summary
page, Referral Tracking, Resume Viewer,
and Email tokens.

This section lists the features in Candi­

date that do not support display name:

• The following portlets does not sup­

port General Display Name on Can­
didate Profile:
• Correspondence
• Talent pool
• Email Campaign
• Employee Referral Information
• Comments
These portlets will still display
the legal name.
• The Candidate Search results list
does not support General Display
Name.

Employee Central Position Management With the adoption of the General Display
Name, your employees' names are no
longer sorted by surname, name. Your
employees' names are sorted depending
on the name format you've configured.

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76 PUBLIC Managing Basic User Data by Using the UI
Module Feature Notes and Limitations

Performance Management Performance Management Performance Management admin tools

haven't yet supported showing the Gen­
eral Display Name.

The following lists the notes and limita­

tions of the General Display Name in Per­
formance Management:

• If users have recalled feedback for a

form before you enable the General
Display Name, Recalled by <user's
name> in the Comments column of
the form's Audit Trail table doesn't
show users' display name.
• If Enable form title editability in the
Form or Enable form title editability
in Form info page in Form Template
Settings is selected, form titles don't
show users' display name for forms
launched before you enable the Gen­
eral Display Name. Users can edit
form titles as they want. For forms
launched after you enable the Gen­
eral Display Name, if users' display
name is changed, form titles are not
updated automatically.
• For forms launched before you ena­
ble the General Display Name, the
manager, HR manager, second man­
ager, matrix manager, and custom
manager fields in the employee in­
formation section don't show users'
display name. When forms are
saved, users' name is updated to
display name. Forms in en route and
completed folders are not updated.
• For forms launched before you ena­
ble the General Display Name, form
titles in the Document List section
on the form history page, OData
APIs, Data Subject Information Re­
port, and all types of reports in Peo­
ple Analytics don't show users' dis­
play name. When forms are saved,
users' name is updated to display
name.

Managing User Information

Managing Basic User Data by Using the UI PUBLIC 77
Module Feature Notes and Limitations

• The Employee column in the Audit

Trail table in Story reports remains
showing users' full name. You can
use the new join relations between
the Audit Trail and User tables,
Step Owner and Proxy User of
Step Owner, to report users' display
name.

360 Reviews 360 Reviews 360 Reviews admin tools haven't yet
supported showing the General Display
Name.

The following lists the notes and limita­

tions of the General Display Name in 360
Reviews:

• If Enable form title editability in the

Form or Enable form title editability
in Form info page in Form Template
Settings is selected, form titles don't
show users' display name. Users can
edit form titles as they want.
• For forms launched before you ena­
ble the General Display Name, the
form titles in Table reports or Peo­
ple Analytics reports don't show
users' display name. When forms
are saved, users' name is updated to
display name.

Analytics Report Center All the pages in Report Center (including

the sub-pages) that display <First Name>
<Last Name> have been updated to dis­
play the General Display Name.

 Note

Currently, the search functionality in

Report Center doesn't support the
adoption of General Display Name.

Analytics Story Reports The Basic User Information table in User

schema has been updated with the
General Display Name field that enables
you to use the General Display Name of
employees in all Story reports.

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78 PUBLIC Managing Basic User Data by Using the UI
Module Feature Notes and Limitations

Analytics Canvas Reports The General Display Name field is avail­

able only in the following schemas of
the Detailed Reporting data source for
Canvas reports:

• Job Information (Date Range)

• Recurring Compensation Informa­
tion (Date Range)
• Job Information (Date Range)
• Person and Employment Info (as of
Date)
• Person and Employment Audit
• Person and Employment Export
• Non-Recurring Compensation (Date
Range)

The General Display Name field is avail­

able only in the following realms of
the Advanced Reporting data source for
Canvas reports:

• HR Manager Info
• Matrix Manager Info
• User Sys Info

Analytics Table Reports The General Display Name field is availa­

ble only in the following domains of Table
reports:

• Job Information (Date Range)

• Recurring Compensation Informa­
tion (Date Range)
• Job Information (Date Range)
• Person and Employment Info (as of
Date)
• Person and Employment Audit
• Person and Employment Export
• Non-Recurring Compensation (Date
Range)

Analytics Workforce Analytics The General Display Name field has been
adopted only in:

• HR Manager Info
• Matrix Manager Info
• User Sys Info

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Managing Basic User Data by Using the UI PUBLIC 79
Module Feature Notes and Limitations

Analytics Classic Reports The following columns about Perform­

ance Management forms in Overdue
Document, Detailed Document Search,
and Deactivated User Inboxes reports un­
der Classic Reporting support showing
the General Display Name:

• Title
• Originator
• Employee

Learning Course Home Applicable for learners.

Learning Learning History Applicable for learners.

Learning Certificate of Completion Applicable for learners.

Learning Learning Plan Applicable for learners.

Learning My Team Applicable for supervisors.

Learning Action on Reportees Applicable for supervisors.

Learning Manage User Learning Applicable for administrators.

Learning Manage Learning Activities Applicable for administrators.

Learning Manage People Applicable for administrators.

Learning Manage Classes Applicable for instructors.

Career Development Development Objectives Legacy development goals don't support

Career Explorer General Display Name.

If you enable Career Explorer, the first

card on the Career Explorer page that
contains user information don't show
users' display name immediately until
cache is finished. Cache is refreshed per
two hours.

Employee Central Business Configuration The Changed by and Updated by columns

show the General Display Name.

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80 PUBLIC Managing Basic User Data by Using the UI
Module Feature Notes and Limitations

Time Tracking Clock In Clock Out The General Display Name is supported
in the following pages:

 Note

If the logged in user does not have

the target population permission for
the user who has created or last
modified the time event, the rows
for general display name will appear
blank and show only the timestamp.

• Manage Clock In Clock Out -

Employee Name, Created By, and
Last Modified By columns show the
general display name.
• Configure Clock In Clock Out - The
Created By and Last Modified By col­
umns for both Time Event Types and
Clock In Clock Out Groups.

Modules That Don't Support General Display Name

Here's a table of modules and features that don't support General Display Name. If a module isn't listed in the table,
it supports General Display Name fully or partially.

Module

Onboarding 1.0

The Legacy Home Page

Employee Central Service Center

Related Information

General Display Name Implementation in Learning

Managing User Information

Managing Basic User Data by Using the UI PUBLIC 81
5.10.2  Defining a Name Format

You can define a name format to be used in a legal entity or in People Profile. Depending on your business needs,
you can define a single name format to be used across the company, or define different name formats for different
legal entities.

Prerequisites

After you enabled General Display Name, the Visibility field of the Admin Center Configure Object Definitions
Legal Entity DisplayNameFormat toDisplayNameFormat attribute is set to Editable. Don’t modify this field
value.

Context

With the General Display Name feature, it’s now possible to define different name formats to better reflect how
names are used across the global regions. Please be aware that some screens show names of employees from
different regions, and therefore with different name formats. To help end users better differentiate what part of
the display name is the first name and what part is the last name, we recommend that you use separators or
capitalization. Here are some examples:

• If you configure a name format with Last Name followed by First Name, then separate them with a comma. The
result could be the following:
• Alex Thompson
• Grant, Carla
With that, users can see that either the first part "Alex" is the first name or the part after the comma "Carla". To
configure separators, see details in Visualizing the Editable Separator for Name Formats.
• Always have the last name in capital letters. The result could be the following:
• Alex THOMPSON
• GRANT Carla
With that, user can see that "Alex" and "Carla" are the two first names, even if displayed in different ways.

For name format of locales other than EN_US, please use the customization options to do what’s appropriate for
your target locale.

Procedure

1. Go to Admin Center Manage Data .

2. Input Name Format in the Create New field.
3. Enter the details of your chosen name format in the Name Format Code, Name Format Description, Name
Element and Alternative Name Element fields.

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82 PUBLIC Managing Basic User Data by Using the UI
4. Save your changes.

5.10.3  Configuring the Name Format Using Legal Entity

After preparing a name format for the General Display Name, you can now configure the name format using the
Manage Data admin tool.

Context

You have two options for configuring your name format. You can choose to configure it in Legal Entity or in People
Profile. If you configure the name format in both, and you also enabled the Admin Center Company System and
Logo Settings Enable the name format selected in Configure People Profile to apply globally option, the system
will display the name format configured in People Profile.

Procedure

1. Go to Admin Center Manage Data .

2. Choose a legal entity that you want to assign the name format you prepared.
3. Select the name format you've prepared from the Name Format for General Display dropdown.
4. Save your changes.

5.10.4  Configuring the Name Format Using People Profile

After preparing a name format for the General Display Name, you can now configure the name format using the
Configure People Profile admin tool.

Context

You have two options for configuring your name format. You can choose to configure it in Legal Entity or in People
Profile. If you configure the name format in both, and you also enabled the Admin Center Company System and
Logo Settings Enable the name format selected in Configure People Profile to apply globally option, the system
will display the name format configured in People Profile.

Managing User Information

Managing Basic User Data by Using the UI PUBLIC 83
Procedure

1. Go to Admin Center Configure People Profile General Settings Choose Name Format .
2. Select the name format you've prepared.
3. Save your changes.

5.10.5  Refreshing General Display Name

Employee Central customers who have updated configurations of general display name, for example, by changing
the legal entity or the name format, must refresh general display name to trigger changes to the general display
name.

Prerequisites

• You have the Administrator Permissions Manage System Properties Company System and Logo
Settings permission.
• You've configured a name format with Legal Entity or People Profile.

Context

This task is for Employee Central customers only. Customers who haven't enabled Employee Central don't need to
refresh the general display name and won't see the Refresh General Display Name button.

Procedure

1. Go to Admin Center Company System and Logo Settings .

2. Click the Refresh General Display Name button right under the Enable adoption of General Display Name option.

Results

You've successfully triggered the refresh of the general display name. An HRIS sync job is triggered. You can check
the job status under Admin Center Scheduled Job Manager .

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84 PUBLIC Managing Basic User Data by Using the UI
5.11 Enabling Pronouns

Pronouns like "she/her/her" are more and more used as designations in emails and profiles. To enable pronouns,
you need to configure a PersonPronouns picklist.

Prerequisites

• You have the Administrator Permissions Metadata Framework Configure Object Definitions permission.
• You have the Administrator Permissions Manage System Properties Manage Employee Files
permission.
• You have configured the pronouns standard element in Succession Data Model or Manage Business
Configuration.

Procedure

1. Go to Admin Center Picklist Center .

2. Click the  add icon to create a picklist for pronoun.
3. Enter the picklist data.

The value for the Code field must be PersonPronouns.

4. Use the  add to create a new picklist value.

The Add New Value window is displayed.

5. Enter picklist values.
6. Save your changes.

Next Steps

To display pronouns on People Profile and quickcards, you also need to enable the Admin Center Configure
People Profile General Settings Allow employees to maintain their pronouns option.

Task overview: Managing Basic User Data by Using the UI [page 43]

Previous task: Enabling the Adoption of General Display Name [page 67]

Managing User Information

Managing Basic User Data by Using the UI PUBLIC 85
Related Information

People Profile Header Settings

5.11.1  Important Notes About Pronouns

Before you start using pronouns, understand the following important notes and how they impact your SAP
SuccessFactors system.

Modules That Support Pronouns

Here's a table of modules and features that partially support pronouns (with limitations) or fully support pronouns
but require your extra attention (with notes). It's not a full list of modules and features that support pronouns.

Module Feature Notes and Limitations

Platform Employee Profile • Employees can select and display

their pronouns in the People Profile
header and quickcard. For more
information, see People Profile
Header Settings.

 Note

Currently, pronouns can't be

shown in a Live Profile User
Information block.

• Employees with multiple

employment only need to set up
their pronouns once and they will be
displayed for all employment in the
People Profile header.
• If an employee has permission to
view the pronouns of someone
else's employment, they can
view the pronouns for all the
employment of the same person.

Recruiting Job Requisition Pronouns display support on Quick card

Quick card will now display Pronouns

for all Job Requisiton pages where the
operator fields displayed.

The Employee Details quick card on

the Job Requisition Summary page now

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86 PUBLIC Managing Basic User Data by Using the UI
Module Feature Notes and Limitations

displays the pronouns for Operator fields

(including Currently with).

Recruiting Candidate Pronouns display support is not

available for internal, external, and
Agency candidate quick cards.

Managing User Information

Managing Basic User Data by Using the UI PUBLIC 87
6 Managing Basic User Data by Using a Data
File

To add or update user data for multiple users in one go, you can upload a user data file that contains all your
changes to SAP SuccessFactors.

Context

You can upload or download a user data file by using the Employee Import or Employee Export tools. These tools
can be accessed in the following ways:

Access Employee Import through... Access Employee Export through...

Admin Center Employee Import Admin Center Employee Export

Admin Center Manage Users Import Users User Admin Center Manage Users Export Users User

We have universally enabled the delta mode in Employee Import and Basic User Import. The delta mode considers
the rows changed in the import file. Only the data records that have actual changes will be imported, and the
unchanged rows will not be updated to the system again. The delta mode helps reduce import time and improve
import performance. Before, when you updated user information using Employee Import or Basic User Import, all
records were imported.

1. Preparing a User Data File [page 89]

A user data file is a Comma-Separated Value (CSV) file that contains basic information about your users,
such as username and manager hierarchy, as well as any additional information that your company uses.
Prepare your own user data file before you upload it to the system.
2. Permissions for Importing Users [page 120]
Permissions are required if you want to upload user data using the Employee Import tool.
3. Importing User Data [page 121]
To update the system with your user data changes, you can upload a user data file to SAP SuccessFactors.

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88 PUBLIC Managing Basic User Data by Using a Data File
6.1 Preparing a User Data File

A user data file is a Comma-Separated Value (CSV) file that contains basic information about your users, such as
username and manager hierarchy, as well as any additional information that your company uses. Prepare your own
user data file before you upload it to the system.

Context

If you are preparing a user data file for the first time, you can start by downloading an import file template, and view
it to see what fields to include. You can also download all existing user data in the system and make changes based
on it.

Downloading a User Data Template [page 90]

If you want to create a new user data file, we recommend that you download the template and use it as the
basis for your file. The template includes all required formatting, header rows, and data columns.

Exporting User Data [page 91]

If you want to change user data, download the existing user data first. Make your changes in the
downloaded file, then upload it back to SAP SuccessFactors.

General Tips for the User Data File [page 93]

To upload your user data file, the file must be formatted correctly and have all required fields.

Field Requirements for the User Data File [page 94]

Refer to the tables to make sure that the values you entered in your user data file meet the requirements.

Supported Characters [page 101]

Not all characters can be used in all fields of the User Data File, or in the information appearing on the Log
On page. Specifically, the following table shows which characters can be used where.

Supported Time Zone [page 103]

Refer to this table to find the mapping relationship among the Time Zone ID, short name, and long name.

Task overview: Managing Basic User Data by Using a Data File [page 88]

Next task: Permissions for Importing Users [page 120]

Managing User Information

Managing Basic User Data by Using a Data File PUBLIC 89
6.1.1  Downloading a User Data Template

If you want to create a new user data file, we recommend that you download the template and use it as the basis for
your file. The template includes all required formatting, header rows, and data columns.

Prerequisites

• You have the role-based permission of Employee Export under Manage User admin permissions.
• If you do NOT want to include assignment ID in the template, select the Exclude Assignment ID Column
from the User Data Template checkbox in Admin Center Platform Feature Settings . This checkbox is not
selected by default.

Context

The template is stored in the system and you can download it at any time. Use the template so that your file can be
formatted correctly to upload.

Procedure

1. Go to Admin Center.
2. In the tools search field, type Employee Export.
3. Optional: If you want a file containing only the required fields, omitting any empty or custom fields, select Short
format: only system fields.
4. If your file uses languages with specific character types, like Chinese characters, select the correct encoding
from the Character Encoding dropdown menu so that the system can recognize the characters.
5. Click Export Template to download the template.

Results

Now you can add your user data to the template you downloaded.

Task overview: Preparing a User Data File [page 89]

Related Information

Exporting User Data [page 91]

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90 PUBLIC Managing Basic User Data by Using a Data File
General Tips for the User Data File [page 93]
Field Requirements for the User Data File [page 94]
Supported Characters [page 101]
Supported Time Zone [page 103]

6.1.2  Exporting User Data

If you want to change user data, download the existing user data first. Make your changes in the downloaded file,
then upload it back to SAP SuccessFactors.

Prerequisites

You have the role-based permission of Employee Export under Manage User admin permissions.

Context

When you download a user data file, you’re downloading the data that is currently stored in SAP SuccessFactors.

 Note

As of Q2 2019, the CSV Injection Protection is enabled for all NEW instances by default for greater system
security. If the User Data file (.csv) contains insecure content, the content is added as an apostrophe in the
fields and doesn't trigger a command. Old instances aren’t impacted by this change. If you’re still using the
insecure content in the file for some purpose, stop using it and find other ways. We don’t recommend you add
insecure content into the Use Data file.

If you want to enable the CSV Injection Protection for instances created before Q2 2019, contact Product
Support.

Procedure

1. Go to Admin Center.
2. In the tools search field, type Employee Export.
3. Expand the Specify Export Options section and select any of the following options:

Option Description

Valid users only To get a file containing only active users.

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Managing Basic User Data by Using a Data File PUBLIC 91
 Option Description

Short format: only system fields To get a file containing only the required fields, omitting any
empty or custom fields. Don't select this option if you want
to include User Compensation Data.

Include additional identifiers To get a file containing extra identifiers, like PERSON_GUID
and PERSON_ID_EXTERNAL.

4. Expand the Specify Character Encodings, Locale, Date Format, and Batch Process Option section.
a. If your file uses languages with specific character types, like Chinese characters, select the correct
encoding from the Character Encoding dropdown menu so that the system can recognize the characters.
b. Select Export as a batch process if you have a large number of records. By selecting this option, you can
continue working on other tasks in SAP SuccessFactors while the export runs. Check back later to see if it’s
completed.

 Note

If Read Audit is turned on in your instance, you get a one-time download link that expires in 24 hours when
you export the user data file as a batch. Export again if the link is expired.

5. Expand the Specify Compensation Data Updating Options section. Select the option in it if you want to include
compensation data in the exported file.
6. Click Export User File to start the export.

Next Steps

If you're using the user data files for third-party integration, as a best practice, please configure your integration to
read column header instead of column number.

Task overview: Preparing a User Data File [page 89]

Related Information

Downloading a User Data Template [page 90]

General Tips for the User Data File [page 93]
Field Requirements for the User Data File [page 94]
Supported Characters [page 101]
Supported Time Zone [page 103]

Managing User Information

92 PUBLIC Managing Basic User Data by Using a Data File
6.1.3  General Tips for the User Data File

To upload your user data file, the file must be formatted correctly and have all required fields.

 Caution

We recommend that you use the provided template for creating your own user data file. The template can
be exported from the system anytime. All fields are case-sensitive. If you don't populate a field, please don't
include the field in the user data file. Blank fields wipe out existing data in the database.

Read the following tips before preparing the user data file:

• File Format
The file must be in the Comma-Separated Value (*.csv) format.
• Header Rows
The first two rows of the data file template are header rows. Row 1 is a header row that displays the system keys
that are used to organize user data. Row 2 is a header row that displays the column labels identifying employee
data, which is displayed in SAP SuccessFactors.

 Caution

Do not change row 1. Replicate this row exactly as you see it in the template. Note that all texts are in
uppercase. You can customize row 2 to meet your company needs. Both the two rows are required.

• The First Two Columns

The first two columns in the second header row must be the STATUS and USERID.
• Required Columns
The file must contain all the required columns. Below are the required columns:
• STATUS
• USERID
• USERNAME
• FIRSTNAME
• LASTNAME
• EMAIL
• GENDER
• MANAGER
• HR
• DEPARTMENT
• TIMEZONE

 Note

Currently, the "User ID" column is required while "Assignment ID" is optional in the user data file. If you do
not input a value in "Assignment ID", the system will populate the value from user ID to assignment ID after
the import job completes.

• Employee Order
The order of the employees in your file is important. A manager's and HR representative's user IDs must exist
in the database before you add an employee, because employees are added to the system in the order that
they appear in your file. Add employees in your file in the following order:

Managing User Information

Managing Basic User Data by Using a Data File PUBLIC 93
 1. Managers
2. HR representatives
3. Employees

 Note

User data files contain sensitive information. When you download a user data file, you're removing the data
from a secure environment. We recommend that you take precautions to safeguard this information.

Parent topic: Preparing a User Data File [page 89]

Related Information

Downloading a User Data Template [page 90]

Exporting User Data [page 91]
Field Requirements for the User Data File [page 94]
Supported Characters [page 101]
Supported Time Zone [page 103]

6.1.4  Field Requirements for the User Data File

Refer to the tables to make sure that the values you entered in your user data file meet the requirements.

Required Columns of the User Data File

The following table describes the data columns required for the user data file. You must include these columns in
your user data file.

Column Description Valid values and requirements

STATUS Determines whether the employee is an Your options are:

active or inactive employee.
• Active = The employee can log in,
 Note use all available features, and show
up in search results and reports.
If employee data is managed using
Employee Central in your instance, • Inactive = The employee can't log
please DO NOT update the values in. All employee information and
of the STATUS field by importing or forms remain in the system, but are
through APIs. frozen in their current state. Inactive
employees don't show up in search

Managing User Information

94 PUBLIC Managing Basic User Data by Using a Data File
Column Description Valid values and requirements

results but can be filtered out in

reports.

Must be the first column in the file.

USERID The unique identifier of the user entity. Must be the second column in the file.

The USERID is used for tracking Must be unique in the system.

individual employee records in the
Must be present during each upload.
system. The USERID is permanently
associated with the employee. Must be at least four characters long.

Can never be changed, even if the

employee's name changes.

Accordingly, USERID must not contain

data that is considered confidential,
such as social security number.

Supported Unicode characters for

USERID are "_", "-", "@" and ".".

Accented characters aren’t supported.

For example, ñ, the Spanish letter with
a tilde, isn’t supported.

 Note

Please be cautious when importing

user IDs started with "0", because
"0" is likely to be removed when
imported, for example, using Excel.
It will be considered as a user ID
update that isn’t supported.

USERNAME The unique username assigned to the Must be unique in the system.
employee.
Must be from 1 through 100 characters
The USERNAME is used to log into SAP long.
SuccessFactors.
Can be changed as needed, for example,
when a person marries and wants to use
a different name.

Visible in a variety of places to all end

users. Accordingly, USERNAME must
not contain data that is considered
confidential, such as social security
number.

Supported Unicode characters for

USERNAME are "!", "@", "#", "$", "%",
"&", "*", "_", "-", "+", ".", "?", "~", and "`".

Managing User Information

Managing Basic User Data by Using a Data File PUBLIC 95
Column Description Valid values and requirements

Accented characters aren’t supported.

For example, ñ, the Spanish letter with
a tilde, isn’t supported.

FIRSTNAME The employee's first name. This name is Must be from 1 through 128 characters
displayed in SAP SuccessFactors. long.

LASTNAME The employee's last name. This name is Must be from 1 through 128 characters
displayed inSAP SuccessFactors. long.

GENDER The gender of the employee. Supported values are:

Writing Assistant needs this information • M = Male

to use the correct gender pronoun • F = Female
(for example, he/his or she/her) when
• U = Unknown
suggesting feedback text.
• D = Undeclared
 Note • O = Others

If you're using Writing Assistant and If you've enabled Admin Center

want to enable additional gender
Upgrade Center Optional Upgrades
values, please note this limitation:
If a user's gender is unknown, Enhancement to Gender Values -
undeclared, or others, the gender Inclusion of Additional Gender Values ,
pronoun in Writing Assistant is he/ all the five gender values are supported.
his. If you haven't enabled the option,
only "Male" and "Female" values are
supported.

We've introduced validation for gender

value. Invalid values will be blocked when
you import the user data file.

You can leave the field empty.

EMAIL The complete e-mail address of the Must be a complete email address, for
example [email protected].
employee.

Used for notifications, alerts, and

resetting passwords.

MANAGER The employee's manager. Your options are:

• Manager’s USERID.

 Note

Don't use the manager’s

username.

• NO_MANAGER = The highest level

employee or any employee without
a manager, such as a CEO.

Managing User Information

96 PUBLIC Managing Basic User Data by Using a Data File
Column Description Valid values and requirements

 Note

Enter NO_MANAGER for any

employee without a manager.
Don't leave this field empty.
Otherwise, the user isn’t able to
log in to the system.

HR The human resources (HR) Your options are:

representative assigned to the
employee. • HR representative's USERID.

 Note

Don't use the HR

representative's username.

• NO_HR = No HR representative is
assigned to the employee.

 Note

Enter NO_HR for any employee

without an HR representative.
You can't leave this column
empty.

DEPARTMENT The department in which the employee Can be renamed to use as a filter when
searching for employees.
works.

Used as a filter for finding employees.

TIMEZONE The time zone in which the employee If you don't specify a value, Eastern
works.
Standard Time (EST) is used by default.

Optional Columns of the User Data File

The following table describes the optional data columns of the user data template. Some columns in your file might
be different.

Column Description Valid values and requirements

MI The employee's middle name. This name Must be from 1 through 128 characters
is shown in SAP SuccessFactors. long.

Managing User Information

Managing Basic User Data by Using a Data File PUBLIC 97
Column Description Valid values and requirements

JOBCODE The code assigned to the employee’s job Must be an existing job code.

role.

The JOBCODE is used to determine

which role­specific competencies are au­
tomatically displayed in the employee's
review forms.

DIVISION The division in which the employee Can be renamed to use as a filter when
searching for employees.
works.

Used as a filter for finding employees.

LOCATION The location where the employee works. Can be renamed to use as a filter when
searching for employees.
Used as a filter for finding employees.

HIREDATE The date on which the employee was The data type is date. There will be vali­
hired. dation check on the value. For example,
"last year" and "22/44/2022" are invalid
values.

EMPID The employee's employee ID. Must not be longer than 256 characters.

TITLE The employee's title. Must not be longer than 256 characters.

BIZ_PHONE The employee's work phone number. Must not be longer than 256 characters.

FAX The employee's fax number. Must not be longer than 256 characters.

ADDR1 The employee's address. Must not be longer than 256 characters.

ADDR2

CITY

STATE

ZIP

COUNTRY

REVIEW_FREQ Frequency of the employee's perform­ Must not be longer than 256 characters.
ance reviews, for example Annual.

LAST_REVIEW_DATE The date of the employee's last review. Must not be longer than 256 characters.

CUSTOM01-CUSTOM15 Customizable fields that can be used You can create up to 15 custom fields.
across modules for filtering, reporting,
permissions, and administrative tasks.

MATRIX_MANAGER The employee's dotted line manager. The USERID of the employee’s dotted
line manager.

Can include multiple managers. The syn­

tax is to separate the manager USER­
IDs with pipe (|) characters. Example:
gsmith624|sholmes423|smaddox666.

Managing User Information

98 PUBLIC Managing Basic User Data by Using a Data File
Column Description Valid values and requirements

DEFAULT_LOCALE The default locale used by the system for If blank, the value defined for your com­
this user. Usually the locale value coin­ pany is used.
cides with the user's language and coun­
try/region, for example en_US or en_UK.  Note

The language of the locale value

must have been enabled in Provi­
sioning. If a disabled language is
used in this field, the system lan­
guage on the UI will be incorrect.

PROXY The person who acts on behalf of the em­ The USERID of the proxy.
ployee.
Can include multiple proxy holders. The
syntax is to separate the proxy holder
IDs with pipe (|) characters. Example: ad­
min|sholmes423|smaddox666.

CUSTOM_MANAGER The employee's custom manager. The USERID of the employee’s custom
manager.

Can include multiple managers. The syn­

tax is to separate the manager USER­
IDs with pipe (|) characters. Example:
gsmith624|sholmes423|smaddox666.

SECOND_MANAGER The employee's second manager. The USERID of the employee’s second
manager.

EXITDATE The date on which the user exits the The data type is date. There will be vali­
company or the date on which the em­ dation check on the value. For example,
ployment is terminated in Employee Cen­ "last year" and "22/44/2022" are invalid
tral. values.

NICKNAME The nickname of the user. Must be from 1 through 128 characters
long.

SUFFIX The suffix of the user, for example, "Sr." Must be from 1 through 128 characters
and "Jr.". long.

SALUTATION The salutation of the user. Must be from 1 through 128 characters
long.

ASSIGNMENT_ID_EXTERNAL The assignment ID of the user • Be the last column in the file
• For new users, assignment ID must
be the same as user ID.
• Can only be changed using the con­
vertAssignmentIdExternal function
import.

Managing User Information

Managing Basic User Data by Using a Data File PUBLIC 99
Column Description Valid values and requirements

ASSIGNMENTUUID Assignment UUIDs are "meaningless" IDs We recommend that you leave this field
of assignments. Assignment UUIDs are empty and the system will generate
Version 4 UUIDs of 32 characters, using UUIDs for new users. Please note that
all uppercase letters and no "-". For ex­ you can't update existing assignment
ample, UUIDs.
FDF7921CD3C242F59963B30E8895D0
4A.

PERSON_ID_EXTERNAL A unique identifier of a person in Em­ This field value can be changed.
ployee Central. You can define PersonI­
dExternal through a rule or enter it on
the UI for new hires. Please note that Per­
sonIdExternal is labeled as "person ID" in
many places.
Person ID identifies a natural person. An
employee generally has only one person
ID throughout their time at the company,
since this ID is associated to each per­
son.

PRONOUNS Designations such as "she/her/her" that The picklist code for pronouns must be
your employees want to display. PersonPronouns.

 Note

Use option ID instead of external

code of the picklist when import the
user data file.

DISPLAYNAME An employee name that is configured or Import and export are supported for both
imported by an admin to be displayed Employee Central instances and non-Em­
on UIs or other communication channel ployee Central instances. But we don't
such as message, alert, email, and so on. recommend that you update the values
of the field through import if Employee
 Note Central is enabled, because your updated
values will be overwritten by HRIS sync
DISPLAYNAME is automatically ena­
or when you refresh the general display
bled in the Succession Data Model.
name.
You can see this element in the Busi­ In the import file, you can provide a new
ness Configuration UI, but your up­ general display name or update the cur­
dates to the element in BCUI won't rent display name of an employee.
take effect. This field is used for If you leave this field empty,
General Display Name. Please note the system calculates the value
that DISPLAYNAME here has noth­ according to message key

ing to do with display-name of

COMMON_USER_DISPLAYNAME in
company default locale. If there is no full
Personal Information. For more infor­
name, middle name, and last name, the
mation about display-name, see field value is set to Unknown.
Personal Information.

Managing User Information

100 PUBLIC Managing Basic User Data by Using a Data File
Column Description Valid values and requirements

ASSIGNMENTDISPLAYHEADER A title that is configured and imported This field can be left empty.
by administrators to differentiate multi­
ple employments. If Employee Central is  Note
on and employment differentiator is con­
Please do not configure sensitive or
figured, this is synced with employment
differentiator. restricted field for employment dif­
ferentiator.
 Note

After you configured this standard

element or updated the configu­
ration, please refresh Assignment

Display Header under Admin

Center Company System and

Logo Settings Refresh Assignment

Header .

Parent topic: Preparing a User Data File [page 89]

Related Information

Downloading a User Data Template [page 90]

Exporting User Data [page 91]
General Tips for the User Data File [page 93]
Supported Characters [page 101]
Supported Time Zone [page 103]

6.1.5  Supported Characters

Not all characters can be used in all fields of the User Data File, or in the information appearing on the Log On page.
Specifically, the following table shows which characters can be used where.

Characters Description Company ID User Id Username Password

a through z Lowercase letters Y Y Y Y

A through Z Uppercase letters Y Y Y Y

0 through 9 Numerals Y Y Y Y

_ Underscore Y Y Y Y

- Hyphen N Y Y Y

Managing User Information

Managing Basic User Data by Using a Data File PUBLIC 101
Characters Description Company ID User Id Username Password

@ At sign N Y Y Y

. Period N Y Y Y

~ Tilde N N Y Y

! Exclamation mark N N Y Y

# Pound sign N N Y Y

$ Dollar sign N N Y Y

% Percent sign N N Y Y

& Ampersand N N Y Y

* Asterisk N N Y Y

+ Plus sign N N Y Y

' Single quote N N Y Y

` Accent grave N N Y Y

? Question mark N N Y Y

= Equal sign N N N Y

^ Caret N N N Y

( Left Parenthesis N N N Y

) Right Parenthesis N N N Y

, Comma N N N Y

/ Slash N N N Y

; Semicolon N N N Y

[ Left bracket N N N Y

] Right bracket N N N Y

< Less than N N N Y

> Greater than N N N Y

: Colon N N N Y

" Double quote N N N Y

{ Left braces N N N Y

} Right braces N N N Y

\ Back slash N N N Y

| Pipe sign N N N Y

Space N N N N

Parent topic: Preparing a User Data File [page 89]

Managing User Information

102 PUBLIC Managing Basic User Data by Using a Data File
Related Information

Downloading a User Data Template [page 90]

Exporting User Data [page 91]
General Tips for the User Data File [page 93]
Field Requirements for the User Data File [page 94]
Supported Time Zone [page 103]

6.1.6  Supported Time Zone

Refer to this table to find the mapping relationship among the Time Zone ID, short name, and long name.

ID Short Name Long Name

Etc/GMT+12 GMT-12:00 GMT-12:00

Etc/GMT+11 GMT-11:00 GMT-11:00

MIT WST West Samoa Time

Pacific/Apia WST West Samoa Time

Pacific/Midway SST Samoa Standard Time

Pacific/Niue NUT Niue Time

Pacific/Pago_Pago SST Samoa Standard Time

Pacific/Samoa SST Samoa Standard Time

US/Samoa SST Samoa Standard Time

America/Adak HADT Hawaii-Aleutian Daylight Time

America/Atka HADT Hawaii-Aleutian Daylight Time

Etc/GMT+10 GMT-10:00 GMT-10:00

HST HST Hawaii Standard Time

Pacific/Fakaofo TKT Tokelau Time

Pacific/Honolulu HST Hawaii Standard Time

Pacific/Johnston HST Hawaii Standard Time

Pacific/Rarotonga CKT Cook Is. Time

Pacific/Tahiti TAHT Tahiti Time

SystemV/HST10 HST Hawaii Standard Time

US/Aleutian HADT Hawaii-Aleutian Daylight Time

US/Hawaii HST Hawaii Standard Time

Pacific/Marquesas MART Marquesas Time

AST AKDT Alaska Daylight Time

Managing User Information

Managing Basic User Data by Using a Data File PUBLIC 103
ID Short Name Long Name

America/Anchorage AKDT Alaska Daylight Time

America/Juneau AKDT Alaska Daylight Time

America/Nome AKDT Alaska Daylight Time

America/Yakutat AKDT Alaska Daylight Time

Etc/GMT+9 GMT-09:00 GMT-09:00

Pacific/Gambier GAMT Gambier Time

SystemV/YST9 AKST Alaska Standard Time

SystemV/YST9YDT AKST Alaska Standard Time

US/Alaska AKDT Alaska Daylight Time

America/Dawson PDT Pacific Daylight Time

America/Ensenada PST Pacific Standard Time

America/Los_Angeles PDT Pacific Daylight Time

America/Tijuana PST Pacific Standard Time

America/Vancouver PDT Pacific Daylight Time

America/Whitehorse PDT Pacific Daylight Time

Canada/Pacific PDT Pacific Daylight Time

Canada/Yukon PDT Pacific Daylight Time

Etc/GMT+8 GMT-08:00 GMT-08:00

Mexico/BajaNorte PST Pacific Standard Time

PST PDT Pacific Daylight Time

PST8PDT PDT Pacific Daylight Time

Pacific/Pitcairn PST Pitcairn Standard Time

SystemV/PST8 PST Pacific Standard Time

SystemV/PST8PDT PST Pacific Standard Time

US/Pacific PDT Pacific Daylight Time

US/Pacific­New PDT Pacific Daylight Time

America/Boise MDT Mountain Daylight Time

America/Cambridge_Bay MDT Mountain Daylight Time

America/Chihuahua MST Mountain Standard Time

America/Dawson_Creek MST Mountain Standard Time

America/Denver MDT Mountain Daylight Time

America/Edmonton MDT Mountain Daylight Time

America/Hermosillo MST Mountain Standard Time

America/Inuvik MDT Mountain Daylight Time

America/Mazatlan MST Mountain Standard Time

Managing User Information

104 PUBLIC Managing Basic User Data by Using a Data File
ID Short Name Long Name

America/Phoenix MST Mountain Standard Time

America/Shiprock MDT Mountain Daylight Time

America/Yellowknife MDT Mountain Daylight Time

Canada/Mountain MDT Mountain Daylight Time

Etc/GMT+7 GMT-07:00 GMT-07:00

MST MST Mountain Standard Time

MST7MDT MDT Mountain Daylight Time

Mexico/BajaSur MST Mountain Standard Time

Navajo MDT Mountain Daylight Time

PNT MST Mountain Standard Time

SystemV/MST7 MST Mountain Standard Time

SystemV/MST7MDT MST Mountain Standard Time

US/Arizona MST Mountain Standard Time

US/Mountain MDT Mountain Daylight Time

America/Belize CST Central Standard Time

America/Cancun CST Central Standard Time

America/Chicago CDT Central Daylight Time

America/Costa_Rica CST Central Standard Time

America/El_Salvador CST Central Standard Time

America/Guatemala CST Central Standard Time

America/Indiana/Knox CDT Central Daylight Time

America/Indiana/Petersburg CDT Central Daylight Time

America/Indiana/Vincennes CDT Central Daylight Time

America/Knox_IN EDT Eastern Daylight Time

America/Managua CST Central Standard Time

America/Menominee CDT Central Daylight Time

America/Merida CST Central Standard Time

America/Mexico_City CST Central Standard Time

America/Monterrey CST Central Standard Time

America/North_Dakota/Center CDT Central Daylight Time

America/North_Dakota/New_Salem CDT Central Daylight Time

America/Rainy_River CDT Central Daylight Time

America/Rankin_Inlet CDT Central Daylight Time

America/Regina CST Central Standard Time

America/Swift_Current CST Central Standard Time

Managing User Information

Managing Basic User Data by Using a Data File PUBLIC 105
ID Short Name Long Name

America/Tegucigalpa CST Central Standard Time

America/Winnipeg CDT Central Daylight Time

CST CDT Central Daylight Time

CST6CDT CDT Central Daylight Time

Canada/Central CDT Central Daylight Time

Canada/East-Saskatchewan CST Central Standard Time

Canada/Saskatchewan CST Central Standard Time

Chile/EasterIsland EAST Easter Is. Time

Etc/GMT+6 GMT-06:00 GMT-06:00

Mexico/General CST Central Standard Time

Pacific/Easter EAST Easter Is. Time

Pacific/Galapagos GALT Galapagos Time

SystemV/CST6 CST Central Standard Time

SystemV/CST6CDT CST Central Standard Time

US/Central CDT Central Daylight Time

US/Indiana-Starke EDT Eastern Daylight Time

America/Atikokan EST Eastern Standard Time

America/Bogota COT Colombia Time

America/Cayman EST Eastern Standard Time

America/Coral_Harbour EST Eastern Standard Time

America/Detroit EDT Eastern Daylight Time

America/Eirunepe ACT Acre Time

America/Fort_Wayne EDT Eastern Daylight Time

America/Grand_Turk EST Eastern Standard Time

America/Guayaquil ECT Ecuador Time

America/Havana CST Central Standard Time

America/Indiana/Indianapolis EDT Eastern Daylight Time

America/Indiana/Marengo EDT Eastern Daylight Time

America/Indiana/Vevay EDT Eastern Daylight Time

America/Indianapolis EDT Eastern Daylight Time

America/Iqaluit EDT Eastern Daylight Time

America/Jamaica EST Eastern Standard Time

America/Kentucky/Louisville EDT Eastern Daylight Time

America/Kentucky/Monticello EDT Eastern Daylight Time

America/Lima PET Peru Time

Managing User Information

106 PUBLIC Managing Basic User Data by Using a Data File
ID Short Name Long Name

America/Louisville EDT Eastern Daylight Time

America/Montreal EDT Eastern Daylight Time

America/Nassau EST Eastern Standard Time

America/New_York EDT Eastern Daylight Time

America/Nipigon EDT Eastern Daylight Time

America/Panama EST Eastern Standard Time

America/Pangnirtung EDT Eastern Daylight Time

America/Port-au-Prince EST Eastern Standard Time

America/Porto_Acre ACT Acre Time

America/Rio_Branco ACT Acre Time

America/Thunder_Bay EDT Eastern Daylight Time

America/Toronto EDT Eastern Daylight Time

Brazil/Acre ACT Acre Time

Canada/Eastern EDT Eastern Daylight Time

Cuba CST Central Standard Time

EST EST Eastern Standard Time

EST5EDT EDT Eastern Daylight Time

Etc/GMT+5 GMT-05:00 GMT-05:00

IET EDT Eastern Daylight Time

Jamaica EST Eastern Standard Time

SystemV/EST5 EST Eastern Standard Time

SystemV/EST5EDT EST Eastern Standard Time

US/East-Indiana EDT Eastern Daylight Time

US/Eastern EDT Eastern Daylight Time

US/Michigan EDT Eastern Daylight Time

America/Anguilla AST Atlantic Standard Time

America/Antigua AST Atlantic Standard Time

America/Aruba AST Atlantic Standard Time

America/Asuncion PYT Paraguay Time

America/Barbados AST Atlantic Standard Time

America/Blanc-Sablon AST Atlantic Standard Time

America/Boa_Vista AMT Amazon Time

America/Campo_Grande AMT Amazon Time

America/Caracas VET Venezuela Time

America/Cuiaba AMT Amazon Time

Managing User Information

Managing Basic User Data by Using a Data File PUBLIC 107
ID Short Name Long Name

America/Curacao AST Atlantic Standard Time

America/Dominica AST Atlantic Standard Time

America/Glace_Bay ADT Atlantic Daylight Time

America/Goose_Bay ADT Atlantic Daylight Time

America/Grenada AST Atlantic Standard Time

America/Guadeloupe AST Atlantic Standard Time

America/Guyana GYT Guyana Time

America/Halifax ADT Atlantic Daylight Time

America/La_Paz BOT Bolivia Time

America/Manaus AMT Amazon Time

America/Martinique AST Atlantic Standard Time

America/Moncton ADT Atlantic Daylight Time

America/Montserrat AST Atlantic Standard Time

America/Port_of_Spain AST Atlantic Standard Time

America/Porto_Velho AMT Amazon Time

America/Puerto_Rico AST Atlantic Standard Time

America/Santiago CLT Chile Time

America/Santo_Domingo AST Atlantic Standard Time

America/St_Kitts AST Atlantic Standard Time

America/St_Lucia AST Atlantic Standard Time

America/St_Thomas AST Atlantic Standard Time

America/St_Vincent AST Atlantic Standard Time

America/Thule ADT Atlantic Daylight Time

America/Tortola AST Atlantic Standard Time

America/Virgin AST Atlantic Standard Time

Antarctica/Palmer CLT Chile Time

Atlantic/Bermuda ADT Atlantic Daylight Time

Atlantic/Stanley FKST Falkland Is. Summer

Brazil/West AMT Amazon Time

Canada/Atlantic ADT Atlantic Daylight Time

Chile/Continental CLT Chile Time

Etc/GMT+4 GMT-04:00 GMT-04:00

PRT AST Atlantic Standard Time

SystemV/AST4 AST Atlantic Standard Time

SystemV/AST4ADT AST Atlantic Standard Time

Managing User Information

108 PUBLIC Managing Basic User Data by Using a Data File
ID Short Name Long Name

America/St_Johns NDT Newfoundland Daylight Time

CNT NDT Newfoundland Daylight Time

Canada/Newfoundland NDT Newfoundland Daylight Time

AGT ART Argentine Time

America/Araguaina BRT Brasilia Time

America/Argentina/Buenos_Aires ART Argentine Time

America/Argentina/Catamarca ART Argentine Time

America/Argentina/ComodRivadavia ART Argentine Time

America/Argentina/Cordoba ART Argentine Time

America/Argentina/Jujuy ART Argentine Time

America/Argentina/La_Rioja ART Argentine Time

America/Argentina/Mendoza ART Argentine Time

America/Argentina/Rio_Gallegos ART Argentine Time

America/Argentina/San_Juan ART Argentine Time

America/Argentina/Tucuman ART Argentine Time

America/Argentina/Ushuaia ART Argentine Time

America/Bahia BRT Brasilia Time

America/Belem BRT Brasilia Time

America/Buenos_Aires ART Argentine Time

America/Catamarca ART Argentine Time

America/Cayenne GFT French Guiana Time

America/Cordoba ART Argentine Time

America/Fortaleza BRT Brasilia Time

America/Godthab WGT Western Greenland Time

America/Jujuy ART Argentine Time

America/Maceio BRT Brasilia Time

America/Mendoza ART Argentine Time

America/Miquelon PMDT Pierre & Miquelon Daylight Time

America/Montevideo UYT Uruguay Time

America/Paramaribo SRT Suriname Time

America/Recife BRT Brasilia Time

America/Rosario ART Argentine Time

America/Sao_Paulo BRT Brasilia Time

Antarctica/Rothera ROTT Rothera Time

BET BRT Brasilia Time

Managing User Information

Managing Basic User Data by Using a Data File PUBLIC 109
ID Short Name Long Name

Brazil/East BRT Brasilia Time

Etc/GMT+3 GMT-03:00 GMT-03:00

America/Noronha FNT Fernando de Noronha Time

Atlantic/South_Georgia GST South Georgia Standard Time

Brazil/DeNoronha FNT Fernando de Noronha Time

Etc/GMT+2 GMT-02:00 GMT-02:00

America/Scoresbysund EGT Eastern Greenland Time

Atlantic/Azores AZOT Azores Time

Atlantic/Cape_Verde CVT Cape Verde Time

Etc/GMT+1 GMT-01:00 GMT-01:00

Africa/Abidjan GMT Greenwich Mean Time

Africa/Accra GMT Greenwich Mean Time

Africa/Bamako GMT Greenwich Mean Time

Africa/Banjul GMT Greenwich Mean Time

Africa/Bissau GMT Greenwich Mean Time

Africa/Casablanca WET Western European Time

Africa/Conakry GMT Greenwich Mean Time

Africa/Dakar GMT Greenwich Mean Time

Africa/El_Aaiun WET Western European Time

Africa/Freetown GMT Greenwich Mean Time

Africa/Lome GMT Greenwich Mean Time

Africa/Monrovia GMT Greenwich Mean Time

Africa/Nouakchott GMT Greenwich Mean Time

Africa/Ouagadougou GMT Greenwich Mean Time

Africa/Sao_Tome GMT Greenwich Mean Time

Africa/Timbuktu GMT Greenwich Mean Time

America/Danmarkshavn GMT Greenwich Mean Time

Atlantic/Canary WET Western European Time

Atlantic/Faeroe WET Western European Time

Atlantic/Madeira WET Western European Time

Atlantic/Reykjavik GMT Greenwich Mean Time

Atlantic/St_Helena GMT Greenwich Mean Time

Eire GMT Greenwich Mean Time

Etc/GMT GMT+00:00 GMT+00:00

Etc/GMT+0 GMT+00:00 GMT+00:00

Managing User Information

110 PUBLIC Managing Basic User Data by Using a Data File
ID Short Name Long Name

Etc/GMT-0 GMT+00:00 GMT+00:00

Etc/GMT0 GMT+00:00 GMT+00:00

Etc/Greenwich GMT Greenwich Mean Time

Etc/UCT UTC Coordinated Universal Time

Etc/UTC UTC Coordinated Universal Time

Etc/Universal UTC Coordinated Universal Time

Etc/Zulu UTC Coordinated Universal Time

Europe/Belfast GMT Greenwich Mean Time

Europe/Dublin GMT Greenwich Mean Time

Europe/Guernsey GMT Greenwich Mean Time

Europe/Isle_of_Man GMT Greenwich Mean Time

Europe/Jersey GMT Greenwich Mean Time

Europe/Lisbon WET Western European Time

Europe/London GMT Greenwich Mean Time

GB GMT Greenwich Mean Time

GB-Eire GMT Greenwich Mean Time

GMT GMT Greenwich Mean Time

GMT0 GMT+00:00 GMT+00:00

Greenwich GMT Greenwich Mean Time

Iceland GMT Greenwich Mean Time

Portugal WET Western European Time

UCT UTC Coordinated Universal Time

UTC UTC Coordinated Universal Time

Universal UTC Coordinated Universal Time

WET WET Western European Time

Zulu UTC Coordinated Universal Time

Africa/Algiers CET Central European Time

Africa/Bangui WAT Western African Time

Africa/Brazzaville WAT Western African Time

Africa/Ceuta CET Central European Time

Africa/Douala WAT Western African Time

Africa/Kinshasa WAT Western African Time

Africa/Lagos WAT Western African Time

Africa/Libreville WAT Western African Time

Africa/Luanda WAT Western African Time

Managing User Information

Managing Basic User Data by Using a Data File PUBLIC 111
ID Short Name Long Name

Africa/Malabo WAT Western African Time

Africa/Ndjamena WAT Western African Time

Africa/Niamey WAT Western African Time

Africa/Porto-Novo WAT Western African Time

Africa/Tunis CET Central European Time

Africa/Windhoek WAST Western African Summer Time

Arctic/Longyearbyen CET Central European Time

Atlantic/Jan_Mayen CET Central European Time

CET CET Central European Time

ECT CET Central European Time

Etc/GMT-1 GMT+01:00 GMT+01:00

Europe/Amsterdam CET Central European Time

Europe/Andorra CET Central European Time

Europe/Belgrade CET Central European Time

Europe/Berlin CET Central European Time

Europe/Bratislava CET Central European Time

Europe/Brussels CET Central European Time

Europe/Budapest CET Central European Time

Europe/Copenhagen CET Central European Time

Europe/Gibraltar CET Central European Time

Europe/Ljubljana CET Central European Time

Europe/Luxembourg CET Central European Time

Europe/Madrid CET Central European Time

Europe/Malta CET Central European Time

Europe/Monaco CET Central European Time

Europe/Oslo CET Central European Time

Europe/Paris CET Central European Time

Europe/Prague CET Central European Time

Europe/Rome CET Central European Time

Europe/San_Marino CET Central European Time

Europe/Sarajevo CET Central European Time

Europe/Skopje CET Central European Time

Europe/Stockholm CET Central European Time

Europe/Tirane CET Central European Time

Europe/Vaduz CET Central European Time

Managing User Information

112 PUBLIC Managing Basic User Data by Using a Data File
ID Short Name Long Name

Europe/Vatican CET Central European Time

Europe/Vienna CET Central European Time

Europe/Warsaw CET Central European Time

Europe/Zagreb CET Central European Time

Europe/Zurich CET Central European Time

MET MET Middle Europe Time

Poland CET Central European Time

ART EET Eastern European Time

Africa/Blantyre CAT Central African Time

Africa/Bujumbura CAT Central African Time

Africa/Cairo EET Eastern European Time

Africa/Gaborone CAT Central African Time

Africa/Harare CAT Central African Time

Africa/Johannesburg SAST South Africa Standard Time

Africa/Kigali CAT Central African Time

Africa/Lubumbashi CAT Central African Time

Africa/Lusaka CAT Central African Time

Africa/Maputo CAT Central African Time

Africa/Maseru SAST South Africa Standard Time

Africa/Mbabane SAST South Africa Standard Time

Africa/Tripoli EET Eastern European Time

Asia/Amman EET Eastern European Time

Asia/Beirut EET Eastern European Time

Asia/Damascus EET Eastern European Time

Asia/Gaza EET Eastern European Time

Asia/Istanbul EET Eastern European Time

Asia/Jerusalem IST Israel Standard Time

Asia/Nicosia EET Eastern European Time

Asia/Tel_Aviv IST Israel Standard Time

CAT CAT Central African Time

EET EET Eastern European Time

Egypt EET Eastern European Time

Etc/GMT-2 GMT+02:00 GMT+02:00

Europe/Athens EET Eastern European Time

Europe/Bucharest EET Eastern European Time

Managing User Information

Managing Basic User Data by Using a Data File PUBLIC 113
ID Short Name Long Name

Europe/Chisinau EET Eastern European Time

Europe/Helsinki EET Eastern European Time

Europe/Istanbul EET Eastern European Time

Europe/Kaliningrad EET Eastern European Time

Europe/Kiev EET Eastern European Time

Europe/Mariehamn EET Eastern European Time

Europe/Minsk EET Eastern European Time

Europe/Nicosia EET Eastern European Time

Europe/Riga EET Eastern European Time

Europe/Simferopol EET Eastern European Time

Europe/Sofia EET Eastern European Time

Europe/Tallinn EET Eastern European Time

Europe/Tiraspol EET Eastern European Time

Europe/Uzhgorod EET Eastern European Time

Europe/Vilnius EET Eastern European Time

Europe/Zaporozhye EET Eastern European Time

Israel IST Israel Standard Time

Libya EET Eastern European Time

Turkey EET Eastern European Time

Africa/Addis_Ababa EAT Eastern African Time

Africa/Asmera EAT Eastern African Time

Africa/Dar_es_Salaam EAT Eastern African Time

Africa/Djibouti EAT Eastern African Time

Africa/Kampala EAT Eastern African Time

Africa/Khartoum EAT Eastern African Time

Africa/Mogadishu EAT Eastern African Time

Africa/Nairobi EAT Eastern African Time

Antarctica/Syowa SYOT Syowa Time

Asia/Aden AST Arabia Standard Time

Asia/Baghdad AST Arabia Standard Time

Asia/Bahrain AST Arabia Standard Time

Asia/Kuwait AST Arabia Standard Time

Asia/Qatar AST Arabia Standard Time

Asia/Riyadh AST Arabia Standard Time

EAT EAT Eastern African Time

Managing User Information

114 PUBLIC Managing Basic User Data by Using a Data File
ID Short Name Long Name

Etc/GMT-3 GMT+03:00 GMT+03:00

Europe/Moscow MSK Moscow Standard Time

Europe/Volgograd VOLT Volgograd Time

Indian/Antananarivo EAT Eastern African Time

Indian/Comoro EAT Eastern African Time

Indian/Mayotte EAT Eastern African Time

W-SU MSK Moscow Standard Time

Asia/Riyadh87 GMT+03:07 GMT+03:07

Asia/Riyadh88 GMT+03:07 GMT+03:07

Asia/Riyadh89 GMT+03:07 GMT+03:07

Mideast/Riyadh87 GMT+03:07 GMT+03:07

Mideast/Riyadh88 GMT+03:07 GMT+03:07

Mideast/Riyadh89 GMT+03:07 GMT+03:07

Asia/Tehran IRST Iran Standard Time

Iran IRST Iran Standard Time

Asia/Baku AZT Azerbaijan Time

Asia/Dubai GST Gulf Standard Time

Asia/Muscat GST Gulf Standard Time

Asia/Tbilisi GET Georgia Time

Asia/Yerevan AMT Armenia Time

Etc/GMT-4 GMT+04:00 GMT+04:00

Europe/Samara SAMT Samara Time

Indian/Mahe SCT Seychelles Time

Indian/Mauritius MUT Mauritius Time

Indian/Reunion RET Reunion Time

NET AMT Armenia Time

Asia/Kabul AFT Afghanistan Time

Asia/Aqtau AQTT Aqtau Time

Asia/Aqtobe AQTT Aqtobe Time

Asia/Ashgabat TMT Turkmenistan Time

Asia/Ashkhabad TMT Turkmenistan Time

Asia/Dushanbe TJT Tajikistan Time

Asia/Karachi PKT Pakistan Time

Asia/Oral ORAT Oral Time

Asia/Samarkand UZT Uzbekistan Time

Managing User Information

Managing Basic User Data by Using a Data File PUBLIC 115
ID Short Name Long Name

Asia/Tashkent UZT Uzbekistan Time

Asia/Yekaterinburg YEKT Yekaterinburg Time

Etc/GMT-5 GMT+05:00 GMT+05:00

Indian/Kerguelen TFT French Southern & Antarctic Lands Time

Indian/Maldives MVT Maldives Time

PLT PKT Pakistan Time

Asia/Calcutta IST India Standard Time

Asia/Colombo LKT Sri Lanka Time

IST IST India Standard Time

Asia/Katmandu NPT Nepal Time

Antarctica/Mawson MAWT Mawson Time

Antarctica/Vostok VOST Vostok Time

Asia/Almaty ALMT Alma-Ata Time

Asia/Bishkek KGT Kirgizstan Time

Asia/Dacca BDT Bangladesh Time

Asia/Dhaka BDT Bangladesh Time

Asia/Novosibirsk NOVT Novosibirsk Time

Asia/Omsk OMST Omsk Time

Asia/Qyzylorda QYZT Qyzylorda Time

Asia/Thimbu BTT Bhutan Time

Asia/Thimphu BTT Bhutan Time

BST BDT Bangladesh Time

Etc/GMT-6 GMT+06:00 GMT+06:00

Indian/Chagos IOT Indian Ocean Territory Time

Asia/Rangoon MMT Myanmar Time

Indian/Cocos CCT Cocos Islands Time

Antarctica/Davis DAVT Davis Time

Asia/Bangkok ICT Indochina Time

Asia/Hovd HOVT Hovd Time

Asia/Jakarta WIT West Indonesia Time

Asia/Krasnoyarsk KRAT Krasnoyarsk Time

Asia/Phnom_Penh ICT Indochina Time

Asia/Pontianak WIT West Indonesia Time

Asia/Saigon ICT Indochina Time

Asia/Vientiane ICT Indochina Time

Managing User Information

116 PUBLIC Managing Basic User Data by Using a Data File
ID Short Name Long Name

Etc/GMT-7 GMT+07:00 GMT+07:00

Indian/Christmas CXT Christmas Island Time

VST ICT Indochina Time

Antarctica/Casey WST Western Standard Time (Australia)

Asia/Brunei BNT Brunei Time

Asia/Chongqing CST China Standard Time

Asia/Chungking CST China Standard Time

Asia/Harbin CST China Standard Time

Asia/Hong Kong HKT Hong Kong Time

Asia/Irkutsk IRKT Irkutsk Time

Asia/Kashgar CST China Standard Time

Asia/Kuala_Lumpur MYT Malaysia Time

Asia/Kuching MYT Malaysia Time

Asia/Macao CST China Standard Time

Asia/Makassar CIT Central Indonesia Time

Asia/Manila PHT Philippines Time

Asia/Shanghai CST China Standard Time

Asia/Singapore SGT Singapore Time

Asia/Taipei CST China Standard Time

Asia/Ujung_Pandang CIT Central Indonesia Time

Asia/Ulaanbaatar ULAT Ulaanbaatar Time

Asia/Ulan_Bator ULAT Ulaanbaatar Time

Asia/Urumqi CST China Standard Time

Australia/Perth WST Western Standard Time (Australia)

Australia/West WST Western Standard Time (Australia)

CTT CST China Standard Time

Etc/GMT-8 GMT+08:00 GMT+08:00

Hong Kong HKT Hong Kong Time

PRC CST China Standard Time

Singapore SGT Singapore Time

Asia/Choibalsan CHOT Choibalsan Time

Asia/Dili TPT East Timor Time

Asia/Jayapura EIT East Indonesia Time

Asia/Pyongyang KST Korea Standard Time

Asia/Seoul KST Korea Standard Time

Managing User Information

Managing Basic User Data by Using a Data File PUBLIC 117
ID Short Name Long Name

Asia/Tokyo JST Japan Standard Time

Asia/Yakutsk YAKT Yakutsk Time

Etc/GMT-9 GMT+09:00 GMT+09:00

JST JST Japan Standard Time

Japan JST Japan Standard Time

Pacific/Palau PWT Palau Time

ROK KST Korea Standard Time

ACT CST Central Standard Time (Northern Terri­

tory)

Australia/Adelaide CST Central Summer Time (South Australia)

Australia/Broken_Hill CST Central Summer Time (South Aus­

tralia/New South Wales)

Australia/Darwin CST Central Standard Time (Northern Terri­

tory)

Australia/North CST Central Standard Time (Northern Terri­

tory)

Australia/South CST Central Summer Time (South Australia)

Australia/Yancowinna CST Central Summer Time (South Aus­

tralia/New South Wales)

AET EST Eastern Summer Time (New South

Wales)

Antarctica/DumontDUrville DDUT Dumont-d'Urville Time

Asia/Sakhalin SAKT Sakhalin Time

Asia/Vladivostok VLAT Vladivostok Time

Australia/ACT EST Eastern Summer Time (New South

Wales)

Australia/Brisbane EST Eastern Standard Time (Queensland)

Australia/Canberra EST Eastern Summer Time (New South

Wales)

Australia/Currie EST Eastern Summer Time (New South

Wales)

Australia/Hobart EST Eastern Summer Time (Tasmania)

Australia/Lindeman EST Eastern Standard Time (Queensland)

Australia/Melbourne EST Eastern Summer Time (Victoria)

Australia/NSW EST Eastern Summer Time (New South

Wales)

Australia/Queensland EST Eastern Standard Time (Queensland)

Australia/Sydney EST Eastern Summer Time (New South

Wales)

Managing User Information

118 PUBLIC Managing Basic User Data by Using a Data File
ID Short Name Long Name

Australia/Tasmania EST Eastern Summer Time (Tasmania)

Australia/Victoria EST Eastern Summer Time (Victoria)

Etc/GMT-10 GMT+10:00 GMT+10:00

Pacific/Guam ChST Chamorro Standard Time

Pacific/Port_Moresby PGT Papua New Guinea Time

Pacific/Saipan ChST Chamorro Standard Time

Pacific/Truk TRUT Truk Time

Pacific/Yap YAPT Yap Time

Australia/LHI LHST Load Howe Summer Time

Australia/Lord_Howe LHST Load Howe Summer Time

Asia/Magadan MAGT Magadan Time

Etc/GMT-11 GMT+11:00 GMT+11:00

Pacific/Efate VUT Vanuatu Time

Pacific/Guadalcanal SBT Solomon Is. Time

Pacific/Kosrae KOST Kosrae Time

Pacific/Noumea NCT New Caledonia Time

Pacific/Ponape PONT Ponape Time

SST SBT Solomon Is. Time

Pacific/Norfolk NFT Norfolk Time

Antarctica/McMurdo NZDT New Zealand Daylight Time

Antarctica/South_Pole NZDT New Zealand Daylight Time

Asia/Anadyr ANAT Anadyr Time

Asia/Kamchatka PETT Petropavlovsk-Kamchatski Time

Etc/GMT-12 GMT+12:00 GMT+12:00

Kwajalein MHT Marshall Islands Time

NST NZDT New Zealand Daylight Time

NZ NZDT New Zealand Daylight Time

Pacific/Auckland NZDT New Zealand Daylight Time

Pacific/Fiji FJT Fiji Time

Pacific/Funafuti TVT Tuvalu Time

Pacific/Kwajalein MHT Marshall Islands Time

Pacific/Majuro MHT Marshall Islands Time

Pacific/Nauru NRT Nauru Time

Pacific/Tarawa GILT Gilbert Is. Time

Pacific/Wake WAKT Wake Time

Managing User Information

Managing Basic User Data by Using a Data File PUBLIC 119
ID Short Name Long Name

Pacific/Wallis WFT Wallis & Futuna Time

NZ-CHAT CHADT Chatham Daylight Time

Pacific/Chatham CHADT Chatham Daylight Time

Etc/GMT-13 GMT+13:00 GMT+13:00

Pacific/Enderbury PHOT Phoenix Is. Time

Pacific/Tongatapu TOT Tonga Time

Etc/GMT-14 GMT+14:00 GMT+14:00

Pacific/Kiritimati LINT Line Is. Time

Parent topic: Preparing a User Data File [page 89]

Related Information

Downloading a User Data Template [page 90]

Exporting User Data [page 91]
General Tips for the User Data File [page 93]
Field Requirements for the User Data File [page 94]
Supported Characters [page 101]

6.2 Permissions for Importing Users

Permissions are required if you want to upload user data using the Employee Import tool.

Context

You can manage the access permission to Employee Import using the following methods:

• If the Enable Control on Employee Import in Role-Based Permissions option is not enabled from Admin
Center Platform Feature Settings , then you should use the Manage Employee Import tool in Admin Center
to grant admins the import permission.

 Note

The Enable Control on Employee Import in Role-Based Permissions option is not enabled by default, and is
only shown in the instances that don't have Employee-Central enabled.

Managing User Information

120 PUBLIC Managing Basic User Data by Using a Data File
• If the Enable Control on Employee Import in Role-Based Permissions option is enabled from Admin Center
Platform Feature Settings , then admins should have the Employee Import role-based permission from
Manage Permission Roles Manage User to access the Employee Import tool.

 Note

You cannot specify a target population for the Employee Import role-based permission. Admins with this
permission can import data for all users.

Task overview: Managing Basic User Data by Using a Data File [page 88]

Previous task: Preparing a User Data File [page 89]

Next task: Importing User Data [page 121]

6.3 Importing User Data

To update the system with your user data changes, you can upload a user data file to SAP SuccessFactors.

Prerequisites

To upload your user data file, the file must be formatted correctly and have all required fields. For more information
about how to format your file, see General Tips for the User Data File [page 93] and Field Requirements for the User
Data File [page 94].

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Context

You can only access the Employee Import tool in systems that do not have Employee Central enabled. If you
have enabled Employee Central, you need to choose a different tool to import basic user information. For more
information, see Choosing a Tool for User Management [page 28].

Managing User Information

Managing Basic User Data by Using a Data File PUBLIC 121
Procedure

1. Go to Admin Center Employee Import .

2. Click Choose File to select your user data file.
3. Specify how initial passwords are to be assigned for new employees.
4. Optional: Select any of the following options:

Option Description

Send welcome email to new users To automatically send welcome emails to new users, Email
template needs to be enabled beforehand. If you haven't
enabled it, a warning is displayed. To enable the email tem­
plate, see Enabling and Customizing Welcome Email Tem­
plate [page 55].

Validate Manager and HR fields To ensure that each employee record has a valid manager
and HR representative.

Process inactive Employees To update the information of inactive employees to the sys­
tem.

 Note

You cannot use Employee Import to add inactive users to

the system.

Re-activate purged users To reactivate purged users in the system if the users are
active in the user data file.

5. Optional: If your updates include manager changes, expand the Specify Form routing options section to specify
the automatic manager transfer and automatic document removal options. For more information about each
option, see Configuring Document Transfer in Form Templates.
6. Optional: Expand the Specify Character Encodings, Locale, and Date Format section.

The default locale and date format are "English(United States)" and "MM/dd/yyyy". Other available locales in
your system depend on the configuration of Language Packs in Provisioning, and the date format will match
the locale you select. Please note that we only support multiple date formats in the Hire Date and Exit Date
fields.
7. Optional: If you want to update compensation forms, expand the Specify Compensation form updating options
section to select compensation options.
8. Optional: Click Validate Import File to validate your user data file. If any errors are found, the errors are
displayed on the top of the page. Please correct the errors before importing.
9. Click Import User File to import your user data.

Results

After the file is uploaded, the SAP SuccessFactors user database is updated with the information from that file. You
receive an email notification with the results of the upload, including any errors. If your updates include manager
changes, you receive another email notification with the results of document transfer, including lists of users whose
forms have been transferred or failed to transfer.

Managing User Information

122 PUBLIC Managing Basic User Data by Using a Data File
If any errors occurred, you need to correct them in the file and then upload it again. If that doesn't resolve the
problem, contact Product Support. See Common Errors and Troubleshooting [page 125] for descriptions of and
solutions for the most common errors.

Importing Matrix and Custom Managers [page 123]

You can update employees’ matrix or custom managers by importing a CSV file.

Common Errors and Troubleshooting [page 125]

After the file upload is complete, you will receive an e-mail notification. This e-mail contains the results of
your upload, including any errors that occurred.

Task overview: Managing Basic User Data by Using a Data File [page 88]

Previous task: Permissions for Importing Users [page 120]

6.3.1  Importing Matrix and Custom Managers

You can update employees’ matrix or custom managers by importing a CSV file.

Prerequisites

• You have the Matrix Manager and Custom Manager Relationship Import permission under Manage User Data
admin permissions.
• matrixManager and customManager have been configured in Succession Data Model.

Context

You use matrix managers or custom managers to maintain dotted reporting lines or backup management. In
addition to using the standard user data file to import and export the matrix and custom manager, you can also
update the information with the Import Matrix Manager and Custom Manager Relationships admin tool.

Matrix managers and custom relationships can show in both the Company Organization Chart, Succession Org
Chart, home page, and People Profile. If the Show Custom Manager Relationships in Company Organization Chart
(for Company Organization Chart, Home Page, and Mobile People Profile) option has been enabled in the Company
System and Logo Settings admin page, the matrix or custom manager are shown with a dotted reporting line.

Procedure

1. Create a CSV file with the employee user ID, manager user ID, manager type, and so on. To differentiate the
manager types, use the following codes:

Managing User Information

Managing Basic User Data by Using a Data File PUBLIC 123
 • EX: Matrix Manager
• EC: Custom Manager

In the CSV file, you can also specify whether the matrix manager information is to be displayed in the Company
Organization Chart or Succession Org Chart. However, to display the manager, make sure that you’ve enabled
the display in the Org Chart Configuration admin tool and have configured XML definition for the chart.
2. Determine how you want to update the information and format the CSV file accordingly:
• The simple CSV file without the ACTION column updates any existing matrix or custom manager
information of the employee. See the following sample CSV file:

 Sample Code

USERID,MGR_USERID,RELATIONSHIP,ORG_CHART_DISPLAY
 
cgrant1,athompson1,EX,TRUE
cgrant2,dcortez,EX,FALSE
cgrant3,aaaa,EC,FALSE
 

In this example, for user cgrant1 and cgrant2, any existing matrix manager information will be overwritten;
for user cgrant3, the previous custom manager information will be overwritten.
• A CSV file with the ACTION column supports incremental addition to or removal of existing matrix or
custom manager information. See the following sample:

 Sample Code

USERID,MGR_USERID,RELATIONSHIP,ORG_CHART_DISPLAY,ACTION
 
cgrant1, athompson1, EX, TRUE, ADD
cgrant2, dcortez, EX, FALSE, REMOVE
cgrant3, aaaa, EC, FALSE, REMOVE
 

Matrix and Manager Relationships Display

Show Custom Manager Relationships in
Company Organization Chart ORG_CHART_DISPLAY = True ORG_CHART_DISPLAY = False

Option disabled Matrix relationships display. Matrix relationships display.

Custom relationships don't display. Custom relationships don't display.

Option enabled Matrix relationships display. Matrix relationships don't display.

Custom relationships display. Custom relationships don't display.

 Note

You can also import multiple manages for the same employee. Simply create multiple lines for the
employee in the CSV file.

3. Upload the file through Admin Center Import Matrix Manager and Custom Manager Relationships .

Results

The matrix or custom manager information of the relevant employees has been updated.

Managing User Information

124 PUBLIC Managing Basic User Data by Using a Data File
  Note

In the Succession Org Chart, the dotted line appears only when the position has an incumbent.

Task overview: Importing User Data [page 121]

Related Information

Common Errors and Troubleshooting [page 125]

Managing Basic User Data by Using a Data File [page 88]

6.3.2  Common Errors and Troubleshooting

After the file upload is complete, you will receive an e-mail notification. This e-mail contains the results of your
upload, including any errors that occurred.

You might see some of these common error messages in the e-mail notification. To correct these and any other
errors, update the data file and then upload it again. If you're still having trouble uploading the data file, contact
Product Support.

This error message... Means that... To resolve it...

Missing required field. Required information was not provided. Fill in all required information and upload
the file again. For more information about
required fields, see Field Requirements
for the User Data File [page 94].

Username already exists. There's a duplicate username. Remove duplicate users and upload the
file again.

Manager Cycle detected with this man­ There are manager cycles in the user hi­ Make sure that the employee's own
ager ID — <manager id>. erarchy.
USERID is not listed instead of the man­
ager's USERID.

Make sure that the employee doesn't ap­

pear both above and below the manager
in the file.

Make sure there is no Manager Cycle. An

example of Manager Cycle is that user A's
manager is user B, user B's manager is
user C, and user C's manger is user A.

Managing User Information

Managing Basic User Data by Using a Data File PUBLIC 125
This error message... Means that... To resolve it...

Invalid Manager ID. The manager's UserID listed for the em­ Make sure that the manager's USERID
ployee doesn't exist in the database.
exists in the database.

If you're adding both the employee and

manger, make sure that the manager is
added before the employee.

Parent topic: Importing User Data [page 121]

Related Information

Importing Matrix and Custom Managers [page 123]

Managing User Information

126 PUBLIC Managing Basic User Data by Using a Data File
7 Managing Extended User Information by
Using Data Files

To add or update extended user data for multiple users in one go, you can upload user data files respectively for
personal information, trend information, and background information.

Extended User Information [page 127]

Extended user information consists of supplemental data about users in your SAP SuccessFactors system,
beyond the "basic" user information such as name, job title, and department.

Adding or Updating Extended User Information [page 131]

Add or import extended user information using a CSV import.

Importing Attachments to Employee Profile [page 141]

You can import attachments as part of the extended user information by requesting a scheduled job from
Provisioning.

Importing Profile Photos [page 148]

Profile photos of employees can be imported in batch through a scheduled job in Provisioning. As a
customer, you need to prepare your photos and a CSV file that maps the photos to existing usernames, and
then request a batch upload job in Provisioning.

7.1 Extended User Information

Extended user information consists of supplemental data about users in your SAP SuccessFactors system, beyond
the "basic" user information such as name, job title, and department.

There are three types of extended user information:

• Personal information
• Background information
• Trend information

 Note

• We recommend that you perform periodic exports of all three data files and save these outside of
the application, in case you ever need to refer to historical data and need to restore old records that
are deleted. SAP SuccessFactors does not retain historical records that are deleted, so back up this
information regularly.
• We recommend that any time you do manual import of any profile data, you export a backup of the data
first. This way if a mistake is made (usually with the Import by overwriting existing data option), then you
can easily recover.
• Remember that all the options and file types discussed here also apply to the FTP process. You can import
or export these files on an automated schedule, and can choose what format and options to select just like
we could do with manual import or export.

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 Personal Information in the Extended User Information Import [page 128]
Personal information consists of supplemental "one-to-one" data about a user— that is, data for which
there is only one record for each employee.

Trend Information in the Extended User Information Import [page 129]

Trend information consists of "one-to-many" rating data from your talent review process— that is, data for
which there may be multiple records for each employee.

Background Information in the Extended User Information Import [page 130]

Background information consists of supplemental "one-to-many" background data about a user— that is,
data for which there may be multiple records for each employee.

Parent topic: Managing Extended User Information by Using Data Files [page 127]

Related Information

Adding or Updating Extended User Information [page 131]

Importing Attachments to Employee Profile [page 141]
Importing Profile Photos [page 148]

7.1.1  Personal Information in the Extended User Information

Import
Personal information consists of supplemental "one-to-one" data about a user— that is, data for which there is only
one record for each employee.

For example, personal information might include:

• Personal data, such as date of birth or veteran status

• Job information, such as start date
• Talent flags, such as risk of loss or willingness to relocate

 Note

• This type of extended user information is not the same "personal information" and "job information" data
that is included in SAP SuccessFactors Employee Central. For information about how to import data to
Employee Central, please see here.
• In Employee Central-enabled instances, you can prevent the import of unsecured content by enabling the
Security Scan of User Inputs option. This applies when you import basic user information using Import
Employee Data, and when you import personal information using Import Extended User Information or the
Live Profile Import job in Provisioning.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product
Support.

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 The Security Scan of User Inputs option can be enabled in Admin Center Platform Feature Settings .
Once it is enabled, the unsecure scripts, such as cross-site scripting, will be identified and ignored in the
import. The fields skipped are reported in the import status e-mail.

Personal information in your instance is defined by standard elements and userinfo elements in Succession Data
Model. Every employee has a database record for each personal information field in your instance, even if it is blank.

The personal information import file does not include "basic" user information that is included in the Basic
Employee Import file used to add new employees to the system.

You can limit employees (rows) and data fields (columns) to import by omitting them from the import file. For
example, if you don’t want to import date, remove the date column from the import file. If you include an
employee and a column in the import, it will overwrite any existing data, even if left blank.

Parent topic: Extended User Information [page 127]

Related Information

Trend Information in the Extended User Information Import [page 129]

Background Information in the Extended User Information Import [page 130]

7.1.2  Trend Information in the Extended User Information

Import

Trend information consists of "one-to-many" rating data from your talent review process— that is, data for which
there may be multiple records for each employee.

Trend information usually includes the following rating data:

• Performance
• Potential
• Competency
• Objective

It may also include up to two custom rating types, if defined in the Succession Data Model for your instance.

Each type of trend information (such as performance ratings) can include multiple records for each employee
(such as for each performance review cycle).

By default, the trend information export only includes those ratings that have been entered manually in People
Profile or the ones that are imported. You can include ratings that come from forms by extra settings.

Parent topic: Extended User Information [page 127]

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Related Information

Personal Information in the Extended User Information Import [page 128]

Background Information in the Extended User Information Import [page 130]

7.1.3  Background Information in the Extended User Information

Import

Background information consists of supplemental "one-to-many" background data about a user— that is, data for
which there may be multiple records for each employee.

For example, background information might include:

• Previous work experience

• Education history
• Languages spoken

Background information is entirely customized and different in every instance. It is defined by the background
elements in the Succession Data Model.

 Note

If there are duplicate field names for background elements in the data model, the import job will fail.

Each type of background information (such as education) can include multiple records for each employee (such as
for different educational degrees).

The background information import file can include multiple sections, one for each type of background data. You
can limit the import to certain sections and exclude others, but you must include all columns for each included
section.

 Note

Import jobs on the same background information cannot be run concurrently to avoid data conflicts. The
current job will wait in the queue and not start until the previous job completes.

Parent topic: Extended User Information [page 127]

Related Information

Personal Information in the Extended User Information Import [page 128]

Trend Information in the Extended User Information Import [page 129]

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7.1.3.1 Validation of the Import File of Background
Information

When you import the file for the background information, the system automatically validates the file content to
ensure correctness of the definition.

Before you import the file, you can select the Stop import if invalid users found checkbox and the import stops when
invalid user data is found. If you haven’t selected the checkbox, the import continues but the invalid user data isn’t
imported into the system.

The available validation on the data file includes the following:

• User IDs are valid.

• Mandatory data fields have values. (The mandatory data fields are defined as "required = true" in the data
model.)
• Valid optionIds for picklist values are used in the file.
• Date values are valid.
• If there are start and end dates, the end date is not earlier than the start date.

 Note

In the data model file, you might have defined a maximum number of data entries for a background data
element. For example, a user can only have up to three pieces of education information. However, this
maximum limit doesn’t apply to data file import and the system doesn’t verify whether the imported user
entries exceed the limit.

When a user has permission to import extended user information, he or she can import all background data for
all users. The import is not limited by the Employee Data permission defined in Manage Permission Roles.

7.2 Adding or Updating Extended User Information

Add or import extended user information using a CSV import.

Prerequisites

You have the role-based permissions of Export Extended User Information and Import Extended User Information
under the Manage User admin permissions.

Procedure

1. Create an import file in CSV format, either by exporting the existing data or by exporting a template.

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2. Add or update data in the CSV file.

 Note

In the import CSV file, either user ID or assignment ID should be provided, and they should be the same as
the corresponding user ID or assignment ID that already exists in the system.

3. Import data in the CSV file to the system. You can choose either an "incremental" import that only adds new
data or an "overwrite" import that replaces all existing records.

1. Creating an Import File for Extended User Information [page 132]

Create a CSV import file that you can use to add or update extended user information.
2. Editing Extended User Information in the Import File [page 136]
Add or update extended user information in your CSV file to prepare it for import.
3. Importing Extended User Information [page 138]
Import extended user information into your instance.

Task overview: Managing Extended User Information by Using Data Files [page 127]

Related Information

Extended User Information [page 127]

Importing Attachments to Employee Profile [page 141]
Importing Profile Photos [page 148]

7.2.1  Creating an Import File for Extended User Information

Create a CSV import file that you can use to add or update extended user information.

Context

By default, the user data template contains the Assignment ID column. However, if you select Exclude Assignment
ID Column from the User Data Template in Admin Center Platform Feature Settings , this column won’t be
included.

 Note

When you import background or trend information, and your import file includes an "assignment ID" column,
then the column header should be specified like ^AssignmentId. The header name is case-insensitive, and
other characters such as quotation marks or whitespace aren't supported here. For example,^"AssignmentId"
as the column header will cause an error during the import process.

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Procedure

1. Begin in one of the following ways:

• To add or update existing extended user information, start by exporting the data from your instance, using
the Export Extended Data only option.
• To create an import file from scratch and import extended user information for the first time, start by
exporting a CSV template, using the Export Template option.
2. Save the resulting export file in CSV format.

Next Steps

You can now edit the CSV file to add or update the information and prepare it for import.

Exporting Extended User Information [page 133]

Export extended user information from your instance.

Downloading an Extended User Information Import Template [page 135]

Download an extended user information import template so that you can use it to add or update data.

Task overview: Adding or Updating Extended User Information [page 131]

Next: Editing Extended User Information in the Import File [page 136]

7.2.1.1 Exporting Extended User Information

Export extended user information from your instance.

Prerequisites

You have the role-based permission of Export Extended User Information under the Manage User admin
permissions.

Context

 Tip

The system displays the settings you defined for the last export. So you don't need to reset all the settings for
each export.

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Procedure

1. Go to Admin Center Export Extended User Information .

2. Specify the type of data you want to export.

• Personal Information
• Background Information
• Trend Information
The trend information export file, by default, only includes those ratings that have been entered manually
in People Profile or the ones that are imported, and does not include ratings that come from forms. If you
want to include rating data coming from forms in the export file, select Include form data.
3. Specify the locale and character encoding you want to use in the export file.

If you are exporting data in a language that uses special character types, such as Chinese, be sure to select the
relevant character encoding so that the data is displayed correctly.
4. Specify additional export options by selecting one or more of the following:

Export Option Description

Export as a batch process Select if you want to run the export as a batch job and
download the latest export file multiple times. Exporting as
a batch allows you to leave the export page and return to
pick up the file later. You will receive notifications once the
job completes. This option is only applicable to the Export
Extended Data Only and Export Extended Data with User
Attributes buttons. Note that if the number of exported re­
cords exceeds 5000, the export will be run as a batch job
even though this option is not enabled.

Valid users only. Select this option if you want to exclude inactive users. If
checked, the export only includes data for active users.

Remove carriage returns and line breaks on export Select this option to remove any carriage returns and line
breaks from the export file.

Export selected background information This option is visible only when you choose to export back­
ground information in step 2. If you want to export only
a particular section of background information, select this
option and choose the section from the drop-down list.

5. Select one of two export options to trigger the export.

• Use the Export Extended Data only to export the data that you want to edit and import again. This option
exports data in exactly the correct format required for import.
• Use the Export Extended Data with User Attributes to export the data in a more readable report. This option
includes additional user data, such as name and manager, in the export file, to make it easier to read.

6. Optional: Go to Admin Center Scheduled Job Manager to monitor the scheduled job of Live Profile
Export for background information or trend information.

When the export of background information or trend information is triggered, a corresponding scheduled job of
Live Profile Export is automatically generated. You can monitor the scheduled job in Admin Center.

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  Note

If you are exporting personal information, it doesn't trigger any scheduled job. So you can't monitor the
export of personal information as a scheduled job.

Results

All existing data in the system, of the selected type, is extracted and downloaded in CSV format.

Related Information

Monitoring Scheduled Jobs in Admin Center

7.2.1.2 Downloading an Extended User Information Import

Template

Download an extended user information import template so that you can use it to add or update data.

Prerequisites

You have the role-based permission of Export Extended User Information under the Manage User admin
permissions.

Procedure

1. Go to Admin Center.
2. In the tools search field, type Export Extended User Information.
3. Specify the type of data you want to export.

• Personal Information
• Background Information
• Trend Information
4. Ignore the local and export options. They are irrelevant to the template export.
5. Click Export Template to export the template.

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Results

A blank CSV template file is opened. The template contains column headers indicating the user data fields that
should be entered in each column. For background and trend information, there may be more than one row of
headers, one for each type of background or trend element configured in your system. The exact user data fields
available in the template are based on the configuration of your instance's data model.

Next Steps

You can now add rows of data for any existing user in your system. For background and trend information, you can
add multiple rows for each user, one for each type of background or trend element configured in your system.

7.2.2  Editing Extended User Information in the Import File

Add or update extended user information in your CSV file to prepare it for import.

You can use any spreadsheet application to view the data in columns and rows and save in CSV format. The column
headers must be configured in your data model. If you want to use new headers, contact your Implementation
Partner to add them in the data model beforehand.

If you use attachments as part of background or trend information in your system, import them separately. For
more information, see Importing Attachments to Employee Profile [page 141].

Date Formats for Different Locales [page 136]

In Import Extended User Information, you can select the locale information according to the language you
are using in the import file. To meet the habits of users using different languages, the date format is also
different. Refer to the table for the supported locales and date formats.

Parent topic: Adding or Updating Extended User Information [page 131]

Previous task: Creating an Import File for Extended User Information [page 132]

Next task: Importing Extended User Information [page 138]

7.2.2.1 Date Formats for Different Locales

In Import Extended User Information, you can select the locale information according to the language you are using
in the import file. To meet the habits of users using different languages, the date format is also different. Refer to
the table for the supported locales and date formats.

 Note

Personal, Background, and Trend information all support the same date format standards as indicated in the
following table.

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Language Locale Code Date Format Example

English US en_US mm/dd/yyyy 07/19/2018

English UK en_GB dd/mm/yyyy 19/07/2018

Brazil pt_BR dd/mm/yyyy 19/07/2018

Mexico es_MX dd/mm/yyyy 19/07/2018

Chinese zh_CN yyyy-mm-dd 2018-07-19

Taiwan zh_TW yyyy/mm/dd 2018/07/19

Korean ko_KR yyyy.mm.dd 2018.07.19

Japanese ja_JP yyyy/mm/dd 2018/07/19

German de_DE dd.mm.yyyy 19.07.2018

Russian ru_RU dd.mm.yyyy 19.07.2018

Romanian ro_RO dd.mm.yyyy 19.07.2018

Spanish es_ES dd/mm/yyyy 19/07/2018

French fr_FR dd/mm/yyyy 19/07/2018

Canadian fr_CA yyyy-mm-dd 2018-07-19

Italian it_IT dd/mm/yyyy 19/07/2018

Czech cs_CZ mm.dd.yyyy 19.07.2018

Danish da_DK dd/mm/yyyy 19/07/2018

Croatian hr_HR mm.dd.yyyy 19.07.2018

Turkish tr_TR mm.dd.yyyy 19.07.2018

Greek el_GR dd/mm/yyyy 19/07/2018

Hungarian hu_HU yyyy.mm.dd 2018.07.19

Dutch nl_NL dd-mm-yyyy 19-07-2018

Norwegian no_NO mm/dd/yyyy 07/19/2018

Swiss de_CH dd.mm.yyyy 19.07.2018

Polish pl_PL yyyy-mm-dd 2018-07-19

Slovak sk_SK dd.mm.yyyy 19.07.2018

Finnish fi_FI dd.mm.yyyy 19.07.2018

Swedish sv_SE yyyy-mm-dd 2018-07-19

Indonesia bs_ID dd/mm/yyyy 19/07/2018

Malay bs_BS dd/mm/yyyy 19/07/2018

Vietnamese vi_VN dd/mm/yyyy 19/07/2018

Parent topic: Editing Extended User Information in the Import File [page 136]

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7.2.3  Importing Extended User Information

Import extended user information into your instance.

Prerequisites

You have Administrator Permissions Manage User Import Extended User Information permission.

 Note

• If you want to update user data in the system, make sure that the users are included in the target
population of your role-based permission.
• The Employee Data user permissions don't affect the import. As long as you have the Import Extended User
Information role-based permission and define the corresponding target population, you are able to import
user data.

If you want to hide the option of importing background information by overwriting existing data, you need to
have Administrator Permissions Manage User Hide the Option to Import by Overwriting Existing Data for
Background Information permission.

Context

 Tip

The system displays the settings you defined for the last import. So you don't need to reset all the settings for
each import.

Procedure

1. Go to Admin Center Import Extended User Information .

2. Select Choose File and select the CSV import file you have prepared on your local machine.
3. Specify the type of data contained in your import file.

• Personal Information
• Background Information
• Trend Information
4. Specify the locale and character encoding used in your import file.

If you are importing data in a language that uses special character types, such as Chinese, be sure to select the
relevant character encoding so that the data is displayed correctly after import.

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 It's recommended to use the consistent locale setting with overall language setting. For more information, see
Locale Settings [page 140].
5. Expand the Specify Additional File Options section and set the desired import options.

Always expand and verify the options in this section to make sure that they are correct.
6. Select or deselect the Stop import if invalid users found.

Select this option to stop the import process if an invalid user or reporting relationship is found in the import
file. This is useful when troubleshooting new files to make sure that they are formatted properly. If you haven’t
selected this option, the import continues but the invalid user data isn't imported into the system.
7. Select the import behavior:

• Select Import by incrementally adding data if you want to add new records only without deleting any
existing data.
• Only for personal information or trend information: Select Import by overwriting existing data if you want to
replace existing records with data in the import file for all users in your instance.

 Note

• For trend information, the Import by overwriting existing data option overwrites all ratings data
(performance, potential, competency, objective, custom1 & custom2) that does not come from
forms, for all users in your instance, even if they are not included in the import file.
• For personal information, this option is required and is always checked. There is only one record of
personal information per user, so all new records must overwrite the existing ones.

• Only for background information: select Import by overwriting existing data Overwrite the data of all
users if you want to replace existing records with data in the import file for all users in your instance.

 Note

The overwrite only affects the background elements that are included in the import file for all users in
your instance. Of these background elements, the background data in your instance is replaced by that
in the import file.

If you exclude certain background elements from the import file, this background data is not impacted
by the import. So you do not have to import every background element in your instance; you can
import a file that contains only the background elements you want to update.

If you import a file that contains attachment IDs, do not select this option. Otherwise, the
corresponding attachment files will be deleted.

• Only for background information: select Import by overwriting existing data Overwrite the data of users
in the import file if you want that only for users listed in the import file, data of their background
elements is replaced by the corresponding data in the import file.

 Note

This overwrite only affects these specified users' background elements that are included in the import
file. For example, an import file only includes a Languages record of user A and a Education record of
user B. After the import, only user A's Languages record and user B's Education record are replaced.

If you import a file that contains attachment IDs, do not select this option. Otherwise, the
corresponding attachment files will be deleted.

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8. Select Import Extended User Data File to start the import. If you choose to overwrite existing data with your
new changes for background or trend information, a pop-up window is displayed, asking for confirmation to
overwrite existing data.

 Note

The import job needs some time to finish. While one import job is running, do not start another job until the
current one is finished. Otherwise, it leads to data corruption, especially when you run jobs with the option
to overwrite existing data.

9. Optional: Go to Admin Center Scheduled Job Manager to monitor the scheduled job of Live Profile
Import for background information or trend information.

When the import of background information or trend information is triggered, a corresponding scheduled job
of Live Profile Import is automatically generated. You can monitor the scheduled job in Admin Center.

 Note

If you are importing personal information, it doesn't trigger any scheduled job. So you can't monitor the
import of personal information as a scheduled job.

Results

The extended user information in the import file is uploaded to the system for relevant users. If you uploaded
background information, you might receive two email notifications, one is for Background Sync, and the other is
for Background Import. This is expected behavior, because a background sync job is triggered automatically in the
backend as well as the import job.

Task overview: Adding or Updating Extended User Information [page 131]

Previous: Editing Extended User Information in the Import File [page 136]

Related Information

Monitoring Scheduled Jobs in Admin Center

7.2.3.1 Locale Settings

When you import a file that contains trend or background information, it’s recommended that the locale you
specify is consistent with the overall language setting in Settings Change Language .

If the settings aren't consistent, dates aren't parsed correctly by the system.

For example, let's assume English US is selected in the overall setting and English UK is specified in import options.
The US date format is MM/DD/YYYY, while the UK date format is DD/MM/YYYY.

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When system parses a date, for example, startDate=04/01/2013 and endDate=04/29/2013, the system first
follows the time format used by the import options, which can only parse the start date as January 4, 2013. The end
date can’t be parsed. Then the system tries the time format in the overall setting, which can parse the end date as
April 29, 2013. Apparently, it's not what's intended.

For the supported locales in the system, refer to Date Formats for Different Locales [page 136].

7.3 Importing Attachments to Employee Profile

You can import attachments as part of the extended user information by requesting a scheduled job from
Provisioning.

Attachments to Extended User Information [page 141]

You can attach documents as part of the extended user information on an employee's profile. Attachments
can be added manually by a user from People Profile, or be imported in bulk with a scheduled job from
Provisioning.

Uploading Attachments to an SFTP Server for Bulk Import [page 142]

Create a zip file containing the attachments you want to import and a CSV mapping file. Then upload
the file to your SFTP server so the attachments can be imported to the system with a scheduled job in
Provisioning.

Bulk Importing Attachments [page 145]

Bulk import attachments for background information by scheduling a Live Profile Import job in
Provisioning.

Exporting Attachments [page 147]

You can export attachments for background information or a type of background information by scheduling
a Live Profile Export job in Provisioning.

Task overview: Managing Extended User Information by Using Data Files [page 127]

Related Information

Extended User Information [page 127]

Adding or Updating Extended User Information [page 131]
Importing Profile Photos [page 148]

7.3.1  Attachments to Extended User Information

You can attach documents as part of the extended user information on an employee's profile. Attachments can be
added manually by a user from People Profile, or be imported in bulk with a scheduled job from Provisioning.

If configured in the data model for your instance, the <attachment> field appears as a column in the CSV import/
export template for extended user information. However, you cannot use the Import Extended User Information

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admin tool to import attachments. Instead, you need to prepare a zip file containing your attachments and have
them imported to SAP SuccessFactors with a scheduled job in Provisioning.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Parent topic: Importing Attachments to Employee Profile [page 141]

Related Information

Uploading Attachments to an SFTP Server for Bulk Import [page 142]

Bulk Importing Attachments [page 145]
Exporting Attachments [page 147]

7.3.2  Uploading Attachments to an SFTP Server for Bulk Import

Create a zip file containing the attachments you want to import and a CSV mapping file. Then upload the file to your
SFTP server so the attachments can be imported to the system with a scheduled job in Provisioning.

Prerequisites

The <attachment> field is configured in the Data Model for your instance and appears as a column in the CSV
template for extended user information.

Context

Filenames for the zip, CSV, and attachment files must not contain any spaces. Use underscores or dashes. The
system validates the files and the import fails if files have names with spaces.

 Note

The file size of the attachment should be no larger than the following two limitations that are configured in
Provisioning and the data model. If the two max file sizes are different, please follow the smaller one.

• The Attachment max file size setting under Document Attachment in Provisioning
• The max-file-size-KB setting for the data fields that allow attachments in the Data Model

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  Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Procedure

1. Collect all the attachments you want to import in one folder.

2. Download a background information import template.

a. Go to Admin Center Export Extended User Information .

b. Select Background Information.
c. Select Export Template.
d. Save it as a CSV file.
3. Remove all background elements except the one for which you want to import attachments.

For example, you might have a background information block called "Documents" that includes an attachment
and a document name. The CSV might look like this:

 Example

 Note

The columns in your template may vary. Background elements can contain other data fields, such as dates
or descriptions, in addition to attachments. However, you can only import attachments to a background
element that has an Attachment column in the import template.

4. Create a mapping file by filling out one row in the CSV for each attachment you want to import, including the
following information:

Column Description

User ID column The first column in the CSV file should be ^UserId. It
should be the User ID of the employee for whom you are
importing the attachment.

Background Element ID column The second column in the CSV file should be the background
element ID. It should be the same for every row in your
mapping file. This column identifies the background ele­
ment for which you’re importing attachments.

Attachment column There must be an Attachment column in the CSV file that
contains the filename (including the file extension) of the
attachment for that user. It isn't necessarily the third column

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 Column Description

because the import template reflects the field order that's

configured in the data model.

Other columns The import template reflects the fields and field order that
are defined in the data model. It often contains other col­
umns for other fields, such as dates or descriptions.

In our example, a field called DocName defines a display

label for the document, as it appears in the UI. Your import
template shows fields configured for your system.

In our example, the completed mapping file looks like this:

 Example

5. Save the CSV mapping file to the same folder where you saved all your attachments.
6. Select all the files in the folder—attachments and mapping file— and archive them together in a zip file.

 Tip

Select all the files and zip them directly, rather than zip the folder that contains them. Zipping the whole
folder can cause issues with the import.

In our example, the zip file looks like this:

 Example

7. Upload your zip file to a folder on your SFTP server.

8. Contact Product Support to request a scheduled job to import your attachments.

 Note

Be sure to include in your request the exact name of the zip file and the SFTP folder where it’s located.

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Task overview: Importing Attachments to Employee Profile [page 141]

Related Information

Attachments to Extended User Information [page 141]

Bulk Importing Attachments [page 145]
Exporting Attachments [page 147]

7.3.3  Bulk Importing Attachments

Bulk import attachments for background information by scheduling a Live Profile Import job in Provisioning.

Prerequisites

Upload a zip file containing attachments and a CSV mapping file to SFTP.

Context

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Procedure

1. Log into Provisioning.

2. Select the requested company instance.
3. Under Managing Job Scheduler, choose Manage Scheduled Jobs.
4. Create a job with Job Type as Live Profile Import.
5. In the Job Parameters section, choose Background Information.
6. Specify the locale and character encoding used in your import file.

If you are importing data in a language that uses special character types, such as Chinese, be sure to select the
relevant character encoding so that the data is displayed correctly after import.

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Managing Extended User Information by Using Data Files PUBLIC 145
 It's recommended to use the consistent locale setting with overall language setting. For more information, see
Locale Settings [page 140].
7. Select or deselect the Stop import if invalid users found.

Select this option to stop the import process if an invalid user or other incorrect data is found in the import
file. This is useful when troubleshooting new files to make sure that they are formatted properly. If you haven't
selected this option, the import continues but the invalid user data isn’t imported into the system.
8. Select Upload attachments along with Data.
9. Select an overwrite behavior:

• Select Import by incrementally adding data if you want to add new records only without deleting any
existing data.
• Select Import by overwriting existing data if you want to overwrite existing records with data in the import
file.

 Note

• The overwrite only affects the background elements included in the import file for all users in your
instance. Of these background elements, the background data in your instance is replaced by that
in the import file.
If you exclude certain background elements from the import file, the corresponding background
data is not impacted by the import. So you do not have to import every background element
in your instance; you can import a file that contains only the background elements you want to
update.

10. In the Server Access section, enter the server location where your zip file is located and fill out other required
fields.
11. (Optional) Select Test Connection to test the connection to the FTP location.
12. (Optional) Select Test File Put Permission to test the permission to access the location specified in the File Path
field.
13. In the File Access section, fill out the required fields.
14. Define the Job Occurrence & Notification according to your needs.
15. Submit the job.

Results

This job status is shown as completed in the Scheduled Job Manager in Admin Center and in the Monitor Jobs under
in Provisioning and . The attachments for background information in the import file are uploaded to the system for
relevant users.

Task overview: Importing Attachments to Employee Profile [page 141]

Related Information

Attachments to Extended User Information [page 141]

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146 PUBLIC Managing Extended User Information by Using Data Files
Uploading Attachments to an SFTP Server for Bulk Import [page 142]
Exporting Attachments [page 147]
Managing Scheduled Jobs in Provisioning
Monitoring Scheduled Jobs in Admin Center

7.3.4  Exporting Attachments

You can export attachments for background information or a type of background information by scheduling a Live
Profile Export job in Provisioning.

Context

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Procedure

1. Log into Provisioning.

2. Select the requested company instance.
3. Under Managing Job Scheduler, click Manage Scheduled Jobs.
4. Create a job with Job Type as Live Profile Export.
5. In the Job Parameters section, choose Background Information, select the Include Attachment checkbox, and
then fill out other required fields.

 Note

• Because of large data volume, currently we don't support file encryption when exporting background
information with attachments. Please select None in File Encryption if you’re allowed to access the
unencrypted files.
• If you want to encrypt the export files for background information, deselect the "Include Attachment"
checkbox.
• Because of large data volume, the export file will be zipped even if you choose the Unzip export file if it
is zipped checkbox.
• We recommend that you use the SF hosted SFTP server for better performance.

6. Optional: If you want to export attachments only for a particular type of background information, in the Job
Parameters section, select Export selected background information and choose the type from the dropdown
list.
7. Submit the job.

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Managing Extended User Information by Using Data Files PUBLIC 147
Results

This job status is shown as completed in the Scheduled Job Manager in Admin Center and in the Monitor Jobs under
Managing Job Scheduler in Provisioning.

One or more zip files consisting of a CSV file and attachments are exported, and you receive an e-mail about the
export results. The name of the exported zip files are BackgroundDataWithAttachments[file number].zip.

Please note that in the CSV file, the "attachment" column contains the corresponding filenames of attachments.

Task overview: Importing Attachments to Employee Profile [page 141]

Related Information

Attachments to Extended User Information [page 141]

Uploading Attachments to an SFTP Server for Bulk Import [page 142]
Bulk Importing Attachments [page 145]
Managing Scheduled Jobs in Provisioning
Monitoring Scheduled Jobs in Admin Center

7.4 Importing Profile Photos

Profile photos of employees can be imported in batch through a scheduled job in Provisioning. As a customer, you
need to prepare your photos and a CSV file that maps the photos to existing usernames, and then request a batch
upload job in Provisioning.

 Note

An employee with mutiple employment records (usernames) should only have one profile photo. So if you
import photos for such an employee, we recommend that you only upload a photo for one of the employments.
After the import, all the employments will share the single profile photo.

If you instead upload multiple photos for the employee in one import file, only one photo is selected and shared
by all the employments.

File Requirements [page 149]

Before you request a job to batch upload employee photos, prepare the employee photos and a CSV file
that meet the requirements specified. If necessary, compress the large amounts of photos into one or
multiple ZIP files.

Requesting a Job for Photo Upload [page 152]

Request a job or multiple parallel jobs to bulk upload profile photos of employees to People Profile.

Parent topic: Managing Extended User Information by Using Data Files [page 127]

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Related Information

Extended User Information [page 127]

Adding or Updating Extended User Information [page 131]
Importing Attachments to Employee Profile [page 141]

7.4.1  File Requirements

Before you request a job to batch upload employee photos, prepare the employee photos and a CSV file that meet
the requirements specified. If necessary, compress the large amounts of photos into one or multiple ZIP files.

Requirements for Profile Photos

The profile photos must meet the following requirements:

• Photo size
Each photo must be 2 MB or less. The recommended size is 100 KB.
• Photo format
JPG format only. If your photos are in other formats, convert them into JPG format.
• Aspect ratio
3:4 is preferred for optimal display results.
• Dimension in pixels
The recommend dimension is 180 pixels in width and 240 pixels in height.
• Filenames
The filenames of the photos must not contain spaces. Use dashes or underscores to replace spaces.
• Show the whole face in cropped photos
The profile photos are cropped to a circular shape on the People Profile. To ensure that the whole face is
displayed properly, we recommend that the face is positioned within the circular crop area as follows:

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Requirements for Zipped Photos

For optimized import performance, you can compress large amounts of photos into one or more ZIP files for a job
of photo upload. The ZIP files must meet the following requirements:

• The filenames of photos in ZIP files must follow the character encoding specified for the job.
• To upload one ZIP file in a job, the ZIP filename must be the same as the name of the CSV mapping file.
• To upload multiple ZIP files in a job, the ZIP filenames must follow the pattern: the CSV filename_sequence
number.
For example, the CSV filename is example.csv. You prepared three ZIP files of photos for a job. The
corresponding three ZIP filenames are example_1.zip, example_2.zip, and example_3.zip.

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150 PUBLIC Managing Extended User Information by Using Data Files
  Note

If the CSV filename includes a date, don't include the date when copying the filename for ZIP files.

For example, if the CSV filename is instance123_photos_210720.csv, the ZIP filename must be
instance123_photos_.zip, or instance123_photos__1.zip and instance123_photos__2.zip for
multiple ZIP files.

Requirements for the CSV File

The CSV file that maps the photos to existing usernames for the batch job must meet the following requirements:

• It must contain two columns only: a Username column followed by a Filename column.
In each row, enter an existing username in the Username column and a file name in the Filename column to
create a mapping. All names are case-sensitive. Example:

 Tip

To get the list of employee usernames in the instance, go to the Manage Users tool in Admin Center, or you
can export the full user list with the Employee Export tool in Admin Center.

• For the CSV filename, we recommend using names like instanceID_photos_YYMMDD.csv.

The "instanceID" is the company instance name, and the "YYMMDD" is the date when the scheduled job runs.
• The maximum number of photos in a single CSV file is 5000.
If you have more than 5000 photos to upload, split them into multiple CSV files and request an upload job for
each file. For optimal performance, we recommend that you split the photos into batches of similar sizes. If
your jobs take too much time to complete, consider splitting the CSV files into even smaller chunks.

 Caution

If you prepare multiple CSV files for parallel jobs, do not put the same username in more than one file.
Overlapping in usernames can lead to job failure.

Parent topic: Importing Profile Photos [page 148]

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Related Information

Requesting a Job for Photo Upload [page 152]

7.4.2  Requesting a Job for Photo Upload

Request a job or multiple parallel jobs to bulk upload profile photos of employees to People Profile.

Prerequisites

Before you make a request, prepare the following:

• An SFTP account. For security reasons, we recommend that you use SAP SuccessFactors hosted SFTP server.
In case you don't have an SFTP account, contact your Partner or Product Support.
• Employee photos or compressed photos, and a CSV mapping file that meet the requirements specified in File
Requirements [page 149]. If you want to request multiple jobs that run in parallel, prepare one CSV file for each
job.

Context

Users can personalize their profiles by adding profile photos manually to the People Profile page. As an
administrator, you can have the profile photos imported in batch through a job in Provisioning.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Procedure

1. Create a directory on the SFTP server.

2. Upload the photos or compressed photos, and the CSV file to the directory.
3. Contact your Partner or Product Support to request a batch upload job or parallel upload jobs. Provide the
following information in your request:
• Company instance ID
• SFTP server address and login credentials
• CSV file path and name
• Job occurrence

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152 PUBLIC Managing Extended User Information by Using Data Files
 • Email address of additional recipients who want to receive notifications

 Note

In the case of parallel jobs, you can create one directory to store all photos and CSV files for all jobs; or
you can create separate directories to store the files needed for each job. Either way, the information you
provide when requesting the job should match that on the SFTP server.

Task overview: Importing Profile Photos [page 148]

Related Information

File Requirements [page 149]

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Managing Extended User Information by Using Data Files PUBLIC 153
8 Managing Users with OData APIs

Beside managing user information on the UI and using file imports, you can also use the User API to create and
update users. All fields in the Basic User Information and Extended User Information are available in the User
entity.

Prerequisites

You have the permission to access the User OData entity.

Context

You can find detailed examples on how to create and update users in the API reference for the User entity. We
recommend that you use OData API instead of SFAPI to create and update users. SFAPI has been deprecated since
August 2018 and will soon be retired.

Procedure

• To create a user and set the initial password, make an API call to the User entity.

Here's an example request payload of creating a user using the OData API:

Request

OData Request to Create a User

Operation Insert

HTTP Method POST

URI https://<API-Server>/odata/v2/User

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154 PUBLIC Managing Users with OData APIs
 Payload {
 
"__metadata":{
"uri":"User('acraig')",
"type":"SFOData.User"
},
"userId":"acraig",
"assignmentIdExternal":"acraig",
"status":"t",
"firstName":"Amy",
"lastName":"Craig",
"email":"[email protected]"
 
}

 Note

In this example, user password isn’t specified in the request payload. The system generates a random
password and sends it to the user. You can also explicitly include the password value in the payload.
However, this is considered unsafe and therefore not recommended. Upon the first login, all new users are
required to reset the initial password.

• To update user information, you can use upsert, merge, or replace operations and include the user fields in the
payload.

For more information about OData operations, see the SAP SuccessFactors HXM Suite OData API: Developer
Guide.

The following example shows how to reset a user's password using the merge operation:

Request

OData Request to Update User Password

Operation Merge

HTTP Method POST

URI https://<API-Server>/odata/v2/
User('acraig')

Header x-http-method: MERGE

Payload {
 
"password":"Xwe78nyE3"
 
}

Next Steps

For new users, log into the system and reset the password.

For existing users, if the password is updated by an API admin, they're required to reset the password upon login. If
the password is updated by the user themselves, no action is required.

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Managing Users with OData APIs PUBLIC 155
Related Information

User

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156 PUBLIC Managing Users with OData APIs
9 Overview of SAP SuccessFactors Workforce
SCIM API

SAP SuccessFactors Workforce SCIM API provides System for Cross-domain Identity Management (SCIM) 2.0
REST APIs to help you better manage user accounts and user groups. For detailed information about these APIs,
see SAP SuccessFactors Workforce SCIM API on SAP API Business Hub.

API Resources

• Supported APIs: Users and Groups

• Authentication method: Basic
• Endpoint: https://<api-server>/rest/iam/scim/v2/Users and /rest/iam/scim/v2/Groups

Prerequisites

SCIM APIs don’t support case-sensitive usernames. To use SCIM APIs in this section, disable Enable Non-Case-
Sensitive Username in Provisioning.

• Enable Non-Case-Sensitive Username only supports SAML SSO.

• Before you enable the Enable Non-Case-Sensitive Username option, check for duplicate usernames under
Admin Center Check Tool User Management User Information There are no duplicate usernames in
the noncase-sensitive mode.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Managing User Information

Overview of SAP SuccessFactors Workforce SCIM API PUBLIC 157
Permissions

Role-Based Permissions for SAP SuccessFactors Workforce SCIM API

Permissions Descriptions

Administrator Manage Identity Account and Group Read This permission allows you to query user resources. For exam­
ple, you can make below three queries:
Access to SCIM User API
• /rest/iam/scim/v2/Users/{id}
• /rest/iam/scim/v2/Users
• /rest/iam/scim/v2/Users/.search

Administrator Manage Identity Account and Group Edit This permission allows you to delete, post, put, and patch user
resources.
Access to SCIM User API

Administrator Manage User Employee Export This permission allows you to post, put, patch, query user re­
sources.

Administrator Manage Identity Account and Group Read This permission allows you to query group resources.
Access to SCIM Group API

Additional Permissions for Updating Employee Central Import Entities

Permissions Descriptions

Administrator Employee Central Import Entities Phone This permission allows you to update work phone of an em­
ployee.
Information, Employee Data Business Phone of Write ac­
cess

Administrator Employee Central Import Entities Phone This permission allows you to update fax information of an
employee.
Information, Employee Data Business Fax of Write access

Administrator Employee Central Import Entities Phone This permission allows you to update email information of an
employee.
Information, Employee Data Email of Write access

Related Information

List of SAP SuccessFactors API Servers

9.1 Create a User

The following example shows how to create a user.

 Note

userName, userType, and active are required fields.

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158 PUBLIC Overview of SAP SuccessFactors Workforce SCIM API
 At least one of perPersonUuid and personIdExternal, respectively person ID and UUID in Employee
Central, is also required. If both are given, only perPersonUuid is used to get information from Employee
Central.

Request

HTTP Method POST

URI https://<api-server>/rest/iam/scim/v2/Users
Request Body
{
 
"schemas": [

"urn:ietf:params:scim:schemas:extension:successfactors:2.0:U
ser",
"urn:ietf:params:scim:schemas:core:2.0:User",
"urn:ietf:params:scim:schemas:extension:sap:2.0:User",

"urn:ietf:params:scim:schemas:extension:enterprise:2.0:User"
],
"externalId": "example_22072201",
 
"userName": "example_22072201",
 
"userType": "employee",
 
"locale": "zh_CN",
"timezone": "CST",
 
"active": true,
 
"phoneNumbers": [
{
"value": "12345",
"type": "workPhone",
"primary": true
},
{
"value": "67890",
"type": "homePhone",
"primary": false
}
],
"emails": [
{
"value": "[email protected]",
"type": "workEmail",
"primary": true
},
{
"value": "[email protected]",
"type": "homeEmail",
"primary": false
}
],

"urn:ietf:params:scim:schemas:extension:successfactors:2.0:U
ser": {
 
"perPersonUuid": "73C9C586F9284B77B6116F0E18BDBFA4",
 
"personIdExternal": "jreed1",
 
"loginMethod": "sso"
},
"urn:ietf:params:scim:schemas:extension:sap:2.0:User": {
"userUuid": "example_22072201"
}
 
}

Managing User Information

Overview of SAP SuccessFactors Workforce SCIM API PUBLIC 159
Response
Besides the fields you provided in the request body, you can also see some Employee Central data such as custom
fields and manager information.

{
 
"schemas": [
"urn:ietf:params:scim:schemas:extension:successfactors:2.0:User",
"urn:ietf:params:scim:schemas:core:2.0:User",
"urn:ietf:params:scim:schemas:extension:sap:2.0:User",
"urn:ietf:params:scim:schemas:extension:enterprise:2.0:User"
],
"meta": {
"resourceType": "User",
"created": "2022-07-22T06:14:58.000Z",
"lastModified": "2022-07-22T06:14:58.000Z",
"location": "/rest/iam/scim/v2/Users/01ac8431-7c0f-4a70-a8f6-57610214cc5c",
"version": "2.0.0"
},
"id": "01ac8431-7c0f-4a70-a8f6-57610214cc5c",
"externalId": "example_22072201",
"userName": "example_22072201",
"name": {
"formatted": "User 1096",
"familyName": "1096",
"givenName": "User",
"middleName": null,
"honorificPrefix": "Sr. Software Engineer",
},
"locale": "zh_CN",
"timezone": "CST",
"userType": "EMPLOYEE",
"active": true,
"displayName": "User 1096",
"emails": [
{
"type": "workEmail",
"value": "[email protected]",
"primary": true
},
{
"type": "homeEmail",
"value": "[email protected]",
"primary": false
}
],
"title": "Sr. Software Engineer",
"urn:ietf:params:scim:schemas:extension:successfactors:2.0:User": {
"perPersonUuid": "73C9C586F9284B77B6116F0E18BDBFA4",
"loginMethod": "sso",
"personIdExternal": "User1096",
"customFields": [
{
"value": "CF1_001",
"customFieldName": "custom01",
"display": "Preferred Name"
},
{
"value": "CF2_001",
"customFieldName": "custom02",
"display": "Extension"
}
]
},
"urn:ietf:params:scim:schemas:extension:enterprise:2.0:User": {
"department": "N/A",
"division": "N/A",
"manager": {

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160 PUBLIC Overview of SAP SuccessFactors Workforce SCIM API
 "value": "cf92175f-2327-c212-e12c-00000a746432",
"displayName": "Deepika Chauhan",
"$ref": "/rest/iam/scim/v2/Users/cf92175f-2327-c212-e12c-00000a746432"
}
},
"phoneNumbers": [
{
"value": "12345",
"type": "workPhone",
"primary": true
},
{
"value": "67890",
"type": "homePhone",
"primary": false
}
],
"groups": [],
"urn:ietf:params:scim:schemas:extension:sap:2.0:User": {
"userUuid": "example_22072201"
}
 
}

9.2 Replace a User

The following example shows how to replace all the information of a user.

 Note

When you replace a user, include all fields and their values in the request body. Fields not included in the
request body are updated with value null.

Request

HTTP Method PUT

URI https://<api-server>/rest/iam/scim/v2/Users/dc93175f-2327-
c212-e12c-00000a746432

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Overview of SAP SuccessFactors Workforce SCIM API PUBLIC 161
Request Body
{
 
"schemas": [

"urn:ietf:params:scim:schemas:extension:successfactors:2.0:U
ser",
"urn:ietf:params:scim:schemas:core:2.0:User",

"urn:ietf:params:scim:schemas:extension:sap:2.0:User",

"urn:ietf:params:scim:schemas:extension:enterprise:2.0:User"
],
"externalId": "test_211150015",
"userName": "test_211150015",
"userType": "employee",
"locale": "zh_CN",
"timezone": "Asia/Shanghai",
"active": true,
"emails": [
{
"value": "[email protected]",
"type": "work",
"primary": true
}
],
"phoneNumbers": [
{
"value": "12345",
"type": "workPhone",
"display" : null,
"primary": true
}
],

"urn:ietf:params:scim:schemas:extension:successfactors:2.0:U
ser": {
"perPersonUuid": "C5D09007A03F4914A9906346CD0F776D",
"loginMethod": "pwd",
"personIdExternal": "z3"
},
"urn:ietf:params:scim:schemas:extension:sap:2.0:User": {
"userUuid": "testUserUuidqqqqwwwww2"
}
 
}

Response

{
 
"schemas": [
"urn:ietf:params:scim:schemas:extension:successfactors:2.0:User",
"urn:ietf:params:scim:schemas:core:2.0:User",
"urn:ietf:params:scim:schemas:extension:sap:2.0:User",
"urn:ietf:params:scim:schemas:extension:enterprise:2.0:User"
],
"meta": {
"resourceType": "User",
"created": "2011-09-08T00:16:46Z",
"lastModified": "2022-08-17T09:27:29Z",
"location": "/rest/iam/scim/v2/Users/dc93175f-2327-c212-e12c-00000a746432",
"version": "2.0.0"
},
"id": "dc93175f-2327-c212-e12c-00000a746432",
"externalId": "test_211150015",
"userName": "test_211150015",
"name": {
"formatted": "testFormatted",

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162 PUBLIC Overview of SAP SuccessFactors Workforce SCIM API
 "familyName": "testFamilyName",
"givenName": "testGivenName"
},
"locale": "zh_CN",
"timezone": "Asia/Shanghai",
"userType": "employee",
"active": true,
"displayName": "z 3",
"emails": [
{
"type": "work",
"value": "[email protected]",
"primary": true
}
],
"urn:ietf:params:scim:schemas:extension:successfactors:2.0:User": {
"perPersonUuid": "C5D09007A03F4914A9906346CD0F776D",
"loginMethod": "pwd",
"personIdExternal": "z3"
},
"urn:ietf:params:scim:schemas:extension:enterprise:2.0:User": {
"department": "N/A",
"division": "N/A",
"manager": {}
},
"phoneNumbers": [
{
"value": "12345",
"type": "workPhone",
"primary": true
}
],
"urn:ietf:params:scim:schemas:extension:sap:2.0:User": {
"userUuid": "testUserUuidqqqqwwwww2"
 
}

9.3 Modify a User

The following example shows how to modify some specific information of a user.

Request

HTTP Method PATCH

URI https://<api-server>/rest/iam/scim/v2/Users/a44857b5-
ad0e-4d45-981d-af3b33974b0c

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Overview of SAP SuccessFactors Workforce SCIM API PUBLIC 163
Request Body
{
 
"schemas": [
"urn:ietf:params:scim:api:messages:2.0:PatchOp"
],
"Operations": [
{
"op": "add",
"path": "externalId",
"value": "testScimExternalId"
},
{
"op": "remove",
"path": "phoneNumbers[type eq \"home\"]"
},
{
"op": "replace",
"path": "emails",
"value": [
{
"type": "work",
"value": "[email protected]",
"primary": "true"
}
]
}
]
 
}

Response

{
 
"schemas": [
"urn:ietf:params:scim:schemas:extension:successfactors:2.0:User",
"urn:ietf:params:scim:schemas:core:2.0:User",
"urn:ietf:params:scim:schemas:extension:sap:2.0:User",
"urn:ietf:params:scim:schemas:extension:enterprise:2.0:User"
],
"meta": {
"resourceType": "User",
"created": "2022-07-13T12:54:06Z",
"lastModified": "2022-08-17T08:02:35Z",
"location": "/rest/iam/scim/v2/Users/a44857b5-ad0e-4d45-981d-af3b33974b0c",
"version": "2.0.0"
},
"id": "a44857b5-ad0e-4d45-981d-af3b33974b0c",
 
"externalId": "testScimExternalId",
 
"userName": "scimModifyAPIDemo",
"name": {
"formatted": "scimModifyAPIDemoFirstName mi1 scimModifyAPIDemoLastName",
"familyName": "scimModifyAPIDemoLastName",
"givenName": "scimModifyAPIDemoFirstName",
"middleName": "mi1",
"honorificPrefix": "title01"
},
"locale": "en_GS",
"timezone": "CMT-8",
"userType": "EMPLOYEE",
"active": true,
"displayName": "scimModifyAPIDemoFirstName mi1 scimModifyAPIDemoLastName",
 
"emails": [
{
"type": "work",
"value": "[email protected]",
"primary": true

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164 PUBLIC Overview of SAP SuccessFactors Workforce SCIM API
 }
],
 
"title": "title01",
"urn:ietf:params:scim:schemas:extension:successfactors:2.0:User": {
"perPersonUuid": "E2979B4675CB4CEF8CDDADAF6F494A9C",
"loginMethod": "SSO",
"personIdExternal": "scimModifyAPIDemo",
"customFields": [
{
"value": "CF1_001",
"customFieldName": "custom01",
"display": "Preferred Name"
},
{
"value": "CF2_001",
"customFieldName": "custom02",
"display": "Extension"
}
]
},
"urn:ietf:params:scim:schemas:extension:enterprise:2.0:User": {
"department": "scimModifyAPIDemoDepart",
"division": "32050Division",
"manager": {}
},
"phoneNumbers": [
{
"value": "phone01",
"type": "work",
"primary": true
}
],
"urn:ietf:params:scim:schemas:extension:sap:2.0:User": {}
 
}

9.4 Delete a User

The following example shows how to delete a user account.

Request

HTTP Method DELETE

URI https://<api-server>/rest/iam/scim/v2/Users/
00008b9c-4818-4a0a-8403-a7dd9d6cc53z

Response
The response status 204 (No Content) means that the user was deleted.

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9.5 Mapping Between SCIM Users and ODATA User

Here is a table of data mapping between SCIM user and ODATA user.

Mapping Between SCIM User and ODATA User

SCIM Attribute Sub Attribute ODATA Field Description

id personKeyNav/userAccount­
Nav/accountUuid

externalId N/A

userName personKeyNav/userAccount­
Nav/username

name formatted defaultFullName or display­ If the Admin Center

Name
Company System and Logo
Settings Enable adoption of
General Display Name op­
tion is enabled, map to dis­
playName. If not, map to de­
faultFullName.

familyName lastName

givenName firstName

middleName mi

honorificPrefix salutation

honorificSuffix suffix

displayName defaultFullName or display­ If the Admin Center

Name
Company System and Logo
Settings Enable adoption of
General Display Name op­
tion is enabled, map to dis­
playName. If not, map to de­
faultFullName.

nickName nickname

title title

userType personKeyNav/userAccount­
Nav/userType

preferredLanguage personKeyNav/userAccount­
Nav/defaultLocale

locale personKeyNav/userAccount­
Nav/defaultLocale

timezone personKeyNav/userAccount­
Nav/timeZone

active personKeyNav/userAccount­
Nav/accountStatus

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166 PUBLIC Overview of SAP SuccessFactors Workforce SCIM API
SCIM Attribute Sub Attribute ODATA Field Description

emails value email

type N/A "work"

primary N/A

phoneNumbers value businessPhone/fax

type N/A "work" for phone

"fax" for fax

display N/A

primary N/A

groups value N/A

$ref N/A

type N/A

display N/A

urn:ietf:par­ personKeyNav/userAccount­
ams:scim:schemas:exten­ Nav/sapGlobalUserId
sion:sap:2.0:User.userUuid

urn:ietf:params:scim:sche­ personKeyNav/perPerso­
mas:extension:successfac­ nUuid
tors:2.0:User.perPersonUuid

urn:ietf:params:scim:sche­ N/A
mas:extension:successfac­
tors:2.0:User.loginMethod

urn:ietf:params:scim:sche­ personKeyNav/personIdEx­
mas:extension:successfac­ ternal
tors:2.0:User.personIdExter­
nal

urn:ietf:params:scim:sche­ value custom01 - custom15

mas:extension:successfac­
tors:2.0:User.customFields

customFieldName N/A "custom01" - "custom15"

display N/A

urn:ietf:params:scim:sche­ department
mas:extension:enter­
prise:2.0:User.department

urn:ietf:params:scim:sche­ division
mas:extension:enter­
prise:2.0:User.division

urn:ietf:params:scim:sche­ value manager/personKey­

mas:extension:enter­ Nav/userAccountNav/ac­
prise:2.0:User.manager countUuid

$ref N/A Generated from value

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Overview of SAP SuccessFactors Workforce SCIM API PUBLIC 167
SCIM Attribute Sub Attribute ODATA Field Description

displayName manager/ If the Admin Center

Company System and Logo
(defaultFullName or display­
Name) Settings Enable adoption of
General Display Name op­
tion is enabled, map to dis­
playName. If not, map to de­
faultFullName.

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168 PUBLIC Overview of SAP SuccessFactors Workforce SCIM API
10 Managing Identity Authentication/Identity
Provisioning Real Time Sync

You can use the Manage Identity Authentication/Identity Provisioning Real Time Sync admin tool to sync user
account changes to Identity Authentication Service in real time.

Prerequisites

• You have the Manage Identity Authentication/Identity Provisioning Real Time Sync permission.
• You have registered Identity Provisioning Service connection in Integration Service Registration Center.

Context

• To know more background information about real-time provisioning, see Real-Time Provisioning: Identity
Authentication.
• To prepare a certificate in Security Center, see the Security Center topic in Related Information.
• To register your tenant for services hosted on SAP Business Technology Platform, see the Registering your
Tenant for an Integration Service topic in Related Information.

Procedure

1. Go to Admin Center Manage Identity Authentication/Identity Provisioning Real Time Sync .

2. Turn on Enable Real Time Sync.
3. Select user account types to be synchronized with Identity Authentication Service/Identity Provisioning
Service.

 Note

As of 2H 2022, the Manage Identity Authentication/Identity Provisioning Real Time Sync admin tool only
supports the real-time sync of the Onboardee user account type.

4. Save your changes.

Results

You've successfully enabled the real-time sync of the selected user types.

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Managing Identity Authentication/Identity Provisioning Real Time Sync PUBLIC 169
Related Information

Registering your Tenant for an Integration Service

Security Center

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170 PUBLIC Managing Identity Authentication/Identity Provisioning Real Time Sync
11 Using the Check Tool to Solve Issues

Get an overview of potential problems and errors in your configuration that you can try to solve yourself before you
contact Product Support about an issue.

Prerequisites

• You've enabled the Metadata Framework.

• You have the following Administrator Permissions Check Tool permissions:
• Access Check Tool authorizes users to access the tool.
• Allow Configuration Export authorizes users to attach configuration information to a ticket.
• Allow Check Tool Quick Fix authorizes users to run quick fixes for the checks that have this feature. A quick
fix can be used to immediately correct any issues found by that check.
For more information about role-based permissions, refer to List of Role-Based Permissions.

 Tip

Refer to Guided Answers for the Check Tool for a guided navigation through the available check tool checks
and more information on each check.

Context

The check tool provides an overview of the issues found in the system. New checks that are being added in a new
release go through a first initial run to return a result. After the initial run, checks are run on a regular basis (at least
monthly). We recommend you open the check tool after the upgrade to a new release to see if issues have been
found by new checks.

In addition to these runs performed by the system, you can also run individual checks after you made changes
to the system, for example, after updating data models or picklists. For more information, refer to the application­
specific documentation.

Procedure

1. Go to Admin Center Check Tool .

The Check Tool page opens displaying the results of the first tab System Health.
2. Depending on the check type of the check you're interested in, select the corresponding tab.

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Using the Check Tool to Solve Issues PUBLIC 171
 Tab Description

System Health Displays configuration checks that have returned errors or

warnings after the last run. We recommend you solve these
in a timely manner.

To display all checks, select all result types in the Result Type
search filter and select Go.

Migration Displays the migrations that are still pending, either because
the check tool couldn't automatically migrate all issues or
because new issues have been found after the last run. We
recommend you solve these in a timely manner.

To display all checks, turn on the Show completed migrations

also search filter and select Go.

Validation Displays a list of all validation checks.

 Note

Validation checks require one or more parameters for

execution, therefore we can't run these checks automat­
ically. You need to enter input parameters and run the
corresponding check manually to get results.

3. To solve a check that returned issues, click on it.

The detail view opens to the right side of the screen with more information on the check and on how to solve
the issue.
4. Evaluate the results and resolve the issues. If the check provides a quick fix that you can use to immediately
correct issues found during a check run, select the Quick Fix button.
5. If you encounter an error you can’t resolve, contact Product Support by creating a ticket.

Next Steps

To verify that you've solved the underlying issue, select the checkbox for the corresponding checks and choose Run
Checks. You can also wait until the next automatic run to see if the issue has been solved.

 Note

If the check you selected requires one or more prechecks (checks that need to be run successfully first), the
prechecks are run first even if you haven't selected them.

Related Information

Running Checks [page 173]

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172 PUBLIC Using the Check Tool to Solve Issues
Using the Quick Fix Feature [page 178]

11.1 Benefits of the Check Tool

The SAP SuccessFactors check tool helps you identify and resolve issues when your system doesn’t work as you
expect.

If your SAP SuccessFactors applications are behaving in unexpected ways, it is likely that it has a configuration
or data conflict: you have some data that is inconsistent or a configuration error. The check tool quickly identifies
these types of problems so that you can avoid support tickets. You might still need to create a support ticket if the
problem is severe, but even in severe cases, the check tool can save you time because it can export the results of
the check and your configuration for Product Support. The support engineer, therefore, can identify the issue more
quickly.

When you open the check tool, you see:

• A list of issues in your configuration or data and the severity of each issue.
• A solution or recommendation to address the issue.

11.2 Running Checks

Trigger the execution of individual checks to find potential issues in the system, or to check if an issue has been
solved in the meantime.

Prerequisites

• You've enabled the Metadata Framework.

• You have the following Administrator Permissions Check Tool permissions:
• Access Check Tool
• Allow Configuration Export
• Allow Check Tool Quick Fix

Context

In addition to the job runs performed automatically by the system, you can also run individual checks. For example:

• You want to check if the issue has been solved.

• You want to run a check as a prerequisite or post-step of a task. For example, you made changes to the system
(such as updating data models or picklists), and you want to verify your changes didn't cause any new issues.
For more information, refer to the application­specific documentation.

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Using the Check Tool to Solve Issues PUBLIC 173
• Validation checks need to be run manually as they require input parameters.

Procedure

1. Go to Admin Center Check Tool .

The Check Tool page opens displaying the results of the first tab System Health.
2. Depending on the check type of the check you want to perform, select the corresponding tab.

A list of checks is displayed in the results table according to the predefined selection criteria.
3. Optional: If the check you're searching for is not listed in the results table, adjust the selection criteria and
choose Go.

You get a list of checks that fulfill the selection criteria you've entered.
4. Select the corresponding checks, and choose Run Checks from the top right of the results table.

 Note

Please note that for checks on the Validation tab, you can only select one row at a time. Execution of
multiple checks at once is not possible.

Also, for validation checks you need to enter the required input parameters when running a check.

 Note

If the check you selected requires one or more prechecks (checks that need to be run successfully first),
the prechecks are run first even if you haven't selected them.

The Results column displays any issues found.

Next Steps

Investigate and solve the underlying issue.

11.3 Check Types

Overview of the different check types and their purpose.

The check type groups those checks that have a common purpose. On the Check Tool page, each tab represents a
check type.

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174 PUBLIC Using the Check Tool to Solve Issues
Overview of Check Types
Check Type Description Automatic Job Runs

System Health Checks that run without parameters and • Automatic initial run at the begin­
check configuration and data issues that
ning of a new release
need to be fixed.
• Periodic runs (usually monthly)
The predefined selection criteria displays
only those that have returned errors or
warnings after the last run. We recom­
mend you solve these in a timely manner.

To display all checks, select all result

types in the Result Type search filter and
select Go.

Migration Checks that perform an automatic mi­ • Automatic initial run at the begin­
gration of features. ning of a new release

When you open the page, only pending

• Periodic runs (usually monthly)

migrations are displayed. To display also

the competed migrations, turn on the
Show completed migrations also search
filter and select Go.

Validation Checks which need one or more parame­ Only triggered through user
ters for execution, for example:

• A specific template
• A specific user
• A specific time frame

Validation checks can be triggered by sin­

gle selection and choosing the Run but­
ton. A popup appears with input fields
for the parameters. Execution of multiple
checks at once is not possible.

11.4 Check Results

After you run checks in the check tool, it returns the results of the check so that you can resolve issues that it
found.

The results of a check are displayed in the Result column. If you run the checks multiple times to see how you’re
resolving issues, you can select a previous result from the History dropdown list.

 Note

To display the History dropdown list, click on a check. On the details screen that opens on the right side of the
page, expand the header. The History dropdown list is directly below the check title.

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Using the Check Tool to Solve Issues PUBLIC 175
Possible Results of Check Tool

Result Action

No issues found If the tool can’t find issues, you see a green check mark in the Result column.

Issues found If the tool finds issues, it reports the number of issues and a yellow warning icon or a red alarm
icon.

• The yellow icon indicates a low severity issue. The system proposes a solution.
• The red icon indicates a high severity issue. You must take action, which could include
creating a support ticket.

Pending migrations If the tool finds pending migrations that need to be completed by the user, you can see a yellow
warning icon or a red alarm icon in the Status column on the Migration tab.

Completed If the tool finds no issues with migration, or the migration has already been completed, you see a
green check mark in the Status column on the Migration tab.

 Note

• The maximum text size of a cell is limited, which can result in the text being truncated in the Result or
Details column. Select the Export Results button to download the check results and view the complete text.
• The downloaded check result table can display a maximum number of 10,000 rows.

Related Information

Creating Product Support Tickets from the Check Tool [page 176]

11.5 Creating Product Support Tickets from the Check Tool

When the check tool reports a serious issue that you can't solve, you might need to contact Product Support. You
can create a support ticket from within the check tool.

Prerequisites

You've run the check tool. You can find the check tool by going to Admin Center Check Tool . You create the
ticket from the details page of the tool.

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176 PUBLIC Using the Check Tool to Solve Issues
Procedure

1. Click on the check you can't solve.

The detail view opens to the right side of the screen with more information on the check and on how to solve
the issue.
2. On the Result tab, scroll down to the results table to look for the errors you want to report on.

You usually contact Product Support for high severity issues not low severity issues.
3. On the Check Information tab, under Need Assistance?, copy the component ID.

For example, LOD-SF-EC is the component ID for Employee Central.

4. Create a customer incident in the relevant category.
5. When you create the ticket, paste the component ID into the ticket.

11.6 Exporting Configuration Information

Export the configuration information from your system and attach it to the Support ticket created from the check
tool. This information can help Support identify the issue of a check you can't solve yourself.

Prerequisites

You have the Administrator Permissions Check Tool Allow Configuration Export permission.

Context

 Note

Not all applications have this feature enabled.

Procedure

1. Go to Admin Center Check Tool .

The Check Tool page opens.

2. In the top-right corner, select Use legacy Check Tool UI.

The legacy check tool UI opens with a list of all applications for which you can use the check tool.

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Using the Check Tool to Solve Issues PUBLIC 177
3. Select the corresponding application.

If the application has the export configuration feature enabled, you can see an information message at the
bottom of the page with a link.
4. Choose the Export Configuration link in the information message.

Results

The system downloads a file with the configuration information for the application you’ve selected.

Next Steps

Attach the downloaded file to the Support ticket you created from the check tool.

11.7 Using the Quick Fix Feature

The check tool includes a quick fix feature that you can use to immediately correct issues found during a check run.

Prerequisites

The checks which you want to solve with a quick fix have run and provide a check result with error or warning.

Procedure

1. Go to Admin Center Check Tool .

The Check Tool page opens.

2. Click on the corresponding check you want to fix.

The details screen opens on the right side of the page with more information about the check. If the check
includes a quick fix, the Quick Fix button is displayed on the Result tab, under Proposed Solution.
3. Choose Quick Fix to start fixing the issue.

A third screen opens to the right side, with step 1, called Select Correction, that shows one or more corrections
for the issue.
4. Select the correction you want to carry out and choose Step 2 to proceed to Final Approval.

In the Final Approval step, you can opt to change your mind and not carry out the fix.

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178 PUBLIC Using the Check Tool to Solve Issues
 5. If you want to proceed, choose Step 3.

The system confirms that the fix is now running.

6. Choose Close to complete the procedure.

The system verifies that the fix has run correctly after a short time by running the check again.

11.8 Exporting a List of All Checks

Get an overview of all checks available in the system by exporting a CSV file.

Procedure

1. Go to Admin Center Check Tool .

The Check Tool page opens.

2. In the top-right corner, select Export all checks.

A CSV file with all checks available in the system is downloaded, including check descriptions and application
area.

 Note

The list includes also checks that you can’t access from the user interface if you don’t have the
corresponding applications set up, or if you lack the required permissions.

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Using the Check Tool to Solve Issues PUBLIC 179
Important Disclaimers and Legal Information

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• SAP does not agree or disagree with the content on the linked-to site, nor does SAP warrant the availability and correctness. SAP shall not be liable for any
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Experimental features are not part of the officially delivered scope that SAP guarantees for future releases. This means that experimental features may be changed by
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The purpose of experimental features is to get feedback early on, allowing customers and partners to influence the future product accordingly. By providing your feedback
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Any software coding and/or code snippets are examples. They are not for productive use. The example code is only intended to better explain and visualize the syntax and
phrasing rules. SAP does not warrant the correctness and completeness of the example code. SAP shall not be liable for errors or damages caused by the use of example
code unless damages have been caused by SAP's gross negligence or willful misconduct.

Bias-Free Language
SAP supports a culture of diversity and inclusion. Whenever possible, we use unbiased language in our documentation to refer to people of all cultures, ethnicities, genders,
and abilities.

Managing User Information

180 PUBLIC Important Disclaimers and Legal Information
Managing User Information
Important Disclaimers and Legal Information PUBLIC 181
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