3 Setting the foundation01 Introduction To MasteryC4_

,IntroductiontoMasteryTraining,ManageEmployees:ManagingDataandUserRecords,2012.SuccessFactors,Inc.,AnSAPCompany.Allrightsreserved.Nopartofthisdocumentmaybereproducedortransmittedinanyformorbyanymeans,electronicormechanical,withouttheexpresswrittenpermissionofSuccessFactors.Thissoftwareiscommercialcomputersoftwaredevelopedexclusivelyatprivateexpense.ThesoftwareanddocumentationareprovidedwithRESTRICTEDRIGHTS.Use,duplicationordisclosurebytheU.S.GovernmentissubjecttorestrictionsassetforthinDFARS252.227.7202-3orFAR52.227-19,asapplicable.DeveloperisSuccessFactors,Inc.,AnSAPCompany,1500FashionIslandBlvd,Suite300,SanMateo,CA94404.RwizisatrademarkofEnterpriseInformationResources,Inc.TheproductdescribedhereinincludessoftwaredevelopedbytheApacheSoftwareFoundation(/).Allotherbrandandproductnamesthatarementionedhereinarethetrademarksorregisteredtrademarksoftheirrespectiveholders.Allexamples,includingthenamesofpeopleintheexamplesorscreenshotsarefictitious.Noassociationwithanyrealperson(livingordeceased),company(existingcurrentlyorinthepast),oreventsshouldbeinferredfromanyexamplewhatsoever.InformationinthisdocumentissubjecttochangewithoutnoticeanddoesnotrepresentacommitmentonthepartofSuccessFactors.SuccessFactors,Inc.,anSAPCompany1500FashionIslandBlvd,Suite300SanMateo,CAUSA,Agenda,ManageEmployeesOverview,ManageEmployeesOverview,CreateandchangethestatussettingsandbusinessinformationaboutindividualusersTheManageEmployeessectionunderAdministratorToolsenablesadminstolocateanindividualorgroupofindividualsandperformtasksAlthoughtherearemanylinkswithinthisarea,usingtheemployeedatafiletoaffectchangesistherecommendedapproachUsingthisfilereplacestheneedtousesuchoptionsasChangeUserInformationorChangeUserStatus,whichcanbecompletedwithintheimportfile,ManageEmployees,AccessManageEmployeesoptionsunderAdministrationToolsInthissection,youmay:AddorremoveusersusingEmployeeImport/ExportResetpasswordsResetuseraccountsSendasystemwelcomemessageThistrainingwillcover:EmployeeImportEmployeeExportResetUserPasswordsResetUserAccounts,ImportandExportUserData,EmployeeDataFileOverview,EmployeeImportDatafileisaspreadsheet,witheachcolumndedicatedtoaspecificdatapointSpreadsheetisstoredasacommaseparatedvalue(.csv)fileAdministratorsmayuseEmployeeExporttoexportthecurrentusersinthesystemtoupdateandaddinformationNote:ThisisnotapplicabletoFTPdatauploadusers.Toviewanexample,pleaselogintoyourinstanceasauserwithadministrativeprivilegesTheadministratorhastheabilitytoexportemployeesunderEmployeeExportNote:EvenifyouuseFTP,youmaystillperformthisactivitytoreviewthedatabeingimportedintoyourSuccessFactorsACEtraininstance.,SampleofEmployeeDataFile,Clicktoseesamplefile:,ImportDataFile,Requiredfields:STATUSUSERIDUSERNAMEFIRSTNAMELASTNAMEGENDERThethreestandardfilterfieldsare:Department,Division,andLocationRemember:YourPSConsultantwillprovideyouwiththe.csvtemplate.Rows1and2(SystemIDandLabel,respectively)mustbepreserved,includingallcolumnsinthetemplate.Row2labelscanberenamedasdesiredduringsystemconfiguration.Thefileformatshouldbesavedasa.csvfile.,EMAILMANAGERHRTIMEZONEDEFAULTLOCALE,MethodstoAddData,AllactivitiesinSuccessFactorsrelyonanduseemployeeinformationSourcesofdatacaninclude:AnHumanResourcesInformationSystem(HRIS),importedmanuallyorautomaticallyAspreadsheetAdatabaseRegardlessofwherethedatacomesfrom,itmustfirstbeorganizedandformattedtobeimportedsuccessfullyintoSuccessFactors,AddingDatatoSuccessFactors,Importfile(.csv):UploadedmanuallyviaAdminToolsUploadedviaFTP(anautomatedfiletransfer)ManualentryviatheAdminToolslinksRecommendation:Useimportfilesformostofyourdatachangesandnewadditions.Ifyouneedtomakeaquickchange,youcandothatintheSuccessFactorsapplication.However,anychangesmadedirectlyinthesystemshouldalsobemadetotheimportfilesasnecessary.,ImportFilevs.ManualEntry,Importfile(.csv):UsedtoaddorchangedataforoneormoreemployeesatatimeMaybecreatedmanuallyorasanautomatedoutputfromyourHRISConsistsofstandarddataelements:10requiredfields,3standardfilterfields,15customfields(fieldsvarybasedonyourconfigurationandmodules)Recommendation:Donotmodifythedatainthefirsttworowsofthe.csvfile.ThefirstrowcontainsthesystemID,orthesystemmatchingcolumnheader,andthesecondrowcontainsthelabelassociatedwiththesystemID.ManualentryviatheAdminToolslinks:Typicallyusedforchangesthataffectoneortwousersatatime,ImportFile:ProsandCons,ManualEntry:ProsandCons,ExportCurrentData,AgoodruletofollowistoalwaysexportthecurrentdatafromSuccessFactorsbeforemakingchangesWhenexportingdata,youcanspecify:FileformatExportoptionsFilelanguageformatandbatch/scheduledprocessingoptionsCompensationdataupdatingoptions,ExportingtheCurrentUserData,Toexportafileofthecurrentdatainthesystemtoupdate:FromAdministrationTools,clickUpdateUserInformationandselectEmployeeExport.Selecteither.csvor.xmlformat.Selecttheuseroptionstoexportusingthecheckboxes.SpecifytheFileLanguageFormat:WesternEuropean(Windows/ISO)isthemostcommoninUSUnicode(UTF-8)isforEuropeanCountrieswheretherearesymbolintheusersnamesTheotheroptionsaretoaccommodatetheChinese,JapaneseandKoreanformatsClickExportUserFiletodownloadthefiletoyoursystem.,1,2,3,4,5,ImportUserData,Upload/importauserdatafiletoSuccessFactorstoupdatethesystemwithuserdatachangesYoucanuploadthedatafileatanytime,butifyoureusinganHRISsystem,youmightwanttosetuparegularschedulethatcoordinateswithyourcompanysHRISsystemupdatesTouploadsuccessfully,yourfilemustbeformattedcorrectlyandhaveallrequiredfieldsItisstronglyencouragedthatthefileisuploadedviaasecureFTPscheduledprocess,ImportingtheEmployeeDataFile,Toimportatheemployeedatafile:FromAdministrationTools,clickUpdateUserInformationandselectEmployeeImport.ClickChooseFiletolocatetheemployeedatafileonyourlocalsystem.Selectthenewuserdefaultpasswordformat.BestPractice:SelectUseasystemgeneratedrandompasswordfornon-SSO.CheckValidateManagerandHRfields.,1,2,3,4,ImportingtheEmployeeDataFile(cont.),Specifyformroutingoptions.SpecificFileLanguageFormat.Note:DonotchecktheEnforceManager-onlyImplementationcheckbox.ClickValidateImportFile.Note:FixanyoftheerrorsfromvalidationbeforeclickingImportUserFile.ClickImportUserFilewhenreadytoimportthefile.,5,6,7,8,ManageIndividualDataChangesUsingAdminToolsLinks,UseAdminToolstochangeuserdatadirectlyinthesystem:InitiatemanagerchangesandtransferformsfromanoldtoanewmanagerModifyausersstatusasActiveorInactiveUpdateallfieldsexceptStatusandManagerUsingtheAdminToolslinksisrecommendedwhenyouneedtomakequickone-offchangestouserrecordsYoumustbesuretomakethesamechangestotheemployeedatafileoryourchangeswillbeoverwrittenduringthenextdataimport,ManagingDataChangesUsingAdminTools,Toimportatheemployeedatafile:FromAdministrationTools,clickUpdateUserInformationandselectManageUsers.Bydefault,allyourexistingactiveuserrecordsinthesystemarelisted:ClickthelinkundertheNamecolumncorrespondingtotheuserforwhomyouneedtomodify.Or,typetheusersnameintheSearchforausertextboxatthetop.Todisplayinactiveusers,deselecttheShowActiveusersonlycheckboxatthetop.,1,2,2,3,ManagingDataChangesUsingAdminTools(cont.),OntheEditUserpop-upwindow,youcanmodifytheusersinformationincludingtheusersmanager,his/herActivestatus,emailaddress,etc.ClickSave.Note:Ifyoumodifiedtheusersmanager,apop-upwindowdisplaysverifyingifyouwanttotransfertheusersdocumentstothenewmanager.Youhavetheoptiontore-routethedocuments.RememberthatanychangesmadedirectlytothesystemusingtheAdminToolslinksmustbemadetoyourdataimportfilepriortouploadingthedatafileagain.,4,5,WhenWorkingwithData,DatachangesaremanagedusinganimportfileorbymanuallymakingchangesusingAdminToolslinksUsetheimportfilewheneverpossibleandtouseAdminToolsforquickone-offchangesonly;anychangesmadeusingtheAdminToolslinksmustalsobemadetotheimportfilebeforethefileisuploadedagainIfanHRISdatabaseisyoursourcedata,thatdatabasealwaystakeprecedenceoverchangesyoumakemanuallyinSuccessFactorsToavoidlosingyourchanges,communicateyourupdatestoyourHRISdatabaseadministratortoensuretheHRISdatabasehasthecorrectinformation,ResetUserPasswords,ResetUserPasswords,Typically,adminsresetuserpasswordsinnon-singlesign-on(SSO)instancesofSuccessFactorsAdminscanreset:Oneormoreemployeespasswordtoasystem-generatedpasswordOneemployeespasswordtoaspecificnewpasswordPasswordsforaspecificgroupofusers,ResetPasswordforIndividualUser(withSuppliedPassword),Toimportatheemployeedatafile:FromAdministrationTools,clickResetUserPasswordsintheManageEmployeessection.Selectandentercriteriatosearchfortheuserwhosepasswordyouwanttoreset.Or,ifyouknowtheusersfirstname,lastname,and/orusername,enteritdirectlyintherespectivetextbox.ClickSearchUsers.Inthesearchresults,selecttheuserwhosepasswordyouwanttoreset.EnterthenewtemporarypasswordfortheuserintheNewPasswordandConfirmPasswordtextbox,complyingwithyourpasswordrequirements.Besuretoconformtoyourcompanyspasswordrequirements.ClickResetUserPassword.Warning:DonothittheEnterkeyaftertypingthepasswordasecondtime.Thiswillresetthescreenandnotsaveyourchanges.BestPractice:Toensurethattheuserreceivestheemailnotificationwiththenewpassword,verifythatPasswordChangedNotificationisenabled.Alternately,youcanmanuallysendanemailtotheuserwithhis/hernewtemporarypassword.,1,3,2,4,5,6,7,ResetPasswordforSpecificGroupofUsers,FromAdministrationTools,clickResetUserPasswordsintheManageEmployeessection.ClicktheResetgroupofuserspasswordslink.Selecttheemployeegroupforwhichyouwanttoresetthepassword.Selectyourfilteroptions(bydivision,department,location,and/orgroup)fromtherespectivedrop-downmenus.ClickResetUserPasswords.,3,2,5,1,4,Aftercompletingthisprocess,allusersinthegroupreceiveanemailnotificationwiththenewsystem-generatedpassword.Emailnotificationsmustbeturnedontousethisfeature.,SendUserWelcomeEmailwithExistingPassword(NoPasswordResetRequired),AdminscanalsouseSendUserWelcomeEmailtosendforgottenpasswordstouserswithouthavingtoresettheuserpassword(iftheallowedbycompanyspasswordpolicy).Imageshowsthechangesthatneedtobemadetotheuserwelcomeemailbodytosendtheuserhis/herforgottenpassword(usingvariables).Theuserreceiveshis/herforgottenpasswordandcanlogintoSuccessFactorswithoutbeingforcedtoresethis/herpassword.,ResetUserAccounts,ResetUserAccounts(non-SSO),ApplicableifyourcompanyspasswordpolicysettingallowsusersaspecificnumberofunsuccessfulloginattemptsbeforelockingaccountOncelocked,userwillnotbeabletologinagainuntilanadminresetstheaccountWhenyouresetanaccount,youreonlyreactivatingtheaccountsothattheusercanloginagain;nootherchangesaremade,ResetUserAccount,FromAdministrationTools,clickResetUserAccountintheManageEmployeessection.OntheResettingUserAccountspage,selectandentersearchcriteriatosearchfortheuserwhoseaccountyouwanttoreset.ClickSearchUsers.Inthesearchresultslist,checktheboxfortheuserwhoseaccountyouwanttoreset.ClickResetSelectedUsers.,1,3,2,4,5,UserWelcomeEmail,UserWelcomeEmail,ToolusedtocommunicatewithyourSuccessFactorsusersMostemailnotificationsaretriggerbased:Automaticallygeneratedandsentbasedonsomeeventhappeninginthesystem,suchasafo