Mastering Mass Data Management in SAP SuccessFactors: The Import and Export Data Tool

So today we are going to see how we can upload the data or the import the data into SAP SuccessFactors. One example I would like to show. So we will start with one of the data. So that is, we will go to our import/export data. So import/export, import and export data. So if I go here, there are a lot of templates available and I have a lot of options here. So you can see that there's import data, export data, download template, import configuration, lot of options are available, right? So what I can do first, I would like today, let's say import the data for job classifications, right? So what I will do, I will go here, download the templates, okay? And from here I will pick up, let's say your job classification, okay? So I will choose job classifications here. And initially I will say I do not need any dependencies, maybe. And, uh, I will say it's okay. And hide external code, uh, let's say I will say key preference, I will say external code. Okay, so this is the template in this format. I will download and here I go. So I will keep this as a template. Okay, but if I open the template, what I can see here is this is the template I can see. Right, supported operators, start date, job code, US English, and all this thing, right? So based on this, uh, the remaining language I may not need it, but I will keep as it is. So I will ignore that. So what I will do, I will rather up to this I will keep, the remaining things I will ignore it, okay? For me, the most important part is here, the start date, job code, uh, your typically the language here. The basically. And do not forget, there is an active also. There is a section where you will be having a field called— the field is an active one, okay? So where you will be finding that? So here, somewhere here, okay? So that is, if you go here, picklist value, picklist value, Finland, Danish— these are all language, but I don't see— I think there is a default value. These are all country-specific. If you are having a presence in all this country, you can basically go for it, right? But otherwise, uh, these are not required if you are implementing only in English-speaking country, right? So you may not all of this need all of this thing. So we have, uh, so I will show you the practical challenges which I have faced recently and how I have used AI to solve it. Okay, so that I will tell you. Okay, so these are not required, everything is not required. So these are— I will simply ignore all of this thing. So these are all different, different. Okay, so maybe I will do a Ctrl+F, status. I'll search for status. That is also an important field. I don't see that. Okay, status value. So effective valid values, A, A for active. So this is very important field, so you cannot ignore this. Okay, so you'll be finding in one, in two places, so you have to ensure that is also filled up, right? So what I will do, I will go and to my AI, I will be using NotebookLM for that. Because what happens if you're using ChatGPT and all, definitely it will give you a lot. I've done a lot of experiment, but it's not giving it if you are not put the source data. So the source file as a reference, it will give a random answer, especially in SAP SuccessFactors I'm talking about. Right. But if what I have done similarly, I have done the official guide rather to make it ensure I'm getting the correct data. So what I have done, I have an Employee Central, the latest guide. I have downloaded the PDF, I uploaded to the NotebookLM tool. Here you can see that this is my source file and I will be having a conversation if I'm facing any challenges based on this. Okay, it is more reliable for me at this moment as I speak. Okay, because it is giving me right information, right data based on what exactly I'm having here, right? And also I can refer if I'm having issues directly with the chat with this, right? So what I will do now, I will have a chat. I will be in front of you, I'll be creating synthetic data. I've already tested with two set of synthetic data, one for a scenario where exactly I created, uh, the scenario for a city council Okay, a city municipality. You can see this set of data which I have created. You can see that this is synthetic data for a city council or a city municipality. Okay, so this is already I have prepared successfully. I can show you the evidence as well. So if I go here, so I will show you one of the data. Let's say revenue inspector, and this is the data, right? So I will quickly show you how it was there, then we will go and prepare one set of data. Okay, so before I go, okay, you can see this is the one of the thing which I've created. And, uh, just today's date only, you can see that, right? Has been successfully done. Okay, similar, this is for an energy sector example I have given. Similarly, if I go here, Revenue Inspector. Okay, so this is another city council. So I've talked about two sectors. One is the energy sector, another is a city council, you can say, or one city and all. So I have created two set of synthetic data using AI, so NotebookLM. So here, this is another set of data, one data actually I have created today. I have not created manually using the, your typical job. So if you are to see how does it actually, what is how the status of it, you can see that in the Schedule Job Manager. So you'll be seeing a series of things I've tested it today when I'm having issues while uploading, while importing this data. So you can see that many of the cases, it's many times it failed actually. So how do we see the status here? So whenever you can see the today's date, a lot of jobs I have run here And you can see that there are a lot of places, so it's showing failed record. Okay, so failed is equal to 1, failed is equal to 1, like that you can see that. So I will just little bit expand it so that you can understand it much better. Maybe I will little bit expand this column. Okay, so here you can see, so I will just, uh, maybe everything I may not require, so I will just put here Job request ID, job name, job type is required. Okay, so this is okay. I will click OK. Okay, so the job name again is very, very lengthy. So what I will do, I will show you this one. Okay, you can see that. So wherever you can see, this is the progress bar, and you can see that, uh, in couple of record— yeah, this is the successful record where you can see that Job running status total 7 because I had 7 records. It processed all the 7, passed all 7. That means then only your record will be getting updated. Okay, so you can see multiple times, uh, 2 times actually I passed. Okay, but other times I was getting n number of different, different errors. Maybe sometimes due to this space issue, due to sometimes some, you know, header was something wrong, some data was missing. Okay, a lot of series of activities actually I have tested and trialed and tested and everything. Right? But these things will not be covered in your implementation guide, which you have to— it has to be tried and tested, okay? So even if you're having the best of the best templates what SAP provides, but real time, whenever you're uploading, whenever you're doing importing activity, it is little tricky. And you have to be very, very careful while preparing the data. The data preparation is very, very crucial. And you have to be very careful while doing this. Whoever is the data handling, we are doing the data migration activities and all of these things, very sensitive information, okay? And also crucial info, crucial data is a preparation activity, it's very crucial, okay? So otherwise, uh, configurations are easy, but thing is, this part of it you have to be careful, okay? So now what I will do, I will in front of you, I'll be creating some synthetic data. So let's say this time I will be creating synthetic data. I will say that, uh, create a synthetic data for one of the particular record. So let's say this time I will be creating, creating effective status. So create, okay, I will say that. So create similar record, create, create similar records for job classification. Let's say this time I will pick up for Insurance sector, insurance sector in, let's say, this time we will go to, let's say, Malaysia, and I will give the sample data and let's see what does it do. So it is scanning and basically it will be preparing the data for me. So I will rather, instead of going to all these details, I will be preparing a CSV file based on this, that because this is what exactly worked for me and I will be creating this data. So I already have this data. You can see that we have a claims adjuster, actuarial analyst, risk management, policy processing, executive policies, right? So this data, I will simply, I will do that, copy here and I will paste it in a Notepad CSV. I will be creating a CSV data file. And also there are some careful, you have to ensure that do not use the import foundation data. You have to use import and export, which we are already doing it. Okay. Ensure effective status is set to A. So you can see that effective status is set to A, right? And which is correct. Do not change this back to legacy status. It's okay. Yeah, so this is exactly you have to do. Okay, now what I will do, first type they are saying incremental load, but the thing is if you're doing for the first time you have to use the pull first. Okay, and if you are changing certain things or that has already existing, then in that case you have to use the incremental load, right? So now what I will do, I will go to Notepad and I will save this. Okay, file the name. Okay, so let's say I will go here and I will replace this with the current file and I will save this file, save as this one. Okay. And I will put it as a.csv. Okay. So.csv, I will create a new folder. I will say it's for insurance data and let me go inside it. Job classifications.csv, right? So very simple. And I will introduce you— the encodings would be UTF-8. Okay, so now I will save this data. Now let me, while uploading, I will close this file. Okay, close all this thing. And I will now go to my system and I will try to now import this file, import data here. So now if I go for the And let me go here. Okay, so now I will go here, import data, and ensure all the remaining things are— yeah, so this is— I should close everything. Only two screens are there. So what I will do, I will choose the file here. This is my file, job classifications. Click OK, and I have to ensure this is a job classification only I have selected. So here, if you have to do that, then select full course here, use external code, and, uh, that's okay. Local format and all. First of all, I'll validate whether this is correct or not. Then I will view the results here. I can see the results. This is kind of a simulation we are doing. And you can see that in the upcoming jobs here. Okay, if I refresh, the recent one you will be finding here. So the— now based on the timestamp, you will be finding here. So you will be— it will be coming shortly here. So we will be finding that. Okay, so yeah, so we need to wait for a while. So this is, uh Already we have done a validation, but sometimes it takes some time. We can see here or no? Let's see that. Job Scheduler, there is an RVP refresh, but I cannot see the recent job. This is a validation. Okay, this is actually you'll be finding— how do you find that? Because there are two types of file you'll be finding here. One is the actual import file, and then sometimes we created an invalid file also. Okay, so this is the one which recently I think we have created. Let me see that. Okay, and view more details. So this is one file. Okay, so I can see that all these things are done. So now, uh, I will monitor the job. So here I can monitor the jobs. But I can see, what I can see here is 722. This is a file and it is showing processed is equal to 7, passed is equal to 7. Okay, that means, okay, this job is actually passed. Okay, so that means this is all validated. But actually we have done a validation, right? This is not an actual import, right? So for that you have to ensure we are again, this is an import validate, not an import import, right? So there are two options. We find import import, that is the actual data import. Validate is actually validating. Right, so now I am seeing that this is— there is no issues, okay? Otherwise I could have gone and checked out, okay? So you can also see that here. So you can go in validation, right? So you can download the status of the file here like this. And what you can do, you can basically go and check the status. You can see that total records is equal to the simulation file, by the way, validation file. It says that no error found in the file. That means your data preparation is successful, right? Total Total records is equal to 7, failed record is equal to 0, right? But this is not an actual import, this is just a validation, right? So what I will do now, I will go and, uh, go back and I will go here and import that actual import, right? So I will click now the actual import. So I will select the same file under Insurance, okay? And I will click Open here and I will simply import now. Okay, so this is also going through the same process, and you can always click View Results to verify whether it is actually done or not. So I will now go here in the upcoming jobs. It is doing an import import, that means an actual file. It is still in the upcoming job. It will take some time to go to the job monitor because we'll refresh it so that the file will be getting updated. So now I can see, I do not see that record anymore. So that means that for file has— that job has been— the job request has been moved from upcoming to the actual one. Okay, so now I can see it is again passed as expected. And you can see that this is the way you can see job classification MDF import import. That means this is an actual file, MDF data import, and it is not a validate, right, in the actual thing, right? So now to test it whether it has been successful, so I will go back to our friend Notebook ALM So here we will randomly pick up, let's say, policy processing executive. Okay, so randomly I will pick up this job classification whether it is getting updated or not, right? So what I will do, I will go and check to my— go back to my manage data. So here I will go to manage data. And go here. And from here I will check the file. And first of all, I will go to the job classification. And inside the job classifications, I will have to search for that ID. Okay, I can see that policy processing executed just now. We have created from Notebook ALM, and this is exactly existing here. Okay, in just showing the today's date. Okay, and this is the EST timing it is showing. Okay, this is what exactly we have created, okay, in the synthetic data in Notebook ALM which is existing. So randomly I will also pick up any other data. So entire 500 series, so many are there, right? So what I will do, I will pick up here and let's say I will pick up another data point, okay? So let's say 5004. So this is a 5004 series, by the way. 1, 0, 0. This is a series we are having, but I can see here one observation. You'll be seeing here 1, 0, 0, 2, 1, 0, 0, 3, 1, 0, 0, 4, 5, 6, 7, 8, right? But one thing is missing. Do you see that? So that is a 1, 0, 0, 1 is missing, right? What could be the reason? So that is a question I will leave it up to you, okay? You can write down the answer, observe it, and let me know the answers in your chat, okay? Okay, in the YouTube comment, if you're watching this video in YouTube, or if you're watching my platform, just to comment on that. Okay, so there are 7 records I can see, right? And you can see all this actual elements, everything is there except the first one. The first record is missing. What could be the reason? Who add this first record, right? So this is 8 records we are having. Okay, but why we have 7 record? But if you see the file, we have already 8 records only, right? Why the one record has been missing? So if you go back to the file here Can I see that? So I can see that there are 8 records, right? So what do you think that what could be the mistake, okay? What could be the anything what you have to do that actually the first— so this line is missing, okay? So we have from here onwards we have the file, right? So that is something is— I will leave a question up to you, okay? So this is with that secret, okay? So see you in the next video, but for now Just check it out, okay? What could be the reason, okay? So this is the— I will be leaving up to you, okay? Maybe, uh, you give your answer in the next video, okay? But this is something which you'll be finding useful, right? So this is just an example how we can prepare all of these things and, uh, just for understanding, okay? So you can utilize the file and also you can leverage if you are facing any troubleshooting. It is always better to put a source guide here, and this is the way I have done it. You can see that if any troubleshooting are present— I don't have any troubleshooting sometimes. So this time I don't have any issues, right? So this is the way you can look after. Okay, so thank you for watching the video and looking forward to your— in the next video.