User Data File (UDF ) In SuccessFactors

User Data File ( UDF ) Importance in SuccessFactors 

The user data file is as Comma Separated Value (CSV) file that contains information about employees, such as username and manager hierarchy, as well as any optional information your company uses.

The user data file contains columns of data representing specific information about each employee, for example the USERNAME column shows the employee’s SuccessFactors username. This file looks like the spreadsheet as mentioned below .

The content in the data file typically comes from your company's HRIS database. You can easily keep your user data file up to date and in sync with your HRIS records.

How to update the user data file

A manager's and HR representative's USERID must exist in the database before you add an employee. Because employees are added in the order they appear in your file, if you're adding both an employee and manager, the manager must appear before the employee.

Make sure you provide all required information, otherwise the data will not be successfully updated. For descriptions of the required columns, see the Required columns for the UDF mentioned below . For information about optional columns, see the Optional Columns for the UDF .

About the header rows

The first two rows of the data file template are header rows:

§  Row 1

A header row that displays the system keys used to organize user data. 

Caution! Do not change this row! You must replicate this row exactly as you see it in the template. Note that all text is in uppercase.


A header row that displays the column labels identifying employee data. These labels will be displayed in SuccessFactors.
Associated with the STATUS system key.


Caution! This must be the first column in Row 2. Note that this text is in uppercase. Associated with the USERID system key.

Caution! This must be the second column in Row 2. Note that this text is in uppercase. 
Note If you make changes to these labels, you must notify SuccessFactors Customer Success to have the changes added to the system.

Column	Description	Valid values and requirements
STATUS	Determines whether the employee is an active or inactive employee.	Your options are: §  Active = the employee can log in, use all available features, and will show up in search results and reports. §  Inactive = the employee can't log in. All employee information and forms remain in the system, but are frozen in their current state. Inactive employees don't show up in search results and can be filtered out in reports.
USERID	The unique identifier of the employee. The USERID is assigned by the system and is used for tracking individual employee records in the system. The USERID is permanently associated with the employee.	Must be at least 4 characters long. Can never be changed, even if the employee's name changes.
USERNAME	The unique username assigned to the employee. The USERNAME is used to log into SuccessFactors.	Must be between 1 and 100 characters long. Can be changed as needed, for example, when a person marries and wants to use a different name.
FIRSTNAME	The employee's first name. This name will be shown in SuccessFactors.	Must be between 1 and 128 characters long.
LASTNAME	The employee's last name. This name will be shown in SuccessFactors.	Must be between 1 and 128 characters long.
GENDER	The gender of the employee. Writing Assistant needs this information to use the correct gender pronoun (for example, he/his or she/her) when suggesting feedback text.	Your options are: §  M = male §  F = female
EMAIL	The complete email address of the employee. Used for notifications, alerts, and resetting passwords.	Must be a complete email address, for example john@yourcompany.com.
MANAGER	Identifies the employee's manager.	Your options are: §  Manager’s USERID   Note Don't use the manager’s username. §  NO_MANAGER = highest level employee or any employee without a manager, such as a CEO Note You must enter NO_MANAGER for any employee without a manager. You can't leave this column empty.
HR	Identifies the human resources (HR) representative assigned to the employee.	Your options are: §  HR representative's USERID  Note Don't use the HR representative's username. §  NO_HR = no HR representative is assigned to the employee Note You must enter NO_HR for any employee without an HR representative. You can't leave this column empty.
TIMEZONE	Identifies the time zone in which the employee works.	Must be a valid value, for example PST for Pacific Standard Time. If you don't specify a value, Eastern Standard Time (EST) is used by default.

Column	Description	Valid Values and Requirements
MI	The employee's full name. This name will be shown in SuccessFactors.	Must not be longer than 128 characters.
DEPARTMENT	Identifies the department in which the employee works. Used as a filter for finding employees.	We recommend using this field. Can be renamed to use as a filter when searching for employees.
JOBCODE	The code assigned to the employee’s job role The JOBCODE is used to determine which role-specific competencies automatically display in the employee's review forms. For more information about job codes,	We recommend using this field. Must be an existing job code.
DIVISION	Identifies the division in the which the employee works. Used as a filter for finding employees.	We recommend using this field. Can be renamed to use as a filter when searching for employees.
LOCATION	Identifies the location where the employee works. Used as a filter for finding employees.	We recommend using this field. Can be renamed to use as a filter when searching for employees.
HIREDATE	The date on which the employee was hired.	Must be in the mm/dd/yyyy format.
EMPID	The employee's employee ID.	Must not be longer than 256 characters.
TITLE	The employee's title.	Must not be longer than 256 characters.
BIZ_PHONE	The employee's work phone number.	Must not be longer than 256 characters.
FAX	The employee's fax number.	Must not be longer than 256 characters.
ADDR1	The employee's address.	Must not be longer than 256 characters.
ADDR2
CITY
STATE
ZIP
COUNTRY
REVIEW_FREQ	Identifies how often the employee is reviewed, for example Annual.	Must not be longer than 256 characters.
LAST_REVIEW_DATE	The date of the employee's last review.	Must not be longer than 256 characters.
CUSTOM01-CUSTOM15	Any specific information your company needs.	You can create up to 15 custom fields.
MATRIX_MANAGER	Identifies the employee's dotted line manager.	The USERID of the employee’s dotted line manager.
DEFAULT_LOCALE	The locale used by the employee.	If blank, the value defined for your company is used.
PROXY	Identifies the person who will act on behalf of the employee	The USERID of the proxy.

§  Row 2

The first two columns of Row 2 must remain exactly as in the template, including uppercase:

§ STATUS

§  USERID

All remaining columns in Row 2 can remain as in the template or you can use any label you want. For example, you might want to change the label from Manager to Supervisor. 

Required columns for the user data file

The following table describes the data columns required for the user data file. You must include these columns in your user data file.

The following table describes the data columns required for the user data file. You must include these columns in your user data file.

Column	Description	Valid values and requirements
STATUS	Determines whether the employee is an active or inactive employee.	Your options are: Active = the employee can log in, use all available features, and will show up in search results and reports. Inactive = the employee can't log in. All employee information and forms remain in the system, but are frozen in their current state. Inactive employees don't show up in search results and can be filtered out in reports.
USERID	The unique identifier of the employee. The USERID is assigned by the system and is used for tracking individual employee records in the system. The USERID is permanently associated with the employee.	Must be at least 4 characters long. Can never be changed, even if the employee's name changes.
USERNAME	The unique username assigned to the employee. The USERNAME is used to log into SuccessFactors.	Must be between 1 and 100 characters long. Can be changed as needed, for example, when a person marries and wants to use a different name.
FIRSTNAME	The employee's first name. This name will be shown in SuccessFactors.	Must be between 1 and 128 characters long.
LASTNAME	The employee's last name. This name will be shown in SuccessFactors.	Must be between 1 and 128 characters long.
GENDER	The gender of the employee. Writing Assistant needs this information to use the correct gender pronoun (for example, he/his or she/her) when suggesting feedback text.	Your options are: M = male F = female
EMAIL	The complete email address of the employee. Used for notifications, alerts, and resetting passwords.	Must be a complete email address, for example raghav@yourcompany.com.
MANAGER	Identifies the employee's manager.	Your options are: Manager’s USERID   Note Don't use the manager’s username. NO_MANAGER = highest level employee or any employee without a manager, such as a CEO Note You must enter NO_MANAGER for any employee without a manager. You can't leave this column empty.
HR	Identifies the human resources (HR) representative assigned to the employee.	Your options are: HR representative's USERID  Note Don't use the HR representative's username. NO_HR = no HR representative is assigned to the employee Note You must enter NO_HR for any employee without an HR representative. You can't leave this column empty.
TIMEZONE	Identifies the time zone in which the employee works.	Must be a valid value, for example PST for Pacific Standard Time. If you don't specify a value, Eastern Standard Time (EST) is used by default.

Optional columns for the user data file

The following table describes the optional data columns of the user data template. Some columns in your file might be different.

Column	Description	Valid Values and Requirements
MI	The employee's full name. This name will be shown in SuccessFactors.	Must not be longer than 128 characters.
DEPARTMENT	Identifies the department in which the employee works. Used as a filter for finding employees.	We recommend using this field. Can be renamed to use as a filter when searching for employees.
JOBCODE	The code assigned to the employee’s job role. The JOBCODE is used to determine which role-specific competencies automatically display in the employee's review forms. For more information about job codes,	We recommend using this field. Must be an existing job code.
DIVISION	Identifies the division in the which the employee works. Used as a filter for finding employees.	We recommend using this field. Can be renamed to use as a filter when searching for employees.
LOCATION	Identifies the location where the employee works. Used as a filter for finding employees.	We recommend using this field. Can be renamed to use as a filter when searching for employees.
HIREDATE	The date on which the employee was hired.	Must be in the mm/dd/yyyy format.
EMPID	The employee's employee ID.	Must not be longer than 256 characters.
TITLE	The employee's title.	Must not be longer than 256 characters.
BIZ_PHONE	The employee's work phone number.	Must not be longer than 256 characters.
FAX	The employee's fax number.	Must not be longer than 256 characters.
ADDR1	The employee's address.	Must not be longer than 256 characters.
ADDR2
CITY
STATE
ZIP
COUNTRY
REVIEW_FREQ	Identifies how often the employee is reviewed, for example Annual.	Must not be longer than 256 characters.
LAST_REVIEW_DATE	The date of the employee's last review.	Must not be longer than 256 characters.
CUSTOM01-CUSTOM15	Any specific information your company needs.	You can create up to 15 custom fields.
MATRIX_MANAGER	Identifies the employee's dotted line manager.	The USERID of the employee’s dotted line manager.
DEFAULT_LOCALE	The locale used by the employee.	If blank, the value defined for your company is used.
PROXY	Identifies the person who will act on behalf of the employee	The USERID of the proxy.

Regards

Raghav 

Mail : Babu.saphr01@gmail.com

va.806.806.0.va