Dear all,
you may have had to setup users in an S/4 Cloud system.
That is simple enough. You follow the "User Onboarding for SAP S/4HANA Cloud" document and you end up with your new Business Users created.
Easy, right?
But then, you spot an issue at the master data, your company decides to change the domain or the young lady from finance gets married and changes her surname...
...and you need to update an e-mail address.
Well, changing the e-mail address is not a big job. Surely we can do that.
We go to the "Maintain Business Users", we select our user, we click on Edit...and WAIT! The e-mail address field can not be edited!
OK, no panic. Surely that must have happened to someone else. Let's go to the SAP Notes to search for the relevant information.
Aha! There it is! At the SAP Note 2555311 it mentions that we can update the employees data with the same Import Tool that we used to load them.
https://launchpad.support.sap.com/#/notes/2555311
12. Is it possible to update already existing employees data with this app?
OK, we need to regenerate the file...so let's have a look at the fields and where can we get the information from:
you may have had to setup users in an S/4 Cloud system.
That is simple enough. You follow the "User Onboarding for SAP S/4HANA Cloud" document and you end up with your new Business Users created.
Easy, right?
But then, you spot an issue at the master data, your company decides to change the domain or the young lady from finance gets married and changes her surname...
...and you need to update an e-mail address.
Well, changing the e-mail address is not a big job. Surely we can do that.
We go to the "Maintain Business Users", we select our user, we click on Edit...and WAIT! The e-mail address field can not be edited!
OK, no panic. Surely that must have happened to someone else. Let's go to the SAP Notes to search for the relevant information.
Aha! There it is! At the SAP Note 2555311 it mentions that we can update the employees data with the same Import Tool that we used to load them.
https://launchpad.support.sap.com/#/notes/2555311
12. Is it possible to update already existing employees data with this app?
It depends. It would be possible to update employees data with the app for employees who were previously uploaded from it, given that you have the corresponding initial import file. But on the other hand, if the employees were imported in the S/4HANA system by other means, as for example from SuccessFactors Employee Central replication, then it would not be possible to export and re-import their data from this app. Also, this would not be a valid scenario, as the system of truth for the employee data should remain constant in time. In such an example, the changes should only arrive from Employee Central.
.
Eh...oh yes...the "given that you have the corresponding initial import file" thing may be a little issue...
...of course...we deleted it!
OK...let´s raise a call with SAP Support:
"
The position from our development Team, regarding this incident, is recreating those files again using
the CDS views. It is important to be careful in getting the dates from
the CDS views and also fields like cost center. If the cost center is
not given this time, it would clear off the old value.
In any case, our developer team does not plan to include a
functionality to download an excel file with the employee data. The
FAQ of this app (KBA ##2555311 ) states clearly their position:
"Always keep a local copy of the CSV files used for the import of
employees. In case of changes needed, these CSV files can be
reimported to update the data (note: company code change is not
supported by the simpler approach of Import Employee App). Import
Employee App does not provide any way to export the already imported
data in CSV format." They consider this is not a bug in our software.
If you prefer to request this functionality, it can be done via SAP
Note ##11 as SAP Support is responsible for bugs in the delivered
software.
"
The position from our development Team, regarding this incident, is recreating those files again using
the CDS views. It is important to be careful in getting the dates from
the CDS views and also fields like cost center. If the cost center is
not given this time, it would clear off the old value.
In any case, our developer team does not plan to include a
functionality to download an excel file with the employee data. The
FAQ of this app (KBA ##2555311 ) states clearly their position:
"Always keep a local copy of the CSV files used for the import of
employees. In case of changes needed, these CSV files can be
reimported to update the data (note: company code change is not
supported by the simpler approach of Import Employee App). Import
Employee App does not provide any way to export the already imported
data in CSV format." They consider this is not a bug in our software.
If you prefer to request this functionality, it can be done via SAP
Note ##11 as SAP Support is responsible for bugs in the delivered
software.
"
Houston, we've got a problem!
THE SOLUTION
OK, we need to regenerate the file...so let's have a look at the fields and where can we get the information from:
HR Employe Field | CDS VIEW | Field |
PersonExternalID | I_BuPaIdentification | BusinessPartner |
UserName | I_BuPaIdentification | ID Number |
*BusinessPartnerRole (BUP003[Employee]/BBP005[Service Performer]/BBP010[Freelancer]) | I_BusinessPartnerToBPRole | BP Role |
Supplier[*for BBP005] | I_WorkplaceAddress --> BP GUID I_SupplierToBusinessPartner | Supplier |
*FirstName | ||
*LastName | ||
PersonFullName | ||
GenderCode(1[Male]/2[Female]) | ||
EmailAddress | ||
PhoneNumber | ||
MobilePhoneNumber | ||
Language | ||
*CompanyCode | I_CompanyCode | Company Code |
CostCenter | ||
*StartDate(YYYYMMDD) | I_WorkplaceAddress | VALIDITYSTARTDATE |
*EndDate(YYYYMMDD) | I_WorkplaceAddress | VALIDITYENDDATE |
And the trick:
Specify your USERNAME at the PersonExternalID and leave the UserName field on the CSV file empty.
For instance, at the Business Users you have the user ACANNING:
Therefore, at your CSV file, insert this username as "PersonExternalID":
Make sure that all the fields are populated with the appropriate information...
...and upload the file.
Voilá!
I hope that helps...but do not try this at home! 🙂
All the best,
Andreu
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