Change an Employee ID

Owned by Salome Lagvilava
Sept 19, 2024
3 min read

An employee ID is a primary identifier of an employee record, once an employee record is saved, all of the dependencies are built upon that employee ID, such as timesheets and expense reports, the approval structure, proxy structure, assignments, policies, accrual rules may all have a dependency on an employee ID. For this reason once an employee record is saved, it can no longer be changed. If an employee record was created with a wrong ID it can be deleted and re-created if no dependencies have been created yet.

If an employee ID needs to change after a user has already created timesheets and expense report and the historic data needs to be transferred from the old employee ID to the new employee ID, the following steps must be completed:

 

  1. From the Administrator menu expand the Organization → Employee tabs

  2. An employee record can be added manually in DATABASICS or via the daily refresh from your back end accounting or ERP systems. Depending on how the system is configured, please follow your standard procedure to create a new employee record with the new employee ID

IMPORTANT: Make sure not to let the end user create any timesheets or expense reports under the new employee ID prior to the switch and the data transfer. There should not be any associated data with the new employee record until after the switch, otherwise the system will not be able to complete the data transfer from an old employee ID to the new employee ID.

  1. Once the new employee record exists in DATABASICS, proceed with the steps to create a profile job to transfer the data (this includes timesheet and expenses reports, as well as all of the configuration details, such as the approval structure, proxy, assignments and so on):

  2. To create the profile job, from the Administrator menu expand the Data Piping → All Profile Task links

  3. Click Add to add a new profile

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  1. In the New All Profile Task setup window:

    1. Name: assign a preferred name to the profile job

    2. Profile Type: select “Transfer Data from Old Employee ID to New Employee ID” from the drop down list of profile types.

  2. Click Save

  3. Select the new profile task, by checking the checkbox on the left of the profile. The setup tabs should open in the bottom window pane

  4. Click on the Parameters tab in the bottom window pane of the screen.

  5. Type in “0” as a default value for both Transfer from Employee ID and To Employee ID (This Employee ID must exists in the system) fields and check the Promptable checkboxes for both.

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  1. Click Save to save the changes.

  2. To transfer data from the employee ID to the new employee ID, click on Run Now link next to the newly created profile task

  3. When prompted input the old employee ID in the Transfer from Employee ID Field and input the new employee IF into the To Employee ID (This Employee ID must exist in the system) field

  1. Click Run

  2. The system will direct you to the Job Instances screen, where you can confirm the job has been completed and the data has been transferred successfully.

 

 

2024 DATABASICS, Inc