Creating and applying business rules for Mass Changes in Positions

Objective

After completing this lesson, you will be able to create a business rule to update multiple positions.

Manage Mass Changes for Metadata Objects (Mass Change Run)

There is a mass change feature to make changes simultaneously to a large number of positions. You can include a Business Rule using the Mass Change Run scenario to define the position target population and the change attributes.

The Mass Change Run object is secured by default. You can grant access by going to Admin Center→Manage Permission Roles→User Permission→Miscellaneous Permissions and grant View, Edit and Import/Export access.

Additionally, access to Manage Mass Changes for Metadata Objects is required and can be granted in Manage Permission Roles→Administrator Permissions→Metadata Framework

Creating a New Mass Change Run

Mass Change Run can be created in Admin Center→Manage Mass Changes for Metadata Objects. The following are the fields available for a Mass Change

  • Code. Unique code for the new mass change run
  • Name. Translatable name for the new mass change run.
  • Object Type To Be Changed. Indicates whether the object is a position or a time object.
  • Change Date. Date on which the changes take effect and all records (active, inactive, pending) valid from this date that match the IF condition of the Business Rule selected on Select and Update Rule field, will be included.
  • Synchronize To Incumbents. This indicates whether the changes in the position objects should be synchronized to the incumbents. Only fields defined in the rule registered at Position Management Settings→Rule for Synchronizing Position to Job Information will be synchronized.
  • Select and Update Rule Enter a rule that defines which objects are selected and what is updated. Use IF conditions to restrict the number of objects to be changed by this mass change run. Use SET statements in the THEN condition to define the new values of objects. Only rules created with the Update Rule for Mass Change Run rule scenario can be selected, and only SET statements are supported.
  • Execution Mode. You can select Run or Simulate. When you choose Simulate, the mass changes aren't saved, but you can see the result in the log. If you choose Run, the mass changes are executed and saved.
  • Execution Status. This field shows the status of the mass change run (Scheduled, In Progress, Executed and Failed).
  • Log It shows information about the executed mass change run.

Note

In order to ensure that the mass change runs execute as smoothly as possible, it is recommended to set Use Rule Cache to Yes in the mass change run. The field is not visible by default. To enable it, follow these steps:
  1. Navigate to Configure Object Definitions and search for Mass Change Run object.
  2. Locate the useRuleCache field, and select Details.
  3. Set the visibility to Editable. Save changes.

Complete Exercise - Create and Assign a Mass Change Run update business rule

In this exercise, you will verify permissions to configure and create a Mass Change Run request, and enable the Rule Cache in the Mass Change Run object definition. As a next step, you will create a Business Rule to update the Position/Job Title for Engineer Positions located in USA, and assign the rule to your Mass Change Run request.

ExerciseStart Exercise

Steps

  1. Verify the System Admin role has permissions to create and manage Mass Change Run Job requests

    1. Navigate to Manage Permission Roles and select the System Admin role.

    2. On the Permissions tab, scroll down to locate the Miscellaneous Permissions category. You can use CTRL+F in your keyboard and type the category to find it easier.

    3. Confirm Mass Change Run has Object-Level Permissions = View | Edit | Import | Export

    4. Scroll down on the list to Administrator Permissions and locate the Metadata Framework category. You can use CTRL+F in your keyboard and type the category to find it easier.

    5. Verify you can see Manage Mass Changes for Metadata Objects.

  2. Enable the Rule Cache in the Mass Change Run object definition.

    1. Continue with the exercise, and navigate to Configure Object Definitions using Action Search.

    2. Search Object Definition in the first dropdown and select Mass Change Run in the second dropdown.

    3. Select Take Action→Make Correction.

    4. Scroll down to the bottom of the Fields section and locate the useRuleCache field.

    5. Select Details and set the Visibility to Editable.

    6. Select Done and Save to save your changes in the object definition.

  3. Create a new Business Rule for Mass Change Run.

    1. Navigate to Configure Business Rules using Action Search.

    2. Click on + to Create New Rule

    3. Click to expand Position Management scenario, and select Update Rule for Mass Change Run

      • Rule Name : Position_Mass_Change_Rule.
      • Rule ID: Position_Mass_Change_Rule
      • Start Date: 01/01/1900

    4. Click Continue

    5. Create the Rule replicating the image below and save changes. Do not assign the rule yet.

    Screenshot of condition logic: If company is Ace USA and title is Engineer, update job title to Software Engineer.

  4. Create a New Mass Change Run and assign the Business Rule you have created previously, according to the Mass Change Run table.

    Mass Change Run

    Field.Value.
    CodePosMassChangeRun.
    NamePosition Mass Change Run.
    Object Type To Be ChangedPosition (Position).
    Change DateSelect Today's Date.
    Synchronize To IncumbentsYes.
    Select And Update RuleSelect the Position_Mass_Change_Run rule you created
    Execution ModeSimulate.
    Use Rule CacheYes.

    1. Navigate to Manage Mass Changes for Metadata Objects, and select Create New→Mass Change Run .

    2. Create the Mass Change Run using the details on the table above.

    3. Save changes. The Scheduled Job will start.

    4. Refresh the page several times until the Log section shows the Execution Status as Success. You can click on Details to check the CSV file that includes all the information from this simulation.

    5. If Simulation results were successful, edit the Mass Change Run from Take Action→Make Correction and change the Execution Mode to Run. Save changes.

    6. Refresh the page several times until the Log section shows the Execution Status as Success . The Execution Mode for this new job will be Run, which will apply the changes.

    7. As an additional step in the Mass Change Run Log last results (Execution Mode=Run), click on Details and click on the MassChangeRun_PosMassChangeRun CSV file to download the results of the Mass Change Run job. You should see a total of 5 Engineer positions and [The record was inserted successfully.] on the last column, which confirms the change has been successfully completed.

    8. Close the pop-up window and click Done to finalize.

  5. Verify your changes on the Position Org Chart and confirm the Position/Job Title is updated.

    1. Navigate to Position Org Chart from Home→Company Info.

    2. Search for any of the Engineer positions (ENG1, ENG2, etc). Confirm if the new position changed to Software Engineer USA and the job title changed to Software Engineer

Summary

  • The Manage Mass Changes for Metadata Objects is an administrator tool to update multiple positions based on a business rule created on the Update Rule for Mass Change Run scenario.
  • As an optional step, the Mass Change Run changes can trigger the rule to Synchronize Position to Job Information.
  • The Mass Change Run has two execution modes, Simulate and Run. The Simulate mode will allow to test the results of the mass change run without implementing the changes yet, to troubleshoot any possible issues.
Learning
SAP FacebookSAP YoutubeSAP LinkedIn