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Author's profile photo Raghavendra Kumar

How to delete data using Employee Central Imports

How to delete data using Employee Central Imports?

Introduction:

Is it possible to remove any data of the Employee Central Portlets as Mass? The previous solution was to Full Purge import the Dependents for the employee or group of employee’s, which is a very time consuming task to perform.

Data Deletion using Employee Central Imports

A brief overview about how we can utilize the employee data import process to delete employee data from the system.

Employee data is so crucial in any Organization and maintaining employee data is a resource intensive process. Similarly, deleting employee data, whether electronic or physical, is a consequential process and must be dealt with utmost importance.

Reasons for deleting employee data can be purely subjective. It may be due to incorrect entries or invalid data, data which can only be inserted but not updated in the system and so on. Although the solution provided by SAP SuccessFactors helps to import and maintain employee data in the system, we can tweak the same solution to delete employee data selectively or in bulk.

Deleting Employee Data with a Single Entity

Selectively remove employee data imported into the system with a specific entity.

Prerequisites

HRIS elements of Employee Central entities that support country-specific templates are configured to add fields specific to a given country through Business Configuration UI.

With Employee Central Imports, we can delete employee data such as:

  • Job History
  • Personal Information
  • Email Information
  • National ID Information
  • Address Information
  • Emergency Contact Information
  • Compensation Information
  • Global Information*

Note

Requires Centralized Services as a prerequisite.

The import file templates for one any of these entities can include employee data to be added, updated, or deleted from The system. However, at any given moment, the import file template can’t contain information to add and delete at the same time for a given employee, except when we’re importing National ID Information. With Centralized Services, this rule is extended to all the entities, including National ID Information imports.

To delete and add data for the same employee, we must create two separate import jobs. Before proceeding further, we must be aware of certain requirements, possibilities, and inherent system behavior associated with deleting employee data.

Points to note for deleting employee data

For deleting compensation information:

  • Provide the sequence number of the employee records in the import file template.
  • We can prepare the import template to delete data associated with multiple employee records.
  • We can prepare the import file to delete existing compensation information and at the same time add new compensation information for a given employee. In such cases, after the import job is completed, the system automatically links the recurring pay component associated with the existing compensation information with the new compensation information.
  • When we are deleting compensation information with a given employee record, the corresponding recurring pay component information is also deleted from the system.
  • For deleting job history, the import file template must have the Company column to ensure a successful data import and avoid validation errors.
  • For deleting global information, we must enter DELIMIT under the corresponding Operation.
  • For deleting email information, phone information, or national ID information, we can choose between DELIMIT and DELETE under the corresponding Operation

The recommended option would be using the DELIMIT operation.

Deleting Employee Data with Multiple Entities

Collectively remove employee data imported into the system with multiple entities.

Prerequisites

Verify that Enable Compound Delete option is enabled in Provisioning. This setting is required to download the required import file template.

Since several Employee Central entities are consumed in the employee data import process, deleting data entity wise can be time consuming. SuccessFactors facilitates deleting employee data imported using multiple entities using a template specially designed to serve the purpose. With Employee Central Imports, we can delete employee data associated with the following entities:

  • Job Relationships
  • Pay Component Non Recurring
  • Addresses
  • Email Information
  • Phone Information
  • National ID Information
  1. Download the import file template for the Compound Delete
  2. Prepare the import template with data to be deleted in the system.The User Id/Person Id External column must contain identifier of the employee record and HRIS Element Id column must contain the entity identifier.
  3. Upload the template updated with the data to be deleted the system.

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      4 Comments
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      Author's profile photo Antonio Ferreira Vicente
      Antonio Ferreira Vicente

      Thank you for these tips!

      Author's profile photo Rajas Sathe
      Rajas Sathe

      Hi,

      If i want to delete a compensation entry as you mentioned we can achieve it through imports using Compound Delete template. The question i wanted to ask is when we download the template we get 2 columns; external code (User Id/Person Id External) and hris-element id. So in the first column i am clear that we can put the user id i.e; employee id of the employee, In the second column what should be the hris-element id to be put?. Let say we have added compensation increase entry let say from 1st Jan 2021 with pay increase and we want to delete this entry from employee record. What should be update in the hris-element id row.

      Thanks and Regards,

      Rajas

      Author's profile photo Rajas Sathe
      Rajas Sathe

      Hi,

      Thanks for the explanation above however wanted to know what to put in hris-element-id field column when we want to delete the compensation entry for the employees.

      Thanks and Regards,

      Rajas

       

      Author's profile photo Jonas Costa
      Jonas Costa

      Hi Raghavendra,

       

      For EmergencyContacts entity, when I try to import a delete file, the system called that it's necessary a primary register and cannot up to date.

      For this entity exists a special update configuration to do?

       

      Kind regards.

      Jonas