Updating employee information via import

Objective

After completing this lesson, you will be able to Update Employee Information via import when changes are needed.

Centralized services

Centralized Services for Employee Data Imports

Centralized services is an umbrella term for a collection of specialized services governing different processes in Employee Central. Centralized Services aim to resolve incompatibilities to important functions like business rule execution, identical record suppression, deleting employee data, validation, and so on.

Centralized Services regulate the following processes in Employee Central:

  • Importing Employee Data – applicable to data imports initiated from the Import Employee Data page and OData APIs
  • Saving on History UI – applicable when saving changes in the History UI  (clock icon) of a block in the People Profile
  • Saving on Editing UI – applicable when saving changes in the Editing UI (pencil icon) of a block in the People Profile

Centralized Services universally support all entities, enabled by default, except for the following processes which can be enabled in Company System and Logo Settings tool:

  • Enable Centralized Services for Dependents - Applicable for data imports from UI and API and changes on Editing UI and History UI
  • Enable Centralized Services to Add New Employee, Add New Employee for Fixed Term, and Rehire Inactive Employee

Exercise: Maintain employee records

Business Example

There are multiple errors in Penny Welsh’s file that need to be corrected. A job history file is provided for you to use. Watch the video to see how you can correct the records.

Note

You must have completed Prepare an Instance (Unit 1) and Prepare the Data Models (Unit 2) exercises before completing this hands-on. This exercise activity is not required for completing succeeding hands-on exercises for this course.

Consider, where do you go in an employee’s file to make corrections? Where do you go to import additional, new, or corrected records? When uploading a small number of records, should you choose Full Purge or Incremental Load?

Steps

  1. Go to Import Employee Data and upload the PWelshJobhistoryimport (provided in the Course Files). The file is designed to generate an error. Find what is causing the error, make the necessary changes, and reimport.

    1. Go to Import Employee Data.

    2. Select Job History as the entity. Choose Incremental load.

    3. Browse for PWelshJobhistoryimport.csv file and validate.

    4. Troubleshoot and update the file. Remove Contract Type from the Master Data file Job History Import File. The system doesn't recognize the entry. Contract Type is not a required field

    5. Go to Import Employee Data.

    6. Validate your file and choose Import. Ignore the warning message about country-specific fields not relevant for ACE_USA.

    7. Verify that your records were imported for Penny Welsh → Employment Information → Job Information → History . You'll see the most recent record in history with the Source: Import

  2. Go to Penny Welsh's profile to insert a new record using the Job Information history. Use the details in the table..

    Effective Date03/01/2012
    EventJob Reclassification
    Event ReasonJob Reclassification
    Job ClassificationVice President, Operations (VP-OPS)

    1. Log in to your instance.

    2. Go to Penny Welsh → Employment Information → Job Information → Clock button (History) .

    3. Select Insert New Record and use the information in the table.

    4. Choose Save and close the history.

Partial imports

Update Specific Fields via Import

So far, you've learned about two importing modes, Full Purge and Incremental Load. When you want to update specific fields but retain others selectively, you can use Partial Imports. A Partial Import is an incremental import that uses &&NO_OVERWRITE&& against fields you do not want to update.

Fields for the business keys and fields marked with &&NO_OVERWRITE&& will NOT be changed.

While importing data, if the system encounters a field without any value, the system will add either&&NO_OVERWRITE&&, or null value depending on whether the entity supports partial import or not.

Unsupported Entities for Partial Imports

If you want to perform a Partial Import while importing data in Incremental Load mode, you cannot update information for these objects:

  • Address
  • Work Permit Info
  • Job relationships
  • Dynamic Role
  • Workflow

Delete Employee Data via Import

Employee data can be deleted in Incremental Load by choosing an operation type between DELETE and DELIMIT. The operation type depends on the entity you are importing.

Use DELETE for the following entities:

  • Compensation Information
  • Email Information
  • Emergency Contact Information
  • Job History
  • National ID Information
  • Non-recurring Pay Component
  • Personal Information
  • Phone Information
  • Social Accounts Information

Use DELIMIT for these entities:

  • Addresses
  • Global Information
  • Job Relationships
  • Person Relationships
  • Recurring Pay Component

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