Email Export - SAP Successfactors Employee Central

Summary

In this video, the host guides viewers on how to export employee-related details from a system. They demonstrate creating a report in the reporting section, focusing on exporting email information for all employees. The tutorial covers selecting data fields, applying filters for specific email types, and exporting the data in various formats like CSV, Excel, PDF, and PPT. Additionally, the host explains how to modify exported data for bulk uploads, ensuring it aligns with the system's import template requirements.

Takeaways

• 😀 The video is a tutorial on exporting employee details from a system.
• 🔐 To access reporting features, proper access in manage permission roles is required.
• 📈 The video demonstrates how to create a new report for exporting employee data.
• 📑 There's a specific domain called 'Person and Employment Export' for exporting employee data.
• 📋 The report can be customized to export data from different sections of the employee profile.
• 📧 The tutorial shows how to export email information for all employees.
• 📊 Filters can be applied to refine the exported data, such as exporting only business emails.
• 💾 The exported data can be saved in various formats like CSV, Excel, PDF, and PPT.
• 🔄 The video also covers how to modify the exported data for bulk upload.
• 🔧 The process of aligning exported columns with a template for importing data is explained.
• 👋 The presenter invites viewers to subscribe and look forward to future videos.

Q & A

What is the main topic of the video?

The main topic of the video is about exporting employee-related details from a system.

What options are available for importing employee data?

The options available for importing employee data include downloading templates or directly importing data.

Is there an option to export employee data directly?

No, the script mentions that there is no direct option to export employee data, but there is an option to export data related to a specific employee.

How can one export data segregated per portlet or section?

Data can be exported per portlet or section by accessing reporting and having proper access in manage permission roles.

What is the process to create a new report for exporting employee data?

To create a new report, one should go to reporting, click on 'new', and then select the appropriate report type, such as 'report table'.

What domain is specifically contributed for exporting employee-related data?

The domain specifically contributed for exporting employee-related data is called 'person and employment export'.

How does one select the columns for the report in the 'person and employment export' domain?

One can select columns for the report by clicking on 'select columns' and choosing the desired portlets and fields from the employee profile.

What details can be previewed in the report before exporting?

The preview shows details such as person ID, employee IDs, email addresses, email types, and whether the email is primary or not.

Can filters be applied to the report to refine the exported data?

Yes, filters can be applied to refine the criteria of the exported data, such as exporting only business or personal email types.

What file formats are available for exporting the report?

The report can be exported in CSV, Excel, PDF, and PPT formats.

How can the exported data be used for bulk upload?

The exported data can be modified and arranged in the sequence of columns as per the template for bulk upload.

What is the process to download a template for importing employee data?

To download a template for importing employee data, one should click on 'import employee data', then 'download template', select an entity, and generate the template.

Outlines

00:00

📊 Exporting Employee Details: An Overview

The speaker, Pallie, introduces a tutorial on how to export employee-related details from a system. They discuss the lack of a direct export option for employee data but highlight the 'Employee Export' feature that exports all related data for a specific employee. The focus is on exporting data per portlet or section, which can be achieved through reporting with proper access permissions. Pallie offers to create a separate video on accessing these permissions if requested. The tutorial proceeds to demonstrate how to create a report to export different sections of the employee profile, specifically focusing on exporting email information for all employees.

05:00

🔍 Customizing Exports and Import Templates

Pallie continues the tutorial by showing how to customize exports by selecting specific data fields from the employee profile, such as email information. They explain the process of previewing the report, applying filters to refine the data, and exporting the filtered data in various formats like CSV, Excel, PDF, and PPT. The video also covers how to modify exported data for bulk uploads, using the downloaded template as a guide for column arrangement. Pallie demonstrates how to rearrange columns in the export to match the template for seamless data import. The tutorial concludes with a reminder to subscribe and a prompt to check other videos for more information.

Keywords

💡Exporting

Exporting refers to the process of transferring data from one system to another, often in a different format. In the context of the video, exporting is about extracting employee-related details from a system. The script mentions exporting data in various formats such as CSV, Excel, PDF, and PPT, which are common file types for data exchange.

💡Employee Data

Employee Data pertains to all the information associated with employees within a company, such as personal details, contact information, and employment records. The video's main theme revolves around exporting specific subsets of this data, such as email addresses, from a system.

💡Templates

A template in this context is a pre-formatted document or file that serves as a guide for inputting data. The video discusses downloading templates for importing employee data, which have predefined fields that need to be filled out.

💡Portlets

Portlets are modular applications or components that can be embedded in a web page, often used in enterprise software for displaying different types of information. The script refers to portlets as sections within the employee profile from which data can be exported.

💡Reporting

Reporting in the video refers to the generation of reports within a system, which can be used to extract and view specific data. The script describes creating a new report to export employee email information.

💡Access Permissions

Access Permissions are the rules that determine who can access certain features or data within a system. The video mentions the need for proper access in manage permission roles to export data, highlighting the importance of security and authorization in data handling.

💡Person and Employment Export

This term from the script refers to a specific domain or feature within the system that is dedicated to exporting employee-related data. It is used to segregate and export data per portlet or section, which is a key functionality discussed in the video.

💡Columns

In the context of the video, columns refer to the individual fields or attributes that can be selected for inclusion in a report or export. The script describes selecting columns such as email information to be included in the export.

💡Filters

Filters are used to refine or limit the data that is displayed or exported. The video explains how to use filters to export only specific types of email information, such as business or personal emails.

💡CSV

CSV stands for Comma-Separated Values and is a common file format used for storing and transferring tabular data. The video script includes exporting data in CSV format, which is a simple and widely supported way to share data.

💡Bulk Upload

Bulk Upload refers to the process of transferring a large amount of data to a system at once. The video discusses modifying exported data for a bulk upload, such as changing email addresses or setting them as primary.

Highlights

Introduction to exporting employee-related details

No direct export option for employee data but can be done through reporting

Access to reporting requires proper permissions in manage permission roles

Creating a new report for exporting employee data

Choosing between report table and advanced report options

Highlighting the domain 'person and employment export' for employee data

Navigating through report sections: general, info, columns, configuration, and filters

Exporting email information of all employees as an example

Selecting and configuring columns for the report

Previewing the report to see employee IDs and email addresses

Filtering email types to export only business or personal emails

Generating the report with selected filters

Exporting report details in various formats: CSV, Excel, PDF, PPT

Downloading a template for importing employee data

Modifying the exported data for bulk upload

Arranging columns in the exported file to match the template

Using the exported file as an import file after modifications

Handling multiple columns in the export file

Conclusion and invitation to watch more videos

Transcripts

hello everyone this is the pallie and

welcome back to my channel in today's

video we will be talking about exporting

the employee related details if you

happen to be new to my channel please

consider subscribing down below now

let's get started the employee import

which we have which is called as the

import employee data gives us the option

to download the templates or to import

the data we do not have the option here

to export the employee data or export

the data which are specific to any

particular portlets that we see on the

employer screen we do have an option of

employee export which exports all the

related data of any particular employee

in the system but if we want to

segregate it per portlet or per section

this can be done from reporting to

access reporting we should have proper

access in the manage permission roles if

you need to know how we can access these

from the RB piece please do mention that

in the comment section I can create a

separate video for that in this video

let's see how we can export the

different sections in the employee

profile so I'll go to reporting and

click on new to create a new report

since this is a report table not an

advanced report for the advanced

reporting we should be selecting report

canvas so if you select the report table

it gets highlighted you can see that

there is a dark blue boundary that

appears when you highlight any

particular section and then click on

select now in order to export the

employee related details

there is a separate domain which is made

or specifically contributed for only

exporting the employee related data

which is called as person and employment

export

here we see four navigations general

info columns configuration and filters

in this report I would like to export

the email information in the system of

all the employees so here I'll give the

name of the report as email data I will

leave the priority as is which is set as

medium by default and then I'll go to

columns click on select columns and here

we have all these different portlets

that we see in the employee profile and

these data we can manage section by

section so if we want the phone info I

click on phone and when these are the

four fields that are maintained in the

employee profile which are related to

the phone information if I click on

email information and these are the four

fields for the email information for now

I select all and click on finish so if I

click on preview I can see that these

are all the details with the person ID

that these are all the employee IDs and

their email addresses which are

maintained in the instance their email

type whether it is a business email or a

personal email and is primary if that is

primary or not so you can close this

save if you want to provide any filters

you can refine criteria click on filters

the email information say for example

you want to export the email type with

only business and you do not want the

personal information or the personal

email ids exported all the other way

around say for example you want to

export only the personal email ids which

are maintained in the system click on

save preview and here you can see you

get all the personal email ids

and the personal email ids which are

maintained are not the primary email ID

for some but it is primary for other T

stands for true and f-4s primary is

false so I will be exporting all the

personal email ids in this case I click

on generate after clicking on generate I

will have four options to export these

details which are CSV Excel pdf and PPT

I will click on CSV and my report is

exported when I click on that report I

can see the file being created if you

see here I have four columns personal ID

email email typing is primary now I can

modify this exported data and arrange

the columns of the exported file to

import the data say for example if I

have to import the employee details I

click on import employee data and then

click on download template select an

entity email information and say I would

want to export or download the template

which has all these whole fields emailed

I personal ID email address and is

primary when I click on generate there

is a blank template with only the

headers that gets downloaded so if you

see this file this file has these four

fields type personal ID email address

and is primary which is exactly these

four fields type personal ID email

address and is primary but then their

sequence of column is different so you

can fill these columns as per the sequel

which is maintained here the other thing

that can be done is you can also export

the data in the same sequence of columns

which are present in my template so

click on columns if we have four columns

here and then I have the option of

rearranging the columns so in my

template I see that my type is the first

column type ID address and primary I go

to my template type ID address and

primary so once these columns are

arranged click on OK save and then

generate a game so when you click on

generate again you will see that the

columns are arranged type ID address and

primary and you can use this export file

as the import file you can modify these

details if you want to or change the

email address of any one or more of the

employee IDs make them primary or not

for a bulk upload and use a similar file

because your coils are already arranged

in this case we had only four columns

but there could be a scenario where you

would have to deal with multiple columns

so this is what I wanted to share with

you today that how we can export the

personal details in this case for

example the email ID of all the

employees in the system how you can

modify it as a bulk upload thank you so

much for watching the video I hope it

was helpful for you you can also check

my other videos and also click on the

bell icon so that you get notified on my

other videos see you soon in the next

video thanks for watching bye for now