Maintaining Position Data through Mass Changes

Objective

After completing this lesson, you will be able to import position data and manage mass updates to multiple positions.

Importing Positions

Since the Position Object is an MDF object, we can use the Import and Export Data tool to download a template for the position object, and import the CSV file into the system.

Note

If you select Include dependencies: Yes, a ZIP file will be downloaded, with additional entities that are related to the Position object, such as Position Type, Position-Matrix Position, Legal Entity, Division, etc.

SAP SuccessFactors Import and Export Data screen, displaying options for template download, position selection, dependencies, IDs, and download button.

SAP SuccessFactors Import Data screen, shows CSV file import options for position object, encoding, purge type, date format, and buttons.

When you are ready to import the file, follow these steps: .

Select the action to perform as Import Data, and the generic object Position.
Choose your CSV file and review the other import options.
Choose Validate button before importing into the system and verify the status of the file in the Scheduled Job Manager tool, clicking on the View Result button.
You can select Import once the file has been validated correctly and confirm results of the import in the Scheduled Job Manager.

Note

If you want to trigger the synchronization rule between Position and Job Information when importing positions, add the technicalParameters column to the position import file and enter SYNC as the value for those position records that should sync to Job Information.

Setting Up Follow-Up Processes after Imports

To set up follow-up processes after imports, the following prerequisite MDF object record needs to be created in Manage Data: Centralized Services HRIS Event Publishing Configuration (HrisSLEventPublishConfiguration)..

Note

All customers using SAP SuccessFactors Position Management before 1H 2025 release do not require to create this record, it is already on the system.

If this configuration needs to be created, navigate to Manage Data→Create New→Centralized Services HRIS Event Publishing Configuration and ensure that Effective Status is Active and the Enable Event Publish option is set to Yes.

Example shows how to create a configuration for Centralized Services HRIS Event Publishing, to set up follow-up processes on imports.

The following step is to define the parameters for the follow-up processes on imports. You can use the options in Position Management Settings→Import, to configure how the system behaves in these scenarios.

Example shows the available follow-up import options within Position Management Settings

The following Follow-Up Processes after Imports are configurable:

Adapt Reporting Hierarchy After Position Import. If set to Yes, the system will trigger adaptation of the reporting hierarchy when importing positions.
Validate Position Assignment During Job Information Import. If set to Yes, the system performs some validations during the position assignment as a result of importing Job History data. Whether the position status is active, whether multiple incumbents are allowed and whether the FTE is not exceeded (capacity control).
Adapt Position "To Be Hired" Status After Job Information Import. If set to Yes, the system will trigger TBH Status adaptation of the affected positions when importing Job History data. This option is only relevant if the TBH status is adapted when an incumbent is assigned/unassigned from a position (the settings that determine "To Be Hired" Status Adaptation are found in the Position Management Settings→General tab).
Execute Reclassification or Transfer After Job Information Import. You can determine if the system will execute a Position Reclassification or Transfer when importing job information data.
Defaulting of the Manager or Position and Hierarchy Adaptation After Imports. You can determine if the system will trigger hierarchy adaptation when importing job information data.
Execute Job Relationship Sync After Imports. You can determine if the system should trigger position matrix to job relationship sync when a user's position is modified through Job Information import. This option is only relevant if Matrix Position Relationship is used. Additionally, the option Job Relationship on Position Assignment will allow you to determine how synchronization should be carried out when a position is assigned or changed during a job information import.

Mass Change Run

One of the options to mass update positions is the Mass Change Run.

A business rule will be required to determine on the conditions which positions should be included (example: Positions from a specific Legal Entity) and the statements will determine the changes that should be needed (example: Change of Pay Grade or Location).

An administrator will create the Mass Change Run from the Manage Mass Changes for Metadata Objects tool and assign the business rule. These mass changes will be effective dated, and changes to positions can be synched to incumbents.

Note

You will be creating a Mass Change Run in an exercise in Unit 4, where you will learn about all the available rule scenarios in Position Management.

Mass Data Management

You can perform bulk data changes to multiple Position data objects using Mass Data Management. Mass Data Management is a UI-based approach that replaces the traditional method of configuring rules and scheduling jobs to perform mass changes. The feature provides better control over the data you want to modify. Using Mass Data Management, you can:

Flexibly build a list of positions to modify using extensive filtering and sorting capabilities.
Modify multiple positions with one change job.
Review changes (highlighted on UI) and save change requests as drafts.
Share drafts with colleagues for a review before finalizing the changes.
Download logs to report on all mass changes performed in the system.
Configure additional fields in the Position data object that can be modified as part of a mass change request, or used as filters.
Filter positions based on Matrix Relationship.

Mass Data Management simplifies the data management process, and enables non-technical users to manage mass change requests independently and efficiently.

Note

Mass Data Management supports changes not only to Positions, but also Job Information and Job Relationships.

It is not possible to mass change 1000 positions or more. An error "Too many matching records found. Try narrowing your search criteria" will display when search results retrieve > 999 positions.

Permissions for Mass Data Management

To perform mass changes and related tasks, you must have the following permissions.

Permission Type	Permission Category	Permission Name	Result
Administrator	Manage Mass Data Management	Enable Mass Data Management	Provides access to Mass Data Management page.
User	Miscellaneous Permissions	MassChangeJob	Grants access to create and manage mass change job configuration and create mass change requests.
User	Miscellaneous Permissions	MassChangesJobConfiguration

Configuring the Mass Change Request UI

Before you create your first mass change request, you must configure the UI to include data object fields that can be filterable, editable, and visible.

Learn how to create a Mass Change UI configuration

The mass change UI configuration acts as a canvas for all your mass data transactions. The different sections of the mass change UI aren't pre-configured by default. As the administrator, you can configure these sections by adding fields from the target data object to search (default filter), display (filterable) and modify data (editable):

Therefore, creating a mass change UI configuration is necessary to be able to create change requests.

Steps

Navigate to Manage Data from the action search bar or the Admin Center.
Create a new MassChangesJobConfiguration.
Enter an externalId, name, and select the targetGOType as Position
Optional: Modify the default value set on the minRecordLimitToTriggerJob field. Based on this value, your mass change request is processed synchronously (instantly) or asynchronously (in the background). The user-defined value should not be higher than 50.
Add fields from the position data object to the configuration, by selecting from the fieldDefinition dropdown.
To configure a field to be filterable by default on the mass change UI, select the corresponding defaultFilter value to Yes.
To configure a field as a filter, select Details and set it as filterable
To configure a field to be editable as part of a mass change request, select Details and set it as editable.
Optional: Add matrix relationship to the configuration by selecting from the associationName dropdown.
Save the configuration.

Result

You’ve successfully created a mass changes job configuration.

Learn how to create a Mass Change Request

Modify multiple position records simultaneously by creating a mass change request.

Prerequisites

Enable Mass Data Management permission.
Permissions to view and/or edit different fields of the data object instances you intend to modify, specifically fields that are Generic Objects.
You’ve created a mass change UI configuration.

Steps

Navigate to Mass Data Management using Action Search.
Select Create to initiate a new mass change request.
Enter a search criteria using the available filters. Effective Date is the only filter criteria that's mandatory. Though it's initially preselected to show the current date, you can select any other date in the past or future, as applicable. To change the default group of filters, select Adapt Filters. All filterable fields in your mass change UI configuration are displayed here. Currently a maximum of 8 filters, excluding Effective Date, are allowed.
Select Go to initiate a search.
Select the records to modify. Then select Edit. You can select a maximum of 999 records at a time to modify.
Modify the records as necessary. Review and apply changes.

Complete Exercise - Create a Mass Change UI

Your customer has noticed that some of the positions in the company do not have an Incentive Plan selected. As an administrator, you will create a Mass Change Configuration and submit a Mass Change request to add an Incentive Plan to all Manager's positions.

ExerciseStart Exercise

Prerequisites

Permissions for Mass Data Management and permissions to the miscellaneous objects MassChangesJob and MassChangesJobConfiguration should be granted.

Steps

Verify the required permissions to create a Mass Change UI are granted successfully.
1. Navigate to Manage Permission Roles using Action Search.
2. Select the System Admin permission role
3. On the Permissions tab, scroll down to the Miscellaneous Permissions category. You can use CTRL+F in your keyboard and type the category name to locate it easier.
4. Verify you can see the following Object-Level Permissions:
  - Mass Changes Job Configuration: View | Edit | Import | Export
  - Mass Changes Job: View | Edit | Import | Export
5. Scroll down to Administrator Permissions→Manage Mass Data Management and verify the Enable Mass Data Management permission is enabled.

Configure a new Mass Change Request UI, following the Mass Changes Request - MassChangesJobConfiguration and Mass Change Request - fieldConfigurations tables.

Mass Change Request - MassChangesJobConfiguration

Field	Value
externalId	PositionMassChangesUI
name	PositionMassChangesUI
targetGOType	Position (Position)
minRecordLimitToTriggerJob	25

Mass Change Request - fieldConfigurations

Field Name	defaultFilter	Details
effectiveStatus	Yes	filterable =Yes, editable =No
externalName	Yes	filterable =Yes, editable =No
division	Yes	filterable =Yes, editable =No
jobCode	Yes	filterable =Yes, editable =No
jobLevel	No	filterable =Yes, editable =Yes
cust_IncPlan	No	filterable =No, editable =Yes

Continue the exercise and navigate to Manage Data→Create New and select MassChangesJobConfiguration
Add the following details from the table above
In the fieldConfigurations area, you will notice the effectiveStatus appears as default. Leave it as-is.
Add the following fields in the fieldConfigurations following the table above. Use the Field Name section to select the fields from the dropdown list. Those fields that are set to Not Visible in the position object definition will not be selectable.
Click Save to save changes.

Create a Mass Change Request
1. Navigate to Mass Data Management using Action Search.
2. Click on Create to create a new request.
3. Select Edit (pencil icon) to rename the Mass Change request into Incentive Plan Change. Click Rename to confirm changes.
4. Under Position Title, type Manager and click Go to display results.
5. Select ALL Positions, and click Edit to start changes. You will see Job Level and Incentive Plan as editable fields.
6. Select Manager (MGR) as Incentive Plan.
7. Click Apply to confirm.
8. A confirmation dialog will display Your mass change request is saved as a draft. Submit the request for further processing.. Click OK.
9. Click Submit to initiate the Mass Change Request. Click OK in the confirmation dialog.
10. Another confirmation dialog will display Your mass change request is submitted successfully. You will receive an email notification shortly.. Click OK.
11. Click on Refresh icon to update the Status until it displays Processed Successfully.
12. Verify the Positions included in the Mass Change job have an Incentive Plan. You can choose the Download Log button and check for some positions to review.

Summary

There are different tools available to administrators to perform mass changes for multiple positions, such as Import and Export Data, Mass Change Run or Mass Data Management.
Mass Change Run will require to have a business rule which should include the eligibility of positions to be modified and the action that should be completed for these positions.
Mass Data Management is a UI-based approach tool that does not require business rules, and end users can create and share requests to perform mass change actions for positions to those editable fields configured by an administrator on the MassChangesJobConfiguration MDF object record.

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