- SAP Managed Tags:
Introduction
The Mass Data Management tool allows Managers and HR Managers to efficiently update data for multiple team members at once. Until now, this feature was only available for Mass Changes of Position. Starting with the 2505 H1 release, it will also support updates to Job Information, expanding its functionality and making bulk data changes even more comprehensive.
MassChange Configuration For JobInfo
To configure mass changes for Position or Job Information, the prerequisite is enabling the corresponding permission.
Now Navigate to Manage Data--> MassChanges Job Configuration and create new configuration
Mass Change Configuration for Job Information can be created separately for each Person Type. Currently, we support two person types: Employee and Contingent Worker. The Person Type field is available exclusively for Job Information configurations, as the JobInfo data model is also defined for person type.
Once the Target Type and Person Type are selected, a list of fields specific to the chosen person type which are marked as visible in "Manage Business Configuration" are displayed—including country-specific fields. These fields can be configured as editable, filterable, or both, depending on the business need. A maximum of 15 fields can be configured, out of which up to 8 can be designated as default filters.
Field Configuration Restrictions
- Company and Effective Start Date are system-defined default filters. These fields are automatically added by the system and cannot be configured as filterable or editable.
- The Position field cannot be set as editable.
- User-related fields such as Supervisor, Manager, etc., are not available for editable configuration.
- Fields containing Personally Identifiable Information (PII) cannot be configured as either editable or filterable.
- The Attachment field is also excluded from being marked as editable or filterable.
- In case of cascading picklists and associated fields based on field criteria, only child field cannot be marked as editable. Both parent and child fields need to be marked as editable.
Apply Action Execution Mode
Additinally for 2505 H1 release we do not support configuration of "Min Record Limit To Trigger Job" for Mass Change of Job Inforamtion. This will only be supported for Mass Change of Position.
This field controls how the Apply action in Mass Change is executed—either by triggering a background job to run asynchronously if the number of records exceed this configuration or by running the process synchronously in real time.
In the current release for Job Information specific configuration, the system sets this field to a default value of 50, and only synchronous execution is supported. This means managers can apply changes to up to 50 Job Information records at a time through the Apply action.
Mass Data Management for JobInfo
Role-Based Permission Prerequisites
- We should have the permission Manage Mass Data Management ->Enable Mass Data Management.
- We have the OData Administrator permission for edit or User Permissions -> Edit Permission for Employee Central Effective Dated Entities Job Information.
If both the above mentioned permissions are available, on navigating to Mass Data Management screen and select create, we should see the below screen.
On selection of Job Information, we should see the drop down for person type , legal Entity and effective start date.
Once the Create button is selected on the screen above, the system loads the Mass Change Job Configuration based on the selected Job Information and Person Type. The user is then navigated to a new screen, which is automatically populated with the available filters—including the system-defined default filters: Start Date and Company.
When the Go button is selected, the screen loads Job Information records for various users based on the applied filters—such as Effective Date, Legal Entity, Location, Time Recording Profile, and Supervisor in this example. The results are further refined based on the target population and role-based permission checks .
As shown here, the Job Information records are listed, with the user display name in bold. By selecting the user name, we can navigate directly to the user's profile.
We can select up to 50 Job Information records and click the Edit button. This action will open a pop-up window showcasing the fields that have been configured as editable in the Mass Change Job Configuration.
As shown, the Event and Event Reason fields are mandatory. This is applicable when Event Derivation feature from rules is disabled. We can view all the available events and event reasons, which are also listed in the Manage Self Service UI. Once the required fields are selected for editing, the Apply button will be enabled. Clicking the Apply button will trigger the On Change rules configured for the Mass Change rule context. Additionally, the Apply action will trigger certain backend processors needed for the Job Information records. These processes may include actions like nullifying the FTE value, which will be recalculated upon saving, or clearing child picklist values if the parent picklist value has changed. After the execution of Apply action, we can see the field changed by client and server under Modified fields section.
Any server changed field configured as PII and RAL will not be listed under Modified fields section.
We also have an option discard the modification by selecting "Discard Modification Button" on some users. If not needed, we an just select Submit either immeditately or later.
The Mass Change job will be in the draft status after the execution of Apply action.
We can choose to submit the job whenever necessary. Upon clicking the Submit action Mass change job will be triggered which will execute all backend processors, on-save rules, and post-processors asycnchronously. During the excution of submit action, the Mass Change job will be in Processing status.On completion of job, depending on the status of the records the status of the job changes to Completed Successfully or Completed with Errors.
Additional Details Regarding Job Status:
- Workflow Support: We support workflows for Mass Change of Job Information. If a workflow is triggered, the job status will be marked as Completed Successfully.
- Log Details: The log will display the details of the error message, warning messages, triggered workflow.
- Error Handling: If any post-save processor fails on one of the records, all records will be marked as having an error. For example, a failure in time-off post-save processing could cause the entire transaction to fail. However, if a failure occurs in any of the processors before the save, only the affected record will be excluded from saving and marks as Error, while the other records will be saved successfully, and their status will be marked as Success. The job status for partial success will be marked as Completed with Errors, followed by the count of records that failed.
- If none of the records failed, then the job status would be Completed Successfully.
- The logs can be downloaded by clickling the Downlod Log button
The log is informative which will display errors and warnings for each of the records which was saved by mass changes
Conclusion
In conclusion, the Mass Data Management tool allows us to efficiently update Job Information for multiple users at once. It will always insert the updated Job Information records on the selected Effective Start Date, incorporating all the changes applied.
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