Managing User Data

In SAP SuccessFactors, user information consists of basic user information and extended user information. If you are managing users in SAP SuccessFactors Employee Central, there are even more user information elements. This 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, and 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

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

• STATUS must be the first field, USERID must be the second field, and the upper case header must be repeated for the second row. The remaining fields do not need to be in the order presented here.
• USERID is the system unique value for each user and must be unique. This value is visible in a variety of places to all end users. Accordingly, USERID should not contain data that is considered confidential, such as a social security number. This value must be passed with each employee data record during each upload. Take care in selecting this value, as it is a permanent decision. This value cannot be changed once set.
• USERNAME is the unique name of each user and is used as the login ID value. This value is visible in a variety of places to all end users. Accordingly, USERNAME should not contain data that is considered confidential, such as a social security number. Unlike USERID, this value can be updated if needed (e.g., name change) but must be unique. Most customers choose to use the same USERNAME that they use for their local network or email application.

Basic user data is required for functionality, reporting, administration tasks, and, most importantly, permissions.

Consider the data elements stored in your HRIS when making decisions regarding the user data file.

Only useful ones should be included, and future implementations should be considered.

For each data element that is included, consider:

• Label for display
• Required or optional (optional fields should not be considered for filtering)
• Used for filtering in Reports/Admin
• Used for filtering in Permissions