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Author's profile photo Jyotika Karnani

Workaround for Mass Approval of Leaves

As the year ends, the activities start. One of the activity is mass approval of leaves for quota calculation.

To start with, I am certified Employee Central Consultant and i am writing this post as I worked on similar issue in one of my support project recently.
Here are the steps to make this humongous task easy and quick.
To start with, let’s keep an employee code or two handy to check the output.
Name- Test Emp

Time Off screen-

Let’s start the activity, in SuccessFactors Instance follow the path-

HomeàAdmin CentreàEmployee Files (under Company Processes & Cycles) à Manage Data

In Search field, mention ‘Employee Time’ and select above mentioned user’s leave request and check the ‘Approval Status’ which should be ‘Pending’-


Click on ‘Take Action–>Make Correction’ and change the status to ‘Approved’ and ‘Save’-

Now, check the entry in employee’s time off screen and manager’s approval screen-

Employee’s Time Off-

Manager’s Approval Screen-

But, in case of multiple leaves to be approved, export the csv and perform below steps-


Home–>Admin Centre –> Import and Export Data

Click on Export Data

Select Generic Object- Employee Time

Include Dependencies- No

Click on ‘Export’

Fetch the csv from ‘Monitor Job’

In the csv sheet, filter ‘Approval Status’ as PENDING and replace them as APPROVED.

To the entries replaced, paste them in a .csv file and save. Take care that extension of file is .csv.

Now open the instance again to import the .csv file via Import and Export Data.

Note that Load Type be ‘Incremental Load’ and Key Preference be ‘External Code’

First click ‘Validate’ and check response in Monitor Job.

Once all cases pass, click on Import.

Check Employee Time Off.

Employee Time Off-

So, with this, the humongous task gets completed sooner and with no much hassle!

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      Author's profile photo Shermaine MX Choo
      Shermaine MX Choo

      Hi Joytica,

      Thanks for sharing. It is interesting.

      However, by doing so, the workflow will appear in the To Do list still. It will create confusion to the approver. Any idea to clear the workflows too?



      Author's profile photo Jyotika Karnani
      Jyotika Karnani
      Blog Post Author

      Hello Shermaine,

      Thank you for feedback. 🙂

      Please note that once leave is approved, the notification will no longer be seen in manager's to-do tile.

      I have attached a screenshot of the same 🙂



      Author's profile photo Marco Smith
      Marco Smith

      Hi Jyotika Karnani,

      Thank you for this, this is very useful especially during migration or config change where you need to have all pending leave requests resolved.

      However, I have noticed that this cannot be done if the end date of the booking is in the future.



      Author's profile photo Kaylie Quah
      Kaylie Quah

      Hi Jyotika,


      Thanks for the guide to import the approval status. However, the workflow request will still remain pending. Is there any way we can do the mass change for the workflow?


      Thanks and Regards,


      Author's profile photo Jyotika Karnani
      Jyotika Karnani
      Blog Post Author

      Hello Kaylie Quah

      Thank you for the feedback

      Please note that once data upload with approved status is successful, the pending workflow is no more seen in To Do Tile



      Author's profile photo Kaylie Quah
      Kaylie Quah

      Hi Jyotika,


      Nope, Line manager still able to see the workflow from their To do tile. They still require to click 'approved'.


      Thanks and Regards,


      Author's profile photo Siddharth Siddharth
      Siddharth Siddharth

      Hello Jyotika,

      The import process for employee time to change the Approval Status is right thing to do as part of year end activities, however, the same will not update the workflow status if the approval status is changes via Import/MDF UI.

      SAP has also released a KBA on the same which you can refer from the below link.

      Happy Reading.