- SAP Managed Tags
1. Overview:
SAP SuccessFactors Employee Central allows organizations to manage employees' dependents efficiently. This enables HR to store and maintain dependents' details for benefits administration, tax calculations, etc.
2. HRIS Elements:
According to SAP KBA 2807618, in SuccessFactors Employee Central, dependents are managed through the Dependents Information Portlet, which includes:
• A specific HRIS element: personRelationshipInfo
• Reused fields from various HRIS elements (as listed in the table)
Limitations:
- Limited customization for reused fields
- No RBP support for reused HRIS elements
Note 1: You can add custom fields under the personRelationshipInfo HRIS element, and they can be managed via RBP, newly added fields will be unchecked by default in RBP, so you’ll need to manually enable permissions for them as needed
Note 2: If you need to customize fields from reused HRIS elements, DO NOT modify the original element, as changes will affect both Dependents and Employees. Since RBP is not supported, create a new Person Type under the base HRIS element instead.
Navigation Path: Manage business configuration→Select the base HRIS element → configure New Person Type.
Select the Person Type as Dependent then save.
Now A new HRIS element has been created for Dependents, allowing customization such as disabling fields, changing visibility, and sorting. However, some limitations remain as it is still linked to the base PersonalInfo element.
Limitations:
• Field labels cannot be changed.
• In correction mode, fields display only their identifiers. • Custom fields appear as String20, Date1, etc. So Always refer to the main HRIS element to correctly identify fields before making changes.
We can repeat the same steps for the PersonInfo if any customizations are needed.
Note 3: According to KBA 2634641 & KBA 3235376, National ID and Home Address fields for dependents CANNOT be managed using RBP, even by creating a new Person Type.
Available Options:
✓ Hide the entire section from the Dependents Information Portlet
✓ Keep it as it is (no RBP control possible)
To Hide the Address section from dependents portlet:
Select the main HRIS homeAdress→Make correction →Disabled under Dependents Section = YES
To Hide the National ID section from dependents portlet:
Select the main HRIS NationalID→Make correction →Disabled under Dependents Section = YES
3. User Interface and RBP:
Access to the Dependents UI (portlet) will be Based on:
• Users' ability to view or modify certain fields depends on their permissions.
• Customizations previously done will influence what is displayed.
To grant permission to the users:
Access Manage Permission Roles→ Select the desired role and click Edit→ Skip Editing the basic info by clicking the ‘NEXT’ button→ In the Add Permission screen, search for Dependents, grant the necessary permissions, and save.
Example: Visa File Number is a custom newly added field under the personRelationshipInfo
Adding Information about Dependents (ESS):
• The UI will show relevant fields based on the employee permissions.
• Users can Add, Edit, and delete details for dependents.
• Make sure to click the “Edit details” button at the bottom of the dependents screen and fill in all required fields to avoid warnings, errors, or information messages.
4. Bulk Data Management:
4. a. Importing Dependents details:
According to SAP KBA 2092840, We have to download 3 main uploading templates from Import Employee Data:
1. Biographical Information: To create the dependent as a new person in the system:
Navigation Path: Access Import Employee Data→ Select Download Template →Select
Biographical Information→ Select the desired fields From Available data fields Tab→ Click
Generate Template.
Repeat the same steps to download the remaining templates.
Give the code for the country of birth(for example TUN for Tunisia).(A list of some country codes will be added to the end of this article)
Fill in the DOB: MM/DD/YYYY
user ID: keep blank
Person ID External: This will be the unique identifier for the dependent and will be reused for
other uploading templates.
Note: Make sure to enter a unique ID that has never been used before for any other
person type, as this is the same template used to upload employee data.
2. Person Relationships: To create the link between the employee and his dependents:
Person ID External: Fill with the employee ID
Related Person Id External: Give the Dependent Unique ID created in the previous template. Relationship: Enter the value according to your configured relationship picklist (refer to the Picklist Center). Do the same for any value that will be added to a picklist-type field.
Note: Customized fields created under personRelationshipInfo will appear in this Template.
3. Personal Information: Upload the dependents' personal data such as First name, Last name…:
For Home Airport and Salutation: Enter the value according to your configured picklist (refer to
Picklist Center). Do the same for any value that will be added to a picklist-type field.
Note: You can add additional Information for the dependents like NationalID info…
Data Uploading:
Access Import Employee Data→ Select Import Data→ FIRST Select Biographical Information→ Select the Data import File→ Validate then Import
Repeat the same steps to Import the remaining templates In the same order 1. biographical info 2.Relationship 3.personalInfo.
4. b. Exporting Dependents data:
Please refer to SAP Public KBA: 2806252 - How to Retrieve Dependents Related Information via Canvas Reports. It provides a detailed and clear guide on exporting dependent details.
However, please note that the Dependent Related Person ID extracted in the report is different from the Dependent Unique ID created during the import. To pull the exact ID used during the import, add the Dependent Person ID column under the Dependent Personal Info table (Step 3 in the second screenshot)
4. C. DELETE/ DELIMIT Dependents:
To DELETE an employee's dependent record from the Dependents portlet in SAP SuccessFactors Employee Central can be challenging, especially when dealing with large amounts of data.
Performing a Full Purge import requires reimporting all dependent data, and if you want to completely delete records by uploading an empty file, the system will not allow it.
As per SAP KBA 2411208, the Person Relationship operation does not support a DELETE function but instead uses the DELIMIT option. Here are the two methods to handle the deletion of dependent records:
✓ If Data is Available in the Import Template:
• In Incremental import mode, add the DELIMIT operation to the Person Relationship record in the import template.
• Ensure that the Effective Start Date for the operation matches the Effective Start Date of the dependent record.
• When the DELIMIT operation is executed, it will effectively "close" the relationship record for that dependent and Remove it from the History. But Dependents data will remain in the system.
• Further steps: You can Add the DELETE operation to the Personal Info, and the remaining used Import files accordingly
✓ If Data is not Available in the Import Template:
• Step 1: Retrieve Person ID External or Dependent Person ID via Data Inspector or canvas Report (exported in ‘Exporting Dependents data’ Section)
• Step 2: Export and fill Person Relationship template with Person ID External employee ID, Related Person ID External, Dependent Person ID, event date, relationship-type and DELIMIT in Operator column.
• Step 3: Import fie in incremental mode and verify that dependent is no more shown in employee's profile.
For Additional details, You can Follow the Guidelines mentioned in SAP Public KBA 2274679 - How To Delete/Delimit Dependents Data via Import - Employee Central.
To DELIMIT a dependent relationship while keeping it as historical data, you should add the DELIMIT operator in the import template, and ensure the Effective Start Date is different from the record's start date. This will mark the dependent record as inactive without deleting it from the system, allowing it to remain in the system as historical data.
Example:
If the dependent's original Effective Start Date is 2023-01-01, and you want to delimit the record as of 2024-01-01, you would:
• Add the DELIMIT operation in the import template.
• Set the Effective Start Date for the DELIMIT operation to 2024-01-01, which is the new date when the relationship will be ended.
This approach ensures that the dependent's record is still stored as historical data but is no longer active as of the effective start date of the DELIMIT operation.
Country Alpha-3 Code
Tunisia TUN
India IND
Germany DEU
United States USA
France FRA
United Kingdom GBR
Canada CAN
Australia AUS
Italy ITA
Spain ESP
Netherlands NLD
Belgium BEL
Switzerland CHE
Austria AUT
Sweden SWE
Norway NOR
Denmark DNK
Finland FIN
Japan JPN
China CHN
India IND
Brazil BRA
South Africa ZAF
Russia RUS
Mexico MEX
Saudi Arabia SAU
United Arab Emirates ARE
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