Implementing National ID with Validity Period in SAP SuccessFactors Employee Central

[MahnoorNaseem]

Hello All,

Greetings of the day! 

Welcome to New SAP Comminity Blog!

Most of the SuccessFactors customers are looking for this requirement - "Implementing National ID with Validity Period". In this blog post, I’m excited to share insights on the latest enhancement delivered in the 1H 2025 release related to the National ID Validity Period in SAP SuccessFactor Employee Central. This enhancement brings more flexibility and control in configuring National ID Types and Validity for different country specific - especially useful for compliance and data governance in HR systems.

New National ID Information with Validity Period - General Availability

You can now configure the validity periods for each national ID record to track lifelong changes to your national ID information. To support tracking lifelong changes to your national ID information, we have added the validity fields Valid From and Valid To for each National ID records in National ID Information.

The National ID with Validity Period feature allows you to have multiple national ID records under one card type or across multiple card types.

• New validity fields Valid From and Valid To in National ID Information
• New fields record-id, valid-from, and valid-to to the nationalIdCard HRIS element in Business Configuration UI (BCUI)

Configuration Requirements:

• To use the National ID with Validity Period feature, you need to add and enable the new HRIS fields record-id, valid-from, and valid-to to the nationalIdCard HRIS element in Business Configuration UI (BCUI).
• Once the new fields are enabled in BCUI, the existing OData v2 entity PerNationalId becomes unavailable and you need to use the new entity PerNationalIdWithValidityPeriod to access national ID information. If you are currently using PerNationalId for integrations and extensions, please transition to using PerNationalIdWithValidityPeriod.

Enabling Fields in BCUI for National ID with Validity Period

To use the National ID with Validity Period feature, you need to configure valid-from, valid-to, and record-id in BCUI.

Prerequisites:

• You have the view and edit permission under User Permissions > Employee Data > HR Information > Record ID.

Step – by – Step Configuration Procedure for BCUI Fields:

1. Go to Manage Business Configuration from Admin Center.
2. Expand Employee Central > HRIS Elements, and select nationalIdCard.
3. In the HRIS fields section, click the dropdown of any textbox, and locate record-id.
4. Select Yes from the Enabled dropdown.
5. Repeat step 3 and 4 for configuring valid-from and valid-to.
6. Choose Save.

Configuring National ID Allowlist for Multi-record Relationship

Use the Manage Data tool to configure the multi-record relationship for the specified country/region. You can define how multiple national ID records are validated, for example, multiple records under one card type or sequential records across card types.

Prerequisites Role-Based Permissions:

• You have enabled the permission under Administrator Permissions > Metadata Framework > Manage Data.

• View and edit permission under User Permissions > Employee Data > HR Information > Record ID

• You have enabled the view and edit permissions under User Permissions > Miscellaneous Permissions > Allowlist Configuration for National ID with Validity Period.
• You have enabled the view and edit permissions under User Permissions > Miscellaneous Permissions > Allowlist Configuration Details for National ID with Validity Period.

Context:

If no allowlist configuration is done for a specific national ID card type, multiple records related to this card type will not be allowed.

In the case of changes in gender or other country/region-specific identification information, you need to renew your National ID number. Then, you can configure an allowlist to update multiple national ID records under one national ID card type. There should be no gaps or overlaps in the validity periods of these multiple national ID records.

In some countries/regions, you can have multiple national ID card types whose validity periods must follow a specific sequence based on the legal requirements. In this case, you can configure an allowlist to update sequential national ID records across different national ID card types. There should be no gaps or overlaps in the validity periods of these multiple national ID records.

• A new Allowlist Configuration Details for National ID with Validity Period MDF object in Manage Data:

Use the object to configure the multi-record relationship for the specified country/region. You can define how multiple National ID records are validated, for example, multiple records under one card type or sequential records across card types. If no allowlist configuration is done for a specific national ID card type, multiple records related to this card type will not be allowed.

• Validation checks in case of one or multiple National ID records in National ID Information and Import Employee Data (purge type Full Purge and Incremental Upload) page
• New OData v2 entity PerNationalIdWithValidityPeriod: The new entity replaces the existing PerNationalId entity when record-id, valid-from, and valid-to are enabled in BCUI. It uses personIdExternal and recordId as business keys and includes two new properties validFrom and validTo, allowing you to query and upsert national ID information that contains specific validity periods.

Go to Configure Object Definition:

Allowlist Configuration for National ID with Validity Period (NationalIdWithValidityPeriodAllowList) - Parent Object Name

This parent object is used to manage multiple child records of national identification (like CNIC, Passport, etc.) with different validity periods under Multi or Sequential card configurations.

Association to Child Object:

• You have a One-to-Many Multiplicity.
• Destination Object: Allowlist Configuration Details for National ID with Validity Period (Child Object)
• Association Name: toNationalIdWithValidityPeriodAllowListDetails
• Type: Composite (Association Type)
• This purpose of this Parent to Child association is to maintain multiple national ID records in the child object.

Name	Multiplicity	Destination Object	Association Type
toNationalIdWithValidityPeriodAllowListDetails	One To Many	Allowlist Configuration Details for National ID with Validity Period	Composite

Allowlist Configuration Details for National ID with Validity Period (NationalIdWithValidityPeriodAllowListDetails) - Child Object Name

This child object is used to define detailed allowlist settings for National ID validity periods. It inherits effective dating from the parent and includes key fields like country, sequential type, and card types

Purpose of the Parent Object Designed:

• Configure how various National ID card types (like CNIC, Passport, RP Card, etc.).
• Define which card types are allowed for an employee, including validity period handling.
• Support Multi-record (same card type, different periods) and Sequential (different card types over time) structures.

Step – by – Step Configuration Procedure for AllowList Configuration object:

1. Go to Admin Center > Manage Data.
2. From the Create New dropdown, select Allowlist Configuration for National ID with Validity Period.
3. Specify the country/region.
4. Specify the Multiple Records under One Card Type from the Multi-record Relationship and choose Details.
5. Enter the details in the fields and choose Done.
6. Choose Save to exit allowlist configuration.
7. Enter the details in the fields and choose done.
8. Choose Save.

Allowlist Configuration for National ID with Validity Period.

Field	Entry
Country/Region	The form autopopulates with your preconfigured values.
Multi-record Relationship
National ID Card Type	Specify a national ID card type under which multiple national ID records are allowed and validated.

Allowlist Configuration Details Multiple Records under One Card Type from the Multi-record Relationship for National ID with Validity Period.

1. Go to Admin Center > Manage Data.
2. From the Create New dropdown, select Allowlist Configuration for National ID with Validity Period.
3. Specify the country/region.
4. Specify the Sequential Records under One Card Type from the Multi-record Relationship and choose Details.
5. Enter the details in the fields and choose Done.
6. Choose Save to exit allowlist configuration.
7. Enter the details in the fields and choose done.
8. Choose Save.

Field	Entry
Country/Region	The form autopopulates with your preconfigured values.
Multi-record Relationship
National ID Card Type (First)	Specify the national ID card types (3 at maximum) so that you can have multiple national ID records in a sequence across different card types. The sequence numbers (first, second, and third) and defined card types will help validate your national ID records.
National ID Card Type (Second)
National ID Card Type (Third)

Allowlist Configuration Details Sequential Records under One Card Type from the Multi-record Relationship for National ID with Validity Period.

Multi-Record VS Sequential Record Configurations:

Now understand the Core Concept of National ID with Validity Period - for Multi-Record and Sequential Record Configurations in SAP SuccessFactors for Allowlist configuration Detials

Multi-Records under One Card Type:

In the Multi Record Card Type, we have to mark only one card type as Primary = Yes. Multi Record Card Type is defined with two categorizations. For example, the validity period of CNIC may change over a specific time period, but its number will never change – it remains the same for a lifetime – so it will be Primary = Yes.

For another card type like Passport, it will be Primary = No, because Multi Record Card Type supports only one card type as Primary = Yes.

Now, the primary one is the one whose card number does not change, but its validity period changes – we place such records under Multi in Manage Data → Allowlist Configuration.
Passport will also fall under multi card type by nature.

• Primary = Yes → the one whose card number does not change (e.g., CNIC)
• Primary = No → Card number may change (e.g., Passport)

Overlapping Example (Would Be Rejected):

Record	Valid From	Valid To
CNIC-001	01-Jan-2024	31-Dec-2025
CNIC-002	01-Dec-2025	15-Aug-2028

For Multi Record Card Type in one category, just keep in mind:

• No gaps are allowed in validity periods
• One record, such as National ID card number, must be Primary
• Other records, like Passport, do not have to be Primary
• You can only have one primary, all other records must be Primary = No
• If more than one record is marked as primary, the system will throw an error
• Note: National ID Information 1234567893 Please set the same “Is Primary” value for the national ID card type Civil Number in the country/region Oman.

Sequential Records Across Card Types:

This configuration supports different card types in a sequence, such as when an employee transitions between countries or legal statuses — for example, moving from using a Passport to a Resident ID.

Consider a student currently residing in Pakistan who holds a CNIC (Computerized National Identity Card). This CNIC is valid only within Pakistan.

As the student moves to Austria for higher education, their Passport becomes the valid identity document for international travel and identification, particularly for Austria.

Later, upon receiving their Resident Permit (RP) card in Austria, the RP card becomes the valid identification for residency within Europe.

Overlapping Example (Would Be Rejected):

Record	Valid From	Valid To
CNIC-001	01-Jan-2024	31-Dec-2025
CNIC-002	01-Dec-2025	15-Aug-2028

For Sequential Record Card Type in one category, just keep in mind:

• The identity records transition sequentially across different card types (CNIC → Passport → RP Card).
• Each of these cards is marked as Primary = Yes even if earlier ones become invalid, because they reflect historical and legal identity validity across time and regions.
• There should be no gaps between the validity periods of these records.
• All records in a sequential relationship must be marked as Primary, otherwise the system will throw a validation error.
• Now in the system, the validity of the previous card will end, and a new card will appear.
  The new card will exist, but the old one will still be marked as Primary = Yes, even if its validity has expired, because its existence will still remain in the system.
• Note: National ID Information 507080-4870993 Please set the same “Is Primary” value for the national ID card type FRN - Foreign Registration Number, Korea Registration Number, RGN - Resident Registration Number in the country/region Korea, Republic of.

What's Changed

How It Looks Now

National ID with Validity Period

Allowlist Configuration Sample for National ID with Validity Period

How It Looked Before

National ID Information

Technical Details:

Reference Number	ECT-242645
Product	Employee Central
Module	Localization Employee Data Integration and Extension
Feature	Country/Region Specifics Business Configuration API
Action	Info only
Enablement	Customer configured
Link to Demo
Lifecycle	General Availability
Type	New
Major or Minor	Major
Business Process Variant	Hire to Retire
Software Version	1H 2025
Valid as Of	2025-05-16
Latest Revision	2025-04-04

Regards,

Mahnoor Naseem

SAP SuccessFactors Consultant

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[wazir_4870993]

A very helpful blog really helped me to implement for my company release work task Thanks a lot!

[lyneivers013]

Hi there, so we have this implemented and all the permissions look fine. But when I go to build an integration I cannot find the Nationid Node anymore. Has anyone else had this issue. The National ID is masked for us in BCUI, and we don't want to remove the masking. Do we have to unmask, build the integration, set it running and then re mask? Any advice appreciated

[abbas3]

Nice Document

[wazir_4870993]

A very helpful blog really helped me to implement for my company release work task Thanks a lot!